Transcript Community Procurement
KC-NCDDP Roll-Out Pre-Deployment Training for ACTs
Community-Managed Implementation of Sub-Projects Community Procurement
SESSION OUTLINE:
1. Objectives and Key Messages 2. Legal Bases 3. Rationale of Community Procurement with emphasis on Emergency Procurement 4. Emergency Procurement methods, threshold and prior review 5. Roles of Community Volunteers, BSPMC, BAC, PT ACT/MCT, SRPMO/RPMO and other stakeholders 6. Procedures and forms
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:
•
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
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.”
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,
shall be followed.
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,
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
kalahi.dswd.gov.ph
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For info: The KALAHI CIDSS – NCDDP is the only Foreign Assisted Project (FAP) that has a community-based procurement manual.
kalahi.dswd.gov.ph
Community Procurement
What is Procurement?
Procurement
is 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?
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;
Procurement is also a way of empowering Communities through their participation and management of the procurement activities; hence,
COMMUNITY PROCUREMENT
… kalahi.dswd.gov.ph
kalahi.dswd.gov.ph
Why is Procurement important?
Acquire the best of items/works/service with the most the ; cost or within
Community Procurement Principles:
F E E T A -
Fairness Economy Effectiveness Transparency Accountability
Principles of procurement
F
E E
F
airness or
F
air-dealing
T
A
Competitive by extending equal opportunity to enable private contracting parties who are eligible and qualified to participate in public bidding.
Principles of procurement
F
E
E
E
ffectiveness
T A
It should be simple and applicable to the community.
Principles of procurement
F E
E conomy
E
T A
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.
Principles of procurement
F E E
T
ransparency
T
A
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.
Principles of procurement
F E E
A
ccountability
T
A
T
he 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.
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/Quotation as the criterion for selection of suppliers and contractors.
The Project prescribes the procurement methods and procedures to be used.
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.
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:
construction materials, 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.
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.
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
By Contract:
Involves hiring one or more contractors or suppliers to
provide the needed materials, equipment and labor to complete the work
depending 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 work
since 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:
•
For Goods and Services:
a. Community Shopping b. Community Bidding c. Community Direct Contracting
•
For Works or Infrastructure projects:
a. Community Shopping b. Community Bidding c. Community Direct Contracting d. Community Force Account
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.
Operation & Maintenance Committee (O & M) BARANGAY/COMMUNITY SUB-PROJECT ORGANIZATION STRUCTURE Barangay/Community Assembly Barangay Development Council Project Preparation Team (PPT) Barangay Subproject Management Committee (BSPMC) Secretary Audit & Inventory Team (AIT) Brgy. Treasurer Bookkeeper Bids and Awards Committee (BAC) Procurement Team (PT) Project Implementation Team (PIT) Monitoring & Inspection Team (MIT) Technical Working Group (TWG) Observers
ORGANIZATION & FUNCTIONS OF THE PROCUREMENT TEAM
C/Barangay Sub-Project (BSPMC) Management Committee
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 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 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 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 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
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)
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 sign it.
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
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
The following officials are as member of the BAC: disqualified to sit a. 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; b. The C/BSPMC Chairperson , authority for all transactions.
as approving c. 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
1. Advertises and /or posts the invitation to bid 2. Conducts pre-procurement and pre-bid conferences 3. Determines eligibility of prospective bidders 4. Receives bids 5. Conducts the evaluation of bids with assistance of the TWG 6. 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.
The Bids and Awards Committee
7. 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
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 Procurement
•
Barangay Treasurer:
Responsible for certifying the availability of funds and preparation of disbursement vouchers and checks.
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
Area/Municipal Facilitator Coordinator or Technical
Municipal of contract) Engineer/Municipal Agricultural Officer/CENRO/MENRO (depends on the type
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:
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 abnormalitie s
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 documents at ACT/MCT all procurement
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,
Pr ovide guidance to the C/BSPMC in the preparation of minutes of meetings to ensure that the contents are in order and filed accordingly,
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
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.
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.
Regional Procurement Officer (RPO)
Responsible accordance in with overseeing the overall procurement at the RPMO and ACTs in the NCDDP procurement guidelines.
The RPO provides technical assistance to the CPOs in: a) Training ACTs, LGUs, community volunteers on community based procurement processes; b) 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;
Regional Procurement Officer (RPO)
c) Directly (QA) exercising and responsibilities Quality Assurance Quality over Control (QC) community procurement actions and activities; and d) Coordinating required from Management providing reports.
procurement actions the National Project Office (NPMO) and consolidated procurement
Community Procurement Officer (CPO)
Acts as the focal person for procurement, technical assistance and monitoring at the Sub-regional Project Management Office SRPMO),
Responsible implementation of community procurement systems in the region is compliant with the CBPM.
for ensuring that the
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:
Declaration of State of Calamity Subproject Implementation: 1. Procurement 2. Contract Management Decision to use the Accelerated CEAC Social Preparation Stage : 1. Identification 2. Mapping 3. Prioritization of immediate needs for disaster response Preparation of POW, ECPP and PAP for the identified Disaster-related sub-project
• •
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 made calamities .
to assist disaster affected communities brought about by natural or man 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
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 Method
Procurement Threshold: Emergency Procurement
Threshold Amount (P) Prior Review Requirement Threshold (P)
RPMO NPMO
Community Shopping - Works
None
- Goods
None
Community Direct Contracting Direct Contracting due to Emergency - Works - Goods
None None
Agency-to-Agency Arrangements - Works
None
- Goods
None ≥ 2.0 M ≥ 2.0 M Post review Post review All All Post Post Post review Post review
Procurement Threshold: Emergency Procurement
Procurement Method Threshold Amount (P) Prior Review Requirement Threshold (P)
RPMO NPMO
Community Direct Contracting Direct Contracting due to Contract Termination - Works
None All
- Goods
None All All All
Direct Contracting for Adjacent and Contiguous Projects - Works
None All
Repeat Order - Goods
100% of previous All contract
Procurement Threshold: Emergency Procurement
Procurement Method 1.Off-the-Shelf (Goods) 2.Short Term services 3.Small Works Threshold Amount (P) Prior Review Requirement Threshold (P)
RPMO NPMO
Small Value Procurement
50,000.00
50,000.00
50,000.00
- Works Variation Order for Works Pakyaw Contract
500,000.00
Up to 20% of original contract
Aggregated contracts
All 1.5 M to 2.0 M 2.0 M & above kalahi.dswd.gov.ph
Emergency PROCUREMENT
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 and other available (NDRRMC); a post disaster needs assessment (PDNA); and other resources for recovery programs.
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
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
When
time is of the essence
arising from authorities.
to avert an imminent danger to life or property or to restore damaged community projects
natural or man-made calamity
or emergency as declared by appropriate
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 Emergencies
• •
Repeat Order for the procurement of goods originally 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 Emergencies
Pakyaw contracts:
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
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 ;
1. 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 Procurement
2. 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 Procurement
3. The requirement for posting of performance security for goods shall be waived where such is applicable. 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, 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 Procurement
4. 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 ; 5. Contract implementation procedures discussed in Sections Six and Seven shall be followed.
Method 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.
Prepare Procurement Packages CPP POW Conduct Pre Procurement Conference Minutes Of Meeting (date, mode) Filled-up Canvass Payment of Goods 1.
2.
3.
Voucher Checks Official Receipt Serving of Canvass Sealed Canvass 1.
2.
Minutes of Meeting Abstract of Canvass Canvass opening TWG Report Evaluation of Price offered 1.
2.
3.
Delivery Receipts Inspection Report Pictorials Delivery of Goods Signed P.O.
Serving of Purchase Order Minutes of Meeting
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.
a. DISCUSSION
(PT,BAC,PIT)
Discuss the items of materials for procurement using the Planned Community Procurement Plan b . PREPARATION
(BSPMC, BAC,PT)
The BSPMC will discuss the preparation and filling up of the following forms: •Canvass forms (least three) •Acknowledgement receipt •Abstract of Canvass •Purchase Order c . REVIEW AND SIGNING
(BSPMC, BAC, PT)
The entries in the canvass form will be reviewed before the signing.
Tips:
If the BSPMC has to procure goods with different packages, it is best to hold just one pre-procurement conference to save time.
CBPM Form B-3 KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT Office of the Barangay Sub-Project Management Committee Barangay: _________________________ Municipality: ________________________ Province: __________________________
Contract Reference Number: Name of the Contract:
ACKNOWLEDGEMENT RECEIPT
This is to acknowledge receipt of the Request for Quotation/Canvass Form served by ______________, ______________, _________________ Procurement Team members of C/BSPMC ______________________________________ (Name of Barangay /Municipality). ________________________ Name & Signature of Contractor / Supplier Date Served _________________ _________________________ Name & Signature of Contractor /Supplier Date Served_________________ _________________________ Name & Signature of Contractor /Supplier Date Served_________________
PT: Delivers Canvass Forms to at least three suppliers a. Either wait for the supplier to accomplish the form and seal it in an envelope, or b. 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:________________ KALAHI CIDSS -NCDDP BARANGAY SUBPROJECT MANAGEMENT COMMITTEE Address of Barangay
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 procurement Name of Supplier Date Received Name & Signature of team member who
received the sealed envelope
PT: The sealed envelope and the logbook will be kept inside the filing cabinet at BSPMC
• 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.
1. BAC to declare quorum before the opening of canvass.
2. BAC: Open the padlock of the box and open one by one the sealed envelopes 3. 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 4. The BAC Members to initial forms the 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.
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.
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 item
If 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
1. PT: Prepare Abstract of Canvass 2. BAC: Encircle the name and amount of the winning supplier in the Abstract of Canvass and affix signature.
3. BSPMC Chairperson: Reviews and approves the Abstract of Canvass
1. PT: Prepares three (3) copies of Purchase Order (copy the specifications stated in the canvass form) 2. MIT: Agree on date of delivery.
3. Brgy. Treasurer: Certifies on Fund Availability 4. BSPMC Chair: Approves Purchase Order 5. PT: Delivers Purchase Order to supplier 6. Supplier: Signs conforme and returns two copies to the Procurement Team 7. PT: Furnishes one copy of PO to Brgy Bookkeeper 6. PT: Furnishes one copy of PO to MIT
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 BSPMC Chairperson (incomplete delivery or does not comply with specifications).
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 cards 5. Storekeeper (Bodegero): Forwards PO and delivery receipt to Barangay Treasurer
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)
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.
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.
A.
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.
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.
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: a) b) c) 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.
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
a) The BSPMC shall review the CPP and specifications; prepare the package/list of items to be procured; b) 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; c) The quantity and specification to be purchased should conform to the program of works or proposal and CPP;
Procedures of Small Value Procurement
d) 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.
Matrix of Procedures for Community Shopping for Goods with Functions of Various Procurement Personnel Procedures PT BAC C/BSPMC 1. Identify items for Community Shopping from approved CPP
Prepare items for procurement Review items to be procured Review items to be procured
2.Prepare Requests for Quotation/Canvass Form
Prepare canvass documents Review canvass Review canvass forms forms
Matrix of Procedures for Community Shopping for Goods with Functions of Various Procurement Personnel Procedures PT BAC C/BSPMC TWG ACT 3.Conduct of
Discuss
Pre-Procurement Conference
procurement at hand Prepare minutes Discuss procurement at hand Sign NRQ for posting Discuss procureme nt at hand Discuss procureme nt at hand CF calls for the meeting DAC provides technical assistance and acts as resource person
4. Posting of Notice of Request for Quotation
Posts NRQ
Matrix of Procedures for Community Shopping for Goods with Functions of Various Procurement Personnel Procedures SUPPLIER PT BA C C/BSP MC T W G ACT 5. Issuance of Request for Quotation/Canv ass Form
Issues canvass forms CF to accompany PT members
6. Submission and Receipt of Quotations
Prepares quotation and submits the same to the BAC Receives the sealed quotations on or before the deadline
Matrix of Procedures for Community Shopping for Goods with Functions of Various Procurement Personnel Procedures PT BAC TWG ACT 7. Opening and Evaluation of Quotations
Receives all canvass Prepares minutes of canvass evaluation Prepares Abstract of Canvass Invites TWG and AIT Head to assist in canvass evaluation Opens quotations and checks responsivenes s of canvass Assists the BAC in the evaluation of quotations DAC provide technical assistance
Matrix of Procedures for Community Shopping for Goods with Functions of Various Procurement Personnel Procedures 8. Prior Review of Contract Time Frame C/BSPMC RPMO/NPM O/ADB/WB
Not more than C/BSPMC Chair Reviews 30 days Requests for contract Clearance to Award documents and issues NOL
Matrix of Procedures for Community Shopping for Goods with Functions of Various Procurement Personnel Procedures SUPPLIER PT C/BSPMC 9. Contract Award 10. Contract Implementation
Signs the PO PO and supporting documents Delivers goods as Compiles copies of all provided in contract Prepares and delivers the PO Provides LGU COA and RPMO with copies of documents for consolidation with other project related documents Signs the PO Approves and signs the PO MIT and TWG inspects and receives goods and signs PO and delivery receipt
Matrix of Procedures for Community Shopping for Works with Functions of Various Procurement Personnel Procedures PT 1. Identify items for Community Shopping from approved CPP 2.Prepare Notice of Request for Quotation (NRFQ) 3.Conduct of Pre Procurement Conference
Prepare items for procurement Prepare IFQ documents Discuss procurement at hand Prepare minutes
BAC C/BSPMC
Review items to be Review items procured to be procured Review IFQ documents and forms Discuss procurement at hand Sign NRQ for posting Review IFQ documents and forms Discuss procurement at hand
Matrix of Procedures for Community Shopping for Works with Functions of Various Procurement Personnel Procedures PT ACT RPMO/NPM O/ADB/WB 4. Posting of Notice of Request for Quotation (NRQ)
Posts NRQ
5. Issuance of Notice of Request for Quotation
Issues IFQ forms CF to accompany PT members
Matrix of Procedures for Community Shopping for Works with Functions of Various Procurement Personnel Procedures 6. Conduct of Conference for Shopping for Works SUPPLIER
Attends conference
PT BAC
Prepares required documents and minutes Attends conference Invites Project Implementation Team (PIT), Municipal Implementation Team (MIT), Municipal Engineer, DAC and contractors
C/BSPMC
Attends conference Chairperso n
ACT
DAC to attend conference and provide issues Certificate of Site Inspection to participatin g contractors technical assistance
Matrix of Procedures for Community Shopping for Works with Functions of Various Procurement Personnel Procedures 7. Submission and Receipt of Quotations SUPPLIER PT
Prepares quotation and Receives the submits the same to the BAC sealed quotations on or before the deadline
Matrix of Procedures for Community Shopping for Works with Functions of Various Procurement Personnel Procedures PT BAC TWG ACT 8. Opening and Evaluation of Quotations
Receives all quotations Prepares minutes of canvass evaluation Prepares Abstract of quotations Invites TWG Assists the DAC provide and PIT Head to BAC in the technical assist in canvass evaluation assistance evaluation Opens quotations and checks responsiveness of canvass of quotation s
Matrix of Procedures for Community Shopping for Works with Functions of Various Procurement Personnel Procedures 9. Prior Review of Contract Time Frame C/BSPMC RPMO/NPMO/A DB/WB
Not more than 5 days upon receipt of NOL documents C/BSPMC Chair Requests for Clearance to Award Reviews contract documents and issues NOL
Matrix of Procedures for Community Shopping for Works with Functions of Various Procurement Personnel Procedures Time Frame SUPPLIER PT C/BSPMC 10. Contract Award
As Signs the specified in contract the PO Posts the required performan ce security Prepares and delivers the contract Provides LGU Signs the contract Approves and signs the COA and RPMO with copies of PO contract and supporting documents
Matrix of Procedures for Community Shopping for Works with Functions of Various Procurement Personnel Procedures 11. Contract Implementation SUPPLIER PT C/BSPMC
Mobilizes and starts work as provided in contract May request for advance payment Compiles copies of PIT, MIT and TWG all documents for consolidation with inspects and monitors status of other project related documents accomplishment
Matrix of Procedures for Community Direct Contracting for Goods with Functions of Various Procurement Personnel Procedures PT BAC C/BSPMC 1. Identify items for Community Direct Contracting from approved CPP
Prepare items for procurement Review items to be procured Review items to be procured
2.Prepare Requests for
Prepare
Quotation
documents Review forms Review forms
Matrix of Procedures for Community Direct Contracting for Goods with Functions of Various Procurement Personnel Procedures PT BAC C/BSPMC TWG ACT 3.Conduct of Pre Procurement Conference
Discuss procuremen t at hand Prepare minutes Discuss procuremen Discuss procure t at hand ment at Sign NRQ for hand posting Discuss procurem ent at hand CF calls for the meeting DAC provides technical assistance and acts as resource person
Matrix of Procedures for Community Direct Contracting for Goods with Functions of Various Procurement Personnel Procedures SUPPLIER PT ACT 4. Posting of Notice of Request for Quotation 5. Issuance of Request for Quotation/Canvass Form 6. Submission and Receipt of Quotations
Prepares quotation and submits the same to the BAC Posts NRQ Issues canvass forms Receives the sealed quotations on or before the deadline CF to accompany PT members
Matrix of Procedures for Community Direct Contracting for Goods with Functions of Various Procurement Personnel Procedures PT BAC TWG ACT 7. Opening and Evaluation of Quotations
Receives all canvass Prepares minutes of canvass evaluation Prepares Abstract of Canvass Invites TWG and AIT Head to assist in canvass evaluation Opens quotations and checks responsiveness of canvass Assists the BAC in the evaluation of quotations DAC provide technical assistance
Matrix of Procedures for Community Direct Contracting for Goods with Functions of Various Procurement Personnel Procedures 8. Prior Review of Contract 9. Contract Award SUPPLIER PT
Signs the PO Prepares and delivers the PO Provides LGU COA and RPMO with copies of PO and supporting documents
C/BSPMC
C/BSPMC Chair Requests for Clearance to Award Signs the PO Approves and signs the PO
RPMO/NPMO/ ADB/WB
Reviews contract documents and issues NOL
Matrix of Procedures for Community Direct Contracting for Goods with Functions of Various Procurement Personnel Procedures Time Frame SUPPLIER PT C/BSPMC 10. Contract Implementation
As specified in the PO Delivers goods as provided in contract Compiles copies of all documents for consolidation with other project related documents MIT and TWG inspects and receives goods and signs PO and delivery receipt
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.
Heading: Location (name of Province, Municipality/City and Barangay)
etc..)
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,
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
…are Procurement indicators of
“risks”
that if not mitigated or managed will influence lapses, irregularities… that eventually may result to
“
misprocurement
’”.
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
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
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 ACTION PLANNING
Procurement Action Planning