City Supply Office

Ms. Jenica T. Ramirez
City Supply Officer
Mission
To provide inter-office coordination and supervision on supply activities in the acquisition and utilization of government limited resources – supplies, materials and equipment in an efficient and effective manner.
Vision
Efficient procurement service to the entire LGU Organization in its pursuit of attaining the general objective to deliver quality basic services to the City.
Services Offered
Frontline Service: |
Preparation of PPMP and Consolidation of City Mayor’s Office and Section Departments |
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Schedule of Availability of Service: |
Monday to Friday (8:00AM to 5:00PM except Holidays) |
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Who May Avail of the Service: |
City Mayor’s Office and Section Departments |
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Maximum Time to Complete the Process: |
1 month |
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Amount of Fees to be Paid: |
NONE |
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Procedure to Avail of the Service: |
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STEP |
WHAT TO DO |
DURATION OF ACTIVITY (UNDER NORMAL CIRCUMSTANCES) |
PERSON/S IN-CHARGE |
FEES |
REQUIREMENT/S |
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APPLICANT/CLIENT |
SERVICE PROVIDER |
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1 |
Any Department or Representative of the Department of the LGU Baybay |
Supply Officer prepares the PPMP of the City Mayor’s Office |
1 month |
Jenica T. Ramirez Supply Officer |
NONE |
PPMP Template/ Form |
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2 |
Supply Office notifies all section heads under the CMO to prepare their respective unit PPMPs |
1 month |
Jenica T. Ramirez Supply Officer |
NONE |
PPMP Template/ Form | ||||||
3 |
Budget Office receives and reviews the PPMPs for priorities and budget costing |
1 month |
Raul O. Mabini Budget Officer |
NONE |
PPMP Template/ Form | ||||||
4 |
Supply Office informs the section heads of the results of the review for final PPMP |
1 month |
NONE |
PPMP Template/ Form | |||||||
5 |
Unit/Section Heads signs/ confirms their respective PPMPs |
1 month |
|
NONE |
PPMP Template/ Form | ||||||
6 |
Supply Officer submits section dept. PPMPs for Approval by the City Mayor |
1 month |
NONE |
PPMP Template/ Form | |||||||
7 |
Supply Staff furnish copies of the PPMP to Budget Office and BAC Office |
1 month |
NONE |
PPMP Template/ Form |
Frontline Service: |
Preparation of Purchase Request of non-common Office Supplies and Equipment |
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Schedule of Availability of Service: |
Monday to Friday (8:00AM to 5:00PM except Holidays) |
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Who May Avail of the Service: |
Different Department of the City of Baybay |
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Maximum Time to Complete the Process: |
21 Days and 5 minutes |
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Amount of Fees to be Paid: |
NONE |
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Procedure to Avail of the Service: |
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STEP |
WHAT TO DO |
DURATION OF ACTIVITY (UNDER NORMAL CIRCUMSTANCES) |
PERSON/S IN-CHARGE |
FEES |
REQUIREMENT/S |
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APPLICANT/CLIENT |
SERVICE PROVIDER |
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1 |
Any Department or Representative of the Department of the LGU Baybay |
Supply Officer counterchecks the items requested per office to the approved PPMP |
5 minutes |
Jenica T. Ramirez Supply Officer |
NONE |
Purchase request |
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2 |
Supply Officer prepares the Purchase Request |
Jenica T. Ramirez Supply Officer |
NONE |
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3 |
Requisitioner receives Purchase Request and routes it for the concerned signatory |
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NONE |
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4 |
Supply Staff routes the Purchase Request to concerned offices (Procurement Process Flow) |
20 working days |
Keine Renz Bacalso Jonathan Ornopia |
NONE |
Obligation Slip,BAC Resolution, Canvass, Abstract, Philgeps, Purchase Order, AIR, RIS, Disbursement Voucher, Summary, Check Issuance |
Frontline Service: |
Preparation of Semestral Procurement of Common Office Supplies from PS-DBM |
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Schedule of Availability of Service: |
Monday to Friday (8:00AM to 5:00PM except Holidays) |
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Who May Avail of the Service: |
Different Department of the City of Baybay |
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Maximum Time to Complete the Process: |
6 days |
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Amount of Fees to be Paid: |
NONE |
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Procedure to Avail of the Service: |
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STEP |
WHAT TO DO |
DURATION OF ACTIVITY (UNDER NORMAL CIRCUMSTANCES) |
PERSON/S IN-CHARGE |
FEES |
REQUIREMENT/S |
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APPLICANT/CLIENT |
SERVICE PROVIDER |
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1 |
Any Department or Representative of the Department of the LGU Baybay |
Supply Officer prepares the semestral Agency Procurement Request (APR) |
1 day |
Mikon Gazelle F. Murillo |
NONE |
Agency Procurement Request |
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2 |
Supply Staff routes the APR to concerned offices for the signatory |
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NONE |
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3 |
Supply Officer sends APR copy thru telefax to DBM for confirmation of stocks availability |
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NONE |
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4 |
Supply Officer receives confirmation and notice of availability of supplies for purchase from DBM |
NONE |
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5 |
Supply Staff routes the APR to concerned offices (Procurement Process Flow) |
5 days |
Keine Renz Bacalso |
NONE |
Obligation Slip, Purchase Order, AIR, RIS, Disbursement Voucher, Summary, Check Issuance | ||||||
6 |
Supply Team travels to PS-DBM Depot and haul the supplies |
NONE |
Frontline Service: | |||||||||||
Schedule of Availability of Service: | Monday to Friday (8:00AM to 5:00PM except Holidays) | ||||||||||
Who May Avail of the Service: | Different Department of the City of Baybay | ||||||||||
Maximum Time to Complete the Process: | 1 hour | ||||||||||
Amount of Fees to be Paid: | NONE | ||||||||||
Procedure to Avail of the Service: | |||||||||||
STEP | WHAT TO DO | DURATION OF ACTIVITY (UNDER NORMAL CIRCUMSTANCES) | PERSON/S IN-CHARGE | FEES | REQUIREMENT/S | ||||||
APPLICANT/CLIENT | SERVICE PROVIDER | ||||||||||
1 | Any Department or Representative of the Department of the LGU Baybay | Supply Staff prepares RIS form and forwards the same to the requesting personnel for signatory | 1 hour | Mikon Gazelle Murillo | NONE | RIS | |||||
2 | Supply Officer review and verifies RIS. Fills up the RIS no. date and records RIS in logbook | 1 hour | Jenica T. Ramirez Niño L. Roa
| NONE | RIS | ||||||
3 | Supply Officer fills up and signs the “Issuance” portion of the RIS and issues inventory items requested to the requesting personnel | 1 hour | Jenica T. Ramirez Niño L. Roa | NONE | RIS | ||||||
4 | End-user/Requisitioner receives supplies |
| 1 hour |
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| RIS |
2/F Baybay City Hall
Brgy. Gaas, Baybay City, Leyte
Email:
For complaints / suggestions, please contact the City Supply Officer, Ms. Jenica T. Ramirez