LOCAL GOVERNMENT UNIT

Capoocan, Leyte

PROCUREMENT TRACKER
Small Value Procurement (SVP) - PhP 50,000 above but not more than PhP 100,000
Transaction Details: Control No. :
Transacting Office/End User: Date :
REMARKS (such
PROCESSING DATE & TIME
RECEIVING
DOCUMENT ACTIVITY as reason for delay,
DOER TIME RECEIVED OFFICER
(Name & Signature) lack of supporting
docs)

Attach Procurement Tracker to PR & assign control number Supply Office 10 mins
Receive PR enclosed in a long folder with attached PPMP MBO
and other required docs (Program Design, etc.); Stamp (MACCO, if trust 35 mins
and certify as to availability of appropriations fund)
PURCHASE
REQUEST (PR) Review and approve the PR as to the attached docs; HOPE & MO-PS 1 hr
in 6 copies Return to End User if found deficient in attachments
Receive the approved PR & line up in the agenda of
meeting for BAC deliberation BAC Sec 10 mins

Deliberate and recommend mode of procurement for

BAC RESOLUTION HOPE approval; Prepare BAC resolution for signature of BAC & BAC Sec 3 WD
RECOMMENDING BAC members
MODE OF
PROCUREMENT Review and approve BAC Resolution as to attached HoPE/MO-PS 1 hr
documents and return all docs to BAC
Prepare/Issue RFQ with Control Number and BAC Chair's BAC Sec & BAC
signature; Post in the PhilGEPS website 4 WD
Chair
REQUEST FOR
Receive the RFQ for the identified suppliers with BAC/
QUOTATION canvasser's signature 2 days
End User
(RFQ)
Receive & evaluate the accomplished RFQ; Line up in the
item/s for BAC deliberation BAC Sec/TWG 30 mins

ABSTRACT OF
Prepare the Abstract of Bids/Quotations as to the
QUOTATION AND
accomplished RFQ to determine LCRB; Adopt BAC BAC & BAC Sec 3 WD
resolution recommending an award to the HoPE
RESOLUTION
RECOMMENDING Review and approve BAC Resolution of award as to
LCRB attached documents HoPE/MO-PS 2 hrs

Prepare Purchase Order (PO) and Notice of Award (NOA)

& assign control number to PO MO-PS 20 mins
Review and approve PO & NOA HoPE/MO-PS 1 hr
Post the BAC Resolution of LCRB, NOA & Contract/PO in
PURCHASE the PhilGEPS Website BAC Sec 8 hrs
ORDER (PO) Issue approved PO to winning supplier thru End-User MO-PS 15 mins
AND NOTICE
OF AWARD Receive the supplier's signed PO from End User (with
(NOA) Delivery Receipt, Buss. Permit, Omnibus and/or PhilGEPS MO-PS 30 mins
Reg.), segregate docs for COA
Receive PO with required attachments from MO-PS and
furnish the same to COA Supply Office 1 day
Forward copy of PO received by COA to MO-PS Supply Office 10 mins
AIR Prepare the Acceptance & Inspection Report End User 30 mins
Prepare Acknowledgment Receipt of Equipment/
ARE/RIS/ICS Requisition and Issuance Slip/Inventory Custodian Slip Supply Office 30 mins

Receive the foldered docs from Supply Office, review

documentary requirements against the attached End User 1 hour
checklist; Prepare and attach the ObR and DV
OBLIGATION Receive, assign control number and sign the ObR
REQUEST (ObR)
MBO 30 mins

Receive the foldered transaction from MBO, prepare JEV

for proper assignment of account titles, pre-audit the
transaction as to the attached documents, issue a tickler MACCO 1 hr
of deficiencies and return the foldered transaction (to
End User) , only if found incomplete

Receive the tickler of deficiencies with the foldered

transaction for compliance, only if found with incomplete End User 1 day
attachments
Recheck docs, only for procurement transactions with
incomplete attachments MACCO 20 mins
DISBURSEMEN
T VOUCHER Review the procurement documents, certify and sign as
to the obligation of account and completeness of MACCO
(DV) AND (Accountant)
30 mins
ACCOUNTANT'S supporting documents
ADVICE Certify and sign as to availability of fund Mun. Treas. 15 mins
Review all docs and approve for payment HoPE 1 hr
Prepare and countersign the check MTO 30 mins
Sign the check & endorse to MACCO for advice HoPE 30 mins
Receive the check with all documents, segregate the
documents, prepare and issue Accountant's Advice of MACCO 2 hrs
check issued & deliver advice to LBP
 Receive the check with copies of DV & PO, prepare BIR
Tax Certificates and release payment to Payee or any MTO 40 mins
authorized representative

Note: Return the Procurement Tracker to the Mayor's Office (MO) thru its Procurement Section (PS) after release of check to the payee.