Procurement of supplies from cash advance

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Procurement of supplies from cash advance

Post by mcb-0107 on Tue Sep 16, 2014 3:45 pm

Please enlighten me on this. Our BAC conducted a bidding under small value procurement for the procurement of supplies and materials needed for  a training on food production. since the materials are not common, only 1 bidder among 3 suppliers submitted price quotation for selected items. The training is only one week ahead and the materials are urgently needed. the BAC awarded available items to the lone bidder.  My concern is, can we purchase the materials from cash advance nalang? and if so, who should purchase these materials from CA? is it still the supply officer or can it be the end user himself?

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Re: Procurement of supplies from cash advance

Post by regina avelino on Thu Sep 18, 2014 5:40 pm

there is nothing wrong if this will be through cash advance as this will be subject for liquidation. likewise, such procurement project is included in the ppmp/app and approved. The BAC may delegate who will conduct the procurement, it may be the procurement department, the supply officer of the user.

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Re: Procurement of supplies from cash advance

Post by mcb-0107 on Fri Sep 19, 2014 4:49 pm

thank you po Ms Regina Avelino... Smile Smile

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Re: Procurement of supplies from cash advance

Post by engrjhez® on Fri Sep 19, 2014 10:55 pm

mcb-0107 wrote:
Please enlighten me on this. Our BAC conducted a bidding under small value procurement for the procurement of supplies and materials needed for  a training on food production. since the materials are not common, only 1 bidder among 3 suppliers submitted price quotation for selected items. The training is only one week ahead and the materials are urgently needed. the BAC awarded available items to the lone bidder.  My concern is, can we purchase the materials from cash advance nalang? and if so, who should purchase these materials from CA? is it still the supply officer or can it be the end user himself?

NO. One of the purpose of the present procurement law is to avoid a situation where the end user (EU) or implementing unit (IU) chooses where to procure the goods or services. Because of this, a "Bids and Awards Committee" needs to be instituted. This is to remove from EU/IU the discretion and vest upon the BAC the duty to objectively advertise, receive bids, evaluate bids, and recommend awards for every procurement. The ultimate function of the BAC is to determine where will the procuring entity procure. If this cannot be given effect, then it destroys the very purpose of R.A. No. 9184.    

Aside from these, R.A. No. 9184 mandates us to judiciously and meticulously plan our procurement activities so that we will not be in a situation where we cram  invoking artificial emergencies and sacrifice systems of accountability, transparency and competitiveness as governing principles of government procurement. Also, it is improper and irregular to use cash advance for purposes of procurement. COA Circular 90-331 as amended in relation to P.D. No. 1445 will be informative.
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Re: Procurement of supplies from cash advance

Post by amang'65 on Sat Sep 20, 2014 5:13 pm

...or maybe you may maintain a petty cash account... but make sure that you have an approved office guidelines on the use of a petty cash account..
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Re: Procurement of supplies from cash advance

Post by lilyputian67 on Mon Oct 13, 2014 10:53 am

If I may also add, purchases out of the petty cash fund should not be more than 15,000.00.

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Re: Procurement of supplies from cash advance

Post by Kuyangchubs on Tue Feb 03, 2015 3:57 pm

I would like to post a question with regards to that. Our BAC has already processed our toners thru direct contracting. Unfortunately, due to the long process, all the departments have ran out of toners. What is our remedy pending the procurement process? 2014 has passed but still we have no toners.

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Re: Procurement of supplies from cash advance

Post by Jay De Why on Tue Feb 24, 2015 2:18 pm

Kuyangchubs, you have toners already Smile
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Re: Procurement of supplies from cash advance

Post by BAC Sec. on Tue Feb 24, 2015 5:48 pm

At the end/closing of the year, normally we closed books and completed  all pending transactions since end of FY 2014. Unless you have awarded the procurement before the end of the year and there was delay in the delivery your office can demand for it. If not, new procurement/new, new purchase request /project under the 2015 APP.  In our Office( Procurement ) ,one of our Staff is our custodian of petty cash so that we answer in cases/ eventualities mentioned. Just my opinion Razz
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Re: Procurement of supplies from cash advance

Post by iamcris on Sun Apr 19, 2015 1:55 am

I would also want to add that purchases made using the petty cash fund for 1,000.00 and above are required to be canvassed from at least three suppliers as a documentary requirement for the replenishment of PCF along with the Abstract of Canvass/Quotation. Please refer to COA Circular No. 2012-001.

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