Authority to Purchase Motor Vehicle

Details: 03.May

It is the policy of the government to ensure the efficient and effective use of government motor vehicles. For this purpose, motor vehicles to be acquired shall be limited to those deemed necessary and appropriate for the officials authorized to use office transport vehicles or for the performance of functions or activities requiring transport mobility. The Authority to Purchase Motor Vehicles (APMV) is issued to National Government Agencies, State Universities and Colleges, Government Owned and/or Controlled Corporations (Local Water District), and Local Government Units, consistent with the provisions of Administrative Order No. 14, s. 2018 and related guidelines.

Office or Division

OFFICE OR DIVISION:	Regional Offices (ROs) NCR, CAR, I-XIII, Administrative Service, Offices of the Assistant Secretary and Undersecretary for BPE Group, Office of the Assistant Secretary and Undersecretary for LGRO Group, and Office of the Secretary (OSEC)
CLASSIFICATION:	Highly Technical
TYPE OF TRANSACTION:	G2G - Government to Government
WHO MAY AVAIL:	Decentralized NGAs (e.g., DepEd, DOH, TESDA, CHED, DPWH), SUCs, LGUs, and LWDs

Checklist of Requirements

CHECKLIST OF REQUIREMENTS

TYPE AND NUMBER OF COPY

WHERE TO SECURE

Letter from the head of the requesting entity containing the following information:
1. Justification disclosing the number, type, quantity, specifications and comparative costing of the requested vehicles;
2. User-official, deployment by organizational unit, and/or activities/purposes for which the vehicle will be used; and
3. Proof of authorization, fund source and its availability, as follows:

For NGAs - fund sources other than the GAA such as trust receipts, special accounts in the general fund and/or other authorized appropriation source:

Certification by its Chief Accountant that funds for the acquisition are available; and
Bureau of Treasury certification of deposited collection

For LWDs and SUCs:

Board resolution approving or authorizing the purchase of the motor vehicle/s; and
Certification by its Chief Accountant that funds are included and available under the operating budget approved by the Board

For LGUs:

Certification from the local chief executive attesting that (i) a Sanggunian Resolution has been approved endorsing the purchase of motor vehicles; (ii) the request for acquisition is part of the Local Development Investment Plan and Annual Investment Plan; and (iii) funds are available for the purpose
Duly accomplished Motor Vehicle Inventory and Re-Fleeting Program Form (MVIRUP), as prescribed in Annex D of BC No. 2022-01 dated February 11, 2022, if not yet submitted during the year
Approved Annual Procurement Plan for the year showing inclusion of the procurement of the motor vehicle; and
Endorsement letter from the Department Secretary, in the case of the attached NGAs and Regional Offices, and the Local Water Utilities Authority in the case of the LWDs

Additional requirements for Replacements under Item 12.3 of BC No. 2022-01:

Duly accomplished Inventory and Inspection Report of Unserviceable Property (IIRUP) (Annex E of BC No. 2022-1);
A Statement of the recurring repair/reconditioning expenses for the two-year period prepared by the General Services Division personnel or equivalent and certified by the agency head; and/or
Certification of emission testing results by accredited providers."

1 of each original copy

Requesting government entity unless indicated otherwise

Client Steps

DBM Regional Offices (ROs)

CLIENT STEPS	AGENCY ACTION	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Submit request to RO-BTB-Central Printing and Releasing Unit (RO-CPRU)/Records Unit	1. Receive request	None	2 hours	Budget Management Analyst (BMAN), Budget and Management Specialist (BMS) I and II, Senior BMS (SRBMS), Supervising BMS (SVBMS) DBM ROs
1.1 None	1.1 Upload all documents to DMS	None		RO-CPRU/Records Control Coordinator (RCC)/ Document Management System (DMS) Focal Person DBM ROs
1.2 Receive the DMS-generated acknowledgement receipt, as applicable.	1.2 Issue the DMS- generated acknowledgement receipt and transmit the hardcopy to the Technical Divisions concerned.	None
2. None	2. Evaluate request as to compliance and completeness of documentary requirements	None	7 working days	BMAN, BMS I and II, and SRBMS DBM ROs
2.1 None	2.1 Confirm the following: Typology and classification of the MVs are consistent with the Updated Motor Vehicle Description, Classifications, and Specifications Guide Proposed unit cost is within the recommended acquisition cost provided by the DBM SPIB in their memorandum for indicative costing of motor vehicles; and Funds for the purpose shall be changed against corporate funds and shall be included in the current year Corporate Operating Budget of the requesting LWD, in the case of LWDs	None
2.2 None	2.2 Prepare the following action documents: ⮚ MFS ⮚ Recommendation Sheet/Working /Evaluation/ Processing Sheet ⮚ APMV Letter with assigned number ⮚ Agency Specification, if any ⮚ Information Letter ⮚MFP transmitted to Office of the FGH (recommending approval for MVs under the approval of the OP)	None
2.3 None	2.1 Log draft APMV number in database, i.e., Inventory of APMV	None
3. None	3. Review and recommend approval of action documents	None	3 working days	SBMS / CBMS DBM ROs
4. None	4.Recommend/ Review and approve action documents	None	3 working days	Assistant Regional Director/ Regional Director DBM ROs
4.1 None	4.1 Send approved action documents	None	3 working days	Assistant Regional Director/ Regional Director DBM ROs
5. Receipt of action documents from RO-CPRU / Records Unit Authorized agency liaison officer to sign on the receiving copy of the released documents, as applicable	5. 5.Release the action documents	None	2 hours	RO-CPRU / Records Unit / DMS Focal Person DBM ROs
5.1 None	5.1 Send Memorandum for the Secretary, Draft APMV Template and Forms I and II to BPE and LGRO Groups	None	2 hours	RO-CPRU / Records Unit / DMS Focal Person DBM ROs
6. None	6. Receive request	None	1 hour	Administrative Assistant (ADAS) I, and Administrative Officer (AO) I, III and V AS-CRD
6.1 None	6.1 Upload all documents to DMS	None
6.2 None	6.2 Issue DMS-generated AR and send hardcopy/digital copy to Office of Assistant Secretary for BPE Group	None
7. None	7. Review and endorse action documents	None		Assistant Secretary BPE Group
8. None	8. Review and recommend approval of action documents	None		Undersecretary BPE Group
9. None	9. Review and approve action documents	None	3 working days	DBM Secretary OSEC
10. None	10. Send approved action documents to AS-CRD	None	3 working days	Administrative Aide VI / EA IV OSEC
11. Receive the approved documents	12. Release the approved APMV.	None	3 hours	ADAS I, and AO I, III and V AS-CRD
TOTAL			20 working days

General Solano Street
San Miguel, Manila
Philippines

Telephone No: 8657-3300
Email: osec@dbm.gov.ph

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