FOR PROPOSAL: NEW SUPPLIES AND PROPERTY MANAGEMENT PROCESS

1. The Project Manager shall submit a copy of the approved Bill of Materials (BOM) of the
certain project prior to requesting of materials.

2. The requesting unit shall submit a duly-accomplished Request Slip for materials, supplies,
minor tools and equipment other than provided by the Motorpool.
2.1 The request slip shall be signed by the requisitioner, approved by the Project
Manager and reviewed by the Canvasser if the requested items are included in the
provided Bill of Materials (BOM).
2.2 The canvasser shall check if the items are available at the Commissary Warehouse
2.2.1 Commissary items includes Cement, G.I. Wire #16, Common Wire Nails
No. 4, 3, 2 and 1 ½, Safety Vest, Safety Helmet, Rubber Boots, Diamond Blade
#14 and Standard Deform Bars with sizes 10mmx6m, 12mmx6m and 16mmx6m.
The maintaining balance are as follows:

ITEMS MAINTAING BALANCE

Cement 500 bags
G.I. Wire #16 10 rolls
Standard Deform Bars 500 pcs
Diamond Blade #14 3 pcs
Common Wire Nails 1 box
Safety Vest 5 pcs
Safety Helmet 5 pcs
Rubber Boots 5 pcs

2.2.2 If requested items are available at the Commissary Warehouse, the

Commissary Clerk shall issue an Order Slip then forward to the Warehouseman
for material outgoing preparation.
2.2.3 Warehouseman shall prepare and release the requested materials to
project site and update the per item and outgoing logbooks. The order slip shall
be signed by the commissary warehouseman, the delivery driver and the site
warehouseman. The pink copy will be kept at site while the white copy shall be
returned to the Project Account Officer for recording purposes.
2.2.4 Weekly Inventory Report shall be updated every week by the Commissary
Clerk.

3. If requested materials are not available or does not meet the quantity at Commissary
Warehouse, the canvasser shall source out and inquire from at least two (2) to three (3) possible
suppliers and indicate the result from canvassing on the Purchasing Canvass Form.

3.1 The approved supplier must be included on the Master List of Suppliers.
3.2 On the 1st transaction from a new supplier, Purchasing Officer must ask for a copy
of the following:
Certificate of Registration from BIR (2303)
Mayor’s Permit
DTI or SEC Registration
Company Profile
List of products and services offered

3.3 New supplier will be added to the master list of suppliers after two (2) to three (3)
transactions.

3.4 For repeat orders, there is no need for canvassing the item, the latest price will be
considered and the Purchase Order will be prepared.
 3.5 For emergency purchases, the requesting unit shall notify the canvasser for the
materials to be purchased then the canvasser shall contact for suppliers to inquire who has the
item available at the moment. The Project Manager and Asst. General Manager shall be notified
about the purchases. Supporting documents will follow.

3.6 For negotiated purchases, the Top Management have chosen the possible supplier
for the requested items and canvassing is not needed. Purchase Order will be prepared.

4. The canvasser shall sign and submit the Purchase Canvass Form to the Project Manager for
recommending approval then to the Admin Manager or Asst. General Manager for review and
final approval. The approved canvass form will be forwarded to the Purchasing Officer for the
preparation of the Purchasing Order.

5. The Purchase Order will be prepared through the Purchase Order system. It will be signed
by the Purchasing Officer, checked by the Project Manager and approved by the Admin
Manager. The duly signed Purchase Order shall be then forwarded to the supplier for
confirmation.

5.1 If the total amount of the Purchase Order exceeds to P200,000.00, it must be signed
by the Admin Manager and the Asst. General Manager. If it exceeds to P500,000.00,
the Asst. General Manager and General Manager must sign the Purchase Order.
5.2 In case the Admin Manager is not available, the Asst. General Manager is authorized
to approved the Purchase Order.

6. Purchasing Officer shall forward a copy of the Purchase Order to the supplier and coordinate
the delivery schedule if it is a commissary warehouse delivery, direct-to-site delivery or to be
pick up by the Purchases.

6.1 If the materials are delivered to the Commissary Warehouse or to the project site,
the warehouseman/timekeeper shall check and inspect the materials delivered based on the
following:
Quantity
Physical Appearance
Supplier’s documents (delivery receipt, invoice, etc.)

6.2 Commissary warehouseman shall sign the delivery receipts after inspection and
keep the duplicate copy to forward to the office.

6.3 Warehouseman shall inform the canvasser for non-conforming items to coordinate
with the supplier for replacement, return or deduction on the total amount.

6.4 For items to be pick up by the Purchaser, the canvasser shall issue an Order Slip.
The purchaser will directly deliver to site and the order slip will be signed by the delivery driver
and the site warehouseman.

6.5 For items to be delivered to site directly from the supplier, the canvasser will notify
the Project Engineer and the Timekeeper that the items will be delivered to their site. They shall
check, inspect and receive the items and forward the supporting documents to the office.

7. For finished projects, a Return Slip must be issued by the Project Engineer or Foreman then
return the items to Motorpool and forward the return slip to the office.
8. Supplier shall be evaluated then record the results in the Suppliers Performance Evaluation.

8.1 Supplies and Properties Management shall evaluate suppliers together with the
Project Engineer and Foreman for the delivery and quality of materials.
8.2 Use data for annual evaluation of supplier.
8.2.1 In case one supplier is low performing, Purchasing Officer must issue a
corrective action for the supplier to comply within a period of time as a
consideration.
8.3 File all purchasing records per supplier