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For the sale of any Supplies, Materials and/or Equipments, all interested must submit Application for Registration form to the DPWH Central BAC-TWG Office, Port Area, Manila.  Information must be complete and supported with required documentations.

 

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Registration Procedures

 

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 based 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 the 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, inappropriate 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

  1. Review the application using the Validation Team procedure (Section D).

  2. Forward valid application forms to the SPMD/SPMS Clerk for data entry.

  3. For invalid application forms, forward the reasons to the SPMD/SPMS Clerk for preparing the disapproval letter.
6. SPMD/SPMS Clerk

If valid application,

  1. Input valid application into the Registry.

  2. Generate the Supplier Information Report and Supplier Registration Certificate.

  3. Forward Supplier Registration Certificate to the SPMD/SPMS Chief for approval.

If invalid application,

  1. Prepare disapproval letter using the Registry. 

  2. Forward disapproval letter to SPMD/SPMS Chief for signature.
7. SPMD/SPMS Chief

If Supplier Registration Certificate

  1. Review the Supplier Information Report, Supplier Registration Certificate and the application form for correctness.

  2. 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.

  3. If invalid, send back to Validation Team with instructions for further handling.

If Disapproval Letter

  1. If correct, sign and send to SPMD/SPMS Clerk for transmission.

  2. 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

Submit 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

  1. Review and evaluate update using the Validation Team Procedures (Section D).

  2. For valid updates, forward the reasons to the SPMD/SPMS Clerk for data entry.

  3. Invalid updates, state reasons for disapproval and forward to SPMD/SPMS Clerk for preparing disapproval letter.
4. SPMD/SPMS Clerk

Valid updates:

  1. Input valid application updates into the Registry.

  2. Generate the Supplier Information Report and Update Confirmation Letter.

  3. Forward Update Confirmation Letter to the SPMD/SPMS Chief for approval.

Invalid updates:

  1. Prepare disapproval letter.

  2. Forward disapproval letter to the SPMD/SPMS Chief for approval.
5. SPMD/SPMS Chief

Valid updates:

  1. Review Supplier Information Report and Update Confirmation Letter.

  2. If correct, sign Update Confirmation Letter and forward to SPMD/SPMS Clerk for transmittal.

  3. If incorrect, send back to SPMD Buyer with instructions for further handling.

Invalid updates:

  1. Review disapproval letter.

  2. If correct, sign and forward to the SPMD/SPMS Clerk for transmittal.

  3. 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.

 

For more information, please contact :
Assets and Supply Management and Control Division

Phone: 304-3258

 
  For more information, contact :
Phone: 304-3258		  
 

© 2006 Department of Public Works and Highways

Bonifacio Drive, Port Area, Manila

Trunk Line: (632) 304-3000