Guidelines for the procurement of readily available Off-the-shelf ...

BIDS AND AWARDS COMMITTEE
Resolution No. 008
Series of 2011
GUIDELINES FOR THE PROCUREMENT OF
READILY AVAILABLE OFF –THE-SHELF GOODS OR ORDINARY
OR REGULAR OFFICE SUPPLIES AND EQUIPMENT WITH AN APPROVED BUDGET
OF FIFTY THOUSAND PESOS (PhP50,000.00) AND BELOW
WHEREAS, based on the provision of the Revised IRR of R.A. 9184 Appendix 18,
Guidelines for Shopping and Small Value Procurement, the posting requirements shall not
be applicable for Requests for Quotation (RFQ) with an Approved Budget for the
Contract (ABC) of Fifty Thousand Pesos and below;
WHEREAS, in order to facilitate speedy procurement of readily available off-the-shelf or
ordinary or regular office supplies and equipment with an approved budget of Fifty
Thousand Pesos (PhP50,000.00) and below, the Bids and Awards Committee (BAC)
agreed to adopt the said provision of the law;
WHEREAS, the BAC formulates and prescribes the general procedures for procurement of
such goods and equipment;
WHEREFORE, RESOLVED AS IT IS HEREBY RESOLVED, that the BAC recommends to the
Officer In-Charge, Office of the Executive Director the approval of the attached
Guidelines for Procurement of Readily Available Off-the-Shelf or Ordinary or Regular
Office Supplies and Equipment with an approved budget of Fifty Thousand Pesos
(PhP50,000.00) and below;
RESOLVED FURTHER, that the BAC also recommends that the cash advance under the
custody of the Special Disbursing Officer, Ms. Marisa Lo, be used solely for payments of
vehicle spare parts and repair and maintenance of vehicles and equipment that are
emergency in nature;
UNANIMOUSLY ADOPTED, this 20 th day of May 2011 at the LSCD Conference Room,
Apacible Hall, National Agricultural and Fishery Council, Department of Agriculture
Compound, Elliptical Road, Diliman, Quezon City.
Prepared by: Recommending Approval:
NORMITA G. CASTILLO ELMER G. ESTIANDAN ELGIE L. NAMIA
Head Secretariat Chairperson Vice-Chairperson
Approved:
ENGR. NOEL A. JULIANO
Officer-In-Charge
Office of the Executive Director
ALEXANDER S. DAROYA SERAFIN L. SANTOS
Member Member
FLORELIZ P. AVELLANA DIANA M. DELOS SANTOS
Provisional Member Provisional Member

RATIONALE
GUIDELINES FOR PROCUREMENT OF READILY AVAILABLE OFF-THE-SHELF
OR ORDINARY OR REGULAR OFFICE SUPPLIES AND EQUIPMENT WITH AN
APPROVED BUDGET OF FIFTY THOUSAND PESOS AND BELOW
In order to facilitate speedy procurement of readily available off-the-shelf or ordinary or
regular office supplies and equipment with an approved budget of Fifty Thousand Pesos
(PhP50,000.00) and below, the NAFC shall adopt the provision of Revised IRR of R.A.
9184 Appendix 18, Guidelines for Shopping and Small Value Procurement and
promulgates these guidelines
SCOPE AND PURPOSE
These guidelines shall prescribe the general procedures for procurement of readily
available off-the shelf or ordinary or regular office supplies and equipment that are not
available in the Procurement Service, involving an amount of Fifty Thousand Pesos
(PhP50,000.00) and below.
PROCEDURAL GUIDELINES
1. The existing office procedures in the preparation and approval of Purchase
Request (PR) shall apply.
2. The end-user shall attach Request for Quotation (RFQ) to the PR. The RFQ shall
indicate the specifications, quantity, approved budget, deadline for the submission
and other terms and conditions of the item to be procured. The RFQ forms are
available at the BAC Secretariat Office.
3. The RFQ shall be sent to at least three suppliers of known qualifications and in
good standing. However, during unforeseen contingencies requiring immediate
purchase, the RFQ may be sent to only one supplier.
For purposes of these guidelines, unforeseen contingencies shall be defined as
immediate procurements which are necessary in order to prevent interruptions of
priority activities which are not included in the APP.
4. The end-user must obtain at least three price quotations. For procurements that
are to be charged to Cash Advance, open quotations shall be accepted but for
Shopping and Small Value Procurements, only sealed quotations shall be allowed.
In all instances, information relating to the examination, evaluation and
comparison of price quotations should be kept confidential and shall not be
disclosed to any other party except to those officially concerned, until the award
of the contract.
5. The posting requirements to PhilGEPS, website and other conspicuous place shall
not apply.
6. After the deadline for submission of price quotations, an Abstract of Quotations
shall be prepared setting forth the names of those who responded to the RFQ,
their corresponding price quotations and the lowest quotation.
7. Award of Contract shall be made to the lowest quotation which complies with the
specifications and other terms and conditions stated in the RFQ. Awarding of the
contract shall be through the BAC Resolution.
8. For recording and monitoring purposes based on APP, copy of all approved PRs
shall be forwarded to the BAC Secretariat Office.

23 May 2011
MEMORANDUM
TO : All NAFC Division Chiefs and Heads of Concerned Units
SUBJECT : GUIDELINES FOR PROCUREMENT OF READILY AVAILABLE OFF-
THE-SHELF OR ORDINARY OR REGULAR OFFICE SUPPLIES AND
EQUIPMENT WITH AN APPROVED BUDGET OF FIFTY
THOUSAND PESOS (PhP50,000.00) AND BELOW
Attached is the Procedural Guidelines for Procurement of Readily Available Off-the-Shelf
or Ordinary or Regular Office Supplies and Equipment with an approved budget of Fifty
Thousand Pesos (PhP50,000.00) and below.
Separate guidelines for procurements on emergency cases shall be issued later.
For strict implementation and compliance.
ENGR. NOEL A. JULIANO
Officer In-Charge