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1.3.3 The Supply Office shall be responsible in the issuance or service of the canvass papers. To
ensure transparency, a copy of the canvass papers should be provided to the end user and
the Chairman of the Bids and Award Committee.

1.4 The Bids and Award Committee (BAC) receives the canvass papers from the bidders. On the
date and time stipulated, the BAC OPENS THE BID PROPOSALS IN THE PRESENCE OF THE
coa Auditor. The presence of the Auditor during the opening of bids shall continue issuance of
Purchase Order pursuance to COA Circular No. 94-006, particularly 5.4 thereof.

The Bids and Award Committee of the University is composed of the following:
1.4.1 Financial & Management Officer II – Chairman
1.4.2 Faculty President or his/her representative, Regular Member
1.4.3 Legal officer – Regular Member
1.4.4 End-User – Provisional Member
1.4.5 Technical Expert – Provisional Member

1.5 Abstract of Canvass (AC) – It shall contain the quotations of bidders and shall be signed by
the members of the BAC specifying its recommendations to the President or his authorized
representative.

III. Issuance of the Purchase Order:

1) Purchase Order (PO) – It shall be signed by the President or his duly authorized
representative. It is served by the Supply Officer who shall see to it that the winning bidder
affixes his signature and date of receipt on the spaces provided for the purpose. The
signature signifies acceptance of the award, and the date shall be the reckoning point in
computing the number of days within each the delivery must be effected. In case of delay
in delivery, the winning bidder shall be charge liquidated damages amounting to 1/10 of
1% for everyday of delay.
The Purchase Order or Job Order shall clearly indicate the following:
a) Name and Address of the supplier
b) Office to which the delivery shall be made
c) Complete description, specification, and other information or Date of the items
awarded.
d) Provision for penalty in case of late or non-delivery
e) Quantity and unit price
f) Period of delivery
g) Shipping terms and conditions and other conditions of Delivery
h) Date of effectivity and termination of contract
i) Conditions regarding importation, if any
j) Date received by the supplier or contractor

2) A copy of the Purchase Order or Job Order shall be submitted to the COA Resident Auditor
within 5 days after its issuance to the winning Bidder.

IV. Delivery of Items, Inspection and Acceptance
1) The Supply Office notifies the end-user to be present upon delivery of items for the
purpose of determining compliance by the winning Bidder of the specifications
required as basis for acceptance and payment.