SILANG CAVITE MUNICIPAL HALL

Quality Management System Procedure Issue Date: 7/03/2023

Rev. No.: 0
Rev. Date: -
PROCUREMENT PROCEDURE
Page 1 of 7
(QP-09)

Rev Prepared
Description of Change
No. by
0 Initial documentation of Procurement Procedure

OBJECTIVE:

To establish a procedure that ensures control of procurement activities.

To ensure suppliers conform to the Company’s accreditation and re-accreditation requirements with the
aim of providing an atmosphere of mutually beneficial supplier-customer relationship.

To establish a procedure that ensures procured products conform to specified requirements of

the company

SCOPE:

This procedure covers the following:

2.1 Procurement procedure
2.2 Selection and accreditation of suppliers
2.3 Control of Suppliers
2.4 Evaluation of supplier performance
2.5 Incoming Inspection
2.6 Required product specifications
2.7 Incoming inspection activities
2.8 Communication with suppliers

REFERENCE DOCUMENTS:

 Quality Management System Manual

 ISO 9001:2015 Quality Standard
 RA 9184 Government Procurement Policy

DEFINITION OF TERMS:
Supplier – any individual or entity that provides a critical or important product for the company
necessary for its business operations. Only such items of concern are covered in this
procedure. Hence, non-production related, nor activities pertaining to such, will not
be monitored by the purchasing personnel for the selection, accreditation and
Prepared by: performance evaluationReviewed by:
procedures. Approved by:

_______________________ ____________________________ ______________________________

Product
Document– In ISO parlance,
Control Officer products could
Quality also refer toRepresentative
Management services rendered to the organization aside
Mayor
from the classic denotation of being tangible items procured for its purpose.
 SILANG CAVITE MUNICIPAL HALL
Quality Management System Procedure Issue Date: 7/03/2023
Rev. No.: 0
Rev. Date: -
PROCUREMENT PROCEDURE
Page 2 of 7
(QP-09)

ACTIVITIES RESPONSIBLE DETAILS/REMARKS

 SILANG CAVITE MUNICIPAL HALL
Quality Management System Procedure Issue Date: 7/03/2023
Rev. No.: 0
Rev. Date: -
PROCUREMENT PROCEDURE
Page 3 of 7
(QP-09)

Purchasing Procedure:

Start

GSO-OIC is responsible for the processing of

all procurement processes including the
Request for items requires selection, accreditation and evaluation of
issuance of a Requisition supplier performance. Furthermore,
and Issuance Slip Requesting Personnel promulgation of QMS policies and procedures
(FO-PUR-01) of the company shall also be under the
jurisdiction of the Purchasing Officer.

Any item / supply to be purchased shall be

based on the submitted Requisition &
Issuance Slip (FO-PUR-01) from the
GSO-OIC/GSO Staff requesting department. Request for stock
replenishment is to be based on the
inventory.

Accomplish Canvass Sheet (FO-PUR-02). In

case bidder is not in the official list of
Request for price accredited suppliers, such must accomplish
quotations from at least 3 Suppliers Accreditation Sheet (FO-PUR-04)
GSO-OIC/GSO Staff approved by the General Manager unless the
accredited suppliers
company is pressed for time or the supplier is
the known sole distributor. Its accreditation
process may follow after a successful
transaction. In the event there are two
suppliers offering the same product, selection
of the winning bid shall be based on any of
A the following criteria: historical performance,
quality and price.

ACTIVITIES RESPONSIBLE DETAILS/REMARKS

 SILANG CAVITE MUNICIPAL HALL
Quality Management System Procedure Issue Date: 7/03/2023
Rev. No.: 0
Rev. Date: -
PROCUREMENT PROCEDURE
Page 4 of 7
(QP-09)

A
Prepare Purchase Order (FO-PUR-03) in favor
of the supplier with the lowest bid but with
good quality products and services with
Approval of purchase; attached approved RIS & CS Forms for
issuance of order to GSO-OIC/GSO Staff approval of the General Manager.
chosen supplier
Approved PO shall be sent to supplier for
processing/transaction.

The GSO-OIC controls the documents related

to product information. Upon delivery of the
items ordered, a copy of Purchase Order
(FO-PUR-03) is handed down to the
Inspection of supplies GSO-OIC/GSO Staff, Requesting Department to be used as
delivered Requesting Personnel reference for incoming inspection activities.
Information must contain the specifications
of the procured items. Upon arrival of the
items, the Requesting Personnel or
Purchasing Officer conducts inspection to
ensure the items conform to required
B specifications. In recording inspection
results, the supplier’s Delivery Receipt (DR)
is to be signed. Acceptance of deliveries
shall be subject to the approval of the
Purchasing Officer or Administration Head.
Upon acceptance of any delivered
item/supply, Supplier Performance Evaluation
Form (FO-PUR-06) shall be updated by the
Purchasing Officer.

Method of inspection is primarily in terms of

documentation. For actual inspection of
delivered items, a sampling method may be
applied.

ACTIVITIES RESPONSIBLE DETAILS/REMARKS

 SILANG CAVITE MUNICIPAL HALL
Quality Management System Procedure Issue Date: 7/03/2023
Rev. No.: 0
Rev. Date: -
PROCUREMENT PROCEDURE
Page 5 of 7
(QP-09)

B
Method of inspection is primarily in terms of
documentation and actual count of the items
Acceptance of Delivery GSO-OIC/GSO Staff
delivered. Condition of the items and proper
Administration Head
documentation shall be observed at all times.

Should the supplier (upon the

recommendation of the Purchasing Officer)
be approved by the General Manager, the
supplier shall be only then included in the
Master List of Accredited Suppliers
(FO-PUR-05).
End

ACTIVITIES RESPONSIBLE DETAILS/REMARKS

 SILANG CAVITE MUNICIPAL HALL
Quality Management System Procedure Issue Date: 7/03/2023
Rev. No.: 0
Rev. Date: -
PROCUREMENT PROCEDURE
Page 6 of 7
(QP-09)

Supplier Selection and Accreditation:

Start
All new potential suppliers shall undergo a
process of accreditation. To be formally
accredited, the supplier shall comply with
Selection of Supplier GSO-OIC/GSO Staff the following requirements:
a. Filled out Supplier Accreditation
Sheet (FO-PUR-04)
b. Company Profile and Product
Portfolio
c. Business permit
d. DTI or SEC Registration
e. BIR Form 2303
f. 0605 (optional)

Approval of Supplier GSO-OIC/GSO Staff

End

ACTIVITIES RESPONSIBLE DETAILS/REMARKS

 SILANG CAVITE MUNICIPAL HALL
Quality Management System Procedure Issue Date: 7/03/2023
Rev. No.: 0
Rev. Date: -
PROCUREMENT PROCEDURE
Page 7 of 7
(QP-09)

Supplier Performance Evaluation and

Re-accreditation:
Evaluation of supplier performance shall be
Start done once a year for Accredited Suppliers.
For those given a conditional or probationary
status, they shall be evaluated every 6
months. In evaluating a supplier’s
Evaluation of supplier performance, the Supplier Performance
GSO-OIC/GSO Staff Evaluation Form shall be used (FO-PUR-06).
performance
A supplier shall remain in good standing if it
passes the minimum criteria in the Supplier
Performance Evaluation Form (FO-PUR-06)
with the approval of the QMR/Top
Management. Suppliers who garnered a poor
rating in a Supplier Performance Evaluation
shall be given a notice letter stating their
areas of deficiency and shall be enjoined to
improve on the next evaluation which is to be
performed after a six month period.

A supplier shall be delisted from the official

Issuance of Evaluation Master List of Accredited Suppliers
results to supplier GSO-OIC/GSO Staff (FO-PUR-05) in the event it fails to meet the
minimum acceptable rating for two
consecutive supplier evaluations. The
company may or may not give a copy of the
End evaluation.

Records:
The following records shall be maintained as evidence of
compliance to the established procedures:
1. Request and Issuance Slip (FO-PUR-01)
2. Canvass Sheet (FO-PUR-02)
3. Purchase Order Form (FO-PUR-03)
4. Supplier Accreditation Sheet (FO-PUR-04)
5. Master List of Accredited Suppliers (FO-PUR-05)
6. Supplier Performance Evaluation Form (FO-PUR-06)
5. Delivery Receipt
6. Product Information
7. Inventory Records
8. Letter to Supplier with performance rating