INTRODUCTION TO

LOGISTICS AND
SUPPLY MANAGEMENT

SFO4 ROMMEL C LODANA

OIC, SAS, BFP R5
ORGANIZATIONAL STRUCTURE

NHQ
DIRECTORATE FOR LOGISTICS (DL)

- Establishes policies and guidelines for the programming,

procurement of fire protection equipage, infrastructure and
facilities as well as the repair and maintenance of in
conformity/compliance with the government procurement law
and other related laws and performs other tasks that the
CDS may assign.
SUPPLY MANAGEMENT DIVISION (SMD)

Formulates policies and procedures relative to the programming

and procurement of various supplies and materials
a. Creates and maintains a compilation of quality standards,
commodity classification and technical specifications of all commonly
used supplies and materials and all other equipment and accessories
falling under the category of supplies and materials;
b. Closely coordinates with DBM-PS for efficient implementation
of E-Procurement System and similar government regulatory agencies
to ensure transparency and integrity in the procurement process of the
BFP;
ENGINEERING DIVISION (ED)

Provides policies and guidelines and Standard Operating

Procedures (SOPs) on the proper documentation requirements for
repair/construction of fire stations, maintenance of BFP motor vehicles,
repair and maintenance of firefighting equipment, activation of fire
station, titling of donated lots, GSIS insurance of BFP-owned facilities
and BFP motor vehicles BFP-wide.
a. Processes/evaluates and prepares programs on the above-
mentioned requests for subsequent allocation of funds;
b. Conducts pre and post repair inspection of BFP motor
vehicles, equipment and facilities;
ENGINEERING DIVISION (ED)

c. Processes annual registrations of BFP-NHQ motor

vehicles, programming of funding allocation of motor vehicles BFP-
wide and other similar programs;
d. Develops and maintains a compilation of engineering
design and existing technical specifications of fire station, office
building and equipment for Bureau’s usage;
SUPPLY AND PROPERTY ACCOUNTABLE SERVICE (SPAS)

Responsible for the inspection, receipt, acceptance,

storage/warehousing, issuances and deliveries of goods and services;
in-charge with the inventory, disposal and monitoring of status of all
BFP properties including Personal Protective Equipment (PPE), Self-
Contained Breathing Apparatus (SCBA), hoses, nozzles; and
formulates policies and procedures relative to the above functions.

SUPPLY SECTION (SS)

PROPERTY SECTION (PS)
RHQ
LOGISTICS DIVISION

The Logistics Division shall implement policies and

guidelines for the programming, procurement and disposal of
various office equipment and supplies, fire protection
equipage and infrastructure and facilities as well as the repair
and maintenance of the same; and performs other tasks that
the RCDS may assign.
ENGINEERING SECTION

a. Monitors the implementation of policies and follows guidelines

and SOP’s on the proper documentation requirements for
repair/construction of fire stations, maintenance of BFP motor vehicles,
repair and maintenance of firefighting equipment, activation of fire
station, titling of donated lots, GSIS insurance of BFP-owned facilities
and BFP motor-vehicles BFP-wide;
b. Prepares programs on the above-mentioned requests for
subsequent allocation of funds;
ENGINEERING SECTION

c. Conducts pre and post repair inspection of BFP motor

vehicles, equipment and facilities; annual registrations of BFP-NHQ
motor vehicles, programming of funding allocation of motor vehicles
BFP-wide and other similar programs;
d. Develops and maintains a compilation of engineering designs
and existing technical specifications of fire station, office building and
equipment for Bureau’s usage; and
e. Performs other tasks that the C, Logistics Division may assign.
SUPPLY MANAGEMENT SECTION
a. Monitors the implementation of policies and procedures
relative to the programming and procurement of various supplies and
materials;
b. Creates and maintain a compilation of quality standards,
commodity classification and technical specifications of all commonly
used supplies and materials and all other equipment and accessories
falling under the category of supplies and materials;
c. Closely coordinates with DBM-PS for efficient implementation
of E-Procurement System and similar government regulatory agencies
to ensure transparency and integrity in the procurement process of the
BFP; and
d. Performs other tasks that the C, Logistics Division may assign.
SUPPLY ACCOUNTABILITY SECTION

a. Responsible for the inspection, receipt, acceptance,

storage/warehousing, issuances and deliveries of goods and services;
b. Responsible for the inventory and disposal of all BFP
Properties including personal protective equipment, SCBA, hoses,
nozzles and monitor their status;
c. Ensures the implementation of policies and procedures relative
to these functions as set forth by the BFP NHQ; and
d. Performs other tasks that the C, Logistics Division may assign.
PROVINCE
LOGISTICS SECTION

a. Executes policies and guidelines for the disposal of various

office equipment and supplies;
b. Implements existing policies and guidelines/SOP’s on the
proper documentation requirements for repair/construction of fire
stations, maintenance of BFP motor vehicles, firefighting equipment,
activation of fire stations, titling of donated lots, GSIS insurance of BFP
owned facilities and motor vehicles under the province;
c. Conducts pre and post inspection of BFP motor vehicles,
equipment and facilities and other similar programs; and
d. Performs other tasks that the C, Administrative Branch may
assign.
 CITY /
MUNICIPAL
LOGISTICS UNIT

The Logistics Unit shall comply with the established policies and
guidelines for the programming, procurement and disposal of various
office equipment and supplies as well as the repair and maintenance of
same and performs other tasks that the C, Operations Section may
assign
 LOGISTICS MANAGEMENT
- is the process of planning, implementing and controlling
the efficient, effective flow and storage of goods,
services and related information from point of origin to
point of consumption for the purpose of conforming to
customer requirement.

- refers to the overall process of managing how

resources are acquired, stored, and transported to their
final destination.
SUPPLY MANAGEMENT
• is the act of identifying, acquiring, and managing resources
and suppliers that are essential to the operations of an
organization.
• It includes the purchase of physical goods, information,
services, and any other necessary resources that enable a
company to continue operating and growing.
• The main goals of supply management are cost control,
the efficient allocation of resources, risk management, and
the effective gathering of information for business
decisions.
PHASES OF PROPERTY & SUPPLY MANAGEMENT

Refers to the acquisition of goods, consulting

ACQUISITION services and the contracting for infrastructure
projects
The process of promoting greater services and economy
in the use of supplies, materials and equipment of the
UTILIZATION government through efficient and honest procurement,
systematic and coordinated transfer of control and
recording; proper care, maintenance and repair and
appropriate and timely disposal.

DISPOSITION The end of life cycle of a government property

 FLOWCHART OF THE GOVERNMENT
PROPERTY & SUPPLY MANAGEMENT

CUSTODIANSHIP/
ACQUISITION DELIVERY OF RECORDS THE
ISSUANCE/ DISPOSITION
(Procurement) GOODS GOODS
UTILIZATION/

HOPE LOGS/SAS Supply Units HEA

BAC IAC SAS End-Users LOGS/SAS
TWG END-USER SAS Supply Units
Disposal Committee

-process the bidding -received the goods -received the goods

-records the goods in -inspect the properties for
-awards the project -inspect the goods in -distribute to end-
property and stock disposal
compliance to the users -appraise the properties for
cards
technical -conduct inventory disposal
-prepare the docs for
specifications on the status of -recommend the mode of
distribution
-accept the goods equipment disposal
-awards the disposal project

ACQUISITION UTILIZATION DISPOSITION

 MODES OF ACQUISITION

1. THROUGH PUBLIC BIDDING (RA 9184)

2. THROUGH ALTERNATIVE METHODS (RA 9184)
3. TRANSFER
4. DONATION
5. CONFISCATION, SEIZURE, FORECLOSURE
6. PRODUCTION AND MANUFACTURE
7. CONSTRUCTION BY ADMINISTRATION
 REPUBLIC ACT 9184

THE GOVERNMENT PROCUREMENT REFORM ACT

“An act providing for the Modernization, Regulation and

Standardization of the Procurement Activities of the
Government and for other Purposes”
TIMELINE OF RA 9184
(Consolidation of House Bill 4809 and Senate Bill 2248)

January 10, 2003 – signed by Pres. GMA

January 26, 2003 – RA 9184 took effect
September 23, 2003 – IRR was signed by Pres. GMA
September 24, 2003 – IRR was published
October 8, 2003 – IRR took effect

October 28, 2016 – effectivity of 2016 Revised IRR

 PROCUREMENT
- As defined in RA 9184, refers to the acquisition of
goods, consulting services, and the contracting for
infrastructure projects by the Procuring Entity

- the action of obtaining or procuring something.

 PRINCIPLES OF GOVERNMENT PROCUREMENT

COMPETITIVENESS

ACCOUNTABILITY TRANSPARENCY
GOVERNMENT
PROCUREMENT

PUBLIC MONITORING STREAMLINED

PROCESS
 NATURES OF PROCUREMENT

SUPPLY, MATERIALS AND EQUIPMENT IN THE DAY-TO DAY

GOODS AND OTHER OPERATION
RELATED SERVICES (PPE, FFE AND ACCESSORIES, OFFICE SUPPLIES, OTHER
SUPPLIES, ETC.)

INFRASTRUCTURE
STRUCTURES OF PUBLIC FACILITY
PROJECTS OR CIVIL
(FIRE STATION, SCHOOL BUILDINGS, ROADS, ETC.)
WORKS

CONSULTING PERSONS WITH TECHNICAL AND PROFESSIONAL EXPERTISE

SERVICES (PEE, ASEAN ENGINEERS, ETC.)
 ALTERNATIVE METHODS OF PROCUREMENT

LIMITED SOURCE
DIRECT CONTRACTING
BIDDING

ALTERNATIVE
METHODS OF
PROCUREMENT

REPEAT ORDER SHOPPING

NEGOTIATED
PROCUREMENT
 DELIVERY OF GOODS
- Must be in accordance with the specifications, terms
and conditions
- Made within the stipulated time
- Packed, bundled, wrapped or sealed and
labeled/marked
- Receipt and recorded when accepted
 RECORDING OF GOODS

- Goods must be recorded using the Property Card

and Stock Cards after acceptance
- Preparation of distribution to respective
stations/end-users
TRANSACTION FLOW ON RECEIPT AND ISSUANCE OF GOODS

NOTIFICATION ISSUANCE TO
RECEIPT OF INSPECTION RECORDING
FROM NHQ TO COA END-USERS
GOODS
*Property
*Property Transfer *Notice of Delivery *Property Card
Acknowledgement
Report (PTR) and Inspection *Stock Card
Receipt (PAR)
PROCURED *Memorandum *Inventory
AT REGION Custodian Slip (ICS)
*Requisition and
Issuance Slip (RIS)
*Report of Supplies
and Materials Issued
Delivery Receipt (RSMI)
INSPECTION Purchase Order

INSPECTION AND
ACCEPTANCE
PROCESS
(IAC)

Inspection and
Acceptance Report
 CUSTODIANSHIP
• refers to the guardianship of government property by the
accountable person

• includes receipt of supplies, materials and equipment,

safekeeping, issuance, and repair and maintenance.

• also includes responsibility, accountability and liability of

accountable or responsible officers arising from loss, misuse,
damage or deterioration of government property due to fault
or negligence in the safekeeping thereof.
 RESPONSIBILITY
• The acceptance of the assigned authority; the
obligation to prudently exercise assigned or imputed
authority, attaching to the assigned or imputed role of
an individual or group participating in organizational
activities or decisions.

• State of being answerable for the discharge of a duty.

 ACCOUNTABILITY
• a person’s obligation to carry out responsibilities and
be answerable for decisions and activities.

• holding people answerable or accountable to

someone for doing specific things, according to
specific plans and timetables to accomplish tangible
performance results.
LIABILITY
• obligation that arises as a consequence of an
illegal or improper act or the non-
performance of what one is mandated to do.

• obligation which a person is bound to

discharge or meet either in law or in equity.
ACCOUNTABLE OFFICER

• any officer or employee of the

government who by reason of his office
or duties is required or permitted to
have custody of public funds or property.
 acceptance of the
assigned authority RESPONSIBIL
ITY

I TY LIABILITY
ABI L
NT
CCOU
A
Obligation as a
consequence
pers
on’s of an illegal or
oblig
ation CUSTODIANSHIP improper act
carry to
resp out
onsib
ilitie
s
 ISSUANCE

• is the act of transferring the

custodianship of a property from
one person to another.
UTILIZATION
• is the process of promoting greater
services and economy in the use of
supplies, materials and equipment of the
government through efficient and honest
procurement, systematic and coordinated
transfer of control and recording; proper
care, maintenance and repair and
appropriate and timely disposal.
 PHYSICAL INVENTORY
• is an indispensable procedure for
checking the integrity of property
custodianship.
• It serves as a basis for preparing
accounting reports.
TRANSACTION FLOW ON THE CONDUCT OF INVENTORY

SUBMISSION OF REPORT
RECONCILIATION AND
CONDUCT TO
PREPARATION OF
INVENTORY COMMISSION ON AUDIT
INVENTORY REPORT
& NATIONAL OFFICE

REPORT ON THE
*End of June and December PHYSICAL COUNT OF NLT 31 JANUARY AND
INVENTORY (RPCI)
(RPCI) 31 JULY FOR RPCI
*Second Semester of the REPORT ON THE PHYSICAL
Year (July-November) COUNT OF PROPERTY, NLT 31 JANUARY FOR
PLANT AND EQUIPMENT
RPCPPE (RPCPPE) RPCPPE
 DISPOSAL

the end of the life cycle of

a government property
 OBJECTIVES OF DISPOSAL
• to avoid continuing carrying/inventory costs
• to prevent further deterioration thereby
obtaining the fair return in case of sale
• to relieve accountable officers of
unnecessary accountability
• to make available space for the agency
DETERMINATION OF DISPOSABLE PROPERTY
• Can no longer be repaired or reconditioned
• Maintenance/repair costs more than outweighs the benefits
and services
• Has become obsolete or outmoded
• Has been rendered unnecessary due to change in the
Agency’s functions/mandate
• In excess of requirements
• Has become dangerous or hazardous to use
 MODES OF DISPOSAL

• Sale
• Transfer
• Barter
• Donation
• Condemnation/Destruction
1. SALE

a.Public Bidding
• general rule

• may be done through sealed public bidding or by viva

voce.

b. Negotiated Sale
• resorted to as a consequence of failed public bidding.
2. TRANSFER

• to another government
agency/entity.
• without cost or at an appraised
value.
3. BARTER

• a modified form of “Transfer” wherein an agency

transfers property to another government agency in
exchange for another piece of property.
• value of the property being transferred may or may not
be equivalent to that being received.
• resorted to where there is an offer that would
redound to the interest of and is
advantageous to the government.
4. DONATION

• May be made to charitable,

scientific, educational or cultural
institutions.
5. DESTRUCTION OR CONDEMNATION

• resorted to only under any of the following instances:

a. when the unserviceable property:

 has no commercial value,

 is unsalable,
 is hazardous, or is beyond economic repair;

b. when there is no willing receiver; or

c. when the appraised value is less than the administrative cost of

sale.
TRANSACTION FLOW ON THE CONDUCT OF DISPOSAL

ENDORSES DISPOSAL COMMITTEE NOTIFY THE COA

DOCUMENTS TO WAIT FOR COA
CONDUCTS PHYSICAL ON THE APPRAISAL APPROVED NO APPROVAL /
DISPOSAL INSPECTION & APPRAISAL REPORT FOR APPROVAL RECOMMENDATION
COMMITTEE RECOMMENDS TO HEAD
Inventory and Inspection OF AGENCY THE PROGRAM
Report of Unserviceable OF DISPOSAL YES
Properties (IIRUP)

Waste Materials Report (WMR) Disposal Program

Appraisal Report
Checklist for Unserviceable
Equipment
PROCEED WITH THE
BIDDING PROCESS

NEGOTIATES THE PROCEED TO 2ND

NO SUCCESSFUL NO SUCCESSFUL
SALE BIDDING PROCESS

YES YES

RECOMMENDS THE
AWARD TO HEAD OF
AGENCY FOR APPROVAL
THANK YOU!