Prompt Payment of Claims Involving Procurement of IT and Non-IT Supplies, Materials, Forms, Equipment and other Services

January 20, 2005 REVENUE MEMORANDUM ORDER NO. 03-05 SUBJECT : Prompt Payment of Claims Involving Procurement of IT and Non-IT Supplies, Materials, Forms, Equipment and other Services TO : All Concerned BIR Officials I. Objective In order to effect prompt payment of obligations incurred by the Bureau, all claims involving Procurement of IT and Non-IT Supplies, Materials, Forms, Equipment and other Services must be supported by the documents enumerated in the Annexes of this RMO, as follows: 1. Public Bidding Annex "A" 2. Direct Contracting Annex "B" 3. Repeat Order Annex "C" 4. Shopping Annex "D" 5. Negotiated Procurement Annex "E" (Non-Gov't Agency) 6. Negotiated Procurement Annex "F" (PS-DBM, NPO, APO) II. Policies 2.1 The BIR official concerned or his duly authorized representative must duly authenticate all documents that are photocopied. 2.2 All claims must be supported by the documents enumerated in the abovementioned annexes before said claim is actually transmitted by Procurement Division to the Accounting Division. III. Repealing Clause This Revenue Memorandum Order amends portions of RMO No. 31-80 and other issuances inconsistent herewith: IV. Effectivity This order takes effect immediately. (SGD.) GUILLERMO L. PARAYNO, JR. Commissioner of Internal Revenue ANNEX A PUBLIC BIDDING Documents to be submitted by Project Proponent 1 Approved Purchase Request 2 Approved Terms of Reference 3 Certificate of Completion, Performance, Acceptance of the deliverables based on the terms & conditions stated in the Purchase Order(PO)/Job Order(JO)/Contract Documents to be submitted by Supplier/Contractor 4 Performance bond 5 Importation documents (if applicable) 6 Warranty (if applicable) 7 Certificate of 24 hrs Burn-in Testing (if applicable) 8 Delivery Receipt/s and/or Sales Invoice/s or Billings 9 Service Maintenance Report (Monthly or Quarterly as the case may be) 10 Daily Time Record (Contractor's personnel, if applicable) Accomplishment report duly noted by authorized BIR Official 11 Other documents (Based on the terms and conditions stated in the Purchase Order/Job Order/Contract) Documents to be attached by Procurement Division 12 Result of Envelopes 1, 2 & 3 (Goods) 13 Result of Envelopes 1(Technical) & 2(Financial)-Consulting Services 14 CIR's approval re: BAC's Recommendation of Award 15 Approved Notice of Award by CIR or his duly authorized representative with Conforme of Contractor (Signature & Date of Receipt) 16 Approved Purchase Order/Job Order/Contract with Annexes as stated 17 Copy of Allotment and Obligations Slip (ALOBS) with Acctg. Div's Certificate of Availability of Funds 18 Final Inspection and Acceptance Report of deliverables based on the terms and conditions stated in the Purchase Order/Job Order/Contract signed by Inspection and Acceptance Committee (IAC) Chairman & members Additional Requirements If Supplies Stock Position Sheet approved by the Chief, General Services Division If Repair of Equipment Pre-repair Inspection approved by IAC Chairman and members Report of Waste Materials issued by General Services Division ANNEX B DIRECT CONTRACTING Documents to be submitted by Project Proponent 1 Approved Purchase Request 2 Approved Terms of Reference 3 Certificate of Completion, Performance, Acceptance of the deliverables based on the terms & conditions stated in the Purchase Order(PO)/Job Order(JO)/Contract Documents to be submitted by Supplier 4 Certified true/correct copy from the Original of Certificate of Exclusive Distributorship (Manufacturer's certificate) 5 Copy of Financial Proposal with BAC and Contractor's Initials 6 Performance bond 7 Importation documents (if applicable) 8 Warranty (if applicable) 9 Delivery Receipt/s and/or Sales Invoice/s or Billings 10 Letter re: Name of Bank, Address & Account No. where BIR's payment will be remitted (Applicable to payee/s outside the Phils.) 11 Other documents (Based on the terms and conditions stated in the Purchase Order/Job Order/Contract) Documents to be attached by Procurement Division 12 CIR's approval re: BAC's Recommendation of Award 13 Approved Notice of Award by CIR or his duly authorized representative with Conforme of Contractor (Signature & Date of Receipt) 14 Approved Purchase Order/Job Order/Contract with Annexes as stated 15 Copy of Allotment and Obligations Slip (ALOBS) with Acctg. Div's Certificate of Availability of Funds 16 Final Inspection and Acceptance Report of deliverables based on the terms and conditions stated in the Purchase Order/Job Order/Contract signed by Inspection and Acceptance Committee (IAC) Chairman & members Additional Requirements If Supplies Stock Position Sheet approved by the Chief, General Services Division If Repair of Equipment Pre-repair Inspection approved by IAC Chairman and members Report of Waste Materials issued by General Services Division ANNEX C REPEAT ORDER Documents to be submitted by Project Proponent 1 Approve Purchase Request 2 CIR's approval re: Letter-request of Repeat Order Documents to be submitted by Supplier 3 Performance bond 4 Importation documents (if applicable) 5 Warranty (if applicable) 6 Delivery Receipt/s and/or & Sales Invoice/s or Billings 7 Other documents (Based on the terms and conditions stated in the Purchase Order/Job Order/Contract) Documents to be attached by Procurement Division 8 Certified photocopy of old Purchase Order 9 Conforme of Supplier re: Letter of Repeat Order with complete specs, quantity, unit cost and total amount 10 CIR's approval re: BAC's Recommendation of Award 11 Approved Purchase Order/Job Order 12 Copy of Allotment and Obligations Slip (ALOBS) with Acctg. Div's Certificate of Availability of Funds 13 Final Inspection and Acceptance Report of deliverables based on the terms and conditions stated in the Purchase Order/Job Order/Contract signed by Inspection and Acceptance Committee (IAC) Chairman & members Additional Requirements If Supplies Stock Position Sheet approved by the Chief, General Services Division ANNEX D SHOPPING Documents to be submitted by Project Proponent 1 Approved Purchase Request with complete specifications Documents to be submitted by Supplier/Contractor 2 Performance bond 3 Delivery receipt/s and/or Sales Invoice/s or Billings 4 Warranty (if applicable) 5 Other documents (Based on the terms and conditions stated in the Purchase Order/Job Order/Contract) Documents to be attached by Procurement Division 6 Canvass/Quotation from at least three (3) suppliers/contractors 7 Abstract of Canvass 8 Certificate of Emergency Purchase 9 Approved Purchase Order/Job Order/Contract with Annexes as stated 10 Copy of Allotment and Obligations Slip (ALOBS) with Acctg. Div's Certificate of Availability of Funds 11 Final Inspection and Acceptance Report of deliverables based on the terms and conditions stated in the Purchase Order/Job Order/Contract signed by Inspection and Acceptance Committee (IAC) Chairman & members Additional Requirements If Supplies Stock Position Sheet approved by the Chief, General Services division If Repair of Equipment Approved Lay-out (if applicable) Pre-repair Inspection approved by IAC Chairman and members Report of Waste Materials issued by General Services Division ANNEX E NEGOTIATED PROCUREMENT (NON-GOV'T AGENCY) Documents to be submitted by Project Proponent 1 CIR's approval re: Letter-request/memo to procure thru Negotiated Procurement with justifications pursuant to Sec. 53 of the IRR, RA 9184) 2 Approved Terms of Reference 3 Certificate of Completion, Performance, Acceptance of the deliverables based on the terms & conditions stated in the Purchase Order(PO)/Job Order(JO)/Contract Documents to be submitted by Contractor 4 Copy of Financial Proposal with BAC and Contractor's initials 5 Performance bond 6 Importation documents (if applicable) 7 Warranty (if applicable) 8 Delivery Receipt/s and/or Sales Invoice/s or Billings 9 Other documents (Based on the terms and conditions stated in the Purchase Order/Job Order/Contract) Documents to be attached by Procurement Division 10 CIR's approval re: BAC's Recommendation of Award 11 Approved Notice of Award by CIR or his duly authorized representative with Conforme of Contractor (Signature & Date of Receipt) 12 Approved Contract with Annexes as stated 13 Copy of Allotment and Obligations Slip (ALOBS) with Acctg. Div's Certificate of Availability of Funds 14 Final Inspection and Acceptance Report of deliverables based on the terms and conditions stated in the Purchase Order/Job Order/Contract signed by Inspection and Acceptance Committee (IAC) Chairman & members ANNEX F NEGOTIATED PROCUREMENT (ANOTHER AGENCY OF THE GOVERNMENT) I - PROCUREMENT SERVICE DBM Documents to be submitted by Project Proponent 1 Approved Purchase Request 2 Approved Terms of Reference Documents to be submitted by PS DBM 3 PS Reply Action Document (PS RAD) 4 Delivery Receipt/s 5 Acknowledgement Receipt/s 6 Copy of Approved Contract Documents to be attached by Procurement Division 7 Approved Agency Procurement Request 8 Copy of Allotment and Obligations Slip (ALOBS) with Acctg. Div's CAF Additional Requirements If Supplies Stock Position Sheet approved by the Chief, General Services Division If Equipment Approved Deployment If Lease Certificate of Completion, Performance, Acceptance of the deliverables based on the terms & conditions stated in the Purchase Order(PO)/Job Order(JO)/Contract II - NATIONAL PRINTING OFFICE/APO PRODUCTION UNITS, INC. Documents to be submitted by General Services Division 1 Approved specifications, manuscripts and allocation by Taxpayers Assistance Service 2 Stock Position Sheet approved by the Chief, General Services Division 3 Approved Purchase Request Documents to be submitted by APO 4 Offer to Print 5 Delivery Receipt/s and/or Sales Invoice/s or Billings 6 Way Bill 7 Packing and Inspection List 8 Summary of Deliveries and Acceptance Documents to be attached by Procurement Division 9 Approved Requisition for Printing and Binding (NPO) 10 Letter to Quote (APO) 11 Approved Purchase Order (APO) 12 Copy of Allotment and Obligations Slip (ALOBS) with Acctg. Div's. Certificate of Availability of Funds 13 Result of Testing of Forms from Industrial Technology Development Institute (ITDI) 14 Final Inspection and Acceptance Report of deliverables based on the terms and conditions stated in the Purchase Order/Job Order/Contract signed by Inspection and Acceptance Committee (IAC) Chairman & members