Presentation for the School Property Custodian for the DCP Batch 14 for E-Classroom Packages.

2. Phase 1 Phase 2 Phase 3

3. Role of Supply Officer / Property
Custodian
1. Shall accept all deliveries found in
accordance with technical specs
All items to be inspected shall be accepted first
by the Property/Supply Officer, as the case may
be (Section 114, COA Circular 92-386)
The above provision pertains only to the receipting/signing on the
delivery receipt (DR) and temporary recording of the deliveries upon
arrival of goods or articles. The deliveries are still subject to
inspection for conformity with specifications on the
order.

4. Role of Supply Officer / Property
Custodian
2. Signs Inspection and Acceptance Report (IAR)
3. Records all deliveries/issuances for proper
inventory
4. Prepares Issuance Document
5. Maintains Property Card/Stock Card
6. Conducts inventory taking
7. Prepare Semi-Annual and Annual Report
of inventories as required by COA
8. Prepares Delivery Report (per DepED Order
No. 45 s. 2006) (DepEd Order No. 19 s. 2007)
using Form 1

6. The delivery of supplies, materials and equipment must
be made by the supplier/Manufacturer/contractor :
In accordance with the
specifications, terms and
conditions provided in the
Contract/Purchase Order
Within the stipulated period
and at the place/s indicated
in the PO or contract

7. Failure to deliver within the
prescribed period, the
supplier / manufacturer /
contractor shall be liable for
penalty, usually in the form
of :
“LIQUIDATED DAMAGES”
Once the accumulative amount of
Liquidated damages reaches 10%
of the contract, the procuring entity
can rescind the contract

8. Extension of time to deliver may be
granted for the following reason:
1. Force Majeure
2. Fortuitous Event
3. Beyond the control of the contractor
4. Delay is attributable to the purchaser
or the like

9. “All supplies shall be adequately………”
Contained Cased
Packed RA 7394 Bundled
Crated Wrapped
Consumer Act of the Philippines

10. Reject
deliveries
E
Shall be done A C In case of
on weekdays calamities or
between 8am – deliveries can
5pm
Delivery be accepted by
nearby school
for safekeeping
only
Right quantity B D Stipulated
and right period / place
quality

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

13. Inspection and Acceptance
Of the Items
INSPECTION -
The examination (including testing) of
supplies and services (including raw
materials and component) to determine
whether the supplies and services
Conform to contract requirement which
include all applicable drawings,
specifications and purchase description

14. INSPECTION INSPECTION BY
BY ITEM SAMPLING
Individual item is Sampling is a process
checked for of obtaining info
conformity of about a group of data
every requirement having similar
stated in the purpose or function,
specification usually 10% of it
Sampling Techniques :
1. Random Sampling
2. Interval Sampling

15. The Head of Office shall
constitute an
Inspection Committee to inspect
and validate deliveries
(DepED Order No. 5, s. 2010)

16. SCHOOLS
Regular Members:
a. Team Leader – who is at least a
second (2nd) ranking permanent
official of the school.
b. One (1) school personnel designated
by the principal who has
knowledge/technical expertise
relevant to the goods delivered.
Provisional Member:
a. One (1) representative from PTA or
NGOs (for textbooks and school
furniture).

17. Equipment
3 things to remember
INSPECTION
Physical Brochure Physical
Condition Count

18. Inspection Procedures on
Computer Packages
1. Upon receipt of the Request for Inspection,
see to it that all required documents are
attached like the original copies of the
perfected Purchase Order/Contract, Delivery
Receipt/Sales Invoice, and others.
2. Check the documents submitted as to
completeness and authenticity prior to
inspection
3. Take note of any cases of alterations,
erasures or other modifications in the
perfected Purchase Order/Contract. These
modification must be verified and duly
authenticated by the authorized approving
officials.

19. Inspection Procedures on
Computer Packages
4. Take note of the receipt of the Property/Supply Unit, the
place and date of delivery.
5. If there’s a required sample mentioned in the perfected
Purchase Order/Contract, ask for the approved sample for
purposes of comparison/verification. In cases of
inconsistencies between sample and the Purchase
Order/Contract, specification on the perfected Purchase
Order/contract shall prevail.
6. After all the documents have been evaluated, proceed to
the delivery site specified in the perfected Purchase
Order/Contract and conduct inspection and testing
procedures if necessary.

20. Inspection Procedures on
Computer Packages
7. Conduct physical inspection of the items delivered. Count
the items delivered and check with the required quantity
8. Check the packaging, labeling, markings and other means
of identification that meet specifications; or if not
specifically called for, conform to the best commercial
practices for protecting the items during transportation,
storage, handling and distribution.
9. Determine whether it is brand new, reconditioned or rebuilt.
10. Take note of the serial number, product number, point of
origin, specifications in accordance with the brochure and
accessories that go with the equipment.

21. Inspection Procedures on
Computer Packages
11. Take note for obvious damage or defects in the
equipment, accessories, connectors, plugs,
sockets etc. for any discoloration, rust, stains and
decays due to exposure to heat, chemicals or
moisture
Ensure that flexible cords are effectively
anchored to equipment, plugs and sockets.
12. Perform trial and operational test on the
equipment delivered.
Request the supplier to demonstrate the operation
of the equipment in the presence of End-User and
observe its actual performance.

22. Inspection Procedures on
Computer Packages
13. Hearing is essential in the detection of defects indicated by
unusual sounds or noises audible when observing the
operation of equipment such as knocking, squeaking,
sputtering, cracking, breaking, scratching, etc.
14. Consider the characteristics which may be determined by
touch or feel, in the inspection of different equipment,
include such common, qualities as heat, cold, flexibility,
hardness, softness, thickness, firmness, etc.
15. Check the inclusion of warranty certificate and
instructional manual.
16. Prepare the Inspection and Acceptance Report immediately
after inspection for submission to the Supply Officer for
acceptance.

23. Inspection and test for compliance to its features shall
at all times be done in accordance with the following
procedure:
Compare the brand, model, power
1 rating of the delivered units vis-à-vis
the contract
If the contract indicates the brand and
model, then, request for a copy of the
2 brochure or technical manual that will
serve as the basis for inspection
Intagible features of a computer may
be verified by operating the computer
3 or by looking into its inside component

24. Equipment
Random & Interval Sampling is not
applicable for this type of delivery
1 Serial Number
The
2 Brand Name
accessories or
tools that go 3 Model
with the
equipment
have to be 4 Point of Origin
checked
carefully
5 Patent Number

25. HARDWARE SOFTWARE
The frame, wires, is everything else,
chips, screws and instruction codes
all other physical At its most basic and all non-
components Level, a computer physical, symbolic
System is made up parts of the
of 2 elements: electronic system

30. The Inspectorate Team and the Supply
Officer / Designated Property Custodian
shall prepare and sign the Inspection and
Acceptance Report (IAR)
Note: Distribution of IAR shall be as follows
1. Original – Supplier (to be attached to the
DV)
2. Copy 2 – Property Inspector/Inspection
Team
3. Copy 3 - Property & Supply Unit File

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

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

35. For Secondary/Tech Voc Schools with Book of
Accounts:
The School Head accepts the transfer upon
acceptance of deliveries by the Inspection
Committee and the Supply Officer or
designated Property Custodian
For Secondary/Tech Voc & Elementary Schools without Book
of Accounts:
The Schools Division Superintendent accepts
the transfer thru the Invoice Receipt of Property
(IRP) upon acceptance of deliveries by the School
Inspection Committee and final acceptance of the
Division Supply Officer
The School Property Custodian provides
copy of the IAR to the Division Office –
Supply Office for Booking-Up

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

37. Republic of the Philippines
DEPARTMENT OF EDUCATION
National Capital Region
Division of Las Piñas
Las Piñas City
CERTIFICATE OF ACCEPTANCE
This is to certify that I have accepted the following equipment delivered by Columbia
Technology Inc. (CTI) under the DepED Multimedia Classroom Package for Elementary Schools.
Contract Item Quantity Unit Description Unit Cost
No. No.
1. 18 Units Host PC Monitor: Acer Veriton M4610G, P38,536.00
Intel Core i5 – 3.3GHz, 6MB L3 Cache,
Number of cores: 4; w/ Acer 19” LCD
Monitor w/ 2 way VGA splitter; w/ 500 watt
AVR; with software
2. 108 units Access Terminal Ncomputing U170 3,685.00
3. 108 units 19” LCD Monitor, Acer Veriton V193 4,976.00
LCD Monitor w/ 500 watt AVR
4. 108 units Keyboard & Mouse, Acer USB Keyboard & 588.00
USB Mouse
5. 18 units Uninterrupted Power Supply (UPS)- 1,480.00
Emerson Liebert PS-500PH
6. 18 units 3 IN 1 Inkjet Printer, Brother DCP-J125 5,009.00
7. 18 units Projector, ACER X1220H w/ 70” x 70” 22,075.00
Tripod Screen
8. 18 Face to Face Lectures & Hand-On Training 1,884.00
Received by:
_________________________
(Signature over printed name)
Division Supply Officer

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

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

43. is the act of transferring
the custodianship of
Issuance property from one person
to another

44. Activities in Property Utilization
1. Preparation of Issuance Documents
Requisition and Issue Slip

45. REQUISITION AND ISSUE SLIP
Department of Education
Division : Responsibility Center RIS No. Date
Office Code SAI No. Date
REQUISITION ISSUANCE
Stock No. Unit Description Quantity Quality Remarks
Purpose :
Requested By: Approved By: Issued By Received By:
Signature Signature Signature Signature
Name Name Name Name
Designation Designation Designation Designation
Date Date Date Date

46. Activities in Property Utilization
2. Issuance and acknowledgement of items
Acknowledgement
Receipt of Equipment
IT Equipment
Office Equipment Inventory Custodian Slip
Library Books etc.
Non-Consumable Supplies
School Furniture
Textbooks

48. Preparation of ARE shall be on per item
IT-001
IT-002
Desktop #1
Ms. Dela Cruz IT-003
Desktop #2
Ms. Dela Cruz
Desktop #3
Ms. Dela Cruz
IT-004
IT-005
Desktop #4
Mr. Alano Desktop #5
Mr. Morales

49. Note: (For Issuance)
1. Textbooks
2. School Furniture
3. Non-Consumable Supplies

50. Department of Education
DepED Complex, Meralco Avenue, Pasig City
REPORT ON DELIVERIES (Textbooks / Desk and Armchairs / Equipment)
Received Procured by Central Office / DBM-Procurement Service
Name of School
Complete Address of School
Division / Region
Date Supplier Description DR # Unit Cost Total Cost Remarks
Received Qty
This form shall be used by the
Recipient school in preparing the
Report of Deliveries
Prepared By: Certified Correct By:
Property Custodian School Head / Principal

51. At the School School Property Custodian
Level accepts delivery
School Property Custodian
forwards delivery receipt to
the School Inspectorate
Team
School Inspectorate Team
conducts inspection and
signs Inspection and
Acceptance Report (IAR)
upon completion of
installation and testing
School Property Custodian
signs the acceptance
portion of the IAR

52. Supplier conducts required
hands-on training
School Head/Authorized
Representative signs Training
checklist upon completion of
training
School Head affix initial in the
Invoice Receipt of Property
(IRP) to be signed by the
School Division
Superintendent
School Property Custodian
returns original signed DR,
IAR, Training Checklist to the
supplier for payment
purposes while the IRP will be
retrieved by Division ICT
Coordinator

53. Division ICT Coor
Division ICT
facilitates signing of
Coordinator transmit
Final Acceptance and
At the Division original signed IRP and
IRP to be signed by the
Office Level certificate of final to
Division Supply Officer
the Central Office
and Schools Division
Superintendent
Division Supplier
Officer records delivery
in the inventory and
prepare transfer of
accountability (ARE) to
the School ICT
Coordinator
Division Supply Officer
provides copy of the
inventory to Division
Accountant for
booking-up