BAC Secretariat Module — User Manual

Overview

The BAC Secretariat (BAC-Sec) module is the workspace for the Bids and Awards Committee Secretariat. The BAC-Sec is responsible for managing the procurement workflow from canvassing through purchase order issuance. The module provides a centralized hub with quick access to the three main areas of BAC-Sec responsibility: the Annual Procurement Plan, RFQ management, and Purchase Order management.

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Access

Role	Description
BAC_SEC	BAC Secretariat — full access to this module
ADMIN	Full access

All other roles are redirected to the dashboard when they attempt to access /bac-sec.

BAC vs BAC_SEC

The BAC_SEC role is different from the BAC role. BAC members (BAC role) participate in the parallel approval step on Disbursement Vouchers. BAC Secretariat (BAC_SEC role) manages the procurement process — RFQs, POs, and procurement planning.

• Navigation path: Sidebar → BAC Secretariat

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Module Hub (/bac-sec)

The BAC-Sec page is a navigation hub with three shortcut buttons that link directly to the relevant areas:

Shortcut	Destination	Purpose
Annual Procurement Plan	/planning/app	View the consolidated procurement plan across all offices
RFQ Management	/procurement/rfq	Manage Requests for Quotation, bids, and awards
PO Management	/procurement/po	Manage Purchase Orders and create Disbursement Vouchers

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Core Responsibilities

1. Annual Procurement Plan (APP)

Access via: BAC-Sec hub → Annual Procurement Plan

The APP is a consolidated read-only view of all approved PPMP items across every office for the fiscal year. BAC-Sec uses this to:

• See what all offices plan to procure
• Verify that procurement modes are correct
• Confirm budget coverage before creating RFQs

Available filters:

• Year
• Office
• Status

Export: Click Export to download the full APP file.

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2. RFQ Management

Access via: BAC-Sec hub → RFQ Management (or directly at /procurement/rfq)

The RFQ (Request for Quotation) is the canvassing document. BAC-Sec receives RFQs forwarded by GSO or the Admin, monitors their progress, and processes them through to award.

Viewing RFQs

The RFQ list shows all RFQs. Filters:

• Office
• Reference Period
• Publication Type
• Status
• Tags

Approving an RFQ

When an RFQ is submitted for approval:

1. Open the RFQ detail page.
2. Review the items and suppliers.
3. Click Approve to advance the RFQ to canvassing.

Marking an RFQ for Canvass

After approval, mark the RFQ as ready for canvassing:

• Click Mark for Canvass on the RFQ detail.
• This signals that canvassing (soliciting supplier quotations) can begin.

Bulk Operations

From the RFQ list, select multiple RFQs to perform bulk actions:

• Submit Selected — batch submit to the next stage
• Mark for Canvass — batch mark as ready for canvassing
• Approve Selected — batch approve
• Delete Selected — batch delete (only DRAFT/eligible RFQs)

Entering Bids

When suppliers submit quotations:

1. Open the RFQ detail.
2. Click Add Bid.
3. Select the payee (supplier) from the Payee Directory.
4. Enter unit prices for each RFQ line item.
5. Save the bid.

Repeat for each supplier that submitted a price.

Awarding an RFQ

After all bids are entered:

1. Click Award on the RFQ detail.
2. Choose the winning supplier:
   • Single award — one supplier wins all items
   • Per-item award — different suppliers win individual items (multi-source award)
3. Save the award.

The RFQ is now locked. You can proceed to create a PO or DV.

Creating a PO from an Awarded RFQ

For standard procurement:

1. On the awarded RFQ detail, click Create PO.
2. A Purchase Order is generated with the winning supplier's prices and quantities.
3. The PO is in DRAFT status; review and issue it.

Creating a DV Directly from an RFQ

For small-value purchases and direct procurement (RFQs with publication type DIRECT_TO_VOUCHER):

1. On the awarded RFQ detail, click Create DV.
2. A Disbursement Voucher is created directly — no PO is needed.

Exporting an RFQ Report

Click Export on the RFQ detail to download the canvass/RFQ report.

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3. PO Management

Access via: BAC-Sec hub → PO Management (or directly at /procurement/po)

BAC-Sec monitors Purchase Orders and creates Disbursement Vouchers for payment.

Viewing POs

The PO list shows all purchase orders. Filters:

• Office
• Status
• Date range

PO Status Flow

DRAFT → ISSUED → DELIVERED
              ↘ CANCELLED

Creating a DV from a PO

When a PO has been delivered and it is time to pay the supplier:

1. Open the PO detail page.
2. Click Create DV.
3. A Disbursement Voucher is generated with the PO's supplier, items, and amounts pre-filled.
4. The DV enters the disbursement workflow for approval and payment.

Exporting a PO Report

Click Export on the PO detail to download the PO document.

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Procurement Flow — BAC-Sec Perspective

Offices submit PPMPs
      │
      └── Approved PPMPs appear in APP (BAC-Sec monitors)
            │
            └── Offices create PRs from PPMPs
                  │
                  └── GSO/Admin bundles PRs into RFQs
                        │
                        └── BAC-Sec approves → marks for canvass
                              │
                              └── Suppliers submit bids → BAC-Sec enters bids
                                    │
                                    └── BAC-Sec awards RFQ
                                          │
                                          ├── Standard → PO created
                                          │     │
                                          │     └── Delivery → BAC-Sec creates DV
                                          │
                                          └── Direct to DV → BAC-Sec creates DV directly

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Publication Types Reference

Type	Description	BAC-Sec Action Required
NONE	Internal canvass only	Proceed directly with canvassing
PHILGEPS_200K_TO_400K	Shopping mode; requires PhilGEPS posting	Ensure PhilGEPS posting is completed before award
PHILGEPS_ABOVE_200K	Competitive bidding; requires PhilGEPS posting	Ensure PhilGEPS posting and required waiting period before award
DIRECT_TO_VOUCHER	Small value / direct procurement	Award and create DV directly (no PO)

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Common Tasks Quick Reference

Task	Where
View the Annual Procurement Plan	BAC-Sec hub → Annual Procurement Plan
View all RFQs	BAC-Sec hub → RFQ Management
Approve an RFQ	RFQ detail → Approve
Mark an RFQ for canvassing	RFQ detail → Mark for Canvass
Enter supplier bids on an RFQ	RFQ detail → Add Bid
Award an RFQ	RFQ detail → Award
Create a PO from an awarded RFQ	RFQ detail → Create PO
Create a DV from an awarded RFQ (direct)	RFQ detail → Create DV
View all Purchase Orders	BAC-Sec hub → PO Management
Create a DV from a PO	PO detail → Create DV
Export an RFQ or PO document	RFQ/PO detail → Export