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    • 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