City Supply Office

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

Schedule of Availability of Service:

Monday to Friday (8:00AM to 5:00PM except Holidays)

Who May Avail of the Service: 

City Mayor’s Office and Section Departments

Maximum Time to Complete the Process:

1 month

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 Officer prepares the PPMP of the City Mayor’s Office

1 month

Jenica T. Ramirez Supply Officer

NONE

PPMP Template/ Form

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

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:

21 Days and 5 minutes

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 Officer counterchecks the items requested per office to the approved PPMP

5 minutes

Jenica T. Ramirez Supply Officer

NONE

Purchase request

2

Supply Officer prepares the Purchase Request

Jenica T. Ramirez Supply Officer

NONE

3

Requisitioner receives Purchase Request and routes it for the concerned signatory

 

NONE

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

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:

6 days

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 Officer prepares the semestral Agency Procurement Request (APR)

1 day

Mikon Gazelle F. Murillo

NONE

Agency Procurement Request

2

Supply Staff routes the APR to concerned offices for the signatory

 

NONE

3

Supply Officer sends APR copy thru telefax to DBM for confirmation of stocks availability

 

NONE

4

Supply Officer receives confirmation and notice of availability of supplies for purchase from DBM

NONE

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:

Preparation of Semestral Consolidated Purchase Request of Common Office Supplies for Bidding (stocks not available at PS-DBM)

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:

41 days and 20 minutes

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 Officer prepares the semestral Consolidated Purchase Request for items/stocks not available at PS-DBM)

1 day

Jenica T. Ramirez
Supply Officer

 

NONE

Purchase Request

2

 

BAC Office routes the Purchase Request to concerned offices

40 days

BAC Office 

NONE

Obligation Slip, BAC Resolution, Canvass, Abstract, Philgeps, Purchase Order, AIR, RIS, Disbursement Voucher, other supporting documents, Summary, Check Issuance

3

 

Quality Assurance Audit (QAA) Team inspects the supplies for specifications, accuracy and quantity

 

QAA Team

NONE

 

4

 

Supply Staff informs the concern end-user or requisitioner of the availability of the supplies

 

Niño L. Roa

NONE

 

5

 

Release/Issuance of supplies to respective end-user/requisitioner

20 minutes

Mikon Gazelle F. Murillo

NONE

 

6

End-user/Requisitioner signs RIS form

 

 

 

NONE

 

7

End-user/ Requisitioner receives supplies

 

 

 

NONE

 

Frontline Service:

Issuance of Supplies (if available from stock)

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
Supply Officer

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
Supply Officer

Niño L. Roa

NONE

RIS

4

End-user/Requisitioner receives supplies

 

1 hour

 

 

 

RIS

Frontline Service:

Preparation of the Report of Supplies and Materials Issued (RSMI)

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:

15 days

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 receives JEV, RIS, AIR categorized by fund cluster with its corresponding accounts category from Accounting Department

15 days

Niño Roa

NONE

RSMI Template

2

Supply Officer notifies all concerned offices for submission of the RSMI report supported with Stock Card and RIS

15 days

Jenica T. Ramirez Supply Officer

NONE

Stock Card Template/Form

3

Supply Staff reviews, check and maintain an updated stock card report based on the submitted RSMI report by the department

15 days

 

Mary Flor Serot

Ivy Mostrada 

NONE

RIS

4

Supply Office submits to the GSO of the RSMI report supported with Stock Card and RIS

15 days

Mary Flor Serot

Ivy Mostrada

 

NONE

2/F Baybay City Hall

Brgy. Gaas, Baybay City, Leyte

Email:

For complaints / suggestions, please contact the City Supply Officer, Ms. Jenica T. Ramirez