A. Overview
The eligibility processing of suppliers for the procurement of materials, supplies, and equipment is supported by the Registry of Suppliers software application. The Registry provides an easily accessible database of accredited suppliers. It ensures only technically and financially capable firms are allowed to submit bids upon the ability of the interested firm to supply the items satisfactorily.
The Supplier's Confidential Application Statement for Registration is submitted to the DPWH Central/Regional offices Supply and Property Management Division (SPMD)/Supply and Property Management Section (SPMS). The application form with supporting documents is submitted once annually. Updates are accepted at any time and require only the portion of information that has changed. Eligibility processing for a particular bid requires no application form to be submitted because supplier's information is contained in the Registry database.
Registration effective dates are based on the earliest expiration date of any required operating license (i.e DTI Business Name Registration, Mayor's Permit/Municipal License, BIR VAT Registration Certificate, etc.).
B.
| STEP | PROCESS PERFORMER | PROCESS STEP |
| 1 | Central AMMS | Annually, advertise the Supplier Registry process, informing Suppliers of the DPWH requirements for registration |
| 2 | Supplier | Secure application form and file application with SPMD/SPMS. This can be done anytime. |
| 3 | SPMD/SPMS Receiving Clerk | Review submitted application for completeness, proper supporting documentation, and adherence to instructions. If supporting documents are incomplete, in appropriate and did not follow instructions, return immediately to the supplier. |
| 4 | SPMD/SPMS Clerk | Enter acknowledgement receipt and assign to the Validation Team using the Tracking Sheet form. |
| 5 | Validation Team | a. Review the application using the Validation Team procedure (Section D). b. Forward valid application forms to the SPMD/SPMS Clerk for data entry. c. For invalid applicaton forms, forward the reasons to SPMD/SPMS Clerk for preparing the disapproval letter. |
| 6 | SPMD/SPMS Clerk | If valid application, a. Input valid application into the Registry b. Generate the Supplier Information Report and Supplier Registration Certificate. c. Forward Supplier Registration Certificate to the SPMD/SPMS Chief for approval.
If invalid application, a. Prepare disapproval letter using Registry. b. Forward disapproval letter to SPMD/SPMS Chief for signature. |
| 7 | SPMD/SPMS Chief | If Supplier Registration Certificate a. Review the Supplier Information Report, Supplier Registration Certificate and application form for correctness. b. If correct, sign Supplier Registration Certificate and forward to SPMD/SPMS Clerk for transmittal. Update supplier status from "in-process" to "registered" using the Registry. c. If invalid, send back to Validation Team with instructions for further handling.
If Disapproval Letter, a. If correct, sign and send to SPMD/SPMS Clerk for transmission. b. If there are questions, contact Validation Team for discussion |
| 8 | SPMD/SPMS Clerk | Transmit Supplier Registration Certificate/disapproval letter with attached Supplier Information Report. |
| 9 | Supplier | If approved, file updates at least once annually. If disapproved, file rebuttal within timeframe specified in disapproval letter. |
| 10 | SPMD/SPMS Personnel | Process rebuttals on a case-by-case basis. |
C. Update Registration
| STEP | PROCESS PERFORMER | PROCESS STEP |
| 1 | Supplier | Sumit Supplier Information Report with changes to SPMD/SPMS. Attach associated documents if necessary. |
| 2 | SPMD/SPMS Clerk | Enter Supplier Information Update acknowledgement receipt and assign to a SPMD/SPMS Buyer using the Tracking Sheet. |
| 3 | SPMD/SPMS Buyer | a. Review and evaluate update using the Validation Team Procedures (Section D). b. For the valid updates, forward the reasons to the SPMD/SPMS Clerk for data entry. c. Invalid updates, state reasons for disapproval and forward to SPMD/SPMS Clerk for preparing disapproval letter. |
| 4 | SPMD/SPMS Clerk | Valid updates: a. Input valid application updates into the Registry b. Generate the Supplier Information Report and Update Confirmation Letter. c. Forward Update Confirmation Letter to the SPMD/SPMS Chief for approval.
Invalid updates: a. Prepare disapproval letter. b. Forward disapproval letter to the SPMD/SPMS Chief for approval. |
| 5 | SPMD/SPMS Chief | Valid updates: a. Review Supplier Information Report and Update Confirmation Letter. b. If correct, sign Update Confirmation Letter and forward to SPMD/SPMS Clerk for transmittal. c. If incorrect, send back to SPMD Buyer with instructions for further handling.
Invalid updates: a. Review disapproval letter. b. If correct, sign and forward to the SPMD/SPMS Clerck for transmittal. c. If incorrect, send back to SPMD/SPMS Buyer with instructions for further handling. |
| 6 | SPMD/SPMS Clerk | Transmit Update Confirmation Letter/disapproval letter with attached Supplier Information Report. |
| 7 | Supplier | Review Supplier Information Report for accuracy after receiving Update Confirmation Letter. Correct deficiencies and resubmit corrected documents. |