This document outlines DepEd Order No. 041, s. 2021 which establishes policies and procedures for the inspection and acceptance of goods procured by the Department of Education. The order aims to set standards for inspection and acceptance activities, support streamlined procurement processes, and ensure adherence to accounting and auditing standards. It provides guidelines for pre-delivery inspection, inspection at delivery sites, post-delivery inspection, and required inspection and acceptance documents. Monitoring and compliance is the responsibility of various DepEd offices to ensure strict enforcement of the protocols.

1. INSPECTION AND
ACCEPTANCE FOR
THE PROCUREMENT
OF GOODS IN THE
DEPARTMENT OF
EDUCATION
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DepEd Order No. 041, s. 2021

2. RATIONALE
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3. RATIONALE
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4. RATIONALE
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5. SCOPE
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6. POLICY STATEMENT
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This policy aims to
 set standards in the conduct of inspection and acceptance activities
in the Department.
 support the governing principles of government procurement,
particularly the streamlining of procurement process by simplifying,
updating and consolidating inspection protocols, references and
documents
 ensure adherence to relevant accounting and auditing standards
through the proper accomplishment & submission of government
forms for reporting the transactions

7. POLICY STATEMENT
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The implementation of the herein prescribed
protocols shall assist and guide DepEd inspectors,
property custodians and/or supply officers across
all governance levels in the performance of their
assignments, duties and responsibilities in
ensuring that delivered goods are properly
inspected and received for the use of recipient
units, teachers and learners.

8. PROCEDURES

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A. Deployment of Inspectorate Team
2. SDO and School Inspectorate Team
1. CO Inspectorate Team
a. Procurement by the Central Office
b. Procurement by the RO or SDO
B. Pre-Delivery Inspection
2a. By Sampling (Random or Interval) 10%
2. Inspection Technique
1. Reference for Inspection
2b. By Item (100%)

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4. Procurement by the CO with Logistics for delivery
to the ROs/ SDOs/ Schools
3. Procurement by the CO for delivery to the ROs/
SDOs/ Schools
6. Tests
7. Packaging and Sealing of Goods
5. Procurement by the RO/SDO for delivery to
recipient SDOs/Schools
8. Post-inspection Meeting

11. Additional Guidelines for Specific Items
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a. Science and Mathematics Equipment (SME) and
Technical-Vocational-Livelihood (TVL)
b. School Furniture
c. Printed Learning Materials and Supplementary
Resources (SLRs)
d. Test Materials (Non-classified Materials, Test
booklets, Scannable Answer Sheets and School
Headers, and Certificates of Rating)

12. Additional Guidelines for Specific Items
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e. DepEd Computerization Program (DCP)
Packages and Other Electronic Equipment
...upon delivery to the project sites, sampling
methods of inspection shall NOT be
applicable; thus, the items must be
individually inspected.

13. INSPECTION &
ACCEPTANCE AT
THE DELVERY
SITE

14. 1. The Inspectorate Team of the recipient unit must
commence the inspection and acceptance process
within twenty-four (24) hours from delivery of the
goods, and shall complete the same as soon as
practicable.
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2. The inspection and acceptance process in the
different governance levels shall be in accordance
with the following procedures:

15. a. Procurement by the Central Office
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16. 16

17. a. Procurement by the CO with Logistics Services
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19. a. Procurement by the RO or SDO
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20. 20

21. POST-DELIVERY
INSPECTION
INSPECTION AND
ACCEPTANCE DOCUMENTS
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22. INSPECTION AND ACCEPTANCE
DOCUMENTS
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1. Pre-Delivery Inspection Report
2. Inspection and Acceptance Report (IAR)
3. RO/SDO/School Inspection Report
4. RO/SDO/School Acceptance Report
5. Transfer Manifest Outbound
6. Inventory Custodian Slip (ICS)
7. Property Acknowledgement Receipt (PAR)

23. INSPECTION AND ACCEPTANCE
DOCUMENTS
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8. Property Transfer Report (PTR)
9. Post-Delivery Inspection Report
10. Certificate of Final Acceptance
11. Certificate of No Claim Against the Warranty

24. MONITORING
AND
EVALUATION

25. The Office of the Assistant Secretary for
Procurement and Administration, through
the Asset Management Division and
Contract Management Division and the
Administrative Divisions/Sections in
Ros/SDOs shall continuously gather
feedback and monitor the implementation
of DepEd Order No. 041, s. 2021.
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26. The heads of all implementing units and/or
offices shall ensure that the protocols are
strictly enforced in the conduct of
inspection and acceptance of goods
procured either by the CO or the field
offices.
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27. REFERENCES
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