NOTES TO CONSIDER:

1. PR
 Must be free from erasures especially the price
 Make sure the items to be procured do not fall under the irregular, unnecessary, excessive,
unconscionable and extravagant
 For PR with amount above 50k, philgeps registration number should be indicated in the
quotation

2. Abstract of Canvass
 Names of the BAC signatory in the Abstract of Canvass must be indicated.
 If the BAC signatory is on leave/absence, it should be written in the name
 Should indicate the unit cost and total for each supplier

3. BAC Resolution
 Must be free from erasures
 Mode of procurement indicated should be the same with the mode of procurement in the
PHILGEPs posting
 If the BAC signatory is on leave/absence, it should be written in the name

4. Notice of Award
 Must be free from erasures
 Should indicate the complete business name with address of the supplier
 Amount in figures must be the same with the amount in words

5. Purchase Order
 Must be free from erasures especially the price
 For catering/labor services, PO date should be before the date of activity
 For catering, indicate date of activity
 For labor services, indicate period covered
 Brand name should be indicated per item
 Prices per unit and quantity in the PO should not exceed the PR per unit and quantity
 Prices per unit should be the same with the prices per unit in the quotation
 Check prices if not overpriced based on the current market price (10% mark up based on the
current price is acceptable)
As per COA Guidelines, prices in excess of the current and prevailing market price by more than
10% are considered overpriced.
 Check the computation of the PO per item and total.
 Indicate delivery term - no. of days
 Indicate payment term- complete or staggered basis
 Supplier must enter into contract within 10 days from receipt of NOA
 Delivery of the items must fall within the delivery term indicated in the PO
 PO should be stamped received by COA within 5 CD from completion of the contract

6. Sales invoice/ Delivery Receipt

 Must be free from erasures
 Must bear with the signature of the supplier
7. Inspection and Acceptance Report
 Should be completely filled up as to date and IAR no.
 Brand name must be indicated
  Date inspected and accepted should be within the delivery term otherwise liquidating damages
will be deducted from the claim of the supplier
 For catering services, date inspected and accepted should be the actual dates of the activity
8. Inventory Custodian Slip
 Should be completely filled up as to date and ICS no.
 Should indicate inventory number
 To be attached only for inventoriable supplies with useful life of more than one year
 To be attached for semi-expendable supplies with amount below 15,000

9. Property Acknowledgement Receipt

 Should be completely filled up as to date and PAR no.
 Should indicate Property number
 To be attached for property with amount above 15,000
 For more than one unit given to one person. Attach list of recipients.

10. RIS/RSMI
 Should be completely filled up as to date and RIS/RSMI number
 No need to be attached if ICS and PAR was attached

11. Date of each document should be in proper order based on the procurement process flow.
12. Generally, all documents attached must be original. If photocopy, it should be indicated where the
original document was attached.
13. As much as possible, all documents must be free from erasures or other forms of
alteration; otherwise, it will be countersigned by the proper authority.