Procurement Intake Form

Procurement Intake Form Template for Philippines

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Key Requirements PROMPT example:

"I need a Procurement Intake Form for purchasing 50 laptop computers for our IT department, with delivery required by March 2025, ensuring compliance with government technical specifications for IT equipment procurement."

Document background

The Procurement Intake Form is a crucial document used to initiate procurement processes in the Philippines, designed to comply with Republic Act 9184 (Government Procurement Reform Act) and its Implementing Rules and Regulations. This form must be completed before any procurement activity can commence, serving as the primary document that captures the requesting unit's needs, technical specifications, budget availability, and required approvals. The form is essential for both public and private organizations, ensuring proper documentation and justification of procurement requests while maintaining transparency and accountability. It helps organizations standardize their procurement initiation process, ensure compliance with legal requirements, and maintain proper documentation for audit purposes. The Procurement Intake Form typically requires multiple levels of review and approval, making it a key document in the organization's procurement workflow.

Suggested Sections

1. Request Information: Basic details including date, requesting department/unit, and request reference number

2. Project Information: Project title, brief description, and justification for the procurement

3. Budget Information: Approved budget for the contract (ABC), funding source, and budget line item

4. Technical Requirements: Detailed specifications, quantity, and quality requirements of items/services to be procured

5. Timeline Requirements: Required delivery schedule and implementation timeline

6. Procurement Method: Recommended mode of procurement (e.g., public bidding, small value procurement, etc.)

7. End-User Information: Details of the end-user unit and authorized representatives

8. Approvals Section: Required signatures from authorized officials (requestor, department head, budget officer, etc.)

Optional Sections

1. Market Study: Required for procurements above a certain threshold - includes market research and price analysis

2. Environmental Considerations: For procurements that may have environmental impact or require green procurement considerations

3. Previous Purchase History: For repeat purchases or related procurement activities

4. Risk Assessment: For high-value or complex procurements requiring risk evaluation

5. Foreign Currency Requirements: For international procurement requiring foreign currency transactions

6. Special Conditions: For procurements requiring unique handling, storage, or delivery requirements

Suggested Schedules

1. Technical Specifications Sheet: Detailed technical requirements and specifications of items to be procured

2. Price Schedule: Detailed breakdown of costs and pricing information

3. Delivery Schedule: Detailed timeline for delivery and implementation

4. Supporting Documents Checklist: List of required supporting documents based on procurement type and value

5. Terms of Reference: For service procurements - detailed scope of work and deliverables

6. Budget Breakdown: Detailed breakdown of the approved budget for the contract

Authors

Alex Denne

Head of Growth (Open Source Law) @ ��Ƶ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co

Relevant legal definitions

Clauses

Relevant Industries

Government/Public Sector

Healthcare

Education

Infrastructure

Information Technology

Manufacturing

Construction

Transportation

Energy

Telecommunications

Defense

Agriculture

Relevant Teams

Procurement

Finance

Budget

Supply Chain

Internal Audit

Legal

Compliance

Project Management Office

Technical Evaluation

Bids and Awards Committee

Relevant Roles

Procurement Manager

Budget Officer

Department Head

Project Manager

Finance Director

Compliance Officer

Supply Chain Manager

Purchasing Officer

End-User Department Manager

Technical Specialist

Procurement Specialist

Chief Financial Officer

Internal Auditor

Bids and Awards Committee Secretary

Legal Officer

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