Make sure that your project / activity / program that you will procure is in your Project Procurement Management Plan for the current year.

Indicate your request in a Purchase Request (PR) for items, supplies, materials and a Memorandum Request for services, lease and repair of equipment, vehicle, etc.

Make sure that you have a Terms of Reference (TOR) or Technical Specifications for equipment, properties, services, licenses that your wish to procure to be more specific in the needs of your Office.

Attach all the above mentioned documents when sending your request for conduct for Public Bidding to the Bids and Awards Committee

The Bids and Awards Committee Chairperson together with its Secretariat, its Members, OFMS representative and the End-User or with its Representative/s discuss and evaluate the contents of the submitted Terms of Reference / Technical Specifications.

The Bids and Awards Committee Chairperson together with its Secretariat, its Members, OFMS representative and the End-User or with its Representative/s discuss and evaluate the contents of the submitted Terms of Reference / Technical Specifications.

End-Users may also opt to seek quotations / proposals from Contractors / Service Providers. Should the Contractor / Service Provider submit a feasible quotation, a copy of their PhilGEPS Registration should also be submitted. Mayor's Permit and ITR may also be required, depending on the level of Membership.

There should be at least three (3) quotations, or three (3) attempts in requesting quotations from Contractors / Service Providers.

After the Posting period, BAC through its Secretariat will reply to the End-User through a Memorandum, of the quotations / proposals that they have received from Contractors / Service Providers. Though there is a change that there would be none. Should the End-User receive a quotation from Contractors / Service Providers, they shall draft an Abstract of Quotation providing the details of the submitted quotations / proposals and evaluate them based on the Project / Activity / Program's Terms of Reference / Technical Specifications. 

This shall be drafted by the End-User's Property Officer / Administrative Officer, to be approved by the Head of Office.

Draft a Memorandum addressed to the BAC Chairperson for the issuance of a Resolution, Notice of Award, and Notice to Proceed. This has to be through OAMSS-PSSD for the drafting of Certificate of Non-Availability from Stocks and Memorandum addressed to the OFMS-FRMD Director for Price Verification and through OFMS-FRMD for the issuance of a Price Verification.

Checklist may vary depending on the procurement. For other checklist please click the link below:

sites.google.com/dfa.gov.ph/dfa-bacsec/references/forms 

Checklist may vary depending on the procurement. For other checklist please click the link below:

sites.google.com/dfa.gov.ph/dfa-bacsec/references/forms 

The Agreement (4 copies), signed by the Contractor, has to be reviewed by the Office the Treaties and Legal Affairs (OTLA) and the Office of Financial Management Services (OFMS) subject to the approval and signature of the Undersecretary and Head of Procuring Entity and the DFA Chief Accountant.

The Annexes of the Agreement (single copy) shall be attached to the Agreement shall be submitted by BAC to the End-User which includes the Contractor's Secretary's Certificate, DTI/SEC Registration, Notice of Award, Bid Submitted, General Conditions of the Contract, Special Conditions of the Contract and Performance Bond. 

For SVP the Annex shall include the submitted proposals / quotations, abstract of quotations, and price verification in lieu of the Bid submitted by the contractor.

The Transmittal must contain the name of the Offices to which the Agreement has to be coursed through, from OTLA to OFMS, to BAC, and then to the Undersecretary and Head of Procuring Entity.

For ease of reference of the reviewing Office, the End-User may also opt to attached the BAC Resolution, CAF and PPMP.

Depending on the nature of the Project / Activity / Program, a Purchase Order (supplies, materials, equipment, properties, etc.) or a Job Order (lease, repair and maintenance, services, etc.) shall be issued by OAMSS-PSSD upon the request of the End-User. 

The PO/JO is a requirement by OFMS-Budget Division on the issuance of an Obligation and Request Status (ORS). The PO/JO must be consistent with the contents of the Agreement and the Terms of Reference / Technical Specifications.

The IAR contains the detailed itemization of the delivered supplies, materials, properties, etc. It shall be accomplished by the End-User's Property Officer / Administrative Officer and to be signed and approved by the OFMS-FRMD Inspector and its Director and OAMSS-PSSD Director.

The PR shall be provided by the End-User or OFMS to the Contractor for the payment through List of Due and Demandable Accounts Payable - Advice to Debit Accounts and shall be submitted together with all documentary requirement for payment.

An initial requirement when requesting for repair of an equipment or property.

The Property Acknowledgement Receipt (for individual items costing  P15,000.000 and above) and/or the Inventory Custodian Slip (for individual items costing P14,999.00 and below) are required by OFMS when registering the procurement in the Book of Accounts.