Page 146 - ADMINISTRATIVE MANUAL

146

CHAPTER XII

PROCUREMENT

I. Preparation of Purchase Request

1) End-user accomplishes the Purchase Request Slip Form. It is expected that the
requirements listed in the request reflect the actual needs based on the
operational plan and the budgetary allocation of each Unit.

The request must clearly state and contain the following:
1.1 Item – Name an Quantity
1.2 Specifications – Brand, Measurement, Color and the like
1.3 Quality – Substance for Bond Paper
1.4 Price Estimate – Based on the latest purchase for the purpose of determining sufficiency
of allocation and effecting accuracy in the subsequent documents to be prepared.
1.5 Purpose – Classroom requirement, repair of buildings, preparation of reports, or
documentation of seminars and workshops.

2) The President or his duly authorized Representative approves the request.

II. Preparation and Accomplishment of Required Documents
Supply Office prepares and undertakes the following:

1.1 Purchase Request (PR)

List of supplies and materials requested in this form. It shall be approved by the President or
Campus Executive Director or their authorized representative. The quantity and kind of
supplies and materials requisitioned are indicated therein. Purchase Request are to be
prepared and signed by the head of the requesting unit certifying as to their necessity for
official use, and the project or activity where the supplies and materials are to be used. The
Supply Office assigns control Number of the Purchase Request.

1.2 Certification as to Availability of Funds (CAF)

The CAF is a certification made by the accountant that funds are appropriated/allotted for the
purpose. The CAF is required in the P.R. and the Allotment and Obligation Slip (ALOBS).

1.3 Canvass Papers

1.3.1 As a general rule, only duly licensed supplier, dealer, manufacturer or business
establishment shall be invited to participate in the bidding or be provided with the
canvass papers. They should satisfy the following criteria:
❖ Duly licensed and registered with appropriate government bodies.
❖ Not blacklisted by any government agency at the time of the canvass.
❖ Should be in business for at least 6 months at the time of the canvass.
❖ Duly accredited distributor of imported products, where applicable.

1.3.2 Canvass papers shall be prepared and signed by the Supply Officer or his authorized
representative.

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.