KC-NCDDP Roll-Out  Pre-Deployment Training for ACTs
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KC-NCDDP Roll-Out Pre-Deployment Training for ACTs Community-Managed Implementation of Sub-Projects Community Procurement. SESSION OUTLINE:. Objectives and Key Messages Legal Bases Rationale of Community Procurement with emphasis on Emergency Procurement

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Session outline

KC-NCDDP Roll-Out Pre-Deployment Training for ACTsCommunity-Managed Implementation of Sub-ProjectsCommunity Procurement


Session outline

SESSION OUTLINE:

Objectives and Key Messages

Legal Bases

Rationale of Community Procurement with emphasis on Emergency Procurement

Emergency Procurement methods, threshold and prior-review

Roles of Community Volunteers, BSPMC, BAC, PT ACT/MCT, SRPMO/RPMO and other stakeholders

Procedures and forms


Objectives

OBJECTIVES:

  • At the end of the session, the participants will be able to:

  • To articulate the legal bases of Community Based Procurement;

  • To describe and explain the principles and key features of the Community Based Procurement

  • Procurement Policies, Process, Methods, Threshold and others

  • Functions of Community based Procurement in the RPMO, SRPMO, ACT and Community Volunteers


Key messages

KEY MESSAGES:

  • Procurement guidelines and procedures effectively discussed to CVs will facilitate efficient implementation.

  • Community procurement is a venue where CVs can be part of good governance.

  • Community-Based Procurement Manual is designed to deter corruption thru people empowerment


Session outline

Republic Act 9184 also known as the Government Procurement Reform Act (GPRA)

Versus

“The Community-Based Procurement”

R.A. 9184 authorized the use of Community-Based Procurement manual of the KALAHI-CIDSS (KC) including all its provisions, process and procedures; (Legal basis: Section 4 of RA 9184)

Section 4.2 of the Government Procurement Reform Act, R.A. 9184 provides that“any treaty or international or executive agreement affecting the subject matter of this Act to which the Government of the Philippines is a signatory shall be observed.”


Session outline

Legal Provision

Procurement in KC-NCDDP is governed by the conditions of the Loan Agreement to follow the World Bank/ADB/MCC Procurement guidelines.

Following this State Policy, the Loan Agreement for KALAHI CIDSS NCDDP, provides that for community projects,the procurement method should follow community participation method as provided in the World Bank/ADB/MCC Procurement Guidelines.Thus, the procurement procedures provided for in this Community Procurement Manual, as acceptable to the Bank, shall be followed.


Session outline

Per Loan Agreement between the Gov’t of the Philippines and the MCC/World Bank/ADB, it stipulates and requires the provision of a Community-Based Procurement Manual

  • For info:

  • The KALAHI CIDSS – NCDDP is the only Foreign Assisted Project (FAP) that has a community-based procurement manual.


Session outline

Community Procurement

What is Procurement?

Procurementis a process of:

  • acquiring/purchasing goods, supplies, materials, equipment and rental of equipment;

  • contracting the entire or portion of the works to contractor.


Why community procurement

Why Community Procurement?

  • Community-driven development (CDD) gives control of decisions and resources to community groups.

  • CDD treats people as assets and partners in the development process, building on their institutions and resources;


Why community procurement1

Why Community Procurement?

  • Procurement is also a way of empowering Communities through their participation and management of the procurement activities; hence, COMMUNITY PROCUREMENT…

kalahi.dswd.gov.ph


Session outline

Why is Procurement important?

  • Acquire the best QUALITYof items/works/service with the most ECONOMICAL cost or within the BUDGET;


Session outline

Community Procurement

Principles:

  • F -Fairness

  • E-Economy

  • E-Effectiveness

  • T -Transparency

  • A-Accountability


Principles of procurement

Principles of procurement

T

E

E

A

F

Fairness or

Fair-dealing

Competitive by extending equal opportunity to enable private contracting parties who are eligible and qualified to participate in public bidding.

PANTAY PANTAY WALANG PABORITISMO


Principles of procurement1

Principles of procurement

E

E

T

A

F

Effectiveness

It should be simple and applicable to the community.

SIMPLE AT EPEKTIBO


Principles of procurement2

Principles of procurement

E

E

T

A

F

Economy

The BSPMC shall use the Lowest Calculated and Responsive Bid/Quotation and the most advantageous to the BSPMC as criteria for selection of service providers.

PINAKA MURA AT NASA TAMANG KALIDAD


Principles of procurement3

Principles of procurement

E

E

T

A

F

Transparency

Transactions during procurement process and implementation must be transparent. There should be openness and clarity on procurement policy and its delivery. All transactions must be known by the public.

WALANG TINATAGO AT BUKAS PARA SA LAHAT


Principles of procurement4

Principles of procurement

E

E

T

A

F

Accountability

The BSPMC and any official, directly or indirectly involved in the procurement process as well as in the implementation of procurement contracts and the private parties that deal with BSPMC, when warranted by circumstances, investigated and held liable for their actions relative thereto.

MAY RESPONSIBILIDAD

AT PANANAGUTAN


Procurement policies

Procurement Policies:

  • Procurement for the sub-project shall be the responsibility of the community through the BSPMC.

  • Transparency should be practiced in all stages of the procurement process.

  • The BSPMC shall use the Lowest Calculated and Responsive Bid/Quotationas the criterion for selection of suppliers and contractors.

  • The Project prescribes the procurement methods and procedures to be used.


Cont n procurement policies

Cont’n…Procurement Policies

  • Violations of the prescribed procurement policies, methods and procedures shall hold the participating communities liable for sanctions.

  • The Community-Based Procurement Manual shall be the basis of the government auditors, the World Bank, and other bodies exercising oversight functions in determining the legality, propriety and regularity of the community’s procurement activities. The World Bank/MCC Guidelines and the Loan Agreement take precedence over Local Guidelines, in case of conflict.


Session outline

TYPES OF PROCUREMENT

What do we procure in KALAHI CIDSS-NCDDP?

GOODS and SERVICES -These include supplies, materials and purchase of equipment, trucking and hauling.

Examples:constructionmaterials, seedlings/seeds (for prevention of erosion), hand tools and including office supplies for use by the BSPMC in its operations.

It also refers to non-personal or contractual services such as fabrication, lease, repair and maintenance of equipment, trucking, hauling, security, rental of venues and facilities, hiring of short term resource persons or facilitators, catering services for workshops and trainings, attendance to external trainings and seminars and other short term services not considered as consulting services.


Session outline

TYPES OF PROCUREMENT

What do we procure in KALAHI CIDSS - NCDDP?

WORKS and INFRASTRUCTURE PROJECTS– refers to civil/infrastructure and all types of physical works such as construction, improvement, upgrading, roads and bridges, irrigation, flood control and drainage, water supply, electrification facilities, buildings, fabrication of equipment and structural parts, Natural Resources Management (NRM) activities, solid waste management system and physical works that require labor.


Session outline

TYPES OF PROCUREMENT

What do we procure in KALAHI CIDSS-NCDDP?

CONSULTING SERVICES for TRAININGS on Livelihood and Employment

-refer to services provided by external technical service providers or professional expertise that are beyond the capacity of the BSPMC or Local Government Unit (LGU) staff to undertake such as but not limited to feasibility studies; design; construction supervision; services for capability building types of community projects; and, special studies.


Modes of procurement community participation in procurement

Modes of Procurement/Community Participation in Procurement

  • By Contract:

    Involves hiring one or more contractors or suppliers to provide the needed materials, equipment and labor to complete the workdepending on the availability and capacity of the community to manage and supervise these works. May be done through community bidding, shopping or direct contracting.

    • By Administration or Community Force Account:

      Community itself executing the worksince it has the materials, equipment, labor and capacity to perform the work. Has a sufficient labor (skilled and unskilled) to undertake all or portions of the work, this can be done through pakyaw contracts.


Procurement methods

Procurement Methods:

  • For Goods and Services:

    • Community Shopping

    • Community Bidding

    • Community Direct Contracting

  • For Works or Infrastructure projects:

    • Community Shopping

    • Community Bidding

    • Community Direct Contracting

    • Community Force Account


Procurement methods1

Procurement Methods:

  • Community Shopping

    • is a procurement method based on comparing quotations from at least 3 suppliers/contractors to assure competitive prices.

  • Community Bidding

    • open to participation by any interested party and which consist of the following processes: advertisement, pre-bid conference, receipt & opening of bids, evaluation of bids, post-qualification and award of contract.


Session outline

BARANGAY/COMMUNITY SUB-PROJECT ORGANIZATION STRUCTURE

Barangay/Community Assembly

Barangay Development Council

Barangay Subproject Management Committee (BSPMC)

Project Preparation

Team (PPT)

Audit & Inventory

Team (AIT)

Operation & Maintenance

Committee (O & M)

Brgy. Treasurer

Secretary

Bookkeeper

Project

Implementation

Team (PIT)

Monitoring &

Inspection Team

(MIT)

Bids and Awards Committee (BAC)

Procurement Team (PT)

Technical Working Group (TWG)

Observers


Organization functions of the procurement team

ORGANIZATION & FUNCTIONS OF THE PROCUREMENT TEAM

C/Barangay Sub-Project Management Committee (BSPMC)

  • Provides overall management of the community based sub-projects and oversees sub-project implementation, monitoring, completion.

  • Serves as the community procuring entity (CPE), has the authority to make decisions related to procurement and ensures the quality of the goods and services based on the technical specifications.

  • They also verify that the award is made using the criterion of Lowest Calculated and Responsive Bid/Quotation and makes sure that transparency and fair competition is observed among qualified contractors and suppliers.


Organization functions of the procurement team1

ORGANIZATION & FUNCTIONS OF THE PROCUREMENT TEAM

C/Barangay Sub-Project Management Committee (BSPMC) Chairperson

  • Acts for and in behalf of the barangay as Procuring Entity;

  • Establishes the BAC and the Procurement Team and ensures that members give priority to their assignments until the requirements are completed;

  • Ensures that the procurement procedures and requirements are in accordance with the Community Based Procurement Manual (CBPM);

  • Acts on the recommendations of the BAC and approves or disapproves the award of contracts and purchase orders;


Organization functions of the procurement team2

ORGANIZATION & FUNCTIONS OF THE PROCUREMENT TEAM

C/Barangay Sub-Project Management Committee (BSPMC) Chairperson

  • Reviews and signs Resolution to Award (RTA)

  • Issues Notice of Award (NOA) and Notice to Proceed (NTP)

  • For contracts requiring prior review, requests for clearance from the ACT to sign contracts and coordinates any assistance from the TWG relevant to the procurement on hand;

  • Imposes the necessary administrative sanctions on errant members of the PT and BAC and bidders in accordance with appropriate rules and regulations.


Organization functions of the procurement team3

ORGANIZATION & FUNCTIONS OF THE PROCUREMENT TEAM

The Procurement Team

  • Responsible for preparing the procurement requirements for the sub-project and for providing support to the Bids and Awards Committee (BAC) in ensuring that the appropriate procurement procedures are applied in accordance with this manual.

  • In charge of activities required to facilitate acquisition of all supplies, materials, equipment, labor from suppliers and contractors for the sub-projects.

  • Shall be composed of at least three members who are elected by the Barangay Assembly (BA) during the social preparation stage of the project cycle.


Organization functions of the procurement team4

ORGANIZATION & FUNCTIONS OF THE PROCUREMENT TEAM

The Procurement Team

  • Minimum Qualifications:

    • PT member should have completed a minimum of elementary or grade school studies.

    • Should be able to read, write, perform the procurement functions and are committed to performing the assigned tasks.

    • Must be a person known for his/her integrity within the community.


Specific functions of the procurement team

Specific Functions of the PROCUREMENT TEAM

  • Prepares procurement documents

  • Act as Canvassers /issue Request for Quotation (RFQ)

  • Prepare and finalize Community Procurement Plan (CPP) & Community Employment Record Sheet (CERS) with the assistance of the AC

  • Assists in the presentation of CPP and CERS during Barangay Assembly

  • Receives and records bids/quotations

  • Act as Secretariat to the Bids and Awards Committee

  • Assists in updating the status of Actual Community Procurement Plan (ACPP)


Session outline

The Bids and Awards Committee (BAC)

  • The BAC shall be responsible for ensuring that the BSPMC abides by the standards set forth in the Community Based Procurement Manual.

  • The BSPMC Chairperson is the representative of the owner community. In effect, it represents the head of the procuring entity and approves contract with the Chairman being authorized to sign it.


Session outline

The Bids and Awards Committee (BAC)

Composition of the BAC:

  • Barangay Treasurer

  • Committee Head of Project Preparation Team (PPT)

  • One member to be elected by BSPMC Executive Committee

    Note: The BSPMC Executive Committee is composed of the BSPMC chairperson and heads of teams under the BSPMC


Composition of the bac

Composition of the BAC

  • The following officials are disqualified to sit as member of the BAC:

    • Elected barangay officials who are members of the Barangay Development Council as the Local Government Code (RA 7160) specifies that their principal function involve the monitoring and evaluation of local programs and projects; and;

    • The C/BSPMC Chairperson, as approving authority for all transactions.

    • The Barangay Treasurer is disqualified to act as BAC Chairperson since he/she will certify to the fairness and soundness of the transactions.


The bids and awards committee

The Bids and Awards Committee

  • Advertises and /or posts the invitation to bid

  • Conducts pre-procurement and pre-bid conferences

  • Determines eligibility of prospective bidders

  • Receives bids

  • Conducts the evaluation of bids with assistance of the TWG

  • Recommends the award of contract to BSPMC Chairperson. When BSPMC Chairperson disapproves the recommendation, such disapproval shall be based on valid, reasonable and justifiable grounds to be expressed in writing, copy furnished the BAC.


Session outline

The Bids and Awards Committee

  • Performs such other related functions as may be necessary, including the creation of Technical Working Group from a pool of technical, financial and/or legal experts to assist in the procurement process


Other stakeholders in community procurement

Other Stakeholders in Community Procurement

  • C/BSPMC Bookkeeper:

    • Responsible for keeping records of procurement and financial management transactions and documents for the sub-project from planning to implementation stage

  • Monitoring and Inspection Team (MIT):

    • Responsible for signing the purchase order (PO)

    • Receiving and storing of goods procured for the project,

    • Preparing stock cards or records and;

    • Turning over these items to the Project Implementation Team (PIT).


Other stakeholders in community procurement1

Other Stakeholders in Community Procurement

  • Barangay Treasurer:

    • Responsible for certifying the availability of funds and preparation of disbursement vouchers and checks.


Session outline

Other Stakeholders in

Community Procurement

  • The LGU COA Auditor, Barangay Captain, AC/MC, Technical Facilitator/LGU Engineer and the Barangay Audit and Inventory Committee Head shall be invited to sit as non-voting members. Other interested parties are also encouraged to observe the BAC proceedings.

  • A Technical Working Group (TWG) shall be formed. The TWG shall assist the BAC in bid evaluation.


Composition of the twg

Composition of the TWG

  • Area/Municipal Coordinator or Technical Facilitator

  • Municipal Engineer/Municipal Agricultural Officer/CENRO/MENRO (depends on the type of contract)

  • Supervising Sub-Project Engineer / Lead person / Foreman (if municipal engineer is not available)

  • Municipal Financial Analyst

  • Volunteer professionals in the community (if any)


Roles of act mct members

Roles of ACT/MCT members:

Area / Municipal Coordinator

  • Checks and ensures all documentations to be in order

  • Acts as TWG member

  • Signatory

  • Issues Clearance to Community Direct Contracting for Goods

  • Provides actions regarding red flags of abnormalities

    Technical Facilitator/ LGU Engineer

  • Assists and reviews the Community Procurement Plan including the Community Employment Record w/ PTs

  • Conducts Procurement Training

  • Attends pre-bid conference and bid opening

  • Checks and ensures all documentations to be in order

  • Acts as TWG member

  • Provides actions regarding red flags of abnormalities


Roles of act mct members1

Roles of ACT/MCT members:

  • Municipal Financial Analyst:

    • Provide Technical inputs in all procurement transaction

    • Check and ensure all documentations to be in order

    • Act as TWG member

    • Maintain copies of all procurement documents at ACT/MCT


Roles of act mct members2

Roles of ACT/MCT members:

Community Empowerment Facilitator

  • The COMMUNITY EMPOWERMENT FACILITATOR is task to conduct 100% procurement review of all procurement of each BSPMC.

  • Monitor red flags of abnormalities in the Procurement Process,

  • Provide guidance to the C/BSPMC in the preparation of minutes of meetings to ensure that the contents are in order and filed accordingly,


Roles of act mct members3

Roles of ACT/MCT members:

Community Empowerment Facilitator

  • Conduct contract review to ensure the completeness of documents

  • May also assist the PTs during the first issuance of canvass or ITQs/ITBs and;

  • Help the communities to organize pakyaw groups


Roles of rpmo srpmo

Roles of RPMO/SRPMO:

  • Regional Community Infrastructure Specialist (RCIS)

    • Responsible for assisting the Community Procurement Officer (CPO) in providing technical assistance to the ACTs/MCTs through on-the job-training and coaching

    • Attend the pre-bid conferences and bid openings as observer and;

    • Consolidate all action taken regarding findings of red flags and abnormalities on procurement.


Roles of rpmo srpmo1

Roles of RPMO/SRPMO:

  • Regional Project Manager (RPM)

    • Responsible for providing action regarding red flags and abnormalities not resolved by the ACT,

    • Issue clearance for direct contracting and appropriate actions for requests of No Objection Letters for Variation/Change Orders and;

    • Procurement actions in accordance with the specified prior review thresholds found in Chapter 4.3.


Roles of rpmo srpmo2

Roles of RPMO/SRPMO:

  • Regional Procurement Officer (RPO)

    • Responsible in overseeing the overall procurement at the RPMO and ACTs in accordance with the NCDDP procurement guidelines.

    • The RPO provides technical assistance to the CPOs in:

      • Training ACTs, LGUs, community volunteers on community based procurement processes;

      • Providing Technical Assistance (TA) to Sub-Regional Project Management Teams (SRPMT), ACTs and LGUs in setting-up systems and processes for community-based procurement management and fiduciary control;


Roles of rpmo srpmo3

Roles of RPMO/SRPMO:

  • Regional Procurement Officer (RPO)

    • Directly exercising Quality Assurance (QA) and Quality Control (QC) responsibilities over community procurement actions and activities; and

    • Coordinating procurement actions required from the National Project Management Office (NPMO) and providing consolidated procurement reports.


Roles of rpmo srpmo4

Roles of RPMO/SRPMO:

  • Community Procurement Officer (CPO)

    • Acts as the focal person for procurement, technical assistance and monitoring at the Sub-regional Project Management Office SRPMO),

    • Responsible for ensuring that the implementation of community procurement systems in the region is compliant with the CBPM.


Roles of rpmo srpmo5

Roles of RPMO/SRPMO:

  • Community Infrastructure Officer (CIO)

    • Acts as focal person for infrastructure at the SRPMO

    • Responsible for reviewing first time works submitted by the municipalities and those requiring procurement action from the ACTs

    • Develop standards, mechanisms and tools to improve the project implementing capability of project field engineers and communities.


Reflection

Reflection:


Session outline

Flow of Emergency Community Procurement

Decision to use the Accelerated CEAC

Social Preparation Stage :

Identification

Mapping

Prioritization of immediate needs for disaster response

Declaration of State of Calamity

  • Subproject Implementation:

  • Procurement

  • Contract Management

Preparation of POW,

ECPP and PAP for the identified Disaster-related sub-project

RFR


Session outline

Emergency Procurement

What is Emergency Procurement?

  • refers to the selection of an appropriate method of procurement to procure urgently needed goods,services and infrastructure facilities to assist disaster affected communities brought about by natural or man-made calamities .

  • Community is eligible to utilize KC-NCDDP funds for recovery and rehabilitation upon a declaration of a State of Calamity. 


Key feature of emergency procurement

Key feature of Emergency Procurement

  • No Threshold, RPMO prior-review for contract 2M and above

  • Accelerated/waived timelines (Planning, Serving of Quotation to Issuance of P.O./ Contract)

  • Closely facilitated ACT /MCT

    • Procurement Team (PT) and BAC may be composed of CVs and ACT/MCT

  • Bid /performance Security is waived but 10% retention is imposed to work contract costing P1M and above


Procurement threshold emergency procurement

Procurement Threshold: Emergency Procurement


Procurement threshold emergency procurement1

Procurement Threshold: Emergency Procurement


Procurement threshold emergency procurement2

Procurement Threshold: Emergency Procurement


Emergency procurement

EmergencyPROCUREMENT


Session outline

Planning for

Emergency Procurement

  • The use of simplified procedures for disaster response is triggered by the declaration of a National State of Calamity by the President or the declaration of a Municipal State of Calamity by the Sanggunian.

  • The decision to use the simplified procedures is made jointly by the NPMO and relevant RPMOs based on the magnitude of the disaster assessed by the National Disaster Risk Reduction Management Council (NDRRMC); a post disaster needs assessment (PDNA); and other and other available resources for recovery programs.


Session outline

Procurement Package

– is a group of similar goods that can be purchased from one supplier or work items that can be performed or implemented by a single contractor.

  • Example:Hardware materials such as cement, reinforcing steel bars, tie wires, common wire nails and other hardware materials must be grouped as one package. Aggregates such as sand, gravel and boulders must be a separate package.

  • In areas where all the required materials can be taken from many suppliers or if all suppliers in the locality can supply all the materials needed thus, package it as one.


Methods of emergency procurement

MethodsofEMERGENCY PROCUREMENT


Method of procurement community shopping

Method of Procurement:Community Shopping

  • Goods are available locally and there are several suppliers.

  • Community solicits at least three separate price canvass from suppliers.

  • Among the factors to be considered in choosing the potential suppliers are quality, availability, reliability and hauling costs.


Method of procurement direct contracting for goods services due to emergencies

Method of Procurement:Direct Contracting for Goods/Services due to Emergencies

  • When time is of the essence to avert an imminent danger to life or property or to restore damaged community projects arising from natural or man-made calamity or emergency as declared by appropriate authorities.

  • For works, the community has the option to undertake the project through direct contracting or by administration


Method of procurement direct contracting for goods services due to emergencies1

Method of Procurement:Direct Contracting for Goods/Services due to Emergencies

  • Repeat Order for the procurement of goodsoriginally purchased through community bidding, shopping and direct contracting shall be allowed up to 100% of the original contract as long as the same or lower unit prices and quantities in the original contract is applied.

  • Small value procurements may also be utilized as long as the DAC is assured that this will not result in the splitting of contracts, the price is reasonable and that no advantage can be obtained by further competition.


Method of procurement direct contracting for goods services due to emergencies2

Method of Procurement:Direct Contracting for Goods/Services due to Emergencies

  • Pakyawcontracts:

    • May be used for repair/reconstruction works when contractors are unlikely to bid at reasonable prices because of the location and risks associated with the project;

    • The C/BSPMC with the assistance of the ACT has sufficient technical, financial and supervisory capacity.

    • Where the community workforce is available to encourage employment generation under the cash for work program.


Procurement procedures using emergency procurement

PROCUREMENT ProceduresusingEMERGENCY PROCUREMENT


Procedures of emergency procurement

Procedures of Emergency Procurement

The procedures for Emergency procurements shall follow those of regular community based procurements discussed in this manual with the following exemptions;

  • All prescribed time frames for conduct of procurement activities shall be suspended or shortened due to the emergency nature of the procurement at hand as determined by the Technical Facilitator or the Municipal Engineer;


Procedures of emergency procurement1

Procedures of Emergency Procurement

  • Where the supplier/contractor has lost or cannot produce the required registration/qualification documents due to damage brought about by the disaster, the office of the mayor of the municipality where the supplier/contractor is conducting his/her principal place of business shall issue a certification that they are known to be legitimate supplier/contractor of good standing and that the required documents were destroyed during the disaster;


Procedures of emergency procurement2

Procedures of Emergency Procurement

  • The requirement for posting of performance security for goods shall be waived as long as the community volunteers have certified to the receipt of the goods and the manufacturers warranties are submitted as part of the payment requirements, where such is applicable.

    However, for works contracts one million pesos and above (P1,000,000) the retention money of ten percent (10%) shall be strictly applied in the release of payment to guarantee performance and to cover the costs of defects that may arise during the defects liability period;


Procedures of emergency procurement3

Procedures of Emergency Procurement

  • The RPMO shall accelerate the approval period for contracts requiring prior review to the shortest possible time (not to exceed three (3) days upon receipt of the NOL requests) to respond to the emergency nature of the procurement ;

  • Contract implementation procedures discussed in Sections Six and Seven shall be followed.


Method of procurement community shopping1

Method of ProcurementCommunity Shopping


Mode of procurement community shopping

Mode of Procurement:Community Shopping

  • is a method of procurement where the community simply requests for the submission of price quotations from a minimum of three suppliers for readily available off-the-shelf goods or standard specification commodities of small value or a minimum of three contractors for simple works of small value with known qualifications.


Session outline

Flow of Community Procurement

community shopping

Prepare

Procurement

Packages

  • Delivery Receipts

  • Inspection Report

  • Pictorials

Payment of

Goods

CPP

POW

Delivery of

Goods

  • Voucher

  • Checks

  • Official Receipt

Minutes

Of Meeting

(date, mode)

Conduct

Pre-

Procurement

Conference

Filled-up Canvass

Signed P.O.

Serving of

Purchase Order

  • Minutes of Meeting

  • Abstract of Canvass

Sealed

Canvass

Serving

of

Canvass

Evaluation

of

Price offered

Canvass

opening

TWG Report

Minutes of Meeting


Session outline

Pre-Procurement Conference

  • It is also the venue where the community will set the different schedules for the procurement activities.

  • All the different forms that will be used during the conduct of the procurement activities are prepared during this conference.


Session outline

Pre-Procurement Conference

a. DISCUSSION (PT,BAC,PIT)Discuss the items of materials for procurement using the Planned Community Procurement Planb. PREPARATION (BSPMC, BAC,PT)The BSPMCwill discuss the preparation and filling up of the following forms:•Canvass forms (least three) •Acknowledgement receipt •Abstract of Canvass •Purchase Orderc. REVIEW AND SIGNING (BSPMC, BAC, PT)The entries in the canvass form will be reviewed before the signing.


Session outline

Pre-Procurement Conference (cont)

Tips:

If the BSPMC has to procure goods with different packages, it is best to hold just one pre-procurement conference to save time.


Session outline

Serving of Canvass

PT: Delivers Canvass Forms to at least three suppliersa. Either wait for the supplier to accomplish the form and seal it in an envelope, orb. Asks the suppliers to submit their quotation in a sealed envelope to the BSPMC at the barangay hall within 3 days. The PT should ask the supplier to acknowledge receipt of the canvass form by signing the acknowledgement receipt.The following should be written outside the sealed envelope:

NAME OF SUPPLIER

ADDRESS

Quotation for:________________

KALAHICIDSS-NCDDP BARANGAY SUBPROJECT MANAGEMENT COMMITTEE

Address of Barangay


Session outline

Receiving of Sealed Canvass

PT: Receives sealed envelope at the barangay hall. If submitted in the Brgy hall before the deadline stipulated in the canvass forms. PT member records receipt in the logbook with the following information:Name of Goods for procurementName of SupplierDate ReceivedName & Signature of team member who received the sealed envelopePT: The sealed envelope and the logbook will be kept inside the filing cabinet at BSPMC


Session outline

Preparation for the Opening of canvass

  • The venue for the opening of canvass/quotations should be prepared the day before the opening, all invitations should be made prior to the activity.

  • On the day of the opening, the procurement team will bring the bid box to the venue.

  • The opening of canvass/quotations should start on time according to the time and date stated in the invitation to quote.


Session outline

Deadline of Submission and Opening of canvass

BAC to declare quorum before the opening of canvass.

BAC: Open the padlock of the box and open one by one the sealed envelopes

During the opening, the BAC opens each individual envelop, one envelop at a time. For every envelop, the BAC reads aloud the following:a) The Name of the Bidder b) The address of the Bidder c) The items that were quoted, the quantity, unit and their corresponding unit price and total quotation d) The Total Amount of the package e) All attachments to the quotation

The BAC Members to initial the canvass forms


Session outline

Opening of canvass

  • If during the deadline of submission of quotation/s three envelopes were received but only one or two are responsive/complying (quoted all items), award the contract to the supplier offering the lowest calculated and responsive quotation.

  • If the lowest supplier refuse to accept the quotation, consider the second lowest.


Session outline

Deadline of Submission and Opening of canvass

(cont)

If supplier/s submitted canvass after the deadline of submission, the same will be automatically rejected.

Q: What is a quorum?

A: The BAC is composed of a Head and 2 members. Two (2) out of the 3 persons constitutes a quorum.

Q: What if the BAC Head/Chairperson is not present during the opening of quotation?

A: It is not a requirement for the head/chairperson of the BAC to be present. The requirement is 2 out of 3 persons.


Session outline

Evaluation of Quotations

1. BAC & TWG: Evaluate canvasses and choose the supplier who offers the lowest calculated and responsive canvass based on the condition set forth on the canvass.-Evaluation-Evaluate if canvass is responsive, i.e.,:-Specifications-Delivery or pick up price-By package or by itemIf canvass is not responsive declare the supplier disqualified. Do not include disqualified canvass in the ranking.3. PT: Prepares minutes of the evaluation of canvass.4. BSPMC Bookkeeper: Keeping of all documents


Session outline

Determination of the Lowest Calculated and Responsive Canvass

PT: Prepare Abstract of Canvass

BAC: Encircle the name and amount of the winning supplier in the Abstract of Canvass and affix signature.

BSPMC Chairperson: Reviews and approves the Abstract of Canvass


Session outline

Preparation and serving of Purchase Order (PO)

  • PT: Prepares three (3) copies of Purchase Order (copy the specifications stated in the canvass form)

  • MIT: Agree on date of delivery.

  • Brgy. Treasurer: Certifies on Fund Availability

  • BSPMC Chair: Approves Purchase Order

  • PT: Delivers Purchase Order to supplier

  • Supplier: Signs conforme and returns two copies to the Procurement Team

  • PT: Furnishes one copy of PO to Brgy Bookkeeper

  • PT: Furnishes one copy of PO to MIT


Session outline

Delivery of Goods

1. MIT: Inspects the goods against the delivery receipt and the purchase order.2. MIT: Signs the Purchase Order if accepted & stamps “Inspected” on the delivery receipt, otherwise prepares report to the BSPMCChairperson (incomplete delivery or does not comply with specifications).


Session outline

Delivery of Goods

3. MIT: If accepted, turn over the goods to the Storekeeper (Bodegero).4. Storekeeper (Bodegero): Receives the goods by signing the Purchase Order; stores the goods and prepares stock cards5. Storekeeper (Bodegero): Forwards PO and delivery receipt to Barangay Treasurer


Payment of goods

Payment of Goods:

  • 1. Process Payment on delivered items.

  • Reviews the documents.

    • Barangay Treasurer: Processing @ Barangay DV & cheque signing

    • Cheque signing @ ACT

      • MFA: Initial duplicate copy of cheque to Indicate documents in order

      • AC: Signing of cheque

  • 2. Supplier: Signs the Logbook and Issues Official Receipt.


Method of procurement small value procurement svp

Method of ProcurementSmall Value Procurement (SVP)


Session outline

Method of Procurement:Small Value Procurement (SVP)

  • A method for the procurement of goods, services, and works where direct purchase is used for items of very small quantities and value since it is more practical and economical to do so.

  • The threshold should not exceed Php50,000.00 per package.


Session outline

Method of Procurement:Small Value Procurement (SVP)

  • The decision to resort to SVP shall be reflected in the Community Procurement Plan (CPP);

  • Splitting of contracts to evade or circumvent the requirements of the Community Based Procurement Manual using this method is not allowed.

  • The Area Management Team should provide the necessary assistance to the BSPMC particularly the BAC and PT to enable them manage the SVP.


Session outline

Three (3) Types of

Small Value Procurement (SVP)

  • Off-the-Shelf Goods Procurement

  • Applies to the purchase of readily available goods from local market outlets/stores.

Example: purchase of food, perishable or non-perishable items, agricultural products, office supplies, or emergency purchases, hand tools or other items necessary for the implementation of the sub-project.


Session outline

Three (3) Types of

Small Value Procurement (SVP)

B. Short Term Services

  • Refers to the purchase of non-consultancy service requirements available in the local community and requiring a very limited period of time.

    Example: hiring of caterer for workshops, trainings or meetings venues, transportation or trucking services, repair of vehicles and other project related equipment, resource persons for training or advisory requirements, rental of hand tools and equipment, or other services necessary for the implementation of the SP.


Session outline

Reminder:

The PT must determine whether it is economical to rent or to purchase hand tools. The purchase of such items should be done either through community bidding, shopping or direct contracting as goods or equipment, as applicable, provided that:

  • this is included in the CPP;

  • the procedures for operation and maintenance of such tools and equipment are clearly established including turn-over and custody after project completion; and

  • a cost comparison is submitted as part of the readiness filter.


Session outline

Three (3) Types of

Small Value Procurement (SVP)

C. Small Works

  • Refers to the purchase of construction related service requirements available in the local community and requiring a very limited period of time and skilled labor.

    Example: painting, repair or renovation of roofs, walls, plumbing or electrical works, fabrication of small structures or other services necessary for the implementation of the SP which would be more economical to procure as small works rather than pakyaw contract.


Procedures of small value procurement

Procedures of Small Value Procurement

  • The BSPMC shall review the CPP and specifications; prepare the package/list of items to be procured;

  • The PT directly proceed to the most accessible stores/service provider where goods/supplies/services are available. The cost of the items shall be within the package cost in the CPP;

  • The quantity and specification to be purchased should conform to the program of works or proposal and CPP;


Procedures of small value procurement1

Procedures of Small Value Procurement

  • Official receipts shall be obtained. However, in cases where “off-the-shelf” goods are purchased from unregistered local suppliers, acknowledgement receipts or any proof of purchase documents should be obtained. This is in consideration that procuring from the local suppliers, though unregistered, is the most efficient way or favorable to the community in order to expedite the subproject activities.


Session outline

Matrix of Procedures

for Community Shopping for Goods with Functions of Various Procurement Personnel


Session outline

Matrix of Procedures

for Community Shopping for Goods with Functions of Various Procurement Personnel


Session outline

Matrix of Procedures

for Community Shopping for Goods with Functions of Various Procurement Personnel


Session outline

Matrix of Procedures

for Community Shopping for Goods with Functions of Various Procurement Personnel


Session outline

Matrix of Procedures

for Community Shopping for Goods with Functions of Various Procurement Personnel


Session outline

Matrix of Procedures

for Community Shopping for Goods with Functions of Various Procurement Personnel


Session outline

Matrix of Procedures

for Community Shopping for Works with Functions of Various Procurement Personnel


Session outline

Matrix of Procedures

for Community Shopping for Works with Functions of Various Procurement Personnel


Session outline

Matrix of Procedures

for Community Shopping for Works with Functions of Various Procurement Personnel


Session outline

Matrix of Procedures

for Community Shopping for Works with Functions of Various Procurement Personnel


Session outline

Matrix of Procedures

for Community Shopping for Works with Functions of Various Procurement Personnel


Session outline

Matrix of Procedures

for Community Shopping for Works with Functions of Various Procurement Personnel


Session outline

Matrix of Procedures

for Community Shopping for Works with Functions of Various Procurement Personnel


Session outline

Matrix of Procedures

for Community Shopping for Works with Functions of Various Procurement Personnel


Session outline

Matrix of Procedures for Community Direct Contracting for Goods with Functions of Various Procurement Personnel


Session outline

Matrix of Procedures for Community Direct Contracting for Goods with Functions of Various Procurement Personnel


Session outline

Matrix of Procedures for Community Direct Contracting for Goods with Functions of Various Procurement Personnel


Session outline

Matrix of Procedures for Community Direct Contracting for Goods with Functions of Various Procurement Personnel


Session outline

Matrix of Procedures for Community Direct Contracting for Goods with Functions of Various Procurement Personnel


Session outline

Matrix of Procedures for Community Direct Contracting for Goods with Functions of Various Procurement Personnel


Minutes writing

MINUTES Writing


Session outline

Minutes Writing

  • “Minutes of the Meeting” is a document that details what transpired in a particular activity.

  • Specific arguments and agreements must be captured and written on the minutes in order to understand the level of decision made by the group.


Session outline

SUGGESTED CONTENT OF A MINUTES OF MEETING

Heading: Location (name of Province, Municipality/City and Barangay)

Title of Meeting: e.g. Minutes of Opening of Bids, etc..

Venue/Location:

Date:

Time

Participants: (can be written in separate sheet)

Proceedings: (started with prayer, opening remarks, etc..)


Session outline

SUGGESTED CONTENT OF A MINUTES OF MEETING (cont.)

  • Observation/s, Agreements/Disagreements/Queries, etc..

  • Closing activities, next steps/activities

  • Adjournment (indicate the time ended)

  • Prepared by Procurement Team, Brgy Secretary, approved by the BSPMC Chairperson

    Note: The minutes is better appreciated if it is handwritten.


Procurement red flags

PROCUREMENTREDFLAGS

…are Procurement indicators of “risks” that if not mitigated or managed will influence lapses, irregularities… that eventually may result to “misprocurement’”.


Session outline

samples of red flags

A. Preparation of detailed sub-project:

  • Over/under estimate compared to local prices

  • Quantity over estimated/under estimated

  • Existing usable materials/items still included in the list of materials to be procured

  • Costing for Community Force Account is based on previous contracts awarded to contractors

    B. Packing/Canvassing:

  • The contract cost is above the procurement mode threshold

  • Canvass form not properly filled-up/signed

  • The same supplier/contractors are invited even there are more qualified bidders in the area

  • Materials were not purchased based on the priority list

  • Some items are not appropriate for the package

  • Brand is specified on the technical specification


Session outline

Samples of Red Flags

C. Submission of Quotation/Bid, Evaluation and Awarding of Contracts:

  • Quotations/Bids are not sealed prior to opening date

  • Same supplier/contractor is getting majority of the contracts even it has poor performance

  • The winning supplier/contractor is not the lowest bid offered

  • The date in the Quotation/Bid is beyond the deadline of date submission

  • There are erasures on the quotations/bids

  • Signatures are doubtful/falsified

  • Price quotations/bids are too close to each other

  • Hardware of supplier or office of the Contractor does not exist

  • Award was made even if there are only two quotations were received

  • Award was made to supplier/contractor that does not have the capability to deliver/perform the contract

  • Procurement process moving too slow as compared to prescribed time


Session outline

Samples of Red Flags

D. Delivery of Goods/Works:

  • Non-delivery or incomplete delivery of goods

  • Sub-standard deliveries or inferior quality of works

  • Materials are not used for the sub-project

    E. Payment

  • Payment to workers are not on agreed rates

  • Payment made is not equivalent to delivered goods or works accomplished

  • Payment is delayed


Procurement monitoring

PROCUREMENT Monitoring


Procurement action planning

PROCUREMENT ACTION PLANNING


Session outline

Procurement Action Planning


Notes to ponder

Notes to Ponder:


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