Document No : ADM-ASD-P002 Rev. No. : CASH …...ADM-ASD-P002 Rev. No. : 00 Page No .: 2 of 5 This...

CASH MANAGEMENT PROCEDURE

Document No : ADM-ASD-P002 Rev. No. : 00

Page No .: 1 of 5

This document is a property of Silang Water District (SWD) and the contents are treated confidential. Unauthorized reproduction is strictly prohibited unless otherwise permitted by SWD Management.

DCN REV IMPLEMENTATION DATE

REVISION HISTORY

PREPARED BY CHECKED BY APPROVED

BY PAGE

REVISED NO. NO.

2016-003 00 09/06/2016 N/A MARITA D.

ZARRIS ANNALIZA J. BEJOSANO

BONIFACIO B. DELA CRUZ NONE



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1.0 PURPOSE

To contribute in ensuring the Silang Water District’s financial stability and solvency

2.0 SCOPE

This refers to the internal control and management of the actual cash collection derived from water and non-water sales, refund of cash advances and other cash receipts not classified therein. This section is in-charge of the cash movement of the Silang Water District. This also includes the preparation of payment/ issuance of check and proper releasing of the same to Silang Water District (SWD) suppliers, creditors, payroll and refund on excess cash collection.

3.0 DEFINITION OF TERMS 3.1 Cashiering - is the process of remitting the total collection and depositing all collections to the bank;

this also refers to the direct collection from applicant for water service connection, penalty charges for penalized illegal connections

3.2 Service Investigation and Construction Order (SICO) – refers to a list of materials and processes

needed for water service connection indicating the appropriate fees that the concessionaires need to pay to be able to avail the service

3.3 Collection Edit List - refers to list of collection containing the amount collected by a particular

Office Bill Collector (OBC) group

3.4 Cash Book – refers to a financial journal that contains all cash receipts and payments, including bank deposits and withdrawals

4.0 REFERENCE DOCUMENTS Not Applicable

5.0 SAFETY REQUIREMENTS Not Applicable

6.0 EQUIPMENT AND MATERIALS 6.1 Checkbook 6.2 Check writer 6.3 Calculator 6.4 Money Verifier 6.5 Money Counter 6.6 Filing Cabinets 6.7 Safety Bolts



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7.0 PROCESS FLOW

7.1 Collection Process

RESPONSIBLE FLOW CHART REFERENCE

Cashier

Service Investigation and Construction Order Form (SICO) with assessment fees/ New Service Application/ Service Requests/ Replacement of Water Meter/ Daily Collection Summary/Collection Edit List

Cashier

Official Receipt

Cashier

Official Receipt

Cashier

Deposit Slip

Cashier Bank Validation

Cashier

Cashier

Cashiers Collection

Summary and Daily

Cash Report

Validates the correctness of

amount stated on the Daily Collection

Summary and Edit List by

affixing signature/initial

Receives Daily Collection

Summary and Collection Edit

List and Remittance from

Customer Accounts Division

Receives payment for one or more of the following:

a) Service Investigation and Construction Order Form (SICO) with assessment fees

b) New Service Application

c) Service Requests

d) Replacement of Water Meter

Validates the correctness of amount stated on the Electronic Billing, Collection & Customer Services (EBCCS) System and Prints the Official Receipt

Receives payment from

walk-in customers buying particular

materials

Issues Official Receipt

Computes the total collections for the day and prepares deposit slip

Deposits the total collections to the bank and checks bank validation

Computes all bill collections, sales from materials and other revenue

Prepares Cashiers Collection Summary and Daily Cash Report



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7.2 Check Preparation RESPONSIBLE FLOW CHART REFERENCE

Cashier

Disbursement Vouchers

Cashier Check

Cashier

Cashier

8.0 PROCEDURE

8.1 Collection

8.1.1 Issuance of Official Receipt

a) For SIC, New Service Application, Service Requests, Replacement of Water

Meter:

8.1.1.a.1 Receives payment for one or more of the following:

a) Service Investigation and Construction Order Form (SICO) with assessment fees

b) New Service Application c) Service Requests d) Replacement of Water Meter

8.1.1.a.2 Validates the correctness of amount stated on the Electronic Billing,

Collection & Customer Services (EBCCS) System and Prints the Official Receipt

8.1.1.a.3 Issues Official Receipt

b) For Daily Collection Summary and Collection Edit List and Remittance from

Customer Accounts Division

8.1.1.b.1 Receives Daily Collection Summary and Collection Edit List and Remittance from Customer Accounts Division

8.1.1.b.2 Validates the correctness of amount stated on the Daily Collection Summary and Edit List by affixing signature/initial

Receives approved Disbursement Vouchers

Forwards check and all its attachments to the authorized signatories

Releases checks

Prepares or issues Check



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8.1.1.b.3 Issues Official Receipt

c) Collection Procedure forRemittance from Office Bill Collector (OBC)

8.1.1.c.1 Receives payment from walk-in customer for materials 8.1.1.c.2 Issues Official Receipt

8.1.2 Computes the total collection for the day and prepares deposit slip

8.1.3 Deposit the total collection to the bank and check bank validation

8.1.4 Computes all bill collections, sales from materials and other revenue

8.1.5 Prepares Cashiers Collection Summary and Daily Cash Report

8.2 Check Preparation

8.2.1 Receives approved Disbursement Vouchers

8.2.2 Prepares or issues Check

8.2.3 Forwards checks and all its attachments to authorized signatories

8.2.4 Releases checks

9.0 FORMS ATTACHED

9.1 Disbursement Voucher – FIN-ACC-F001

CONTROL OF DOCUMENTED INFORMATION

Document No : QMS-DCC-P002 Rev. No. : 00

Page No .: 1 of 14



REVISION HISTORY

ORIGINATED BY REVIEWED BY APPROVED

BY PAGE

REVISED NO. NO.

2016-047 00 12/15/2016 INITIAL

RELEASE ABELAINE B. ESMERALDA

MARITA D.

ZARRIS BONIFACIO B. DELA CRUZ NONE



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1.0 PURPOSE

To establish and maintain an effective and systematic control of documents for both internal and external and ensure its availability to all Silang Water District (SWD). To ensure that all records are established, accomplished, indexed, filed, maintained and preserved under a formal and documented procedure to demonstrate compliance with the document requirements and other applicable legal requirements.

2.0 SCOPE

This procedure is applicable to the preparation, review, approval, revision and distribution of documented information in accordance to the requirements of ISO 9001:2015 Standard. This also covers from the receiving and acknowledging of copies of external documents until distribution and control to and by each department/division/committee concerned. It also covers all documents generated in the implementation of SWD Management System.

3.0 DEFINITION OF TERMS 3.1 Hard Copy Document - refers to document printed in a clean sheet of paper 3.2 Soft Copy Document - refers to unprinted document stored in computers 3.3 Master Copy - original issue of the document; first generation 3.4 Controlled Copy - copy of a document coming from the master document and distributed in the

concerned Department ; second generation. It should be updated for any change or revision. 3.5 Uncontrolled Copy - a document duly approved for publication/public/interested party usage and

does not require any update 3.6 Obsolete Copy - documents that are outdated and are for disposal from archive files 3.7 Revised Documents/Forms - documents or forms with partial or complete revision or changes 3.8 Internal Documents/records - documents internally generated/originated in SWD 3.9 External Documents/records - document, specifications, requirements and other written information from suppliers, clients, government and system standards which are not created in SWD 3.10 Distribution - issuance of approved documents for the implementation of quality management system 3.11 Document Confirmation - acceptance of a copy of document



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3.12 Distribution List - is a summary of departments holding a copy of registered document 3.13 Confidential Document - refers to document with limited accessibility and usage to public 3.14 Deployment - refers to orientation/training of SWD staff on the standard operating procedures of SWD. 3.15 Originator - author of documents

4.0 REFERENCE DOCUMENTS 4.1 ISO9001:2015 Quality Management System 4.2 National Archives of the Philippines Act 2007 R.A. 9470


6.0 EQUIPMENT AND MATERIALS

6.1 Computer 6.2 External Hard Drive 6.3 Printer 6.4 Bond Paper 6.5 Folders with Fasteners / Envelopes 6.6 Stamps 6.7 Stamp Pads 6.8 Filing Cabinets 6.9 Document Change Notice (DCN) Logbook



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7.0 PROCESS FLOW

7.1 For New Creation of Documents and Forms


Originator

Document Change Notice Form (QMS-DCC-F001)

Originator


Originator

Document Template (QMS-DCC-F003)

Division/ Department Head, GM

Originator Deployment Sheet

(QMS-DCC-F002)

Originator

Document Control Custodian


Masterlist of Internal Documents (QMS-DCC-F005) & Masterlist of Forms (QMS-DCC-F006)


Document Custodian (Department)

Distribution & Retrieval Form (QMS-DCC-F004)


Distribution & Retrieval Form

Requests Document Change Notice Form from the DCC

Accomplishes DCN form

Reviews and approves document/form by the concern Department/Division Head/ GM

Submits accomplished DCN and the Newly Created Document/s to DCC

Prepares the New Document/Form following the standard Document Template

Logs the return of the DCN

Prepares Master Copy

Distributes of Controlled Copies

Fills out Distribution and Retrieval Form

Conducts Deployment

Updates Masterlist of Internal Documents & Forms



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7.2 For Revision Documents and Forms


Originator


Originator Document Change Notice Form

(QMS-DCC-F001)

Originator

Document Template (QMS-DCC-F003)

Division/ Department Head, GM

Originator Deployment Sheet

(QMS-DCC-F002)

Originator



Masterlist of Internal Documents (QMS-DCC-F005) & Masterlist of Forms (QMS-DCC-F006)




Masterlist of Obsolete Document/Form (QMS-DCC-F009)



Distribution & Retrieval Form (QMS-DCC-F004)


Distribution and Retrieval Form



Reviews and approves document or forms by the concern

Department/Division Head/ GM

Submits accomplished DCN and the Revised Document/Form to DCC

Prepares the Revised Document/ Form following the standard template

Logs the return of the DCN

Surrenders the Obsolete Copies to DCC

Distributes of Controlled Copies

Retrieves Obsolete Copies and stamps “Obsolete”

Conducts Deployment

Updates Masterlist of Obsolete Document/ Form

Fills out Distribution and Retrieval Form

Prepares the Master Copy

Updates Masterlist of Internal Documents & Forms



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7.3 For Deletion Documents and Forms


Originator


Originator Document Change

Notice Form (QMS-DCC-F001)


Document Custodian

(Department)


Masterlist of Obsolete Document/Form (QMS-DCC-F009)


Document Control

Custodian


Disposal Slip


Disposal Slip



Surrenders the Obsolete Copies to DCC

Fills out Disposal Slip and endorse the shredded copy to SWD’s Disposal Committee

Retrieves Obsolete Copies and stamps “Obsolete”

Updates Masterlist of Obsolete Document/ Form

Files Disposal Slip

Files the Obsolete Copy

Shreds the Obsolete Copy



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8.0 PROCEDURE

8.1 Requests and accomplishes Document Change Notice Form

8.1.1 The originator shall identify and validate the created document necessary for the implementation of the quality management system.

8.1.2 The originator shall request a Document Change Notice (QMS-DCC-F001) form (DCN) to the

Document Control Custodian.

8.1.3 The Document Control Custodian shall issue Document Control (DC) Number. Document Control Number Format: YYYY-001

Series Number Year

8.1.4 The Document Control Custodian shall record the assigned number and information to the logbook.

8.2 Prepares the New Document or Form

8.2.1 The originator shall follow the Documentation Template (QMS-DCC-F003):

a. Document History Page a.1 Title a.2 Revision History a.3 Implementation Date (e.g. mm/dd/yyyy) a.4 Page Number a.5 Document Number a.6 Signature Box a.7 Confidentiality Statement a.8 DCN No. a.9 Revision Description a.10 Page Revised

b. Document Body Page

b.1 Title b.2 Page Number b.3 Document Number b.4 Revision Number b.5 Confidentiality Statement



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8.3 Assigning Document and Form Number

8.3.1 Document Control Custodian of the respective Department shall assign the Document and Form number using the below guidelines:

8.3.1.1 Department and Division Code Matrix

DEPARTMENT DIVISION

Silang Water District (SWD) Office of the General Manager (OGM)

Administrative Services Department (ADM)

Human Resource Division (HRD)

Administrative Services Division (ASD)

General Services Division (GSD)

Engineering & Operations Department (EOD)

Planning & Design Division (PDD)

Production Division (PRD)

Water Systems Maintenance (WSM)

Finance Department (FIN) Accounting Division (ACC)

Budget Division (BUD)

Commercial Services Department (COM)

Customer Accounts Division (CAD)

Customer Services Division (CSD)

Quality Management System (QMS) Document Control Custodian (DCC)

Internal Quality Audit (IQA)

8.3.1.2 Classification Code (refer to QMS Manual)

Level 1 – Quality Manual –M (if applicable) Level 2 – Standard Operating Procedure (SOP) – P Level 3 – Work Instruction (WI) – W Level 4 – Forms/ Records/ Memo and other References - F

8.3.1.3 3 digits Series Number (001-999)

8.3.1.4 Revision Number

00 – for newly created document

01-99 – for the succeeding revision of the document

Document and Form Number Format: XYZ-ABC-D123

3 digits series number

Level M – Manual, P – SOP, W- WI, F - Form

Division Code

Department Code



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8.4 Standard Content Format

8.4.1 The Document Control Custodian shall follow the standard content format. Numbering of paragraphs shall be consistent with the standard format illustration below:

1.0 Purpose 2.0 Scope 3.0 Definition of Terms 4.0 Reference Documents 5.0 Safety Requirements 6.0 Equipment and Materials 7.0 Process Flow 8.0 Procedure 9.0 Forms Attached

8.4.2 Numbering Pages

8.4.2.1 All pages of the documents shall be identified with a page number excluding the attachments.

8.4.2.2 Number of pages shall be in the format: page number of total number of pages Example: 1 of 11

8.4.3 Font Style and Size

a. Titles - Font Style shall be Arial, Bold, size 12 b. Subtitles - Font Style shall be Arial, Bold, size 10 c. Sub-Subtitles and Body - Font Style shall be Arial, size 10 d. Footer - Font Style shall be Arial, Italics, size 8 e. Revision History - Font Style shall be Arial, size 8

8.4.4 Content Numbering

8.4.4.1 Numbering sequence for processes shall be in the following format:

1.0 Title

1.1 Subtitle

1.1.1 Sub-subtitle

2.0 Title

2.1 Subtitle

2.1.1 Sub-subtitle



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8.4.5 Control of Stamps Stamping is one way of controlling documents as to identification and usage. The Document Custodian is responsible for determining the stamp to be used in each document. Individual stamps shall be provided for the following:

a) Master Copy - Document Control Custodian b) Controlled Copy – Document Control Custodian and Document Custodian per Department c) Uncontrolled Copy - Document Control Custodian and Document Custodian per Department d) Confidential Copy - Document Control Custodian and Document Custodian per Department e) Obsolete Copy - Document Control Custodian and Document Custodian per Department f) Reference Document - Document Control Custodian and Document Custodian per

Department

8.5 Review and Approval

8.5.1 The originator shall submit the draft document to Document Control Custodian in hard copy and soft copy for encoding in standard documentation format.

8.5.2 The Document Control Custodian shall forward the complete encoded document to the

originator for his/her signature and for approval of his/her Division/Department Head and of the General Manager.

8.5.3 If there are any changes/comments made by the Division/Department Head and/or by the

General Manager, the originator shall make the necessary changes.

8.5.4 If the document is approved by the Department/Division Head and the General Manager, the originator shall return corrected document and the Document Change Notice (DCN) Form (QMS-DCCF001) to the Document Control Custodian.

8.5.5 The Document Control Custodian shall update the Document Change Notice (DCN) logbook.

8.6 Registration

8.6.1 The originator shall get a DCN Number form the Document Control Custodian. The originator shall submit the approved document and the approved DCN to the Document Control Custodian. The Document Control Custodian shall log the return of the documents and the DCN on the Document Change Notice (DCN) logbook.

8.6.2 Document Control Custodian shall stamp the approved documents with master copy and

follow procedures for distribution.

8.6.2.1 All confidential documents duly identified must be properly stamped “confidential”.

8.6.2.2 Only original copy of forms must be stamped with “master copy” by the Document Control Custodian.

8.6.2.3 All labels, signage and other identification are not included in any stamping.

8.6.2.4 Adhesive tapes or push pins may be used in posting of the document.



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8.6.2.5 Forms and other reference materials issued by the government institutions shall be

considered external or reference documents and as such do not require DCC stamping.

8.6.2.6 Use only black or blue pen in making any records except in graph presentation. Write legibly and do not use pencil for final records.

8.6.2.7 Avoid using any kind of eraser, instead put one slash line on the wrong data then affix

signature and write the correct data.

8.6.2.8 Don’t leave the space blank if not used, instead write any necessary legend or comments.

8.6.2.9 To identify scratch paper, put slash line on the used side of the paper.

8.6.3 Document Control Custodian shall prepare a Masterlist of Internal Documents (QMS-DCC-

F005) of registered documents identifying current revision and update at least every 6 months or if necessary to avoid use of invalid or obsolete documents.

8.6.4 Document Control Custodian shall ensure that all registered forms are free from any erasures

and pencil marks.

8.6.5 Document Control Custodian shall store the documents in filing cabinets or storage boxes.

8.7 Back-up

8.7.1 Document Control Custodian shall reproduce a back-up for all documents in the form of a data stored in a hard drive or flash drive semi-annually or as need arises.

8.7.2 All hard drive must be properly labeled with corresponding department code, division code,

the name and the designation of the person responsible for keeping the hard drive.

8.8 Deployment

8.8.1 The originator of the document shall call the attention of the concerned personnel of the registered documented procedure for an orientation.

8.8.2 The originator shall prepare evidence of orientation conducted for every documented

operating procedure using Attendance/Deployment Sheet (QMS-DCC-F002).

8.8.3 All participants of the orientation shall sign on the Attendance/Deployment Sheet (QMS-DCC-F002).

8.9 Distribution

8.9.1 Document Control Custodian shall reproduce the documents based on the Distribution and Retrieval Form (QMS-DCC-F004) for proper control.

8.9.2 Affix controlled copy stamp on every page of reproduced master copy documents. Refer to

8.4.5.



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8.9.3 Document Control Custodian shall distribute the controlled copies to all concerned

Departmental Document Custodian. The Departmental Document Custodians shall distribute controlled copies to all concerned division and upon receipt, the receiver shall sign on the Distribution and Retrieval Form (QMS-DCC-F004) as confirmation.

In the absence of the copy holder, any one from the same division/section shall receive the documents provided he/she must sign on the Distribution and Retrieval Form (QMS-DCC-F004).

8.9.4 The receiving division/section shall maintain the records of all documents/forms. Any loss of

the document must be replaced provided a written request in memo must be presented to the Document Control Custodian.

8.9.5 The originator/department/section head shall have the full responsibility in ensuring that their

subordinates shall be made fully aware on the procedures/instructions in their respective area.

8.10 Revision

8.10.1 In case of major revisions of the approved document, the originator shall submit a draft document for the necessary changes for encoding of the Document Control Custodian in a proper documentation format. Do not write any corrections on the controlled copies. Major corrections must be written in a separate sheet of paper.

8.10.2 In case of major revision, the originator may ask for a draft copy of the approved document

from the Document Control Custodian where he/she can put necessary corrections on the document.

8.10.3 The Document Custodian shall encode the revision/changes made then print a new copy for

approval of the Department/Division Head and the General Manager.

8.10.4 The Document Control Custodian shall stamp the approved documents with master copy then update the necessary masterlist.

8.10.5 In distribution of copies follow 8.9 distribution procedures.

8.10.5.1 In case of loss of issued controlled documents/forms, the Document Control Custodian

can only replace the missing/lost provided the requesting department must submit to the Document Control Custodian a request for replacement of the document.

8.11 External Document Control Operation

8.11.1 The department head shall be responsible for receiving of external documents from clients

then turn over to Document Custodian per Division/Department for proper control and storage.

8.11.2 Kinds of external document but not limited to the following:



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a. Clients supplied design, drawing and specifications b. Legal requirements and other matters c. Reference standard from clients, suppliers, service providers and contractors.

8.11.3 The Document Custodian per Division/Department shall properly stamp all client supplied

designs, drawings and specifications with “reference document” prior to use in SWD transactions.

8.11.4 Hard copies of any document are considered uncontrolled unless with stamp from the

Document Custodian.

8.11.5 Hard copies of forms without registration numbers and stamp from the Document Control Custodian are considered uncontrolled.

8.11.6 Other references and guidelines from external source are considered external documents.

8.11.7 Document Control Custodian shall prepare a Masterlist of External Documents (QMS-DCC-

F008) of all registered external documents.

8.12 Labeling of Documents

8.12.1 Department/division staff shall label the approved document during filing, whether obsolete confidential, or reference.

8.12.2 All confidential documents must be filed in one folder properly labeled as “confidential files”.

8.13 Review of Documents

8.13.1 All registered documents must be reviewed annually or as needed by the Document Control Custodian and the Document Custodians per Division/Department.

8.14 Documentation Audit

8.15.1 Controlled Documents and forms are to be reviewed and check at least once a year

and as necessary to ensure the following:

8.14.1.1 All documents conforms to its controlled copy list 8.14.1.2 Updated (with obsolete documents properly dealt with)

8.14.1.3 Properly maintained (clean, accessible and readily available)

Note: The use of pencil is strictly prohibited to maintain documents legibility.

And in case of erroneous entries, avoid using any kind of eraser, instead put

one slash line on the wrong data and affix signature and write the correct data.

8.14.2 The document controller shall provide a back-up file for all documents and stored in a hard drive. And a hard drive must be maintained semi-annually or as need arises.



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8.15 Deletion of Documents & Forms

8.15.1 The originator shall fill out the Document Change Notice (QMS-DCC-F001) and put a check mark on the field “Document for: Deletion”

8.15.2 The Document Custodian per Department shall retrieve all the Controlled Copies previously issued and stamp “Obsolete” on the document to be deleted.

8.15.3 The Document Custodian per Department shall surrender the obsolete copies to the

Document Control Custodian. The Document Control Custodian shall log the receipt thereof on the Masterlist of Obsolete Documents (QMS-DCC-F009).

8.15.4 The Document Control Custodian shall update the Masterlist of Obsolete

Document/Form.

8.15.5 The Document Control Custodian shall keep the obsolete documents and forms for a year before shredding these documents.

8.15.6 The Document Control Custodian shall fill out Disposal Slip and endorse the shredded

copy to the SWD’s Disposal Committee. The Document Control Custodian shall file the disposal slip as a proof of disposition.

8.16 Disposal of Obsolete or Deleted Documented Information 8.16.1 Printed documented information who reached their respective disposal periods shall

be forwarded to the Disposal Committee (refer to Property Management (ADM-GSD-P003)). On the other hand, soft copies who reached their respective disposal periods shall be deleted or overwritten.

9.0 FORMS ATTACHED 9.1 Document Change Notice – QMS-DCC-F001 9.2 Attendance / Deployment Sheet – QMS-DCC-F002 9.3 Document Template – QMS-DCC-F003 9.4 Distribution and Retrieval Form – QMS-DCC-F004 9.5 Masterlist of Internal Documents – QMS-DCC-F005 9.6 Masterlist of Forms – QMS-DCC-F006 9.7 Masterlist of Records – QMS-DCC-F007 9.8 Masterlist of External Documents – QMS-DCC-F008 9.9 Masterlist of Obsolete Documents – QMS-DCC-F009 9.10 Record Retention Matrix – QMS-DCC-F010

PROCUREMENT PROCEDURE


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REVISION HISTORY

PREPARED BY CHECKED BY APPROVED

BY PAGE

REVISED NO. NO.

2016-002 00 09/06/2016 INITIAL

RELEASE ABELAINE B. ESMERALDA

MARITA D. ZARRIS

BONIFACIO B. DELA CRUZ NONE



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1.0 PURPOSE

To ensure that the requests are purchased in accordance to the Implementing Rules and Regulation (IRR) of the Republic Act (RA) 9184 promoting transparency, accountability, equity, efficiency and economy to all the procurement activities of the Silang Water District (SWD).

2.0 SCOPE

This shall apply to the procurement activities of Silang Water District including but not limited to acquisition of goods or services, consulting services, infrastructure projects and other services that may be deemed necessary for the entire operation of Silang Water District.

3.0 DEFINITION OF TERMS 3.1 Approved Budget for the Contract (ABC) - refers to the budget for the contract duly approved by

the Head of Procuring Entity of Silang Water District. For the purpose of, and through this procedure, the terms “ABC”, “Approved Budget for the Contract”, and “Approved Budget” shall have the same meaning and shall be used interchangeably

3.2 Bids and Awards Committee (BAC) - refers to a group of people who receives bids, evaluates

bids, undertakes post qualification proceedings and recommends award of contracts to the Head of Procuring Entity

3.3 Bid - refers to a signed offer or proposal to undertake a contract submitted by a bidder in

response to and in consonance with the requirements of the Bidding Documents

3.4 Bidder - refers to an eligible contractor, manufacturer, supplier, distributor and/or consultant competing for the award of a contract in any procurement by the Silang Water District

3.5 Bidding Documents – refers to the documents issued by the procuring entity as the basis for bids,

furnishing all information necessary for a prospective bidder to prepare a bid for the infrastructure projects, goods and/or consulting services required by the Silang Water District

3.6 Public Bidding – refers to a method of procurement which is open to participation by any interested

party and which consists of the following processes: advertisement, pre-bid conference, opening of bids, post-qualification, and award of contract. For purposes of, and throughout this procurement procedure, the terms “Competitive Bidding” and “Public Bidding” shall have the same meaning and shall be used interchangeably.

3.7 Negotiated Procurement - is a method of procurement of goods, infrastructure projects and

consulting services, whereby the Silang Water District directly negotiates a contract with a technically, legally and financially capable supplier, contractor or consultant.

3.8 Shopping – is a method of procurement of goods, whereby the procuring entity simply requests for

the submission of price quotations for readily available off-the-shelf goods or ordinary/regular equipment to be procured directly from suppliers of known qualifications.

3.9 Direct Contracting – is also known as single source procurement. It is a method of procurement of

goods that does not require elaborate bidding documents. This method is used when under any of the following conditions: a) the procurement of goods of proprietary nature which can be obtained



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only from the proprietary source, i.e. when patents, trade secrets, and copyrights prohibit others from manufacturing; b) when the procurement of critical components from a specific supplier is a condition precedent to hold a contractor to guarantee its project performance, in accordance with the provisions of its contract; or c) those sold by an exclusive dealer or manufacturer which does not have sub-dealers selling at lower price and for which no suitable substitute can be obtained at more advantageous terms to Silang Water District

3.10 Repeat Order – a method of procurement of goods from previous winning bidder, whenever there is

a need to replenish goods procured under a contract previously awarded through Competitive/Public Bidding. Unit prices of the repeat order must be the same as or lower than those in the original contract/purchase order, provided that such prices are still the most advantageous to the Silang Water District after price verification. The repeat order shall be availed of only within six (6) months from the contract effectivity date stated in the Notice to Proceed arising from the original contract. The repeat order shall not exceed twenty-five percent (25%) of the quantity of each item in the original contract.

3.11 Consulting Services – refers to services requiring adequate external technical and professional

expertise that are beyond the capability and/or capacity of the Silang Water District to undertake such as, but not limited to: (i) advisory and review services; (ii) pre-investment or feasibility studies; (iii) design; (iv) construction supervision; (v) management and realted services; and (vi) other technical services or special studies

3.12 Goods - refers to all items, supplies, materials and general support services and other services

(except consulting services and infrastructure projects) essential to the operation of the Silang Water District

3.13 Philippine Government Electronic Procurement System (PhilGEPS) – refers to a single portal

that shall serve as the primary source of information on all government procurement

3.14 Procurement – refers to the acquisition of goods or services, consulting services and the contracting for infrastructure projects by the Silang Water District

4.0 REFERENCE DOCUMENTS

4.1 Handbook on Philippine Government Procurement 7th Edition Includes Revised IRR of RA 9184

and Latest GPPB Issuances 4.2 Bidding Documents


6.0 EQUIPMENT AND MATERIALS 6.1 Bidding Documents



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BAC Secretariat Eligibility

Documents

BAC, TWG, Secretariat

BAC, TWG, Secretariat

7.0 PROCESS FLOW

7.1 For Public Bidding


Requesting Division

Purchase Request Logbook

Requesting Division Purchase Request

(ADM-ASD-F001)

Division/Department Head and General Manager

Purchase Request (ADM-ASD-F001)

Admin Aide


BAC Secretariat

PhilGEPS &

Newspaper

BAC/ TWG/ Secretariat

Requests for Purchase Request number from

ASD Staff

Accomplishes Purchase Request

Reviews and Approves of Purchase Request

Form

Receives and reviews approved Purchase

Request

Good or Service Infrastructure Consulting Services

above 5,000,000

500,001 to 5,000,000

500,001 to 1,000,000

above 1,000,000

Conducts Pre-procurement Conference

Issues Eligibility Documents

Posts to Philgeps

A

Posts to Philgeps & Newspaper


500,001 to 2,000,000


above 2,000,000


Conducts Eligibility Check

Conducts Shortlisting

Posts to Philgeps

Posts to Philgeps




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BAC Secretariat

BAC Logbook

BAC Member, TWG,Secretariat, Bidders

Attendance Sheet/ Minutes of Meeting

BAC Secretariat

BAC Members, TWG, Secretariat

Attendance Sheet/ Minutes of Meeting, Checklist of Bid Requirements

Secretariat

Abstract of Bid

BAC, TWG

Abstract of Bid

BAC Members, TWG,Secretariat

Attendance Sheet Post Qualification Report

BAC

BAC Resolution

BAC Secretariat

Notice of Award

Winning Bidder

Performance Bond

BAC Secretariat

Signed Contract

BAC Secretariat

Notice to Proceed

Conducts Post-Qualification

Distributes/ sells Bid Documents to

prospective bidders

A

Opens and evaluates bids

Prepares Abstract of Bid/ Negotiates

Creates BAC Resolution and Recommends Award or Failure of Bidding to Board of

Directors

Prepares Notice of Award and Facilitates issuance

Posts Performance Bond

Prepares Contract and Facilitates signing

Prepares Notice to Proceed and Facilitates issuance

Conducts Pre-Bid Conference/ Issues

Supplemental Bid Bulletin (Addendum)

Receives bids

Approves Abstract of Bid



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7.2 For Shopping & Negotiated Procurement


Requesting Division



(ADM-ASD-F001)




(ADM-ASD-F001)

Admin Aide

Certificate of Alternative Modes of Procurement

Admin Aide

PhilGEPS Website

Admin Aide

Abstract of Canvass (ADM-ASD-F003)

Admin Aide


ASO-A, Division Head, General Manager


Admin Aide Purchase Order

(ADM-ASD-F004)

Division Head/ Chief Accountant/ General Manager

Purchase Order (ADM-ASD-F004)

Admin Aide

Sends Requests for Quotation to prospective

suppliers/contractors


Admin Aide



Form

Submits approved Purchase Request

Prepares and facilitates the approval of the Certificate of Alternative Modes of

Procurement

50,000 and below 50,001 and above

Posts Request for Quotation/ Notice of

Negotiated Procurement to

PhilGEPS

Receives Requests for Quotation and prepares Abstract of Canvass

Prepares Purchase Order

Approves Purchase Order

Approves Abstract of Canvass

Sends and confirms the receipt of Purchase Order to supplier



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7.3 For Direct Contracting


Requesting Division



(ADM-ASD-F001)




(ADM-ASD-F001)

Admin Aide


Admin Aide

PhilGEPS Website

Admin Aide


Admin Aide



(ADM-ASD-F004)



Admin Aide


Admin Aide



Form



Procurement


Posts Direct Contracting Notice

Receives Requests for Quotation and proof of exclusive distributorship/

manufacturer



Sends Requests for Quotation to prospective

supplier/contractor




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7.4 For Repeat Order


Requesting Division



(ADM-ASD-F001)




(ADM-ASD-F001)

Admin Aide


Admin Aide

PhilGEPS Website

Admin Aide

Contract or Purchase Order


(ADM-ASD-F004)



Admin Aide


Admin Aide



Form



Procurement


Posts Direct Contracting Notice

Attaches Contract/Purchase Order for price

reference






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7.5 For Petty Cash Fund Purchases


Requesting Division

Petty Cash Request Forms: a) Materials and Supplies/Services

Requisition Form (MSSR) (ADM-ASD-F005); or

b) Request for Transportation Allowance (ADM-ASD-F006); or

c) Request for Meal Allowance (ADM-ASD-F007); or

Other Approved Request Attachments like:

d) Travel Request; or e) Board Resolution or Solicitation

Letter

Division/Department Head

Requesting Division

Proof of Purchase:

a) Official Receipt; or b) Invoice; or c) Reimbursement Expenses

Receipt (RER)

Requesting Division

Petty Cash Voucher (ADM-ASD-F008)

Petty Cash Custodian

ASD Personnel

Accomplishes any of the

following appropriate petty cash

request form/s

Approves petty cash request

form/s

Attaches necessary proof of

purchase

Prepares Petty Cash Fund

Disbursement Summary

Fills out Petty Cash Voucher

Form

Releases Petty Cash



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7.6 For Gasoline Requisition


Requesting Division

a) Gasoline Requisition Slip (GRS) (ADM-ASD-F010)

b) Purchase Order issued by Gasoline Stations

Requesting Division

a) Gasoline Requisition Slip

(GRS) (ADM-ASD-F010) b) Purchase Order issued

by Gasoline Stations

ASD Personnel


(GRS) (ADM-ASD-F010)


Division/Department Head

a) Gasoline Requisition Slip (GRS) (ADM-ASD-F010)


Requesting Division


(GRS) (ADM-ASD-F010) b) Purchase Order issued

by Gasoline Stations

Authorized Gasoline Station

Fills out Gasoline Requisition Slip

(GRS) and Purchase Order issued by

the gasoline stations

Checks the correctness of the

accomplished forms and signs the

GRS

Brings the approved GRS and

Purchase Order to the authorized

gasoline station

Approves GRS & Purchase Order

issued by gasoline stations

Issues gasoline to SWD vehicles

Logs the request details on GRS

logbook



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8.0 PROCEDURE

8.1 For Public Bidding

8.1.1 Accomplishment of Purchase Request

The requesting division shall accomplish Purchase Request Form (ADM-ASD-F001) for all purchases whose amount is higher than Php 1,500.00. The form consists of the following information:

a) Department b) Section c) PR No. (assigned and controlled by ASD Personnel) d) Date e) Details of Goods/Services requested

1) Quantity 2) Unit of Issue 3) Item Description 4) Estimated Unit Cost

f) Purpose g) Signature, Printed Name and Designation of Requesting Employee h) Signature, Printed Name and Designation of the General Manager

8.1.2 Pre-procurement Conference Pre-procurement Conference is a meeting to be attended by the BAC, TWG, Secretariat and the unit or officials who prepared the bidding documents. This shall assess the readiness of the procurement in terms of conforming the certification of availability of funds, as well as reviewing all relevant documents in relation to adherence to law. Rule VII Section 20.2 of the Handbook on Philippine Government Procurement 7

th Edition

(Includes Revised IRR of RA 9184 and Latest GPPB Issuance) requires holding a pre-procurement conference for procurement of goods with approved budget of more than Two Million Pesos (P 2,000,000.00), procurement of infrastructure projects costing more than Five Million Pesos (P5,000,000.00) and procurement of consulting services costing more than One Million Pesos (P 1,000,000.00).

8.1.3 Posting of Advertisement to PhilGEPS and/or Newspaper

a) PhilGEPS All requests with Approved Budget for the Contract (ABC) above Php 50,000.00 are required to be posted on the PhilGEPS in accordance to Implementing Rules and Regulation of Republic Act 9184.

b) Newspaper

Rule VII Section 21.2.2 of the Handbook on Philippine Government Procurement 7th

Edition (Includes Revised IRR of RA 9184 and Latest GPPB Issuance) requires advertisement of Invitation to Bid at least once in one (1) newspaper of general nationwide circulation which has been regularly published for at least two (2) years before the date of issue of the advertisement for procurement of goods with approved



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budget of more than Two Million Pesos (P 2,000,000.00), procurement of infrastructure projects costing more than Five Million Pesos (P5,000,000.00) and procurement of consulting services costing more than One Million Pesos (P 1,000,000.00).

8.1.4 Selling/Distribution of Bidding Documents The BAC Secretariat shall facilitate the reproduction and binding of the bidding documents submitted by the end-user/ requesting division. Upon advertisement of invitation to the PhilGEPS, fax and/or email, interested bidders expresses their intent of joining the bidding process. BAC Secretariat shall sell the corresponding bidding document to the prospective bidders in accordance to Appendix 25: Guidelines on the Sale of Bidding Documents of IRR of RA 9184. The BAC Secretariat shall record the details of sale in the BAC logbook containing the following information:

a) Name of Project b) Reference Number c) Control Number d) Date e) Company Name & Contact Number f) Representative Name & Signature g) SWD Official Receipt Number h) Amount Paid

8.1.5 Pre-bid Conference The Bids and Awards Committee shall conduct a pre-bid conference for contracts to be bid with an approved budget for the contract of One Million Pesos (P1,000,000.00) or more in accordance to Section 22 of IRR of RA 9184. This is done to clarify and/or explain any of the requirements, terms, conditions, and specifications stipulated in the Bidding Documents. For contracts to be bid with an approved budget for the contract of less than One Million Pesos (P1,000,000.00), pre-bid conference may be conducted at the discretion of the BAC.

8.1.5.1 Pre-bid Conference shall be held at least twelve (12) calendar days before the deadline for the submission and receipt of bids. If the procuring entity determines that, by the reason of the method, nature, or complexity of the contract to be bid or when international participation will be more advantageous to the Silang Water District, a longer period for the preparation of bids is necessary, the pre-bid conference shall be held at least thirty (30) calendar days before the deadline for the submission and receipt of bids.

8.1.5.2 Only those who have purchased the Bidding Documents shall be allowed to participate in the pre-bid conference and raise or submit written queries or clarifications

8.1.5.3 The minutes of pre-bid conference shall be recorded and made available to all participants not later than three (3) calendar days after the pre-bid conference. Any statement made at the pre-bid conference shall not modify the terms of the bidding documents, unless such statement is specifically identified in writing as an amendment thereto and issued as a Supplemental/Bid Bulletin.



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8.1.6 Receipt, Opening of Evaluation of Bids

The BAC Secretariat shall receive the bid envelopes from the bidders who submit their bid documents. The BAC Secretarial shall record in the BAC logbook the name of representative who submitted the bid, the date and the time the bids were received. The BAC shall open and evaluate the bids of each bidder in accordance to the time and place stated on the bidding documents.

8.1.6.1 The BAC shall open the first envelopes of prospective bidders in public to determine

each bidder’s compliance with the documents required to be submitted for eligibility and for the technical requirements using a non-discretionary “pass/fail” criterion. If a bidder submits the required document, it shall be rated “passed” for that particular requirement. In this regard, bids that fail to include any requirement or are incomplete or patently insufficient shall be considered as “failed”. Otherwise, the BAC shall rate the said first bid envelope as “passed”.

8.1.6.2 The BAC shall open the second envelope of each eligible bidder whose first envelope was rate “passed”.

Note: For Consulting Service Services, the opening of first envelopes (eligibility check)

are done prior to the selling of bid documents. Only those of who passed the eligibility check.

8.1.7 Preparation of Abstract of Bids

BAC Secretariat shall prepare the Abstract of Bids to determine the bidder with the Lowest/Single Calculated Bid. The Abstract of Bid shall contain the following information:

a. Date b. Time c. Approved Budget for the Contract d. Name of Bidders e. Price Quotation of Each Bidder f. Name/Signature of BAC, TWG and End-User

8.1.8 Post Qualification

After the determination of the bidder with the Lowest/Single Calculated Bid, the BAC shall verify, validate and ascertain licenses, certificates, permits and other legal documents submitted by the bidder by requiring the bidder with the Lowest/Single Calculated Bid to present the original copies of all the document submitted during the bid opening. The BAC may also conduct verification and/or inspection and testing of goods/product, after-sales and/or maintenance capabilities, in applicable cases, for the procurement of goods. This activity is evidenced by a Post Qualification Report signed by the BAC Secretariat, Technical Working Group and the BAC Chairperson. The bidder shall also submit the following documentary requirements:

a) Latest Income/Business Tax Returns b) Certificate of PhilGEPS Registration or PhilGEPS Registration Number



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c) Other appropriate licenses and permits required by law and stated in the bidding documents

8.1.9 Creation of BAC Resolution Recommending Award or Failure of Bidding

The BAC Secretariat shall facilitate the creation of BAC Resolution recommending Award and have the BAC Members sign on the Resolution. Board of Directors shall approve the BAC Resolution. The BAC Secretariat shall create the Notice of Award and have it approved by the General Manager. BAC Secretariat shall send a copy of the Notice of Award to the winning bidder after the approval of the General Manager. Otherwise, the BAC Secretariat shall facilitate the creation of BAC Resolution recommending Failure of Bidding in accordance to Section 35 of the IRR of RA 9184.

8.1.10 Receipt of Performance Bond, Signing of Contract & Issuance of Notice to Proceed

The winning bidder shall, as a measure of guarantee for the fruitful performance of and compliance with his obligations under the contract prepared in accordance with the Bidding Documents, be required to post a performance security in such form and amount as specified in the Bidding Documents as stated in Section 39 of the IRR of RA 9184. The signing of contract shall then proceed. After the signing of the contract, the General Manager, with the facilitation of the BAC Secretariat, shall issue the Notice to Proceed.

8.2 For Shopping & Negotiated


The requesting party shall use this form for all purchases whose amount is higher than Php 1,500.00. The form consists of the following information:



f) Purpose g) Signature, Printed Name and Designation of Requesting Party h) Signature, Printed Name and Designation of the General Manager

8.2.2 Posting of Advertisement to PhilGEPS

All requests with Approved Budget for the Contract (ABC) above Php 50,000.00 are required to be posted on the PhilGEPS in accordance to Implementing Rules and Regulation of Republic Act 9184.



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8.2.3 Receipt of Quotations

The ASD Personnel shall receive the quotation submitted personally by the supplier or sent through fax or email.

8.2.4 Creation of Abstract of Canvass

The ASD Personnel, upon receipt of quotations from suppliers shall prepare an Abstract of Canvass containing the following information:

a. Date b. Item Number c. Quantity d. Description of Item e. Name of Bidders f. Price Quotation of Each Bidder g. Name/Signature of ASD Personnel h. Signature of Admin Officer i. Signature ASD Head j. Signature of General Manager

The abstract of canvass shall be signed by the Administrative Service Officer A, the Division Head and the General Manager.

8.2.5 Purchase Order

The Administrative Aide, upon the determination of the lowest quotation submitted by the supplier/contractor, shall create a Purchase Order. The Purchase Order shall be reviewed and approved the respective Division/Department Head. The Chief Accountant shall also check the availability of funds. The Administrative Aide shall facilitate the approval of the Head of Procuring Entity. The Administrative Aide shall send a copy of the Purchase Order to the supplier/contractor with the lowest quotation.

8.3 For Direct Contacting





f) Purpose g) Signature, Printed Name and Designation of Requesting Party



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h) Signature, Printed Name and Designation of the General Manager



8.3.3 Receipt of Quotation The ASD Personnel shall receive the quotation submitted personally by the supplier or sent through fax or email.

8.3.4 Attachment of Certificate of Exclusive Distributorship or Manufacturer’s

Certificate

The ASD Personnel shall attach Certificate of Exclusive Distributorship or Manufacturer’s Certificate instead of Abstract of Canvass.


The Administrative Aide shall create a Purchase Order. The Purchase Order shall be reviewed and approved the respective Division/Department Head. The Chief Accountant shall also check the availability of funds. The Administrative Aide shall facilitate the approval of the Head of Procuring Entity. The Administrative Aide shall send a copy of the Purchase Order to the supplier/contractor with the lowest quotation.

8.4 For Re-order





f) Purpose g) Signature, Printed Name and Designation of Requesting Party h) Signature, Printed Name and Designation of the General Manager



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8.4.3 Receipt of Quotation The ASD Personnel shall receive the quotation submitted personally by the supplier or sent through fax or email.

8.4.4 Attachment of Previous Contract or Purchase Order

The ASD Personnel shall attach the previous Contract provided all the following conditions are present:

a) The unit price must be equal to or lower than that provided in the original contract;

b) The repeat order does not result in splitting of requisitions or purchase order;\ c) Except in special circumstances defined in the IRR, the repeat order shall be

availed of only within six (6) months from the date of the Notice to Proceed arising from the original contract; and

d) The repeat order shall not exceed twenty-five percent (25%) of the quantity of each items of the original contract


The Administrative Aide shall create a Purchase Order. The Purchase Order shall be reviewed and approved the respective Division/Department Head. The Chief Accountant shall also check the availability of funds. The Administrative Aide shall facilitate the approval of the Head of Procuring Entity. The Administrative Aide shall send a copy of the Purchase Order to the supplier/contractor with the lowest quotation.

8.5 Disbursement of Petty Cash

8.5.1 Accomplishment of Petty Cash Request Forms

a) Materials and Supplies/Services Requisition Form (MSSR)

Materials and Supplies/Services Requisition Form (MSSR) is used when a member of the SWD requests for materials, supplies or services whose estimated amount would not exceed the threshold amount for Petty Cash which is Php 1,500.00 per transaction. The form consists of the following information:

b) Date c) Item Number d) Particulars e) Unit f) Estimated Cost/Unit g) Quantity h) Total



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i) Purpose j) Name of Requesting Party k) Signature of Division Officer/Manager

b) Request for Transportation Allowance Form

Request for Transportation Allowance Form is used when a member of the SWD requests for transportation allowance on any business related travel without the provision of SWD vehicle whose estimated amount would not exceed the threshold amount for Petty Cash which is Php 1,500.00 per transaction. The form consists of the following information:

a) Date b) Time c) From (location of origin) d) To (location of destination) e) Amount (estimated amount of transportation allowance) f) Purpose g) Signature of Requesting Employee h) Signature of Petty Custodian i) Signature of Division Manager/Officer

c) Request for Meal Allowance Form

Request for Meal Allowance Form is used when a member of the SWD requests for meal allowance on any business related activity whose estimated amount would not exceed the threshold amount for Petty Cash which is Php 1,500.00 per transaction. The form consists of the following information:

a) Date b) Amount c) Purpose d) Signature of Requesting Employee e) Signature of Petty Cash Custodian f) Signature of Division Manager/Officer

8.5.2 Approval of Request Forms The request forms shall be approved by the respective Division Heads. 8.5.3 Attachment of Proof of Purchase

The requesting party shall attach proof of purchase to be entitled for petty cash fund. The forms considered as proof of purchase are, but not limited to the following:

a) Official Receipt b) Invoice c) Reimbursement Expenses Receipt (RER)

8.5.4 Accomplishment of Petty Cash Voucher Form

The requesting party shall accomplish the Petty Cash Voucher Form and seek the approval of their respective Division/Department Heads.



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8.5.5 The requesting party shall submit the Petty Cash Voucher Form with all the necessary attachment to the Petty Cash Custodian

8.5.6 The Petty Cash Custodian shall issue Petty Cash Fund

8.5.7 The Petty Cash Custodian shall prepare summary of petty cash disbursement and

submit it to Budget Division for Budget Utilization Report preparation.

8.6 Gasoline Requisition

8.6.1 Accomplishment and Approval of Gasoline Requisition Slip (GRS) Gasoline Requisition Slip (GRS) is used when a member of the SWD requests for gasoline, lubricants, coolant and the like for any of SWD vehicle and/or equipment. The form consists of the following information:

a) GRS No. b) Date c) Pumping Station/s d) Type of SWD Vehicle e) Plate Number f) Purpose/Destination g) Type of Equipment h) Quantity i) Description j) Retail Price k) Amount l) Name of Requesting Employee m) Signature of ASD Personnel n) Signature of Division Head

8.6.2 The requesting party shall bring the GRS and the accomplished and approved

Purchase Order issued by the authorized gasoline station to the gasoline station and the gasoline station shall issue the approved quantity of gasoline, lubricant, coolant and the likes.

9.0 FORMS ATTACHED 9.1 Purchase Request – ADM-ASD-F001 9.2 Request for Quotation – ADM-ASD-F002 9.3 Abstract of Canvass – ADM-ASD-F003 9.4 Purchase Order – ADM-ASD-F004 9.5 Materials and Supplies/Services Requisition - ADM-ASD-F005 9.6 Request for Transportation Allowance - ADM-ASD-F006 9.7 Request for Meal Allowance - ADM-ASD-F007 9.8 Reimbursement and Expense Receipt - ADM-ASD-F008 9.9 Petty Cash Voucher - ADM-ASD-F009 9.10 Gasoline Requisition Slip - ADM-ASD-F010

Document No : ADM-ASD-P002 Rev. No. : CASH …...ADM-ASD-P002 Rev. No. : 00 Page No .: 2 of 5 This...

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Transcript of Document No : ADM-ASD-P002 Rev. No. : CASH …...ADM-ASD-P002 Rev. No. : 00 Page No .: 2 of 5 This...