procedures on acceptance, inspection and recording of deliveries

Phases of Property and Supply Management

Phase 1Phase 1 Phase 2Phase 2 Phase 3Phase 3

All items to be inspected shall be accepted first by the Property/Supply Officer, as the case may be (Section 114, COA Circular 92-386)

1. Shall accept all deliveries found inaccordance with technical specs

The above provision pertains only to the receipting/signing on the delivery receipt (DR) and temporary recording of the deliveries upon

arrival of goods or articles. The deliveries are still subject to inspection for conformity with specifications on the order.

Role of Supply Officer / Property Custodian

2. Signs Inspection and Acceptance Report (IAR)3. Records all deliveries/issuances for proper

inventory4. Prepares Issuance Document5. Maintains Property Card/Stock Card6. Conducts inventory taking7. Prepare Semi-Annual and Annual Report

of inventories as required by COA8. Prepares Delivery Report (per DepED Order

No. 45 s. 2006) (DepEd Order No. 19 s. 2007) using Form 1

Role of Supply Officer / Property Custodian

The delivery of supplies, materials and equipment must be made by the supplier/Manufacturer/contractor :

In accordance with the specifications, terms andconditions provided in theContract/Purchase Order

Within the stipulated periodand at the place/s indicatedin the PO or contract

Failure to deliver within the prescribed period, the supplier / manufacturer / contractor shall be liable for penalty, usually in the form of :

“LIQUIDATED DAMAGES”

Once the accumulative amount ofLiquidated damages reaches 10%

of the contract, the procuring entitycan rescind the contract

Extension of time to deliver may be granted for the following reason:

1. Force Majeure2. Fortuitous Event3. Beyond the control of the contractor4. Delay is attributable to the purchaser

or the like

RA 7394

Consumer Act of the Philippines

Contained

Packed

Crated

Cased

Bundled

Wrapped

“All supplies shall be adequately………”

Delivery

E

B

C

D

AShall be done on weekdays

between 8am – 5pm

Reject deliveries

In case of calamities or deliveries can

be accepted by nearby school

for safekeeping only

Right quantity and right quality

Stipulated period / place

Supply Officer/Designated Property Custodian forwards Original DR & Copy 2 of Approved PO to Inspection Committee for inspection of deliveries

Inspection and AcceptanceOf the Items

INSPECTION -

The examination (including testing) of supplies and services (including rawmaterials and component) to determine whether the supplies and services Conform to contract requirement whichinclude all applicable drawings, specifications and purchase description

INSPECTION BY ITEM

Individual item is checked for conformity of every requirement stated in the specification

INSPECTION BY SAMPLING

Sampling is a process of obtaining info about a group of data having similar purpose or function, usually 10% of it

Technique in Property Inspection

Sampling Techniques :1. Random Sampling2. Interval Sampling

The Head of Office shall constitute an

Inspection Committee to inspect and validate deliveries

(DepED Order No. 5, s. 2010)

SCHOOLSRegular Members:a. Team Leader – who is at least a

second (2nd) ranking permanent official of the school.

b. One (1) school personnel designated by the principal who has knowledge/technical expertise relevant to the goods delivered.

Provisional Member:c. One (1) representative from PTA or

NGOs (for textbooks and school furniture).

COMPOSITION OF DEPED INSPECTORATE TEAM: (DepED Order No. 5. s.2010)

3 things to remember 3 things to remember

INSPECTION

Brochure PhysicalCount

Equipment

PhysicalCondition

Inspection Procedures on Computer Packages

1. Upon receipt of the Request for Inspection, see to it that all required documents are attached like the original copies of the perfected Purchase Order/Contract, Delivery Receipt/Sales Invoice, and others.

2. Check the documents submitted as to completeness and authenticity prior to inspection

3. Take note of any cases of alterations, erasures or other modifications in the perfected Purchase Order/Contract. These modification must be verified and duly authenticated by the authorized approving officials.


4. Take note of the receipt of the Property/Supply Unit, the place and date of delivery.

5. If there’s a required sample mentioned in the perfected Purchase Order/Contract, ask for the approved sample

for purposes of comparison/verification. In cases of inconsistencies between sample and the Purchase Order/Contract, specification on the perfected Purchase Order/contract shall prevail.

6. After all the documents have been evaluated, proceed to the delivery site specified in the perfected Purchase Order/Contract and conduct inspection and testing procedures if necessary.


7. Conduct physical inspection of the items delivered. Count the items delivered and check with the required quantity

8. Check the packaging, labeling, markings and other means of identification that meet specifications; or if not specifically called for, conform to the best commercial practices for protecting the items during transportation, storage, handling and distribution.

9. Determine whether it is brand new, reconditioned or rebuilt.

10. Take note of the serial number, product number, point of origin, specifications in accordance with the brochure and accessories that go with the equipment.


11. Take note for obvious damage or defects in the equipment, accessories, connectors, plugs, sockets etc. for any discoloration, rust, stains and decays due to exposure to heat, chemicals or moisture

Ensure that flexible cords are effectively anchored to equipment, plugs and sockets.

12. Perform trial and operational test on theequipment delivered.

Request the supplier to demonstrate the operation of the equipment in the presence of End-User and observe its actual performance.


13. Hearing is essential in the detection of defects indicated by unusual sounds or noises audible when observing the operation of equipment such as knocking, squeaking, sputtering, cracking, breaking, scratching, etc.

14. Consider the characteristics which may be determined by touch or feel, in the inspection of different equipment,

include such common, qualities as heat, cold, flexibility, hardness, softness, thickness, firmness, etc.

15. Check the inclusion of warranty certificate and instructional manual.

16. Prepare the Inspection and Acceptance Report immediately after inspection for submission to the Supply Officer for acceptance.

Inspection and test for compliance to its features shall at all times be done in accordance with the following procedure:

11Compare the brand, model, power rating of the delivered units vis-à-vis the contract

22If the contract indicates the brand and model, then, request for a copy of the brochure or technical manual that will serve as the basis for inspection

33Intagible features of a computer may be verified by operating the computer or by looking into its inside component

Equipment

Serial Number1

Random & Interval Sampling is not applicable for this type of delivery

Brand Name2

Model3

Point of Origin4

Patent Number5

The accessories or tools that go with the equipment have to be checked carefully

HARDWARE

The frame, wires, chips, screws and all other physical components

At its most basicLevel, a computerSystem is made up

of 2 elements:

SOFTWARE

is everything else, instruction codes and all non-physical, symbolic parts of the electronic system

The Inspectorate Team and the Supply Officer / Designated Property Custodian shall prepare and sign the Inspection and Acceptance Report (IAR)

Note: Distribution of IAR shall be as follows

1. Original – Supplier (to be attached to the DV)

2. Copy 2 – Property Inspector/Inspection Team

3. Copy 3 - Property & Supply Unit File

The School inspection Committee shall sign the Inspection and Acceptance Report prior to the acceptance by the Property Custodian.

Supply Officer/Designated Property Custodian returns original copy 1 of IAR to the supplier for payment purposes

For Secondary/Tech Voc Schools with Book of Accounts:

The School Head accepts the transfer upon acceptance of deliveries by the Inspection Committee and the Supply Officer or designated Property Custodian

For Secondary/Tech Voc & Elementary Schools without Book of Accounts:

The Schools Division Superintendent accepts the transfer thru the Invoice Receipt of Property (IRP) upon acceptance of deliveries by the School Inspection Committee and final acceptance of the Division Supply Officer

The School Property Custodian provides copy of the IAR to the Division Office –

Supply Office for Booking-Up

The Division ICT Coordinator shall facilitate the signing of Certificate of Final Acceptance and Invoice Receipt of Property (IRP) for signature of the Division Supply Officer and Schools Division Superintendent

Republic of the Philippines DEPARTMENT OF EDUCATION

National Capital Region Division of Las Piñas

Las Piñas City

C E R T I F I C A T E O F A C C E P T A N C E

This is to certify that I have accepted the following equipment delivered by Columbia Technology Inc. (CTI) under the DepED Multimedia Classroom Package for Elementary Schools.

Contract No.

Item No.

Quantity

Unit

Description

Unit Cost

1. 2. 3. 4. 5. 6. 7. 8.

18 108 108 108 18 18 18 18

Units units units units units units units

Host PC Monitor: Acer Veriton M4610G, Intel Core i5 – 3.3GHz, 6MB L3 Cache, Number of cores: 4; w/ Acer 19” LCD Monitor w/ 2 way VGA splitter; w/ 500 watt AVR; with software Access Terminal Ncomputing U170 19” LCD Monitor, Acer Veriton V193 LCD Monitor w/ 500 watt AVR Keyboard & Mouse, Acer USB Keyboard & USB Mouse Uninterrupted Power Supply (UPS)- Emerson Liebert PS-500PH 3 IN 1 Inkjet Printer, Brother DCP-J125 Projector, ACER X1220H w/ 70” x 70” Tripod Screen Face to Face Lectures & Hand-On Training

P38,536.00 3,685.00 4,976.00 588.00 1,480.00 5,009.00 22,075.00 1,884.00

Received by:

_________________________ (Signature over printed name) Division Supply Officer

Supply Officer / Designated Property Custodian record all deliveries in the Property Card

CO1-I-01-02-10-04-003-NF (001)

Utilization Phase

Issuanceis the act of transferring the custodianship of property from one person to another

Activities in Property Utilization

1. Preparation of Issuance Documents

RISRequisition and Issue Slip

Division : Responsibility Center RIS No. DateOffice Code SAI No. Date

Stock No. Unit Description Quantity Quality Remarks

Purpose :

Requested By: Approved By: Issued By Received By:

Signature Signature Signature Signature

Name Name Name Name

Designation Designation Designation Designation

Date Date Date Date

ISSUANCEREQUISITION

REQUISITION AND ISSUE SLIPDepartment of Education

Activities in Property Utilization

2. Issuance and acknowledgement of items

AREAcknowledgement

Receipt of Equipment

ICSInventory Custodian Slip

IT EquipmentOffice EquipmentLibrary Books etc.

Non-Consumable SuppliesSchool FurnitureTextbooks

IT-001

Desktop #1Ms. Dela Cruz

IT-002


IT-003


IT-004

Desktop #4Mr. Alano

IT-005

Desktop #5Mr. Morales

Preparation of ARE shall be on per item

Note: (For Issuance)

1. Textbooks2. School Furniture3. Non-Consumable Supplies

Name of SchoolComplete Address of SchoolDivision / Region

Date Supplier Description DR # Unit Cost Total Cost Remarks

Received Qty

Prepared By: Certified Correct By:

Property Custodian School Head / Principal

Department of EducationDepED Complex, Meralco Avenue, Pasig City

REPORT ON DELIVERIES (Textbooks / Desk and Armchairs / Equipment) Received Procured by Central Office / DBM-Procurement Service

This form shall be used by the Recipient school in preparing the

Report of Deliveries

School Property Custodian accepts

delivery

School Property Custodian forwards

delivery receipt to the School Inspectorate

Team

School Inspectorate Team conducts

inspection and signs Inspection and

Acceptance Report (IAR) upon completion of

installation and testing

School Property Custodian signs the

acceptance portion of the IAR

At the School Level

Supplier conducts required hands-on training

School Head/Authorized Representative signs Training checklist upon completion of training

School Head affix initial in the Invoice Receipt of

Property (IRP) to be signed by the School Division

Superintendent

School Property Custodian returns original

signed DR, IAR, Training Checklist to the supplier for payment purposes while the

IRP will be retrieved by Division ICT Coordinator

At the Division Office Level

Division ICT Coor facilitates signing of Final Acceptance and IRP to be signed by

the Division Supply Officer and Schools

Division Superintendent

Division ICT Coordinator transmit original signed IRP and

certificate of final to the Central Office

Division Supplier Officer records delivery in the

inventory and prepare transfer of

accountability (ARE) to the School ICT

Coordinator

Division Supply Officer provides copy

of the inventory to Division Accountant

for booking-up