Document Code:

OPERATING PROCEDURE TESDA-OP-AS-04

Monitoring Process for Rev. No.: Page 1
Alternative Methods of 01
Procurement: Shopping and Small Issued by: Date Issued:
Value Procurement AS 04 October 2021

TESDA-OP-AS-04-F01
Rev. No. 01 – 07/21/21

TECHNICAL EDUCATION AND SKILLS DEVELOPMENT AUTHORITY

PROCUREMENT TRACKING SHEET
ALTERNATIVE METHODS OF PROCUREMENT:
SHOPPING/SMALL VALUE PROCUREMENT

a. Office/Division: ___________________________________
b. Procurement Category: ____________________________
(i.e. Common-Use Supplies, Consumables (Ink), Construction Supplies, Printing, etc.)
c. Requisition and Issue Slip No.: _______________________
(if applicable)
d. Purchase Request (PR) No.: _______________________
e. Procurement Mode: _______________________

Responsible Date & Time

No. Process Form Timeline Action Remarks/ Comments Init
Office/ Person Received
Completed
1 Receive PR from the end-user PR
1 – 2 days
Check the completeness of the
specifications of indicated in
the PR
If not complete/unclear,
return PR to the end-user.
If the specifications are
complete/clear, indicate PR
No.
2 Check if the requested supplies
and materials or equipment are BAC/
within the approved Annual Procurement
Procurement Plan (APP) Division/Unit/
If within the approved APP, Focal
proceed to next step
if not, return to end-user for
preparation and submission of
supplemental APP
3 Conduct Price Monitoring to PR/
1 day
determine Approved Budget for PMS
the Contract (ABC)
Prepare the Request for RFQ/
Quotation (RFQ) with Price PQF
Quotation Form (PQF)
4 Post the RFQ in the PhilGEPS 3 days min – BAC/
RFQ
website, website of the 9 days max Procurement
Procuring Entity and at any (Using the Division/Unit/
conspicuous place reserved for PhilGEPS Focal
the purpose in the premises of System)
the Procuring Entity, if ABC is
above Php50,000.00.

BAC/
Sends the RFQ to at least 1 day
Procurement
three (3) suppliers of known
Division/Unit/
qualifications
Focal

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 Document Code:
OPERATING PROCEDURE TESDA-OP-AS-04
Monitoring Process for Rev. No.: Page 2
Alternative Methods of 01
Procurement: Shopping and Small Issued by: Date Issued:
Value Procurement AS 04 October 2021

Date & Time

Process Form Timeline Responsible
No. Action Remarks/ Comments Init
Office/ Person Received
Completed

5 Prepare Abstract of Price BAC/

APQ 1 day
Quotations upon receipt of at Procurement
least three (3) quotations within Division/Unit/
the prescribed deadline. For Focal
SVP, receipt of at least one (1)
quotation is sufficient to
proceed with the evaluation
thereof.
Check the completeness and 1 day
validity of the documentary
requirements of the supplier
with the Lowest Calculated
Quotation

Approve the Abstract of Price End-

Quotation with the Lowest User/HoPE
Calculated and Responsive
Quotation
6 Prepare Purchase Order/Job BAC/
PO/ JO 1 day
Order (PO/JO) Procurement
Division/Unit/
Focal
7 Release PO/JO with BAC/
attachments to the end-user for Procurement
preparation of the Obligation Division/Unit/
Request and Status (ORS) Focal
Prepare and processes the End-user/
PO/ JO/
Obligation Request and Budget
ORS
Purchase Order/Job Order Division/
Accounting
Division/
Approving
Authority/
FASD
Receive approved Purchase BAC/
1 day
Order/Job Order Procurement
Division/Unit/
Focal
8 Provide the winning supplier
PO/ JO
copy of the approved PO/JO
for conforme Procurement
Supplier delivers goods within 1-7 days Division/Unit/
7 days or services within 15 to (PO) Focal
30 days 15-30 days
(JO)
Inspect and accept deliveries
9 IAR Inspector

Procurement
1 day
Division/Unit/
Focal
10 Prepare RIS/ICS/PAR for the Procurement
RIS/ICS

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 Document Code:
OPERATING PROCEDURE TESDA-OP-AS-04
Monitoring Process for Rev. No.: Page 3
Alternative Methods of 01
Procurement: Shopping and Small Issued by: Date Issued:
Value Procurement AS 04 October 2021

issuance of delivered goods to Division/Unit/

/ PAR
end-users/requesting office/s Focal

Responsible Date & Time

No. Process Form Timeline Action Remarks/ Comments Initia
Office/ Person Received
Completed
Issue goods/services to end- 1 day Procurement
users/requesting office/s Division/Unit/
Focal
Total No. of Days
> Without posting for PR Php50,000.00 and below

Purchase Order 10 -17 days

Job Order 24 – 40 days

> With PhilGEPS Posting for PR above Php50,000.00

Purchase Order 12 - 25 days

Job Order 26 - 42 days

Note: Please do not detach. Return to Procurement Division/Unit/Focal

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 Document Code:
OPERATING PROCEDURE TESDA-OP-AS-04
Monitoring Process for Rev. No.: Page 4
Alternative Methods of 01
Procurement: Shopping and Small Issued by: Date Issued:
Value Procurement AS 04 October 2021

TESDA-OP-AS-04-F02
Rev. No. 01 – 07/21/21

REQUEST FOR QUOTATION

Date:
RFQ No. :
PR No :

Name of Business/ Company :

Address :
Tax Identification No.:
PhilGEPS Registration No.:

The Technical Education and Skills Development Authority (TESDA) – ___, through its (BAC/Procurement
Division/FASD), intends to procure ____(Item)_______ , which will be undertaken in accordance with Section ____ (Method
of Procurement) of the 2016 Revised Implementing Rules and Regulations of Republic Act No. 9184.

Please quote your best offer for the item/s described herein subject to the terms and conditions provided in the
last page of this RFQ. Submit your quotation duly signed by you or your duly authorized representative not later than (date)
at (time) through email at (email ad).

Interested suppliers are required to submit copies of the following as per Annex “H” of the 2016 Revised IRR of
Republic Act No. 9184 along with your quotation/proposal:

a) PhilGEPS Registration Number

b) Mayor’s/Business Permit
c) Income/Business Tax Return (for ABC above P500K)
d) Omnibus Sworn Statement (for ABC above P50K)

Open quotations may be submitted manually at the ________(office address)________ or through facsimile at
fax no. __________ or email at _____________ in pdf format.

For further queries, you may contact us at telephone no. _____________ or email address at
__________________

__________________________________
Name and Signature of Authorized Official
Designation

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 Document Code:
OPERATING PROCEDURE TESDA-OP-AS-04
Monitoring Process for Rev. No.: Page 5
Alternative Methods of 01
Procurement: Shopping and Small Issued by: Date Issued:
Value Procurement AS 04 October 2021

TESDA-OP-AS-04-F03
Rev. No. 01 - 07/21/21

PRICE QUOTATION FORM

Date : __________________
_____________________________
_____________________________
_____________________________
_____________________________

Sir/Madam :

After having carefully read and accepted the Terms and Conditions, I/we submit our quotation/s for the item/s as
follows:
OFFER
APPROVED
BUDGET Compliance with
No. ITEM/TECHNICAL QTY. UNIT the Technical
SPECIFICATIONS FOR THE
CONTRACT Specifications
(please check) PRICE OFFER REMARKS
(in Peso) YES NO

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 Document Code:
OPERATING PROCEDURE TESDA-OP-AS-04
Monitoring Process for Rev. No.: Page 6
Alternative Methods of 01
Procurement: Shopping and Small Issued by: Date Issued:
Value Procurement AS 04 October 2021

PQF Page 1

Terms and Conditions

1. Bidders shall provide correct and accurate information required in this form.
2. Bidders may quote for any or all of the items.
3. Price quotation/s must be valid for a period of thirty (30) calendar days from the date of submission.
4. Price quotation/s, to be denominated by Philippine Peso shall include all taxes, duties, and or levies
payable.
5. Quotations exceeding the Approved Budget for the Contract shall be rejected.
6. Award of contract shall be made to the lowest quotation which complies with the technical
specifications, and other terms and conditions stated herein.
7. Any interlineations, erasures or overwriting shall be valid only if they are signed or initialed by you or
any of your duly authorized representative/s.
8. The item/s shall be delivered according to the requirements in the Technical Specifications.
9. TESDA shall have the right to inspect and/or to test the goods to confirm their conformity to the
technical specifications.
10. Liquidated damages equivalent to one tenth of one percent (0.001) of the value of the goods not
delivered within the prescribed delivery period shall be imposed per day of delay. TESDA shall rescind
the contract once the cumulative amount of liquidated damages reaches ten percent (10%) of the
amount of the contract, without prejudice to other courses of action and remedies open to it.

Name of Business/Company

Signature over Printed Name

Office Telephone/Fax No.

Mobile No.

Email address

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 Document Code:
OPERATING PROCEDURE TESDA-OP-AS-04
Monitoring Process for Rev. No.: Page 7
Alternative Methods of 01
Procurement: Shopping and Small Issued by: Date Issued:
Value Procurement AS 04 October 2021

PQF Page 2
TESDA-OP-AS-04-F04
Rev. No. 01 – 07/21/21

ABSTRACT OF PRICE QUOTATION

Date : ________________

PR No.:
End-User

Item Article/Description Name of Supplier/Amount of Bid Lowest Calculated and

No. Responsive Quotation
Qty. Unit

for Bids and Awards Committee

After considering the quotations received from the suppliers for the
articles listed above, the undersigned hereby certifies that the shaded price
opposite each item is reasonable and the lowest obtainable in the market at
the time of purchase.

Prepared by: Recommended by: Approved by:

Procurement Focal BAC Chairperson BAC Vice - Authorized Signatory

Chairperson

BAC Member BAC Member BAC Member

with Delegation of Authority

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 Document Code:
OPERATING PROCEDURE TESDA-OP-AS-04
Monitoring Process for Rev. No.: Page 8
Alternative Methods of 01
Procurement: Shopping and Small Issued by: Date Issued:
Value Procurement AS 04 October 2021

Prepared by: Checked by: Approved by: Noted by:

Procurement Focal Unit Head Division Head End-user

THIS DOCUMENT IS “UNCONTROLLED” ONCE PRINTED

 TESDA-OP-AS-04-F05
Rev. No. 00 – 03/01/17

PROCUREMENT MONITORING REPORT

TESDA Region ___
As of _________________

PURCHASE No. of
PhilGEPs Posting/RFQ PURCHASE/JOB ORDER DATE
REQUEST Quota-
Procurement Date
Mode of Source of tions Winning Date Served
Program/ PMO/End-User of
Procurement Date Date Closing Funds * Received Supplier Approval and Acknow-
Project No. ABC APQ No. Date Amount Delivery Inspection Acceptance Issuance
Received Published Date Date ledged by
the supplier

*Source of Funds – Regular MOOE/Capital Outlay/Others (SSP/Trust Fund)

THIS DOCUMENT IS “UNCONTROLLED” ONCE PRINTED