manual of procedures on drug procurement system of the province of negros oriental for devolved h

8/3/2019 Manual of Procedures on Drug Procurement System of the Province of Negros Oriental for Devolved h

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I. .. .. .. ... ' ...... . "....... "' .

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,

Health Finance Development ProjectAjoint project of the Department ofHealthand the U.S. Agency for International Development(Project No. 492-0446)

Manual ofProcedures onDrug Procurement System of theProvince ofNegro8 Oriental

Romeo C.MascardoSeptember 1996

'lH108.45M37

, 1996I U I I t . ' 1 I . ~ O ) ~ I ~ ~ l ! I i I ! l I D ' l f u 9 ~ C ! f f ( f i I 9 l l l l i : 1 : t B D ~ ~ f D Ef l ; J G ! i l R l f i ! I r e 1 l ~ ~ ~ ~ ~ ~ ~~ ~ ~ m i I ! l l G I 9 ~ ~ ~ ~ ~~


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This report was completed through the assistance of the United StatesAgency for InternationalDewIopmem (USAID,Manila),Health FinanceDevelopment ProjectNo. 492.0446, and theUPeconFOlJndatjon UDderCooperative AgnlemeotNo. 492.0446A-QO..2097-00. Theviews,expressions andopinions contained in thisdocument arethe author'sand arenot intended as statements ofpolicyofeitherUSAID,DOH,UPecon,or the author'sparent institutions.

c '

Manual of Procedures onDrug Procurement System of the

Province ofNegros OrientalRomeo C. Mascardo

September 1996


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HPDP PO 1# 96-06-001Te c hni c a l Assi st anc e T o S i mp li fy Drug P r o c ur e m e n t S y s te m

In Selected Local Go v e rn m e n t Uni t s

Manua l of Proce dure son

Drug Procurement Systemof theProvince of Negros Oriental

Department of Health

D 5 6 8H108,45 M37 1996/ Manual of procedures on drug perocuremen

, ..

Submitted by :Romeo C. MascardoConsultant


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TABLE OF CONTENTS

I. INTRODUCTION ---------------------------------------- 1-3A. BackgroundB. Legal Bases for LGU ProcurementC. Overview of the Simplified Procurement

System of Neg:ros OrientalU. GUIDE IN USING THIS MANUAL - - - - ~ - - - - 4m. DEFINITION OF SELECTED TERMS - - - - - 5 - 9IV. THE PROCUREMENT PROCESS - - - - - - - - - - - - - - - - - - - 10-24

Stage 1. PR/ROA ProcessiDgStage 2. BidcliDg ProcessStage 3 . Payment Processing

V. POSSmLE CAUSES OF DELAY IN PROCUREMENTItROCESSING ---------------.---------------------------------- 25 - 32

ANNEX - FORMS


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1I. INTRODUCTION

A. BackgroundThis manua l was prepared primarily as guide to the LGUs that

availed of the technical assis tance under the USAID - Health FinanceDevelopment Project (HFDP). I t can also serve as reference otherinterested LGUs in streamlining their existing procurement system. Itshould however be understood that while the proposed simplified drugprocurement is applicable to all LGUs, certain preparations will have tobe undertaken for its smooth implementation. I t is therefore advised :that this manual be read and the underlying principles be appreciatedfirst.

In developing this manual for the Province of Negros Oriental, theGovernor, the Provincial Technical Committee and other personnel

involved in the procurement process worked with the Consultant toidentify issues and concerns and collaboratively came out with thisimproved process.

B. Legal Bases for LGU ProcurementThe Local Government Code of 1991 provides the legal basis for the

property and supply management in the LGUs. The legal provisions arecontained in Sections 355-383.

Pursuant to Section 383 of the said Code, the Commission onAudit (COA) issued Circular No. 92-386 a lso known on the Rules and


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2Regulations on Supply and Property Management in the LGUs. It aimsto improve procurement system in the local governments.

Executive Order 215 was also issued by the President to allow forexpanded allotment system in the LGUs. The issuance of this executiveorder recognizes the fact that procurement in the LGUs is a source ofproblem that affects health delivery system. The implementing rules andregulations for the EO however has not been issued as of this date.

C. Ove1view of the Simplified Procurement System of NegrosOriental

The Local Government Code of 1991 and the COA Circular 92-386otTervarying provisions that allow for a simplified procurement process.

For Negros Oriental, the following describe the framework of itsprocurement system:

1. It uses the quarterly bulk purchase for all hospitals.2. All hospitals must therefore submit their quarterly purchase

requests at a certain cut-otT date.3. This will allow the simultaneous processing of the quarter ly

requests thereby saving on valuable man hours spent on followups. Processing will also be done once every quarter unl ikebefore when PRs are prepared as often as needed.


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34. The system also uses the active participation of the therapeutic

committee which decides together with the different chiefs ofhospital the common drugs and medicine to be procured.

5. There is in place an active roster of accredited suppliers meetingprescribed standards who are ready and willing to participate incompetitive bidding.

6. The quarterly bulk purchase minimizes the use of emergencypurchase for drugs which has been the subject of problemsduring post - audits.

7. Redundant, circuitous, and unnecessary steps were eliminatedwithout sacrificing internal control and violating existinggovernment regulations.


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4II. Guide In Using This Manual

This manual was prepared as a user-friendly guide that allowslaymen to find it easy to understand. Instead of using a complicated flowchart, a simple one describing the series of offices where documents goand the corresponding action taken. Each stage is presented in one flowchart appropriately coded. Immediately after the said flow chart a re thedetails describing the processwithin each office.

Example: The PR/ROA Processing Stage is the first chart. The

f irst block coded as A represents the End-users. The documents useunder that transaction are the PR and the ROA. Consolidation ofrequests of different units in the hospital into one purchase requesttakes place at this time.

The next page amplifies the activities undertaken at the level of theEnd users. Each step under End users is coded A.I, A.2, etc. Each stepis also clearly described at the lower portion of the chart.


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5m. Definition of Selected Terms

As Applied to this Proposed SystemAnnual Procurement Plan.

- refers to the itemized list prepared by the head of the departmentor office showing the kind, estimated quantity, estimated cost, descriptionof supplies or property together with the balance on hand, if any, requiredby the department or office for the ensuing fiscal year.Annual Procurement Program.

- refers to the ite mi zed list prepared by the local chief executiveshowing the kind, estimated quantity, estimated cost, description ofsupplies together with the balance on hand, if any, required by th e localgovernment for the ensuing fiscal year. The annual procurement programshall essentially be based on the anrwal procurementplan.Amendatory Procurement Plan

- is the itemized list prepared by the head of the department or officeshowing the required supplies in a fiscal year in lieu of those deleted,canceled or substituted in the approved anrwal procurementplan shall besupported by a writtenjustification.Amendatory Procurement Program

- refers to the itemized list prepared by the general services officeror local treasure, as the case may be, for the approval of the local chiefexecutive showing the required supplies in a fiscal year in lieu of thosedeleted, canceled or substituted in the approved anrwal procurementprogram. The amendatory procurement program shall be sup po rte d byamendatory procurement plan.Award

- is the decision of the Committee on Awards as to who among thesuppliers shall get the order or contract.Bidder's bond

- is a bond in cash, certified or cashier's check or surety required ofbidders before they can participa te in any competitive bidding, toguarantee in good faith the submission of their tenders and acceptance ofal l the terms and conditions thereof


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6Bona-Fide Bidder

is a regjstered mer ch an t licensed as manufacturer, producer,regular dealer or service establishment with reputable establishment for atleast three (3) months prior to the public bidding he intends to participatein.Canvass, Sealed

- is one wherein an offer is received by the authorized official in asealed envelope or the like.Defective Bid

- is a bid which complies with the advertised descriptions andspecifications but not with the terms and conditions in the invitation to bid.

EDlergency- refers to any event or occurrence wherein the need for supplies orproperty has become exceptionally urgent or absolutely indispensable andonly to prevent imminent danger to, or loss of, life orproperty.Habitual Delinquent

- refers to a contractor!supplierwhofails to abide by or comply withthe terms and conditions of his contract for tw o (2) or more times within aperiod ofone (1) year.Invea.tozy

- is an itemized list of supplies or property on hand containingdesignation or description ofeach specific article with it s valuation.IssneSlip

is the document used as evidence in the transfer of nonconsumable supplies or property from the generol services officer,municipal or barangay treasurer, as the case may be, to a department headfor issuance to the end - user.ITB

- refers to the Invitation to Bid.


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7

Lowest Complying and Reasonable Bid- refers to the proposal of one who offers the lowest price, meets all

the technical specifications and requirements of the supplies or propertydesired and, as a dealer in the line of supplies involved, mainiains aregular establishmeni, and has complied consisterulu with previouscommitmenis.Negotiated Purchase

refers to the procurement of supplies without public biddingundertaken for the purpose..Non-complying Bid

- is a bid which does not comply with the advertised descriptionsand specifications.Performance Bond

- is a bond in cash, certified or cashier's check or surety, required ofwinning bidders to guaraniee performance ofan order or contract.Personal Canvass

- refers to a mode ofprocurement allowed as an exception to publicbidding whereby designated canvassers request price quotations from atleast three (3) responsible suppliers in the locality.PR

- refers to purchase request use in the requisition of supplier orproperty not to be carried in stock.Procurement

- refers to the acquisition of supplies or property, including nonpersonal services, by written order or contract through bidding ornegotiation or by transfer under existing laws or regulations.Purchase- refers to the act ofprocuring or acquiring supplies or property for aprice.


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8Purchase Order

- is a contract between the local government and the suppliers ordealers for the delivery of supplies at a stipu la ted a mo unt and includes,among others, quantity, period and mode of delivery, unit and total priceper item, and mode ofpayment.Repeat Order

- is a fonn of negotiated purchase whereby a local government unitbuys from the same supplier, the same items at the same terms andconditions as the original purchase within three (3) months therefrom.RIV

means Requisition and Issue Voucher use in the requisition ofsupplies or property carried in stock. .Specification

refers to technical description of supplies or property bei ngrequisitioned or ordered; which should be clea r and complete, including ifnecessary, the specific uses therefor and how acceptability thereof can bedetermined.Standard

refers to a gauge which has been established by authority,customer common acceptance as proper and adequate for a given purpose.Suitable Substitute

- refers to that kind of article which would serve substantially thesame purpose or p ro du ce sub stan tially the same pu rpos e or p ro du cesubstantially the same results as the brand, type, or make of articleoriginally desired or requisitioned.Supplemental Procurement Plan or Procurement Program

- is the itemized list showing the required supplies in a fiscal yearnot covered in the annual plan or program.


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9

Supplies or Property- includes everything, except real property, which may be needed inthe transaction of public business or in the pursuit of any undertaking,project, or activity, whether in the nature of equipment, furniture,stationery, materials for construction or personal property of any sort,

including non-personal or contractual seroices such as the repair andmaintenance of equipment and furniture, as well as trucking, hauling,janitorial, security, and related services.Tender

- is synonymaus with proposal, bid or the quotation for supplies orproperty offered.Terms and ConditioDS

- refer to other requirements not affecting the technical specificationsand requirements of the supplies or property desired such as bonding,terms ofdelivery and payment, and related preferences.Winning Bidders

are bidders who have received awards of contract or orders.


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IV. THE PROCUREMENT PROCESS

Stage 1. PR/ROA ProcessingStage 2. Bidding ProcessStage 3. Payment Processing


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10

Purchase Request (PR) I Request forObligationof Allotment (ROA) Processing Stage

OFFICE DOCUMENT/S USED ACTION/S TAKENEND- USERS Consolidation of requestsof(Different Hospitals) PR/ROA different units in the hospital underA onePurchase RequestL

INT. PROV HEALTH OFFICE Approval of requisition byPHO as(!PHO) PR/ROA department headRtPROV BUDGET OFFICE Certification on ROAthat appro-(PBO) PR/ROA priation existsCt

PROV TREASURER'S OFFICE Certificationon ROA that funds(PTO) PR/ROA are available0tPROV ACCOUNTING OFFICE Certification on ROAthat amount(PAO) PR/ROA of expenditure hasbeenobligatedE

Note:A - End-user hospitals include the provincial, districtandmunicipal hospitalsB - IPHO, which supervises all hospitals underthe LGU,is headed by theProvincial Health Officer, as department head.


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Purchase Request (PR) / Request for ObligationofAllotment (ROA) Processing StageI A END-USERS I

I ,I I Municiual I .I r U1stnct I: P r o v . ~ ~ S P i t a l [ s u p p ~ ~ c e r ] II I1 II I[ II II: I ,IRecords Clerk ChiefofHospitalA4 A3: t II II ,I I

1INT.PROV HEALlH OFFICE

(!PHO)R

A - END-USERSA l - At. the level of the Provincial, District and Municipal Hospitals,

different sections of the hospital will be submitting their requisitions covering a certain period.

A 2 - The requisition slips are sent to their respective Supply Officersfor preparation ofPRIROA They also check ifiterns requestedappear in the annual procurement plan.

A3 - The chief ofhospital signs the PRA4 - ThePR / ROAgoes to the records clerk for recording and releas

ing to the IPHO.

11


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B - INTEGRATED PROVINCIALHEALTH OFFICE

B.3- APHO orPHO signs the PRB.4- Records document for releaseto theProvincial Budget Office.

Purchase Request (PR) / Request forObligationofAllotment (ROA)Processing Stage12

Records Clerk IS u p p ~ . ~ c e r )B.1/B.4.

,PHOorAPHOB.3

END- USERS(Different Hospitals)A

PROY. BUDGETOFFICE(PBO)C

B.2- Supply Officer reviews / checks/ verifies, thenforwards to APHOorPHO.

IIIIIIIIIIIIIII

B.l - Receives PRIROA from end-userhospitals. Records in logbookandforwards to SupplyOfficer.

I B - INTEGRATED PROVo HEALTHOFFICE


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Purchase Request (PR) / Request for ObligationofAllotment (ROA) ProcessingStageINT.PROYHEALTH OFFICE(IPHO)

B

C - PROVINCIAL BUDGETOFFICE IRecords Clerk >BudgetControlC.1/C.4 Clerk C.2

I"-

, I-Prov.BudgetOfficer C.3

PROYTREASURER'SOFFICE.(PTO)D

C - PROVINCIAL BUDGET OFFICEC.l - Receives documents fromIPHO and records in the logbook.C.2- Verifies / Checks existence of appropriation.C.3 - Signs to certify that appropriation exists.C.4 - Records the release ofdocuments to Provincial Treasurer'sOffice.

13


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Purchase Request (PR) / Request forObligationofAllotment (ROA)Processing StagePROY. BUDGETOFFICE(PBO)

CJ,I D - PROVINCIAL TREASURER'S OFFICERecords Clerk ") ~ r e a s w y ControlD.lID.4 Clerk D.2

Ir-.

,[Prov. i ; ~ e r }

PROY. ACCOUNTING OFFICE(PAO)E

D - PROVINCIAL TREASURER'SOFFICED.1 - Receives documents fromPBO andrecordsin the logbook.D.2- Verifies / Checks availability of funds.D.3- Signs to certify that funds are available.D.4- Records the release of documents to ProvincialAccountingOffice.

14 .


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E.l - Receives documents from PTOandrecords in the logbook.

--------------------------

E - PROVINCIAL ACCOUNTING OFF ICE /

EA - Records the release of documents to Provincial General ServicesOffice.

15

]PROY. GEN. SERVICES OFFICE

(pGSO)F

PROY. TREASURER'S OFFICE(PTO)D

Purchase Request (PR) I Request for ObligationofAllotment (ROA) Processing Stage

.Records Clerk ( Accounting ).t lEA Clerk E.2I'

,froV. AccountantE.3

E.3 - Signs to certifythat amount has been obligated.

E - PROVINCIAL ACCOUNTING OFFICE

E.2 - Verifies I Checks amount to be obligated.


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OFFICE

PROY. GEN. SERVICESOFFICE (pGSO)F

COMMITTEE ONAWARDS(COA)G

PROY. GEN. SERVICESOFFICE (pGSO)H

I Bidding Stage I

DOCUMENT/S USED

PR/ROAITBSealed Bids

AbstractofBidsPurchase Order

Purchase OrderDelivery ReceiptInvoiceInspection Report

16

ACTION/S TAKEN

Signature onPRIssuance to suppliers ofITBsSealed Bids ReceivedOpening ofBidsPreparation andsignee ofabstractof bidsPreparation andapproval ofPOsSending outofPOsReceipt ofDeliveriesInspection ofDeliveries byICU


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F.l - Records in the logbook PRIROA received fromPAOF.2 - Supply Officer receives / initials PR for signatureofPGSO

17

IGSOF.3 / F.5

PROY. ACCOUNTING OFFICE(PAO)

E

[: BiddingStage I

SupplierFA

F.3 - PGSO signsPRIssues Invitation to Bids (ITB) to suppliers

F.5 - PGSO receives sealed bids fromsuppliersF.4- Suppliers receives ITB

F. PROVINCIAL GENERAL SERVICES OFFICE


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' - - ---J - - - ~ ) '---....::..:.. ---J

G.l - Committee on Awards opensbidssubmittedby suppliers

18

IGSOG.5Provo Governor [G.6 ~ ( - - - ' - _ ~ __ .. J

'PROY. GEN. SERVICES OFFIcE(PGSO)F

BiddingStage

G - COMMITTEE ON AWARDS

PROY. GEN SERVICES OFFICE(pGSO)HG. COMMITTEE ON AWARDS

G.3 - Members on Committee onAwards signAOBG.4 - Supply Officer preparesPOs

G.6 - Governor signsPOsG.5 - PGSO signs POs

G.2 - Supply Officer preparesabstractof bids

Note: TheCommittee onAwards ischairedbytheGovernorwith the following asmem-bers: BudgetOfficer, Treasurer, Accountant, General Services Officer and the ProvincialHealthOfficer.


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H PROVINCIAL GENERAL SERVICES OFFICEH.I - PGSO sends outPOsto winning suppliers.H2 - Suppliersmake deliveries.

19

Suppliers ]H.2PGSOH.1

H - PROVINCIALGENERAL SERVICESOFFICE III(

INT. PROV HEALTH OFFICE(IPHO)I

H.3 - IPHO- SO receives deliveries for the provincial hospital.PGSO- SOreceivers deliveries for other hospitals.

I Bidding Stage (COMMITTEE ON AWARDS

(COA)G

H.4 - Internal Control Unit inspects deliveries and preparesthe inspec-tion report.

I Int. Control Unit SupplyOfficer: H4 ( H.3ItIL _

IIIIII


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OFFICE

INT. PROV HEALTH OFFICE(!PHO)

I

PROV ACCOUNTINGOFFICE(PAO)J

iPROV TREASURER'S OFFICE(PTO)K

PROV GOVERNOR'S OFFICE(pGO)L

Payment ProcessingStage

DOCUMENT/S USED

Disbursement Voucherwith supportingdocuments

- sameas above -

Disbursement VoucherCheck

- sameas above -

20

ACTION/S TAKEN

Preparationand signatureofdisbursement vouchersby PHOorAPHO

Certifies thatDVs are supportedwith receipts

Preparationandsigning ofchecksby the treasurer.

Approval of theDVsSigning ofchecks


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I. INTEGRATED PROVINCIAL HEALTH OFFICE1.1 - Preparation of disbursement vouchers

t .

21

.I

;"Department of Healtt1

D56 8 .. H10B.45 M37 1996 '

1.2 - APHO I PHO signsthedisbursement vouchers

Payment Processing Stage I.ROV. GEN. SERVICES OFFI(pGSO)

H

PROY. ACCOUNTINGOFFICE(PAO)J

II - INTEGRATED PROVINCIAL HEAL-qIOFFICEI1 -I1 I1 l1 II II II SuPPlr ~ c e r ...[ A P H ~ ~ P H O 1 :1 II II ,I ,I II ,r 1,--------------------------,


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I Payment Processing StageINT. PROV HEALTH OFFICE

(WHO)[

I J - PROVINCIAL ACCOUNTINGOFFICE 1I II II II II II II II II II II II II II II IL

-tPROVTREASURER'S OFFICE

'(PTO)K

1. PROVINCIAL ACCOUNTING OFFICE1.1 - Records Clerk receives DVs from IPHO1.2 - Control Clerklspre-audits, verifieswith JAO, records in index card(subsidiary)J.3 - Provincial Accountant certifies that expenditures are properly sup

ported with documents.J.4 - Records Clerk releases documents to Provincial Treasurer's Of

fice

22


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Payment Processing Stage

PROY. ACCOUNTING OFFICE(PAO)

JI K - PROVINCIAL TREASURER'S OFICE II II II II II II rI II II II II I, I, II II I, J

PROV GOVERNOR'S OFFICE(pGO)L

K PROVINCIAL TREASURER'S OFFICEKl - Records Clerk receives DVs from PAOK.2 - Cashier prepares checksK3 - Provincial Treasurer signs checksK4 - Records Clerk releases documents to Provincial Governor's

Office

23


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24

)ASHIER( - - - - - - -

- PROVINCIAL GOVERNOR'S OFFICE

Payment Processing Stage

PROV TIrnASUlU!:R'S OFFICE(PTO)

K

L.4 - Records Clerk releases documents to CashierL.3 - Provincial Governor signs DVs and checks

1.1 - Records Clerk receives DVs and checks fromPTa1.2 - Provincial Administrator reviews DVs and checks

1. PROVINCIAL GOVERNOR'S OFFICE

I L II II II II II II II II II II II II II II 1I IL


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25v. Possible Causes of Delay in Procurement Processing

Reproduced below are some of the typical causes of delay ingovernment hospital drug procurement. These were published in theHFDP Technical Brief # 8 of June 1995. Some of these observations,made by the consultants under a related HFDP project, were also foundto be happening in most provinces. .

The following situations i f not properly addressed could lead todelays in procurement processing. Some of these were actually observedwhile others were shared by key staff during deliberations to identifypotential problem areas in implementing the proposed system. Thesurvey conducted by the Economic Development foundation to evaluatethe effects of implementing devolution on devolved hospitals revealed thesame observations which include the following :

1. Annual Procurement Plan Hapluu:ardly PIepared The annual procurement plan (APP) of each hospital mustbe carefully prepared. Not only the historical procurement

..

experience of hospitals must be considered, but plannedactivities for the coming year as well. While amendatoryprocurement plan is allowed under the LGC, it will still haveto be approved by the Local Chief Executive (LCE) therebyprolonging processing time.


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262. Annual Procurement Plan List Poorly Sequenced and

Clustered All purchase requests (PRs) will have to be checkedagainst annual procurement program to ensure that theywere included therein. As there are numerous i tems listed inthe PRs to be checked against the APP, the process is timeconsuming since there is no standard sequence andclustering used in both PRs and APP.

3. PuTchase Request List Not in Accordaru:e with AnnualProcurement PIogram

Purchase requests that include items not covered by theannual procurement program are returned to requestingunits . Several days or even weeks are wasted i f requestsare returned due to inclusion of items not. covered by theannual procurement plan of the hospital. This situationis a common cause ' of delay in the procurementprocessing.

4. APP Pricing Not Based on Recent Prices (No EscalationProvidmIJ

Annual Procurement Plan for a particular year isprepared one or two quarters prior to the start of the yearduring budget preparation time. Estimated prices willhave to be indicated in the procurement plan which


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27. )n or ma lly is a year old i f based on most recent purchases.Reasonable allowance for increases should be considered.If any price increase occurred during the year, it willresult in lesser volume supplies that may be procured forthe year out of the approve budget.

5. PR Comparison with APP not Thoroughly Checked by End-Users

It should be the responsibility of the person preparing thePR to see to it that i t conforms with the APP to minimize .incidents of returning non-responsive PRs which includeitems not found in the APP. The reason responsible atthe hospital level is the Supply Officer. In a smallerhospital, it is the Administrative Officer, concurrentlyfunctioning as Supply Officer.

6. Budget Offtce FfguTes (AppnJprfatlon 1& ROAJ NotReconcf1ed with Accountfng FfguTes

Every time a PR i s processed by the Budget .Office, thebalance of available appropr ia tion is correspondinglyreduced. The prices of items reques ted are normallybased on estimates. I t is only after the bidding processthat the actual prices are determined. T he re will bevariances between to ta l pr ices recorded by the BudgetOffice which were based on estimates and the actual


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28prices of purchased items recorded by Accounting. I f thevariances were not adjusted in the Budget Office'sappropriation not made available to a certain departmentor hospital arising from this situation.

7. No System ofDelegatfDn in Processing and App'OilClI It was observed that i f one of the persons in the

processing sequence is not available, the process stops.To minimize unnecessary delays arising out of thissituation, it is imperative that a system of delegation bein place.

8. Too 1JIIDny Document Jlltndtorlng Connols Every time a document is received or released by one

office, it is recorded in the records control book. Thesystem evolved ou t of the experience of papers getting lostwhile processing is in progress. It was observed thatthere are cases where within one depar tment , eachsection maintains a recorded book that further adds tothe number of persons/stations where the papers gothrough.

9. Limtted Dfstribution of Invttation to Bidders (ITB) The call for bids must be given the widest publicity

possible. The practice of limiting bidders to a minimumallowed by law might also delay procurement as it could


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29result in failure of bidding. While failure of public biddingfor two consecutive times would allow negotiatedpurchase, chances of getting better prices under anegotiated purchase is slim considering the absence ofcompetition.

10. No vpdated List ofAccredited Suppliers Maintaining a list of accredited suppliers will shorten

procurement processing as invitati0r:s can directly besent to them instead of merely relying on those who willrespond to call for bids. This will minimize chances offailure of bidding.

11. Accepting PhDtocopisd SupplierDocrmumt. . f Ion Whenever photocopies of accreditation documents are

submitted, reference should be made to the originaldocuments. Better still, checking with the issuing partieswill eliminate the possibility of getting deceived byunscrupulous bidders.

12. Postpordng the Signing ofAbstracts ofBids Since it takes some time to complete the abstract of bids,

some of the common practices of members of the AwardsCommittee are : (1) to designate their representativesduring the opening of bids, have them initial theabstracts and for the members of the Awards Committee


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30to sign these abstracts later; and (2) they will personallywitness the opening of bids but for various reasons willsign the abstracts later. Under both situa tions, thepossibility of each member of the Awards Committeeraising individual questions on the abstracts could causedelay in further processing this document.

13. Poor .Documentat:lon of Minutes of Awards CommitteelJtfeetfng

If there were agreements or resolut ions made by the.Awards Committee before the presence of contendingbidders and no accurate documentation of the same waskept, quest ions cou ld later on be raised either by anymember of the Awards Committee or any bidder. To avoidincidents like these, accurate minutes must be kept, dulycertified by the Committee Secretary,

14. Acceptlng PartklI DelfveriesorPostponing Delfr1erfes While partial or postponed deliveries are allowed by law

under exceptional cases like force majeure, toleratingpartial or postponed deliveries could lead to abuses.Winning bidders would not officially receive their copies ofthe Purchase Orders because they still do not have stockson hand. It would later appear that they were sourcingavailable stocks to fill in the ir winning bids.


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3115. Accepting Delivery ofNear - expfrlng Medfclnes

Procured items especially in the case of drugs andmedicines, are presumed to be fresh commercial stock. Itis known in the pharmaceutical industry that nearexpiringmedicines and drugs command lower prices. TheGSa must ensure that delivered stocks are fresh andmust not contain items that have limited expirationperiod, otherwise, pharmacy units of hospitals will end upwith expired stocks.

16. Non-preparatUm ofMonth1:g 1rrventDry Repents If no monthly inventory reports are prepared, control over

stocks is weak. This may lead to undetected malpracticeby certain parties that have control over stocks. Monthlyinventory reports, .together with the regular monthlyhospital operation statistical reports, will easily allowanalysis of proper utilization and application of inventoryitems.

17. No Periodic Physfcal1nventDry Count

Regular physical inventory count must be done at leastonce a year to reconcile stocks on hand against balancesshown in the inventory. records. Regular review ofexpiration dates should also be made to allow usage ofdrugs and medicines before its expiration dates.


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18. Inacttve TIIerapeu&: Committees and Health Boards- The absence of an active therapeutic committee could lead

to the malpractice of each physician recommending their ownpreferred brands thereby resulting in a long list of items to beprocured. This will certainly result in longer procurementprocessing time.


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ANNEX: FORMS


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APPENDIX .~

; ..'. ; . . . ~ . .teu Form No. 01

Name of loca.l GOvernment Unll _"_'__ --,. - . . : ._" "

Plan Control No.: ,P!'08 - ,o!'_'_ p ~ p I d A .,"n m 0 u " t.C o ~ l i n 9 & . ' 1 . ; y

: : "; QeJw1menll\.1ffice: ' ...... ~ ~ u f l ' Tet.' 0.18 Subrf:llned:"

" : 0, I S T R lB ' U To I.a N . .. ""/ttom U n Total .. " "-,No, D e 8 ~ r i p t l o n Cost Ouantlty Cost 1a...Q , ~ ~ 2nd Quanei' 3rd OUaner 4th QUarter, rA i n o ~ n ~mOulli " , .. IOTY on Amount OTY OTY AMoUII

" .. . . .. ., .'. '" , , . " .... ..,"" '. . -, :

" : " ,. .. ;" " \ " .. ,T 0 I a I s .. : " " : .. " " ... d: .. This, itl to Certify th.dl,the .pow ,J3focurement II 111 accordanc;e with , ~ j e c t i v e e 0'. Itflls Office. , . . . . . I.' ..:.. ' , ' .. ,Pfepared by: I, { H of DIpannwntIOfflcet '.1, ' . f I~ ' r .- ~ " , . . .. c ; : " . , .


40/87

",Program ConlI'OI NO.: Amoun t ' ' , ...... ,, ' ' :, ' PSg8 01 Pag.s!lepar1menllOnlee: RlJgulllJ Contingency , f i l ial" cate SIibmi1led:

, " " ", " .,o 1ST RIB LJ T ': 0 N . -. '.... ,, ' -", ..'hem' Unit, ' ratAl ',"' 'Ouart"; 2nd O.. ."e , 3td Oualler 4Th Quarter,No, OelCtfpllon Cost Quanllly Cosl" OTY Amount pryAmounl Oi"; Amounl p Amoun ", .' ' .

, ' .. ' , ," ' ,

f o r a l s , " .: .. ,'Tl!fs Is lllcer'l!y tIIQ1 til. abo,YO procur.mOn' Ilfll9'Im ..,10 In__ tlIo . . .joct_


41/87

LGU Farm No: '03 ~ N O ~ . , ~AMENOAfORy,.pROCbREUENT '!'LAN

Name of.local Govem(TMInt Unit , .' '...':' d. r. , .: -, ..~ p a I l m . n t /O,Dlce.: ; .' . ~ 8 g .Amendatory No.: ." . -, '., . . ot "PIIGft

P I ~ r ' No. 'being oal. 'Ot Revillo";..- ...Revised Planned Amount .. Date, Subry1itted:.A.)lems,lo-: ~ u b e t i ~ e d 1 R ' P U l c e d ...; " " , ", ~ . '. .'. Pto'cUrerriitnt AlreadY ,. i ~ : ' t ~, ......; . ,

I " ' ,. . Effected Justifla8tlons"Item Oeserlptiol:1 Unit ~ u 8 n l " : r o t ~ ~ B Item,): ;No. 'CoSt Cost OTY ..Amount .. ..'. I,.. .- : .... Of . ' "

; '. .. :. ,. ". .. . .. "r 1a I S : r : ., '- . :0 . , .. .. ~ . ......'

.. ' . .... \ ~ " ., ; . ~ . .... , ., " .


42/87

'IAPPENDIX V

I ..

I

p ' a I ~ .... 01 Pag81. "Date Sobrtitted-

.., . 'JtJS1Btc:atiJns ,. ,(B., 'hMr1J: ,

Appraved 1Jy:.

.'", ~

"

A ~ d a t o r y N o . = . ~ _

Pragrarn ,Amount: _

,.-:

,.,' i 'Ptociirem8rlt AInIaar

'UAlt Tat Eff8cfed '. ,Oua!ptlolt cczi Cost ~ - - ~ - - - - . . i,

ThIS-ii to certify that th. . above- ~ o r y PrOgram1& In accordancewith IlleobIIdlMs ct'ttill LGU:

p . ~ : l ~ r . ',' .. -.,Genetal otfbtrfl_Traaurer... .... . .. . :.' - . .

l o t a . t ~ ~ , ..

B. ,hems Recommet'IW rot;Pra=rlpnent in lr..'oi ; . . . .. ;: . "'...T e.t a t s )0-

,.ProgramNo. being Date- aI ~ l o n :R e r M I e d ~ _

lGlJ .,Farm 'fe. CM. ..... .

Name of locat Govemment.lInit= _ ........ _

i~ - - - - - - - - - - - 4 - - " " " ' - - - + - - ~ - - - 1 - - - - - - l F - ; - ~ 1,. .L -_ . . I . . . . -_ - ' - " : " - . r . . . . . . I - - - - ' _ -L . .__ .J;- ._";" ' ;" ' ' ' ' ' ' ; ' ' - ' - ' : ' ' '_--I1

( ~ c t l l ' e f & l i c u f l v e )" ' _ _ I ~ - - - - ' ~ . . . ; . . . . - - - - - ~ - . . J j


43/87

CERTIFIED CORRECT: _General Services OfficelTtealurer

" .' '.

RECE IPT

DepartmenflOffica Head~ 4 ..

; I .

1 CER"rlAED that .the above. ~ 'arenecessary for officialVee .ancfWilr be' used solely for- to B . .." .'!he projr...tl8ctivity" - . '0 y. .' ." ., . . Date. ..' . .. Name, .Q'$lgnation. '. &Signature .----- . . ; . . . - - - - --_. .Filled. by: ~ _

.", P ' ! ~ , b y , ~ ~ _ ~ _ - - , - ~ _, .' . '...: ....~ i p p e d ~ to: --e-e. ~ _,_.__ -:--_'. '.. .. BiD ~ r 1 8 d 1 n j J No'-:, ,.., .' 0'": 'APPROVED: 0 .

.. ,_. ',loCal Chief E ) ( 9 C l , I ~ .:.... ' O f S h i P m . ~ n t ; - - ~ - - . ,

Gen. Form No. 45(A) r -: ,." APPENo1X ~ : " REQI.t1SitION ISSUE : ~ ~ R

. No. :" .. ' 0' 'QaIe:.- .. , . , -----10: G9. . . . ., Clffi\."8r1loCaJ Treasurer: ....................~ - - -FROM: D e ~ e Head; _


44/87

. j

PURCHASE REQUEST

'Gtand'Totaf_ __,'_. >

'.....

..

'. " ..

I. .

:'.'

"': r ..

. -,

..'. ~ ~ ..". .'.,

." .. J

No. QlY. Cost CostO ~ t e ..... " ' ' -, :/' .... r-

' I '. ,,: '; :;.:

.' \ _,, t ,";; ".Unit 0' Estimated E s t i m a t ~lisue ... aTY. Unif Cost ." Cos't

,.. .

: :: ; " .

" .. ' . ~ . .. ...'

r ' tBy:, .... ',,' '. ". :, "APPROVED: _ __ ~ , ' D e ~ ~ f I O f t l C 8 H"8Bd LacaJ Chief ExeculiY8. . , : . . : ~ : . ' .

'1' further certi fy that the said suppU,s are ne(:8Ssary far ,official use in .connection with the following aetivity(s]:'. - ", .....- ...

. :' o-

f'

..

I C 8 ~ f y . that the r i fer the :it)ove .supplies is' eXeljptfonany urgent or absolutely indispensable to:prevent imminont. '.and real d8t1ger to. or loss 0.'. life or property. ;

remNo. '. ' O e ~ p t J o n

0' " " ..... Ii

PWchUedFiaml::' I ., . ' ,, ' l". o ~ : : l i ~ ~ ; ..:. ~ n i t Total

.. ; : t 1 . : ~ ' l : . : . : . ~ : . ...~ ~ ~ f... :. .'. .' . ~ ' , ' N ~ 08(8: . _TO: . G e n ~ 8 I ser;;ces O f f l c e r l l o ~ Treasui-e;:': ." ..FROM: ' D O P a r t m e n ~ f f 1 C 8 ' Head'( A 8 q U l i t t f ~ n 8 t ) - ~ ' -.~ : -.- .---.De8Y&ryIShipment to:.. . ' . . .' Period of. O e l l v e ~ : ._ ' . .

l .. No. 05


45/87

. ,..

.APPENOIX "G"

. . ,'' . .

q"

" .. : '" ..~ " .- ..,.. "'tP U ~ C H A S E ORDER .

.. ' ,,'LGU Form No. 06

P u r c h 8 s ~ . O ~ c J e r No:: _.,..,.. ....... Date:. _.Purchase Request No.: __......__ QlIle: ~ _ ~ _Name of l ~ Gov:ernnienl U n l l ~ -.-:-----'-'"-..-.,...,:..:...,.-.;.;;.__

TO: SUppIi9rJD9aJer/Contractor:_ ' - _ ~ __ ...:,;.."___"___Address: . ~ ~ . . , . . . ' - ; - ' ; " " : --.,.._,..:,:... "":"':';;':';":"__

-' ,';DepartmenlJOfflce WhereDefivery Delivery Period: .

is to be Made: , Other Terms:...

,Bond Pos Ie d

" .Address .. , .Amount Nature Particulars, . ...... , . '. '., .. . . . . :Item ... .: Unit " TotalNo, orv.. Unit A RT I 01 ES . Price' Cost. . "

.' '! . .. , .. ,Total .......>RecommRnding Approval: ..

General Services OfncerILocalJl8ssurer CERTIFICATION'. ' . ".' "..' .. '.. I.rtlceivedtoday; ,.. .

APPROVED: . . . 19":":. Purchase Order and,held, local Chia.f.exeCutive: , myselfbound by the terms and:stlpulallons 01 thecentracl and.. other a p p J l c : a b l e ~ . ,(Note: in caseofNegotiated PurchaSe pursU;: ,ant-te Section 369 (a) 0' RA No., 7160; this' , .. . . I,- .. '.. ,portion must be accomplished), iContractoriOealerlSuppQer :Sanggunian Resolution No. : , .. ..Certified Correct:5eaetarylO theSanggunian By:Authorized Representative


46/87

Name of LocalGovernment Unit: -.,.__.-,; _Requisitioning OfficeJOepartment: _'-:--_-.-:......; '-'--:---'-....;...-......;-----Name andDesIgnation ofEnd-User: - - - - PR lR IV No.: _ExaetAddressiLOcation Where SuppliesWere DeUvered:_-. , . '--Name andComplete Address of S u p p f i e t / D e ~ e r : _

Delivery Utilization B a la neeDesCriptionof Toia!Articles Unitatlantlty Date' Quantity Date COSI Quantity Amount.'. "I HEREBY CERTIFY this .;_' day , , I HEREBYCeRTlFYlhis 'day.. '. .-of . 19__ the 'accuracy of . 1 9 _ . that we hadand eOriecmess 6f the above report. verilied and found eerreei the

" above report,",

DepllrtmenllOfflce Head, " General Services, OlficellocalTreasurerAPPROVED:

Local Chief Executive I.-

LGU Form No, 07'REPORT OF UTlUZATION'

, , APPENDIX oW


47/87

APPENDIX' , .

".:.,..'" , . . ' ..-", '. '.."I' ; ... : " , 'i' . .. " ". ,- . . - .,PROPERTYISsOE SuP

LGU Form No. 08

, . .'.. .. .. . . .. . .. . . r-: ,, ..Data. P r ; ; ~ n Y Classk u n TollllOly Description 01 " IJcatiDnPUid.as! N U ~ ' .'Number" Value .Y8IUll.. .. .. ..

: - .. ,.: ," : . .. i.. .. .' , . ~ ;'. " .. .''TRANsFEREERANsfEROR, .. .... ., .. .. ; .

: , rI HEREBY CERTIFY thaI I ! I CERT,lfY that I have,haVil this day 01_ '_ '19 _ RECEII1ED Ihlli' day 01- --'ISSUEOTo' . . ., . .. ..19 tiom " .'-. '. .. .:;.": .. (Name " ~ ~ '. .; ....!. , .. :.:.; .. .' '. " '. .. : -: ..(NMi& '.Designallcnl.' .... .. . aboveliSled, ' articles( ~ / A g e n c y I thefor '-. . ' .. : . .

( O I f ~ m e n t / A g e n c y IdesCrlbea ." .. ......the iiemstarticJes t, jaboYe. .. ,... ." .

o - n . I SeMc:es Olllcerl N a_ Signature & DosllJnllllanlccal T,eaouf8t 01 Rocelvlng 011""',

.Name 01 Local Govemment Unit' .


48/87

. APPENDIX , . IIEM01W1D011.RECSPTfOR!II I ~ X P B I D A B L E ARDHONEXPENOAMDAmE ,SUPPlEs oR PRoPeRlY. ' . .. -. . -

Name of Lt7C8IGowmment Unit: ~ C o d e DalB- ' ---. . -,' . ' , "," -. i hel'8by a c k n o w l e d g ~ , 1 D have received lhis _' d3y of_, '

'19_ from " (Name of the 08piii.....ntIortice Head) the following ~ u p p l i e s J p r o p e r t y which wilF_ i J & e d : ~ I ' I . "(Office or Department) and 1 whl.ab :lam 'lkilhediflleJl.. ' . ..... . ..... .accountable.; ,. ,PTY Unit of Description Date Property Class Unit T.ota' .

.. Issue Ac.qulred No. No. Cost Cost. ... "

.. , .. , -.. . .. . , , .....

.. .Remarks/Qther Informalion (if any):,End-User (Person' in actual' poasetision ol.the property,).:

, , , ..,

Name (Typewritl&n) DesignalitmlPosilion :Si;l'l3tUre

,LGU Form No. 09


49/87

..,:,: ", S ~ " ' . ~ U " L , R t ; P O ~ l , O F ' ' S U ~ , ' ~ , t J E D ; , ~ < ; : ;, 'A' '01 J '3Q'tr"l;i..-. a.:...:..." Ill' . ,'. ',: '":"' s" ,,'. une , ~ ~ ~ .. 3 1 . , 1 ~ : ~ ' . ' " ~ " ~ " ~, ., , .' .; 0' " Q tf ' 'A' N T f TY .- Balancej.' :RiV.:, . :.DescriPtion: ' ..Date .' "No., : of A'r1Idei ' .... .. :

; .. : ,Received, Cansurried ,R8iUmed Other qry ,Amount: I.. , .. .. ' , " ,

" '. ".. : '. " . c i ' , " ". ".. - '. " " ... " .. 1",t T ... " , " ,.0 A l , .....

:,HEREBY CERTIFY this ~ o 19 1he:. " ... ". .'. , ~ r ~ and correctness 0' 'the torepg report.. . :., , . ' . .. .. ., " ,. .- '. e ,. ' : ... ".. ..- Head, of ~ ~ i ~ .. ' . .." ". : " " ".

lGU FQFm'No. 10

Name of: Local, Govamment Unit:.. .. ...

: "APPENDIX -K-, ", ,

~ L ', F. d ".. " ",., ,.;' ' ',. '. un -.;''__


50/87

Gen..Form;Ho.3O-A A P P E ; N D . I ~ " l INVOIce RECBPT FOR PROPERTY.. ,," # .. ..,.Local Government Unit: .. . . . .' '.,. .., .-----...,-------

, .. , ..OalO . : ..Oty. 01" . . .. 01 PfOIMllIy Cluallatlon Unft , .J : ...'Pu,_ ...... Na. Value

... ... ;- .. . - , . ... : . ' .. . .... - ... . . . " .... t.O ... ....... ... t a I ....:.....:..:.: .... ' .. . ~ ". ..,, ' .. ~ i N V d I C E . . RECEIPT -, .. '. .. .. " .

This is to certify that This is to certily'!h:tt'. have thi's ' ..I ,day of ; i have 'this"':::'day . rif....:...i ..... 1 9 tr i i i s f e r re d 19_ received/rom: .; to: 1i ' .: .", ( N a m ~ &. D e s i g n a ~ o n . -. ( N .&Des!gnalion) . - ..i the above-listed supplies or . the a b o ~ l S t e d sUPPlies 9rproperty. . . . . ' , . . ". , P r ' o p e r t Y ~ . - '.-.. ', . " .

.. :


51/87

..... : '". :

., ,. ' .. :. .. I ; + ." ,

.' '

~ . -.' ..._._-- .. --

,i';"

-.l ... ~ : ~ , : . : ~ r ; ' J . : : . ~ . ". 1 t: ! ~ : ~ j : : : .':.

" ..

, .,

. ~ ., : .. 't

~ - . . ., "

.: . t ..... "{ ...,

.....r : ... '"

- .'.:

", :. . - . . . J . . ~ ' . : " " ' ' ' ' . ~ ' ' "'-:-" ' .; . ., ' :' ; ., .... ~ . : . ,:::.7:.... : , . ~IHERElrtcERl'FY t t , . i f . ~ o i n g issUinoe fnads Gn'itiii' ". :day' ,. " ' t ; : ' ; ' : ' ,: . - .... ,;0' I UI _ _ .are true.and ccw.'ec.t- . ~ . ; . ..

It k i t i ~ Issue _

DaIB: : Sheet No.---:-------- ---------~ : _ " ~ ~ _ . , ; . . : . _ : _ . ,._ " _ : _ : _ ' : : ! " , , _ , ~ ....::...__,;,,,...,.-.o.-_....:...:....... _

1----4-......+ - - - + - - - t - ~ - - - - - - - _ + _ - - - - - - - - _ f 1


52/87

APPEMJIX -rv II "'. ..: I :...... :: ... . : .' ",

;'. _ ' : I ' L . ~ I . ' .~ 1 . : .: : - ' ....' .

.-I, ',C,E f:t TI FIC 'A'T fON: .. " , .''. -; " .. " : of. " :". - -. HEREB'F ,tERrIFY-'. -HEREBY CERrlFY thai , I thai I~ ~ ~ t H s _ day' of .1 9 _ hll'M,lhis '-0'__.1 9 _'RETURNED to: "'RECENED from

( 2nd Designatian) "(Mane and Designation)the Uemllartfct d l l c r i ~ d the It_ma/Bttlct.. described'above. . abOw., . I

- IDtpar1menWOlb Head GerwaJ 0fIIcIIL0CaI ITre..... I

.,...oItae.1-.Qov. . . .1I.UNt __ ..;....,__. _PurpD..:'( )IXcpipe.. ( ~ ( ~ t D s . . . ( ~ . , _ ~ _

' .. . ',", '. ,"


53/87

"Qan. fonn.t.o.t7-A :. .' ..' . ~ A P P e N O f XINVENTORY; ~ E C T I O \ ~ .uG.\ APPRAISAL f# U N I I " ' ~ : e E A . L E , PROPER", AI 01 ' '0 _

.,.. ",..

, '. . " .. . ' , A.P.,P ".A t,' LO' i SP081TION ' .'.....~ ! : . " " . "... ~ .._ v- '0 ..( I f i l l , , ""INSPEcTION

" I CERTIFY 11l.1 I hue In. ' .p.CIId ~ Ind eHry, tilrtlcleenumIIIII II'l thls'ripon, My ~ d

Ittd ~ l t I M n d c l l l o n t 81 . IS' 1 ' 0 1 ~ : ' , 'r., : .>'

t p ~ n l c l p a l Aud1Iof)

I";"', \ '. . I . : ~ ... ....:: " ~ ~ ; . . . .. oJ' ..: I '; ." .

...... . \;.".

;,

~ ' .. ~ .

t N V e N T 0 A ,Y

I ~ E R E B V CERl1FY lhal r "'iMd' ~ ' : ' ~ : 1 M p e c : t I o f t of the1ft tftls Nf:IOIt.'I FURTHER CERnFY tM t th e chposI!ton Iherwof Is 1ft my ~ I I D tM beGt 0tOt' ill. Int.... 01 the g o W m m t n l ~ , . . . ; ', " .: '. ," , . ". ' : ' ,

:" " " " or , :. I; , . , ' ~ l I r y to th e" ," " , ~ , ' ",,' ', ' " ConImIf.. Oft'. Cr..., EnCutJve\ . - "r ~ . . t & f ) .

'. ' \ '. .....". ~

f CERTIFY tM . . , . , . of 1UPPt'"'pnlPeft)' It comet In..uory and there*Jf. Ihereby rt"qUel;t tot lhaft'; Inspectloft wftlctl Ibellw. ,.,eslUctlldbrl. 1l\Is ~ r con-l isa ot _.'_ ~ '

Namo or LDcal GowmlMft! Unt'

I CERTIFY. " . . the .p -praised wakJ-allon of the ....ppll /ploptuy'..,..." 1"" tf l lt.-port ......di.~ tile comma

I - - - , - - ~ - - ~ - - - : , " ' : " " : ' " - - " ' - - " " ~ ~ _ _ : _ ~ ~ ~ - - - ' - - - - - ~ ' " on - A ~ r d sun'-' lIBlutbn No, "fCopr . n . d l ~ , .


54/87

\

,'.,'' .

TotaL.:..> "

'. .. 'Recarcl of 'Sales'De8CriPlion :'; " ""- " . . .,,'. " O.R:'No. Amount

., '.CERllRCATE o DISPosAL

, ,. ~ . f 0. -. :- This Is to certify that Ihfj ~ i ' ~ ~ U e s J P J O P ~ n y ,

werecllP?* ofu faIcwS: .... ,.. .( O i . i I f a I ' ~ afbiti- "l.acltr...-". '.;.".II.ed Br"... .. { , ' ;" ' ; : J"

, " :4\.' ". : ' ! ' ~ ~ ~ " r .',

~ s e r - ..~ l.acaI r,...,.. ;CERTtFIEO CORRECT

CERTIFICATE OF INSPECTION, This is to'certify that I have this_"day- of ~ 19...:.:-.1nsp8cted the above4isted suppiieslproper1Y and found the same''ID be (wUh orwithout valuel . .. "

,. Unit-tIIm Qty.' of U"it: TotalNo. " ,_ Issue C ~ ~ t ,Cost

Gen.Fonn No. 61-A ,-.' .: A ~ ~ E N o . l ~ , , -REPORT OF WAsTE MATERIALS

; ... 4 f ". . t '...... " ... ,... :" ._

Nama of l..OCaI 'GOvernment Unit: ...- ,. ' .. ': .,' ",: ", ,...DepanmentlOffice: __,Place of Storage' .........-__, . . . - , D a ~ ;


55/87

._ . . I '''1 "

.' .. ..

I\S'lld Unde,o n ~ i ....~ I p t NO.

"", ..... ,.'. . .

.. .

.r.. ' . ~ . A P P . E N D t X 0. ". ,

BUYER { , . . a m e . ~ ~ a . S I J J ~ a t u f e ) f ....- ":,. '. J' ., y .

"." \ .' i-'. " II .

.:... . . "..... ~ . Buyer (Name and'Signature)

-: ~ ' . " I ' ,:. L " : : " ': ", ' I ' . ~ "; '

,'.. -_ ' " ... -lit t ~ ' . . , . '.

u. .f ., .

, ....

s.,.Condit Ion. ' . . OuantriyUnli W n ~ l I t I t I R.ceIYedof lite P,iceP r o p e r t y ; by Buyer

ppRove;.,. , ..f ' \ . . U : ~ ~ " ~ " ' : ' H ~

., - .TaxDue.:.. "-po - . ... . . " ~ \ . , . ...... ".TotaL....................... .' . ~ - .

;'. ...

i' _;\:. t : ~ J .... : ii.' ~ 'f . ; : r : . : , . ~ : . . : . u ~ ~ - ~ ',' ~ ' ~ " ~ ~ ~ 2 .SALES .INVOICE "FOR : S ~ P ' P , U _ E S ! p ' ' ' O ~ . e f . l T Y i .. : ',-. t , ; 01 t ' .. ' r . ( ~ : . .

H" -t,' 'H .. ' 1 :;: .. " . : . .. . . ; " 0 _.>" ..~ . r.: .. ' t ~ : : ' :. t. ';" : " ~ . ( I ~ t ~ ~ : ~ . ~ : . :

CERT I F I CAT ION

I HEREBYCERTIFY that I have witneried' the deliveryto the Buyer whose' mime' and'signature appear herein thearticles shown in the column -aUANTITY RECEIVED BY"THE BUYER-.

ProvinciallCJtylMunicipaJ Auditor

'Sold : t c / { ~ ~ ~ m ' ~ & A e t e : f ~ S . 8 ) : . ! ~ : . ~ d l ~ ' : I : ::-, .1 +! - ' " ". ..' ... ' : ~ : ',. 9ate:} 'i ", ; ..s .. . I .. Location of ASset:

. Local Chief Executive

I HEREBY CERTiFY .... ,,:':'..'... I:' 'HERES'Y CERTIFYthat the articles shown in that" haver this__. di:ly .. the column OUANTlty: 0'2;': l ' 9 ~ ACCEPTEDRECEIVED BY THE the articles shown ' in theBUYER- were delivered to -QUANTITY RECEIVED BY'the- Buyer this ._._"_'. day of' : ~ T H E 'BUVER'\ i >. >r19 . c ~ . ~ : - "!"':.:. :'. ~ . ~ . , ~ : { _ .. ,.:J,.;.. ... , . . .r r,.......-..11 ._ . . . . . ",

General . S ~ r v I c e ~ o ~ .. l,re8surer

.Name of L o e a P G o v e m m e n t . U n i t : ~ .....- - ,..- ..:...~ . l . : ; : (;, ' ~ . r : : , '. e " , ".. .. .' oW .

.LGtJ Form:'No. 13


56/87

lf

.1

I

r,, I

_: i

.--." :.; . I

; .....

. ..., . ,.,..

c ~ ! : : 01 T

.' "."" .

AMOUNT

". :r:.,:- ....... , t. , L 'Ot - j ~ .. ~ \ L , : ; :.." "':.-, : ~ . , ~ ~ ... , i . __ .__ -........2

",.:.:.. .., . ' ~ ~ " r : l' :" " J . ! l........ - ..... _...--.

. _ 1 " ; ~ . - : 1 ~ ' : ~ - r . _ . ~ ::'"'" ",;" 1--1.~ ~ ~ . ' : ~ ~ ~ ~ ~ : -. !' i

MIiiitl'.._ . ",_'

FaRClMuIHIM.Y ~ ,-, .. : j..- .. ' .. ,' . . ' ' ~ . " I t" .... l:" .- t I

DEB I T

. - . ~ ....;.. i .. ;:. : . . ~ ..... 1-...'""I ' .....,.. .' . .. :, i l ri' .. -: ., ' .,. ..:.,"!!' I I."- ", ' ' , ~ , , ~ :-.!:,1.-mD U 5 ~ 4 i u I n i a

AePROVED: For(P ); I

1~ " " l ' O C. M A ~ I A ~ .;M. 0.,.~ a a ' : '

- 4L!MDN' e. II!LORS MD.~ R r i : ~ ~ '

VOUCHER NO.r:

GENTRIES"CCOUNT CODE

ACCOUNTINFF flo- oSJECT CODE

r E ~ ~ O R l r o 6. REVESO"oJV Incil'al A ~ o u n t ~ "_TED IWoIl!NIIJ SIClN"lU'll! OFIIICCOIMfAHT

- ' lU1 IM I !__1UlIIOFa-'I...... CWtTAlM

RECEIVED fROM __--::::=====- _

Republic of !he PhilippinesDISBURSEMENT VOUCHER

OBlIGATIONNO,

CHEC K

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OFFICIAl.RECEIPT

PARTICULARS OF P A YM EN T

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FIFTH. The names, nationalities and residences of the incorporators of theCorporation are as follows:.'NAMEI NATIONALITY RESIDENCE

SIXTH. The number of directors of the Corporation shall be __U, and thenames, nationalities and residences of the first directors of the Corporation are asfollows:NAME NATIONALITY RESIDENCE

SEVENTH. The capital stock of the Corporation is --,- ....,.( ), Philippine currency, divided into _=- -t - t - ( )shares with the par value of (P) each share.No issuance ortransfer of shares of stock of the Corporation which would reduce thestock ownership of Philippine citizens or nationals to less than the minimum percentageof the outstanding capital stock required by any applicable provisions ofthe Constitution,statutes or regulations to be owned by Philippine citizens or nationals shall be made'oreffected by, or recorded in the books of, the Corporation. This restriction shall beindicated in all stock certicates issued by the Corporation.EIGHTH. At least twenty-five percent (25%) of the authorized capital stock statedabove has been subscribed as follows:NAME OFSUBSCRIBER

TOTAL

NO. OF SHARESNATIONALITY SUBSCRIBED

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AMOUNT OF CAPITALSTOCK SUBSCRIBED

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NINTH. The above-named subscribers have paid at least twenty-five percent(25%) of the total subscription as follows:NAME OFSUBSCRIBER

AMOUNTSUBSCRIBED

TOTALPAID-IN

TENTH. has been elected by the subscribers asTreasurer of the Corporation to act as such until his successor is duly elected andqualified in accordance with the By-laws, and that, as such Treasurer, he has beenauthorized to receive for and in the name and for the benefit of the Corporation allsubscriptions paid by the subscribers.IN WITNESS WHEREOF, the parties hereto have signed these presents this___ day of , 19__ at [Makati, Metro Manila], Philippines.

Signed in the Presence of:

ACKNOWLEDGMENTREPUBLIC OF THE PHILIPPINES)[MAKATI, METRO MANILA] )S.S.BEFORE ME, a Notary Public in and for [Makati, Metro Manila], Philippines,personally appeared:

Res. Cert. No. Date/Place Issued

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all known to me and by me known to be ttie same persons who executed the foregoinginstrument and who acknowledged to me that the same is their free and voluntary actand deed.

IN TESTIMONY WHEREOF. I have hereunto set my hand and affixed my notarial.seal this__ day of 1987, at [Makati. Metro Manila), Philippines.DOC. NO.__ ,PAGE NO. __ ;BOOK NO. __ ;Series of 1993.

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- - -- - - -- - - --ANNEXF - - - - - - - - - - - -BY - LAWS

OF

ARTICLE IOffices

Section 1. Principal Office. The prlncipal office of ...."-_...,-,, herein-after called the "Corporation", shall be located in , Republic of thePhilippines, at such place therein as the Board of Directors may fix.Section 2. Other Offices. The Corporation may also have a branch office oroffices at such other place or places within or without the Republic of the Philippinesas the Board of Directors may from time to time determine or the business of theCorporation may require.

ARTICLE IIShares of Stock and Their Transfer

Section 1. Certificates of Stock. Each stockholder shall be entitled to receiveone or more certificates of stock showing the number of shares registered in his nameupon full payment of his subscription, together with interest and expenses thereonif any is due. The certificates of stock shall be signed by the President or a VicePresident and countersigned by the Secretary or an Assistant Secretary of theCorporation, and sealed with its corporate seal. They shall be issued in consecutiveorder and be in such form as shall be approved by the Board of Directors.

Section 2. Transfer of Stock. Transfer of shares of the capital stock of theCorporation shall bemade only on the booksof the Corporation by the holder thereof,or by his duly authorized attorney-in-fact or legal representative, so as to show thenames of the parties to the transaction, the date of the transfer, the number of thecertificate, and the number of shares transferred, and upon such transfer, the oldcertificate shall besurrendered to the Corporation by the delivery thereof to the personin charge of the stock and transfer books and ledgers, or to such other person as theBoard of Directors may designate, by whom it shall be canceled, and a new certificateshall thereupon be issued. The term "person" or"persons" wherever used herein shallbe deemed to include any firm or firms, corporation or corporations, association orassociations. Whenever any transfer of shares shall bemade for collateral security, andnot absolutely, such fact, if known to the Secretary or to the said transfer agent, shallbe so expressed in the entry of the transfer.----------- 82-----------


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Section 3. Addresses of Stockholders. Each stockholder shall communicate tothe Secretary of the Corporation an address at which notices of meetings and all othercorporate notices may be served upon or mailed to him, and if any stockholder shallfail to communicate suchaddress, corporate notices may be served upon him by mailat his last known post office address.

Section 4. Lost. Destroyed and Mutilated Certificates. The holder of any stockof the Corporation shall immediately notify the Corporation of any loss, destructionor mutilation of the certificates therefor, and the Board of Directors may cause to beissued to him a new certificate or certificates of stock, upon the surrender of themutilated certificate or, in case of loss or destruction of the certificate, uponcompliance with the procedure requiredunder Section 73of the Corporation Code. TheBoard of Directors may require the owner of the lost or destroyed certificate or hislegal representative to give the Corporation a bond in suchsum, not exceeding doublethe book value of such stock, and with such surety or sureties, as it may direct, toindemnify the Corporation against any claim that may be made against it on accountof the alleged loss or destruction of any such certificate.

Section 5.Closing of Transfer Books. TheBoard of Directors may. by resolution,direct that the stock and transfer books of the Corporation be closed for a period notexceeding thirty (30) days preceding the date of any meeting of stockholders, or thedate for the allotment of rights or capital stock shall go into effect, as a record date forthe determination of the stockholders entitled to notice of, and to vote at, any suchmeeting, or entitled to payment of anysuch dividend, or to any such allotment of rights,or to exercise the rights in respect of any change, conversion or exchange of thecapital stock, and in each such case only such stockholders as shall be stockholdersof record on the date so fixed shall be entitled to notice of, orto vote at, such meeting,or to receive payment of such dividend, or to receive such allotment of rights, or toexercise such rights, as the case may be, notWithstanding any transfer of any stockon the books of the Corporation after such record date as aforesaid.

Section 6. Subscriptions. Unpaid subscriptions to the capital stock of theCorporation shall be due and payable at any time or from time to time as they shallbe declared due and payable by the Board of Directors. Unless otherwise providedin the subscription agreement, no interest shall be due on unpaid subscriptions untilsuch subscriptions are declared delinquent.ARTICLE IIIMeetings of Stockholders

Section 1. Place of meetings. All meetings of stockholders shall be held at theprincipal office of the Corporation unlesswritten notices of such meetings should fixanother place within [Metropolitan Manila], Philippines.Section 2. Annual Meetings. The annual meeting of the stockholders for the

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elections of directors and for the transaction of such other business as may comebefore the meeting shall be held every of each year (which is not a legalholiday). If the election of directors shall not be held on the day designated for theannual meeting or at any adjournment of such meeting, the Board of Directors shallcause the election to be held at a special meeting as soon thereafter as the same mayconveniently beheld. At such special meeting, the stockholders may elect the directorsand transact other business as stated in the notice of the meeting with the same forceand effect as at an annual meeting duly called and held.

Section 3. Special Meetings. Special meetings of the stockholders may becalledat any time by resolution of the Board of Directors or by order of the President or uponthe written request of stockholders registered asownersof at least one-third (1/3) of thetotal outstanding stock having voting powers. Such request shall state the purpose orpurposes of the proposed meeting.Section 4. Notice of Meetings. Except as otherwise provided by law, written orprinted notice of all annual and special meetings of stockholders, stating the place andtime of the meeting and, if necessary, the general nature of the business to beconsidered, shall be transmitted by personal delivery, mail, telegraph, orcable to eachstockholder of record entitled to vote thereat at his address last known to theSecretary of the Corporation, at least fifteen (15) days before the date of the meeting,if an annual meeting, or at least seven (7) days before the date of the meeting, if aspecial meeting. Except where expressly required by law, no publication of anynotice of a meeting of stockholders shall be required. If any stockholder shall, inperson or by attorney-in-fact thereunto authorized, in writing or by telegraph, cable,radio or wireless, waive notice of any meeting, whether before or after the holding ofsuch meeting, notice thereof need not be given to him. Notice of any adjournedmeeting of the stockholders shall not be required to be given, except when expresslyrequired by law.Section 5. Quorum. At each meeting of the stockholders, the holder or holders ofamajority of the outstanding capital stock of the Corporation having voting powers, whois or are present in person or represented by proxy, shall constitute a quorum for thetransaction of business, save in those caseswhere the Corporation Code requires thepresence at meeting, in person or by proxy, of a greater proportion of the outstandingcapital stock. In the absenceof a quorum, the stockholders of the Corporation presentin person or represented by proxy and entilled to vote, by majority vote, or, in theabsence of all the stockholders, any officer entilled to preside or act as Secretary atsuch meeting, shall have the power to adjourn the meeting from time to time, untilstockholders holding the requisite amount of stock shall be present or represented.Section 6. Organization of Meeting. At every meeting of the stockholders, theChairman of the Board, or, inthe absence of the Chairman of the Board, the President,or, in the absence of the Chairman of the Board and President, a Chairman chosen bya majority of the stockholders present in person or by proxy and entilled to votethereat, shall act as Chairman. The Secretary shall act as secretary at all meetings

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of the stockholders. In the absence from any such meeting of the Secretary, theChairman may appoint any person to act as secretary of the meeting.Section 7. Voting. At every meeting of the stockholders, each stockholder shallbe entitled to one vote in person or by proxy and, unless otherwise provided by law,he shall have one vote for each share of stock entitled to vote and recorded in hisname in the books of the Corporation. At all meetings of the stockholders, all electionsarid all questions shall be decided by the majority vote of the stockholders present inperson or by proxy and entitled to vote, a quorum being present, except in cases whereotherprovision ismade bystatute. Unless required by law,ordemanded byastockholderpresent in person or by proxy at any meeting, and entitled to vote thereat, the vote onany question need not be by ballot. On a vote by ballot, each ballot shall be signed bythe stockholder voting, or in his name by hisproxy if there be such proxy, and shall statethe number of shares voted by him.

ARTICLE IVBoard of DirectorsSection 1. General Powers. Unless otherwise provided by law, the powers,business and property of the Corporation shall be exercised, conducted and controlledby the Board of Directors.Section 2. Number, Qualifications and Term of Office. The number of directorsshall be five (5). Each director shall own in his own right at least one (1) share of thecapital stock of the Corporation. The directors shall be elected annually in the manner

provided in these By-laws and each director shall hold office until the annual meetingheld next after his election anduntil hissuccessorshall have been elected and shall havequalified,or until his death or until he shall resign or shall have been removed in themannerhereinafter provided. The directors named inthe Articles of Incorporation oftheCorporation and their successors inaccordance with these By-laws shall hold office untiltheir successors shall have been elected and shall have qualified.

Section 3. Election of Directors. At each meeting of the stockholders for theelection of directors, at which a quorum is present, the persons receiving the highestnumber of votes of the stockholders present in person or by proxy' and entitled to voteshall be the directors. In case of any increase in the number of directors, the additionaldirectors may be elected by the stockholders (i) at the first annual meeting held aftersuch increase has been approved, or (ii) at a special meeting called for the purpose, or(iii) at the same meeting authorizing the increase of directors if so stated in the noticeof the meeting.

Section 4. Quorum and Manner of Acting. Except as otherwise provided bystatute, by the Articles of Incorporation or by these By-laws, a majority of the numberof directors specified in the Articles of Incorporation shall constitute a quorum for thetransaction of business atany meeting, and the act of a majority ofthe directors presentat any meeting at which there is a quorum shall be valid as a corporate act. In the

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absence of a quorum, a majority of the directors present may adjourn any meeting fromtime to time until a quorum be had. Notice of any adjourned meeting need not be given.Section 5. Place of Meetings. The Board of Directors may hold its meetings atthe principal office of the Corporation or at such other places within or without theRepublic of the Philippines as the Board may from time to time determine or as shallbe specified or fixed in the respective notices or waivers of notice thereof.Section 6. Organizational Meeting. The Board of Directors shall meet for thepurpose of organization, the election of officers and the transaction of other businessas soon as practicable after each annual election of directors. Such meeting may beheld atanytime orplace which shall bespecified ina noticegiven ashereinafterprovidedfor special meetings of the Board of Directors or in a consent and waiver of noticethereof signed by all the directors.Section 7. Special Meetings: Notice. Special meetings of the Board of Directorsshall be held when called by the Chairman of the Board, whenever there shall be onein Office, or by the President, or by the Secretary at the request of any two (2) directors.Notice of each such meeting shall be mailed to each director, addressed to him at hisresidence or usual place of business, at least twenty (20)days before the day on whichthe meeting is to be held, or shall be sent to him at such place by telegraph, cable, radioorwireless, or bedelivered personally not later than five (5) days before the day onwhichthe meeting isto be held. Every such notice shall state the time and place of the meetingbut need not state the purpose thereof except asotherwise expressly provided in theseBy-laws. Notice of any meeting olthe Board need not begiven to any director, however,

if such notice iswaived by him inwriting orbytelegraph, cable, radio orwirelesswhetherbefore or after such meeting is held or if he shall be present at the meeting, and anymeeting of the Board shall be a legal meeting without any notice thereof having beengiven to any director, if all of the directors shall be present thereat.Section 8. Resignation. Any director of the Corporation may resign at any timebygiving written notice to the Chairman of the Board, the President or the Secretary. ofthe Corporation. The resignation of any director shall take effect at the time specifiedtherein and, unless otherwise specified therein, the acceptance of such resignation shallnot be necessary to make it effective.Section 9. Removal of Directors. Any director may be removed, either with orwithout cause, at any time, by the affirmative vote of the stockholders holding orrepresenting at least two-thirds (2/3) of the outstanding capital stock entitled to voteat a regular meeting or at a special meeting of the stockholders called for the purposeand held after due notice as provided in Section 28 of the Corporation Code. Thevacancy in the Board caused by any such removal may be filled by the stockholders atsuch meeting without further notice, or at any regular or at any special meeting calledfor the purpose after giving notice as prescribed by the Corporation Code.Section 10. Vacancies. Any vacancy in the Board of Directors caused by death,

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resignation, disqualification, or any other cause, except by removal and expiration ofterm, may be filled by the majority vote of the remaining directors then in office,constituting a quorum, and each director so elected shall hold office for a term to expireat the next annual election of directors, and until his successor shall resignor shall havebeen removed in the manner herein provided.Section 11. Compensation. Except for reasonable per diem, directors, as such,shall be entitled to receive only such compensation as may be granted to them by thevote of the stockholders representing at least a majority of the outstanding capital stockat a regular or special meeting of the stockholders. In no case shall the total yearlycompensation of directors, assuch, exceed ten (10%) percent ofthe net income beforeincome tax of the Corporation during the preceding year.

ARTICLE VCommitteeSection 1. Executive Committee. The Board of Directors may, by resolutionor resolutions passed by a majority of all its members, create an Executive Committeewhose members shall be appointed by the Board. At least three (3) members of theExecutive Committee shall be members of the Board. Except as provided in Section35of the Corporation Code, the Executive Committee shall have and exercise all suchpowers as may be elevated to it by the Board. The Executive Committee shall keepregular minutes of its proceedings and report the same to the Boardwhenever required.The Board shall have the power to change the members of the Executive Committee atany time, to fill vacancies therein and to discharge or dissolve such committee either

with or without cause.Section 2. Other Committees. The majority of all the members of the Board ofDirectors may by resolution create other committees with such powers and functionsas may be delegated to them by the Board. All such committees shall keep a recordof their proceedings and report the same to the Board, whenever required. The Boardshall have the power to appoint and remove the members of such committee and mayat any time with or without cause dissolve any of such committees.

ARTICLE VIOfficers

Section 1. Number. The officers of the Corporation shall be a Chairman of theBoard, a President, one or more Vice Presidents, a General Manager, a Secretary, aTreasurer and such other officers as may from time to time be elected or appointed bythe Board ofDirectors. Any two ormore positions may beheld concurrently by the sameperson, except that no one shall act as President and Secretary or as President andTreasurer.Section 2. Election, Term of Office and Qualifications. The Chairman of theBoard, the President, the Vice President(s), the General Manager, the Secretary and

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the Treasurer shall be elected annually by affirmative vote of a majority of all themembers of the Board of Directors. Each officer shall hold office until his successor iselected and qualified in his stead, or until he shall have resigned or shall have beenremoved in the manner hereinafter provided. Such other officers as may from time totime be elected or appointed by the Board of Directors shall hold office for such period,have such authority and perform such duties as are provided in these r. y-Iaws or as theBoard of Directors may determine. The Chairman of the Board and Hi" President shallbe chosen from among the directors, and the Secretary shall be a resident and a citizenof the Philippines.

Section 3. Removal. Any officer may be removed, either with or without cause,by the vote of a majority of the members of the Board of Directors.Section 4. Resignations. Any officer may resign at any time by giving written

notice to the Board of Directors, or to the President. Any such resignation shall takeeffect on the date of receipt of such notice or at any time specified therein; and unlessotherwise specified therein, the acceptance of such resignation shall not be necessaryto make it effective.Section 5. Vacancies. A vacancy in any office because of death, resignation,removal, disqualification or any other cause may be filled for the unexpired portion ofthe term by the Board of Directors.Section 6. The Chairman of the Board. The Chairman of the Board shall, ifpresent, preside at all meetings of the stockholders and of the Board of Directors. In

the absence of the Chairman, the President shall perform the duties of the Chairman.The Chairman shall also perform such otherduties asshall from time to time be assignedto him by the Board of Directors.Section 7. President. The President shall be the Chief Executive Officer of theCorporation and, subject to the controi of the Board of Directors, shall have general careand supervision of the business and affairs of the Corporation. He shall, if present,preside at all meetings of the stockholders and of the Board of Directors, wheneverthereshall be no Chairman of the Board in Office, or in the event of the death, absence orinability to act of the Chairman of the Board. He may sign with the Secretary or anAssistant Secretary any or all certificates of stock of the Corporation; provide the

stockholders and the Board of Directors such reports, memoranda, accounts and datawhich may be required of him; and, in general, perform all duties incident to the officeof the President and such other duties as may from time to time be assigned to him bythe Board of Directors or as prescribed by these By-laws.Section 8. Vice Presidents. At the request of the President, any Vice Presidentwho is also a director shall perform all the duties of the President, and, when so acting,shall have all the powers of and be subject to all the restrictions upon the President. AnyVice President shall perform such other duties as may, from time to time, be assignedto him by the Board of Directors orthe Chairman of the Board orthe President. Any Vice

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President may also sign with the Secretary any or all certificates of stock of theCorporation.Section 9. The General Manager. The General Manager shall exercise direct andactive management of the business and operations of the Corporation; execute andimplement the orders, resolution and policies of the Board of Directors; submit suchreports; memoranda, accounts and datawhich may be required of him by the Presidentorthe Board of Directors; and, ingeneral, exercise such powers and perform such dutiesas may be incidental to his office or the management of the Corporation.Section 10. The Secretary. The Secretary shall keep or cause to be kept in booksprovided for the purpose the minutes of the meetings of the stockholders and of theBoard ofDirectors; shall give, or cause to begiven, notice of ali meetingsof stockholders

and directors and all other notices required by law or by these By-laws; and in the caseof his absence or refusal or negiect to do so, any such notice may begiven by any personthereunto directed by the President, or by the directors or stockholders, upon whoserequest the meeting is called as provided in these By-laws; shall, unless otherwisedetermined by the Board of Directors, be custodian of the records and of the seal of theCorporation and see that the seal or a facsimile thereof is affixed to all documents theexecution of which on behalf of the Corporation under its seai is duly authorized inaccordance with the provisions of these By-laws, and shall attest the same; shall keepa register of the post office address of each stockholder, and make all proper changesin such register, retaining and filing his authority for all such entities; may sign with thePresident any or all certificates of stock of the Corporation; shall, unless otherwisedetermined by the Board of Directors, have charge of the original stock books, transferbooks and stock ledgers and act as transfer agent in respect of the stock and securitiesof the Corporation; and, in general, shall perform all duties incident to the office of theSecretary, and such other duties as from time to time may be assigned to him by theBoard of Directors or by the President.

Section 11. The Treasurer. The Treasurer shall give such bond for the faithfulperformance of his duties as the Board of Directors may require. He shall have chargeand custody of,and be responsible for, all funds, securities, evidences of indebtednessand other valuable documents of the Corporation, and deposit all such funds inthe nameof the Corporation in such banks, trust companies or other depositories as shall beselected in accordance

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