PROBLEMS/ ISSUES
ADMIN GROUP
Lack of follow up of supply office for delivery of items
Delayed return of canvass
Giving RFQ's to the same supplier
1. RFQ WITH MIXED CATEGORIES
2. DELAYED SUBMISSION OF POW/DRAWING/DESIGN
1. NO BRAND/QUOTATION
2. PROCESSING WITHOUT DOCUMENTS, ACTIVITY
ALREADY DONE (PINADALI)
Gap between end-users and procurement service
Disregarding recommended earliest possible time and a. Consult RA 9184 as to the recommended possible time and maximum period
maximum period allowed for the procurement of goods
and services
Non uniformity of prices of common items.
RESOLUTION / ACTION PLAN
SUPPLY OFFICE SHOULD MONITOR DELIVERIES
END USER SHOULD MONITOR UNDELIVERED PO'S
CANVASSERS
Upon giving the canvass forms inform the supplier of the closing dates.
Make a follow up on the next day.
On the next day aggressive follow up and remind the Closing date.
Track PR number instead of RFQ number.
Look for another supplier.
Communicate to supplier.
CLUSTER 1
1. PREPARE PR AND CATEGORIZE ITEMS BY LOT
2. PREPARE PR WITH 3 OR MORE RFQ's (DEPENDS ON NOS. OF CATEGORIES)
1. PREPARE LETTER OF REQUEST ADDRESS TO END-USER SIGNED BY THE BAC
CHAIRMAN (2 copies - 1 copy to end-user; 1 copy (receiving) for BAC SEC.
CLUSTER 2
- CONSTANT FOLLOW-UP OF THE SUPPLIER
- FIND ANOTHER ELIGIBLE & INTERESTED SUPPLIER, AND
- CLUSTER ASSIGN MUST INCLUDE IN THE CANVASS NEW INTERESTED
SUPPLIER
- RECOMMEND THE PROSPECTIVE SUPPLIER TO DISTRIBUTE CANVASS
- END USER SHOULD PROPERLY COORDINATE WITH BAC OFFICE
- ENCOURAGE END-USER TO INFORM THE BAC SECRETARIAT AHEAD OF TIME
- PROVIDES END-USER A CHECKLIST OF REQUIREMENTS
TO GIVE END USER DEADLINE TO COMPLY/SUBMIT ALL NECESSARY
DOCUMENTS/ATTACHMENTS
CLUSTER 3
a. BAC Sec must have the same template of written communication
b. Every cluster must have liaison officer and log-book per office they are in
charge
c. Implement the proposed barcode system for procurement monitoring
d. Implement the proposed digitalization for the procurement system for less
error/discrepancy
b. Every personnel at BAC Sec must be knowledgeable for the maximum period
CLUSTER 4
1. End-user is advised to put allowance for future price increase for the following
year in drafting their APP. (20%)
2. Price monitoring list will be available to all departments to access thru file
server. - First Semester 2023

Incompleteness/Non-uniformity of Documents
3. Sidlakan must provide current prices in file server of commonly purchased
items in Dumaguete bi-weekly.
4.a.       Upon receiving the Requisition Details (RD), identify the ABC’s of each
items.
4.b.       Compare the prices in RD vs. the prevailing price on Price Monitoring List.
4.c.       If the price per item on RD agrees to the price monitoring, proceed to
preparation of Purchase Request (PR).
4.d.       Otherwise, send back the procurement documents to end user with
suggestion that RD items price is in conformity with the Price Monitoring List.
CLUSTER 5
1. Consult with R.A. 9184, City Accounting Office, GSO Supply Section and BAC to
ensure completeness and correctness of documents.
2. List all required documents needed for procurement process.
3. Identify which documents are needed for every type of Procurement.
4. Generate and finalize checklist.
5. Implement proper utilization of approved checklist .
 RESPONSIBLE PERSON TIMELINE

GSO-Supply Section 3 DAYS A WEEK

Liaison officers of each department 3 DAYS A WEEK

Canvassers Immediately

Canvassers

Clusters 1-2 hrs. per document

Clusters

Clusters 1-3 days

CANVASSER 3x a WEEK
BAC MEMBERS ASAP

CANVASSER/CLUSTER ASSIGN 1 DAY

CANVASSER/CLUSTER ASSIGN 1 DAY

CLUSTER ASSIGN/OFFICE LIASON (CASUAL or

REGULAR) 1 DAY

CLUSTER ASSIGN/OFFICE LIASON (CASUAL or 1 DAY

REGULAR)
ADMIN TEAM 1 DAY
CLUSTER ASSIGN/OFFICE LIASON (CASUAL or 1-3 DAYS
REGULAR)

BAC Secretariat 1st week of January

Clusters 1st week of January

IT Department 1st Sem

IT Department 2nd Sem

Clusters Immediately

Clusters Immediately

End-User
1st Semester (2023)
BAC Secretariat/IT Section
1st Semester (2023)
Sidlakan - Canvassers
1st Semester (2023)
Clusters Starting Jan 2, 2023

Clusters Starting Jan 2, 2023

Clusters Starting Jan 2, 2023

Clusters Starting Jan 2, 2023

Cluster 5 - BAC Secretariat 1 week (December 5-9, 2022)

Cluster 5 - BAC Secretariat 1 week (December 5-9, 2022)

Cluster 5 - BAC Secretariat 1 week (December 12-16, 2022)

Cluster 5 - BAC Secretariat 1 week (December 19-23, 2022)

BAC Secretariat January 2, 2023 onwards