Purchase Order Form Barangay

FORMAL PURCHASE ORDER (PO) & PROCUREMENT CONTRACT

Document Control: PO-BRGY-202X-001
Effective Date: [Effective Date]
Jurisdiction/Scope: Republic of the Philippines | Local Government Unit (LGU) – Barangay [Barangay Name], Municipality/City of [Municipality/City], Province of [Province Name]

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1. OFFICIAL NOTICE / COMPLIANCE DISCLAIMER

COMPLIANCE NOTICE: This Purchase Order (PO) constitutes a legally binding commercial contract and public procurement instrument. It is subject to the pertinent provisions of Republic Act No. 9165 (Government Procurement Reform Act), the Local Government Code of 1991 (RA 7160), and applicable issuances by the Commission on Audit (COA). Unauthorized alteration, falsification, or splitting of requisitions to evade public bidding thresholds shall subject the responsible public officers and private entities to civil, criminal, and administrative liabilities under Philippine law.

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2. PARTIES & DEFINITIONS

This Purchase Order is entered into by and between:

• BUYER (The Procuring Entity): Barangay [Barangay Name], represented herein by its Punong Barangay, Hon. [Punong Barangay Name], with official address at [Barangay Hall Address], hereinafter referred to as the "BARANGAY".
• SUPPLIER (The Contractor/Vendor): [Supplier Business Name], a duly registered sole proprietorship/partnership/corporation, represented herein by [Authorized Representative Name], with principal place of business at [Supplier Address], hereinafter referred to as the "SUPPLIER".

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3. OPERATIVE CLAUSES & TERMS AND CONDITIONS

1. Scope of Work / Delivery of Goods

The SUPPLIER agrees to deliver, furnish, and transfer ownership of the goods, equipment, or supplies described in the Itemized Order Schedule below, strictly in accordance with the specifications, quality standards, and quantities stipulated herein.

2. Itemized Order Schedule

3. Delivery Terms & Schedule

• Delivery Date: Delivery shall be made on or before [Delivery Date] (exact time: [Time]).
• Delivery Location: Barangay Hall of [Barangay Name], or designated LGU warehouse/storage facility.
• Freight & Handling: All shipping, handling, freight, and unloading charges shall be borne entirely by the SUPPLIER. Risk of loss or damage shall remain with the SUPPLIER until formal inspection and acceptance by the BARANGAY.

4. Inspection and Acceptance

• Inspection and acceptance shall be conducted by the Barangay Inspection Committee and/or Property Custodian.
• The BARANGAY reserves the right to reject any delivery that fails to conform to the specifications outlined in Section 3 Clause 2. Rejected items shall be replaced by the SUPPLIER at its sole expense within [Number] calendar days from notice of rejection.

5. Terms of Payment

• Payment shall be processed upon complete delivery, inspection, and acceptance of the items, accompanied by the SUPPLIER’s Sales Invoice, Official Receipt, and this original Purchase Order.
• Payment is subject to standard government accounting and auditing rules, including the mandatory deduction of withholding taxes (VAT and Expanded Withholding Tax) as mandated by the Bureau of Internal Revenue (BIR).

6. Liquidated Damages for Delay

Time is of the essence. If the SUPPLIER fails to deliver any or all of the goods within the period specified, the BARANGAY shall deduct from the contract price, as liquidated damages, a sum equivalent to one-tenth (1/10) of one percent (1%) of the total contract price for every day of delay until actual delivery and acceptance. Once the cumulative amount of liquidated damages reaches ten percent (10%) of the contract amount, the BARANGAY may rescind the contract without prejudice to other courses of action.

7. Warranty

The SUPPLIER warrants that all goods supplied under this PO are brand new, unused, of the most recent models, and incorporate all recent improvements in design and materials. The warranty shall be valid for a period of [Warranty Period, e.g., One (1)] year(s) from the date of acceptance by the BARANGAY.

8. Governing Law and Venue

This Purchase Order shall be governed by and construed in accordance with the laws of the Republic of the Philippines. Any legal action or proceeding arising out of this contract shall be brought exclusively before the proper courts of [Municipality/City], [Province], to the exclusion of all other courts.

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4. EXECUTION & SIGNATURES BLOCK

IN WITNESS WHEREOF, the parties hereto have caused this Purchase Order to be executed by their duly authorized representatives.

FOR THE BUYER (BARANGAY):

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Hon. [Punong Barangay Name]
Punong Barangay, Barangay [Barangay Name]
Date: [Date Signed]

FOR THE SUPPLIER:

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[Authorized Representative Name]
[Title/Position]
[Supplier Business Name]
Date: [Date Signed]

CERTIFIED AS TO AVAILABILITY OF FUNDS:

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[Barangay Treasurer Name]
Barangay Treasurer
Date: [Date Signed]

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5. STEP-BY-STEP EXECUTION GUIDE

1. Requisition & Approval: Ensure the procurement has an approved Barangay Resolution, Purchase Request (PR), and Certificate of Availability of Funds (CAF) signed by the Barangay Treasurer prior to issuing this PO.
2. Filling Data Fields: Replace all bracketed placeholder text ([...]) with precise transactional data, ensuring the exact legal business name of the supplier matches their BIR registration and official receipts.
3. Execution (Signatures): Secure the signature of the Supplier’s authorized representative first, followed by the Barangay Treasurer (for fund certification), and finally the Punong Barangay.
4. Distribution of Copies:
   • Original 1: Barangay Records / Auditor (COA)
   • Original 2: Supplier Copy
   • Copy 3: Barangay Property Custodian / Supply Officer
   • Copy 4: Barangay Treasurer (for disbursement processing)
5. Post-Delivery Filing: Upon delivery, attach the Delivery Receipt (DR), Sales Invoice (SI), Inspection and Acceptance Report (IAR), and photos of the delivered goods to the procurement packet to ensure audit compliance.