DLSU Procurement Policy
1. The University will only honor the commitments of its Supply Chain Management Office that were made in accordance with the policies and procedures on the purchasing of goods and services as stipulated in this Manual.
2. No employee of De La Salle University has the authority to make any purchase commitment, place an order with a supplier, or enter into any contract or agreement except through the approved channel under the authority of the Supply Chain Management Office. Requesting parties/end-users are not prohibited from contacting suppliers or resellers if the purpose is to know more about the product or obtain information for a particular project. Such preliminary discussion is strictly for data gathering only and should not be construed as legally binding on the part of the University. The University shall take no responsibility, whatsoever, on any commitment made by any employee and the consequent financial obligations thereto shall be solely for the account of the employee.
3. No full-time or part-time employee, including their relatives herein defined as spouses, common law partners, parents, children, grandchildren, siblings, first cousins, nephews, nieces, aunts, uncles, as well as step-, half-, and in-law relations, is allowed to
- Be a concessionaire of a canteen, photocopying service, and bookstore.
- Engage in any business venture with any unit in the University.
- Be a supplier of goods and services with the University.
Non-compliance
All school purchase transactions shall be made in strict compliance with the provisions of De La Salle University as listed in this policy.
Any employee circumventing established purchasing guidelines is subject to disciplinary action, up to and including discharge and may be held personally liable for the amount of the transaction. The University reserves the right to void contracts which in the University’s judgment promote the interests of an employee over the interests of the institution.
Procurement Process
1. Approved Budget for AY
Requesting Parties are responsible for ensuring that minimum essential materials and services are determined prior to the opening of the academic year and that purchasing is limited to such requirement, except for contingencies.
Requesting parties should inform the SCMO of any major purchases especially those consisting of equipment, appliances, furniture, machineries, or any item(s) in large quantity at the start of each academic year.
2. Lodge purchase Request
Purchase requests, including contingencies, are tied to approved and available budgets in Oracle Fusion.
Requesting parties to lodge request observing SCMO lead times
3. Procurement Process
SCMO to conduct procurement process based on purchase category and committed lead times
Non-biddable
Up to Php 299,999.00
Goods
- Regular Goods 8 working days
- Customized goods 16 working days
Services
- Regular Services 18 working days
- Customized Services 26 working days
Biddable
Php 300,000.00 and above
Goods
- 24 working days
Repeat Order
No Amount Threshold
Goods
- 7 working days
Services
- 17 working days
Supplier Accreditation Process Flow
Procure-to-Pay Process Flow – GOODS (non-biddable)
Procure-to-Pay Process Flow – CUSTOMIZED GOODS (non-biddable)
Procure-to-Pay Process Flow – SERVICES (non-biddable)
Procure-to-Pay Process Flow – CUSTOMIZED SERVICES (non-biddable)
Procure-to-Pay Process Flow – BIDDABLE (Goods)
Procure-to-Pay Process Flow – BIDDABLE (Services)
Procure-to-Pay Process Flow – REPEAT ORDER (Goods)
Procure-to-Pay Process Flow – REPEAT ORDER ( Services)
Technical Evaluators
1. Information Technology Services (ITS)
- Computer, Laptop, Digital Recorder, Printer, Exter
2. Facilities Operations Office (FOO)
- Outlet, Extension Cord, Electric Fan, Aircon, Exhaust Fan, Intercom and Telephone Apparatus
3. Facilities Projects Office (FPO)
- Renovation of Classroom, Office, and Laboratories, Fabrication of Customized Laboratory Cabinet, Fabrication of Bookshelf, Standard Office Furniture and Fixtures
4. Office of Strategic Communications (STRATCOM)
- Printing of Brochure, Newsletter, Booklet, Tarpaulin, Flyers, Invitations, Customized Umbrella, USB, Ballpens, Etc.
5. Office of the University Registrar (OUR)
- Medals, Pins, Trophies
6. Audio and Visual Services Unit (AVSU)
- Television, Video Recorder, Digital Cameras, Lights and Sound System
Required Attachments for PR Lodging
Required Attachments for PR Lodging
- Full Name of the Passenger/s:
- Birthdate:
- Contact Number:
- Email Address:
- Destination/Route:
- Preferred time and date of Departure:
- Preferred time and date of Return:
- Preferred Airline (if any):
- Baggage Allowance (in kgs.):
- Travel Insurance (With or Without):
- Preferred seat (Aisle, Window):
- Copy of ID with birthdate (for Local flight) and copy of Passport (for International flight)
Requirement for Travel Insurance(to be sourced from DLSU 1911)
- Complete Name with Middle name
- Date of birth
- Itinerary
- Period of coverage
- Name of beneficiary
- Full Name of the Guest/s:
- Contact Number:
- Email Address:
- Preferred Hotel/Venue:
- Preferred time and date of Check-in and Check-out)
- Breakfast (with or without)
- Type of Room (Single, Twin Sharing, or Triple Sharing)
- Copy of ID with birthdate copy of Passport (for International Accommodation)
- Justification Letter (if needed; endorsed and approved by the Unit Head )
- Cost Per Article Reading (CPR)
- ISBN
For New Database or eBook
- Database Evaluation
- Recommendation from the Requesting Department
- Scope of Work / Terms of Reference (Bill of Quantities or Bill of Materials)
- As-built Plans (signed off by the end-user)
- In-house Estimate
- Justification Letter (if needed)
- Mother Contract (if Addendum to an Existing Project)
- Office supplies, furniture and equipment
- Medical supplies and equipment
- Sports-related supplies and equipment
- Awards, Trophies, Medals, Plaques
- Uniforms (athletes and employees)
- Vouchers
- Food Services
Required attachments
- Terms of Reference (Technical Specifications)
- Photos of the item or equipment
- Justification Letter (if needed; endorsed and approved by the Unit Head )
- ESP’s janitorial and gardening, plumbing, mechanical and electrical
- Pest Control
- Drinking Fountain rental
- Solid waste hauling
- Courier services
- Drug testing / X-ray
- JS Prom Venue Rental and Event Coordination Services
- Digitization Services (OUR and FAO)
- Printing and Installation for billboard leasing
- Safety Audit
- Other professional services
- ESP administrative support services (Manpower Agency)
Required attachments
- Terms of Reference (Technical specifications)
- Justification letter (if needed, endorsed and approved by unit head)
- Terms of Reference (Technical Specifications)
- Signed ITS Specifications Form (ITESSF)
- Photos of the item or equipment
- Justification Letter (if needed; endorsed and approved by the Unit Head )
- IT Council approval ***
* NEW PURCHASES/SUBSCRIPTIONS (Both Hardware and Software) – PHP 500,000.00 and above
* RENEWAL OF SUBSCRIPTION/SOFTWARE/LICENSES and REORDER OF HARDWARE – if new price has increased more than 10% of the previous amount OR if the new quantity is more than 5% of the previous quantity ordered
- Terms of Reference (Technical Specifications)
- Approved Line-Item Budget (LIB) from funding agency
- Photos of the item (if applicable)
- Justification Letter (if needed; endorsed and approved by the Unit Head )
For Controlled Chemicals, we need to secure the PDEA and PNP Permit from the Supplier before we include them in the negotiations.
- Terms of Reference (Technical Specifications)
- Approved Line-Item Budget (LIB) from the funding agency
- Photos of the equipment
- Justification Letter (if needed; endorsed and approved by the Unit Head )
Justification Letter Rationale
Supplier is a:
- Sole Distributor
- Direct to Developer
Justification letter signatories
Oracle System approval matrix
- PHP 50,000 below – Director/Chair
- PHP 51,000 to PHP 300,000 – Executive Director/Deans
- PHP 300,000 above – Vice President
Addressed TO: Ms. Carmela Semana [SCMO Executive Director]
* If the cost of the item or service requested is PHP 299,999 below
Addressed TO: THE BIDS COMMITTEE
* If the item or service requested is PHP 300,000 and above
Purchases without PO
- Institutional Christmas Party
- (Bids Committee Resolution No. 2015-05: Christmas Party)
- REWPO (Research Expenses without PO)
(Guidelines)
Emergency Purchases
(strict compliance with Guidelines)
Student Procurement
Emergency Request – refer to guidelines
Guidelines on Emergency Purchase
Purchase of goods and services that arises from an urgent, on-the-spot need for the continuation of vital programs and/or operations and where normal purchasing procedures requiring either a regular or a competitive sealed bid/proposal may not apply.
Policy Statement
Normal purchasing procedures must be followed at all times. Planning for all purchases should be made by the respective office/Department Heads and should allow for normal purchasing lead time. In cases, however, when there is an urgent, on-the-spot need for the purchase of goods and services and normal purchasing methods may seem impractical, the purchase of goods and services through regular canvas or sealed bidding may be waived to give way to an emergency purchase upon the approval of the President.
Guidelines on Emergency Purchases
A purchasing request may only be considered an emergency if it meets criteria 1 plus either 2, 3, 4, 5.
- Is not the result of lack of planning and needs an immediate extraordinary response (e.g is the result of a sudden calamity oor similar unforeseen disaster)
- Is the response to an unforeseen circumstance that requires an immediate action due to threat to life or property (e.g medical emergencies)
- Inaction or lack of response will result in significant loss to the university
- Not purchasing the item or services immediately would result in a major disruption of University operation
- A complex situation that the DLSU President has requested support for
Outside of these situations above, all requests must be processed by the Supply Chain Management Office (SCMO) following the standard operating procedures, otherwise payment will not be processed and the requesting unit who consummated the purchase transanction will bbe liable for the payment, even if the item/service had already been delivered/served to the University.