March 4, 2021

BAC POLICY NO. 2021-002

POLICY ON THE MANDATORY CONDUCT OF PRE-DELIVERY INSPECTION

TO: BIDS AND AWARDS COMMITTEE MEMBERS

BIDS AND AWARDS COMMITTEE SECRETARIAT
TECHNICAL WORKING GROUP
END USERS / FOCAL PERSONS / PROJECT COORDINATORS
OTHER PERSONNEL INVOLVED IN PROCUREMENT

RATIONALE

To adhere with the Governing Principles on Government Procurement stipulated in

Section 3, Article I of RA 9184, otherwise known as the Government Procurement Reform Act.

To promote Transparency and Accountability of the Procurement Process and

Implementation of Projects.

To monitor and update timeline of Procurement Process and Project Implementation and
to promptly address urgent concerns pertaining to procurement and other matters relative thereto.

To ensure the quality and durability of items in adherence to the Technical Specifications
stipulated in the Bidding Documents of every procurement project.

SCOPE

This shall apply to the Procurement of Goods regardless of source of funds. Moreover,
these guidelines shall apply to the Pre-Delivery Inspection of Common Supplies and Equipment
(CSE) and Non-Common Supplies and Equipment (NCSE) delivered at the Division Office
and/or Recipient Schools under the Department of Education - Division of Misamis Oriental
regardless of the mode of procurement.

POLICY
In view of the recent deliveries of non-compliant goods as to its Technical Specifications
stipulated by the End-users, the Bids and Awards Committee together with the BAC Technical
Working Group hereby establish the following guidelines to ensure effective, transparent, and
efficient implementation of Mandatory Conduct of Pre-Delivery Inspection for goods:

1. Prior to Delivery of goods, the concerned Supplier shall communicate in writing, the
HOPE, copy furnished the BAC Secretariat and Division Inspectorate Team,
requesting for a Pre-Delivery Inspection.

2. The Division Inspectorate Team shall secure a copy of the Purchase Order with other
pertinent documents, such as approved list of specifications or Terms of Reference,
necessary for a substantive inspection.

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BAC Policy No. 2021-002

//jca
 3. The Division Inspectorate Team for Common Supplies and Equipment (CSE) and
Non-Common Supplies and Equipment (NCSE) Goods, together with respective
representatives from the Bids and Award Committee, BAC – TWG, concerned End-
User, and concerned Supplier, shall conduct mandatory Pre-Delivery Inspection on
the compliance of the Technical and Physical Requirements of goods to be delivered
based on parameters stipulated in the Terms of Reference and/or Technical
Specifications indicated in the documents referred from.

4. If inspection/evaluation is completed and the findings conform with the requirements,

the Inspection and Acceptance Report shall be prepared and signed by the Division
Inspectorate Team after the Inspection of completely delivered items.

5. However, if it does not conform to the specifications/parameters, the Division

Inspectorate Team shall prepare and accomplish a Report on the
deficiencies/discrepancies and inform the concerned suppliers, in writing, for them to
comply with.

6. The Inspectorate Team should not directly contact the supplier. The Supplier shall be
communicated by the BAC through the BAC Secretariat based on the report
accomplished by the Inspectorate Team. The concerned supplier shall comply the
deficiencies within 7 days from receipt of the letter.

7. The concerned suppliers shall comply with the specifications/parameters required for
the items to be considered “compliant”.

BENEFITS
This Policy will prevent delivery of non-compliant Common Supplies and Equipment
(CSE) and Non-Common Supplies and Equipment (NCSE) goods and will ensure the quality and
durability of items in adherence to the Technical Specifications stipulated in the Terms of
Reference/Requirements of every procurement project.

EFFECTIVITY
This Policy and its inclusions, for guidance and compliance, shall immediately take
effect, until amended or revoked by the Committee.

BAC Policy No. 2021-002

//jca