About Procurement Office
The procurement Unit/Office of each Procuring Entity shall have the following responsibilities:
- BAC Secretariat Responsibilities:
- Act as the main support unit of the BAC;
- Provide administrative support to the BAC and the TWG, if necessary;
- Organize and make all necessary arrangement for the meetings as well as TWG meetings, if necessary;
- Attend BAC meetings as Secretary;
- Prepare Minutes of the BAC Meetings;
- Take custody of procurement documents and be responsible for the sale and distribution of bidding documents to interested buyers;
- Assists in managing the procurement process;
- Monitor procurement activities and milestones for proper reporting to relevant agencies and/or end-users, when required;
- Be the central depository of all procurement related information and continually update itself with the most current GPPB resolutions issuances, circulars and events, and downstream the same to all relevant officer, employees, and parties requiring information. For this purpose, all information released by the GPPB can be secured electronically from www.gppb.gov.ph;
- Prepare APP from the consolidated PPMP’s submitted by the various PMO’s and End – Users units of the Procuring Entity, to make them available for review as indicated in Section 7 of the IRR -A;
- Make arrangements for the pre-procurement and pre-bid conferences and bid openings;
- Act as the central channel of communications for the BAC with the end-users, PMO’s, Other units of the line agency, other government agencies, providers of goods, civil works and consulting services, and the general public;
- Assist the BAC in preparing drafts of BAC resolutions; and
- Provide utmost priority to BAC assignments over all other duties and responsibilities, until the requirements for the procurement at hand are completed (Jury Duty)
- Based on inputs from the BAC and the TWG, it must prepare the procurement documents, i.e., purchase orders, job orders, contracts, and their attachments, for processing by the Budget, Accounting, Legal and Finance Offices, and routing to the signing and approving authorities. It must monitor the status of the procurements routed for approval, and cause the correction of any formal deficiencies in the said procurement documents to facilitate action on the part of the approving authorities.
- It shall create, maintain and update the registry of suppliers, contractors, and consultants.
- It shall create, maintain and update a price monitoring list, if one is maintained by the Procuring Entity.
- It shall manage and undertake procurement using the following alternative methods – Repeat order and Shopping – upon prior resolution of the BAC and Approval by the Head of the Procuring Entity.
- It shall administer the Philgeps, as the counterpart of the service provider, if the Procuring Entity has outsourced the Philgeps for noncommon use items. Depending on the Service Level Agreement covering the contract, such administration may be limited to registration of suppliers and other users, assigning access levels, and updating of data.
- It shall transact with the Philgeps and PS-DBM in behalf of the Procuring Entity.
