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and MONITORING
CAPACITY DEVELOPMENT DIVISION
GOVERNMENT PROCUREMENT POLICY BOARD
TECHNICAL SUPPORT OFFICE (GPPB-TSO)
OUTLINE
1. What is planning?
2. Nature of Planning
3. Procurement Planning
3.1 Importance of Planning
3.2 Preparing the PPMP
3.2.1 Identifying the need
3.2.2 Developing project requirements
3.2.3 Technical Specifications
3.2.4 Costing (Determining the ABC)
3.2.5 Procurement Timelines
3.2.6 Procurement Methods
3.2.7 PPMP format
3.3 Consolidating PPMPs into APP
3.3.1 Techniques in consolidating items in the APP
3.4 Updating the PPMP and APP
4. Procurement Monitoring
Capacity Development Division
PROCUREMENT PLANNING
Preparation of PPMP and APP
Assess
Identify
Review studies
Consolidate into
APP
Decide procurement
method
Approve APP
Determine
readiness
Post/Advertise
opportunity
Open and evaluate
bids
Post-qualify
Award and enter
into contract
Cost-benefit
analysis
Feasibility study
Market study
PPMP
Oversee
implementation
Inspect and
accept deliveries
Release payment
NEEDS
Procure
Implement
SATISFACTION
Capacity Development Division
PLANNING
PLANNING
- refers to predetermined
course/s of action to
achieve a desired
end/goal.
PROCUREMENT PLANNING
PROCUREMENT
PLANNING
Process of identifying which project
needs can be best met by procuring
products and services outside the project
organization
and
should
be
accomplished
during
the
project
planning effort
It is the governments
responsibility
fiduciary
PROCUREMENT PLANNING
Involves 2 levels:
1. Procuring entitys over-all strategic plan
2. Project and/or operational plans
to
alternative
methods
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PROJECT PROCUREMENT
MANAGEMENT PLAN (PPMP)
PPMP FORMAT
DEVELOPING
REQUIREMENTS
Developing PROJECT
Project Requirements
Identify
alternative
solutions/
products/
services
Compare the
alternatives
(consider
qualitative and
quantitative
factors)
IDENTIFYING
NEED
Important THE
Consideration
Suggested basis for identifying needs:
1.
2.
3.
4.
5.
6.
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COST COMPONENTS
IN DETERMINING ABC
COST COMPONENTS
IN DETERMINING ABC
Cost for securing all types and forms of securities other than cash
(e.g. premiums for surety bond, bank fees and other charges to be
incurred by the bidder in obtaining bid, performance and warranty
securities); and
Currency valuation
component.
adjustment
for
Acquisition Cost
Operation Cost
Replacement/Repair Cost
Disposal Cost
Capacity Development Division
contracts
with
foreign
COST COMPONENTS
IN DETERMINING ABC
PROCUREMENT MILESTONES
23
PROCUREMENT MILESTONES
24
PROCUREMENT
MILESTONES
Pre-Procurement
Conference
Factors to consider in identifying procurement timelines:
1. Budget rules, i.e CSE every quarter;
2. Nature of Procurement Projects, whether simple or
complex
3. For shopping/small value procurement, give at
least two weeks
4. Foreseen/Unforeseen Contingencies, i.e frequent
change in specifications, etc.
5. Availability in the market.
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METHOD
OF PROCUREMENT
Advertisement
and Posting
As a general rule, all procurement should be through
public bidding
The selection of the method of procurement is
dependent on the presence or absence of specific
conditions of other methods of procurement in Sections
48 to 54 of the revised IRR
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Adveartisement
and Posting
PPMP
vs PR
Purchase Request (P.R) Request for purchase or
requisition of supplies, materials and equipment or its
equivalent shall be duly approved by proper authorities.
(Source: Training Handbook on Government Expenditures)
In no way that the End-user Unit submit their P.R ahead
of the approved PPMP item.
27
29
PREPARATION OF APP
Budget Office
APP
When GAA,
Corporate
End-User Unit
Budget or
Appropriation
Upon
Ordinance
approval of
Submit
becomes
HOPE,
Budget
final, PPMPs
Budget
Proposal to Office will
will be
Submit to
HOPE
finalized and
forward
Budget
submitted to
PPMPs to
Office for
BAC
BAC
evaluatio
Secretariat
Secretariat
n
Prepare
for
for
Project
consolidation
Consolidati
Procuremen
BAC
and
approval
on and
t
of
the
HOPE.
Review
Secretariat
Managemen
t Plan
(PPMP)
Capacity Development Division
Eligibility
Documents
APP vis-a-vis
APP-CSE
APP being referred to in the IRR of RA 9184 is different from
the APP-CSE
APP-CSE serves as basis of DBM PS in projecting its
inventory requirements, scheduling of activities, and over-all
management of the central procurement of common-use
goods (DBM Circular Letter 2011-6 & 2011-6a)
Common-use supplies refers to those supplies and materials
and equipment included in the price list of the PS which are
necessary in the transaction of the official business of the
procuring entity and consumed in its day-to-day operations
Capacity Development Division
32
Eligibility Documents
APP-CSE
In the case of foreign consultants, the
foregoing eligibility requirements under
Class A Documents may be substituted
by the appropriate equivalent documents.
NPM 42-2013
33
TIPS INEligibility
CONSOLIDATING
Documents
PPMPS
1.
2.
34
TIPS INEligibility
CONSOLIDATING
Documents
PPMPS
4.
5.
6.
7.
35
TIPS IN
CONSOLIDATING
PPMPS
Tips
in consolidating PPMPs
REVISIONS ON APP
End-user Unit
BAC Secretariat
Update PPMP
Consolidate
PPMP to APP
HOPE
Capacity Development Division
Approve
Supplementa
l APP
39
COA GAP
EligibLE
CHECKLIST
Bidders
1. To verify if the procuring entity has an Annual Procurement Plan
(APP)
2. To verify if the APP is approved by the HOPE or by a secondranking official designated by the HOPE to act on his behalf
3. To verify if the APP contains the following information:
a. name of the procurement program/ project;
b. project management office or end-user unit;
c. general description of the procurement;
d. procurement method to be adopted;
e. time schedule for each procurement activity;
f. source of fund;
g. approved budget for the contract.
Capacity Development Division
40
COA GAP
EligibLE
CHECKLIST
Bidders
4. To verify if the APP is supported by PPMPs prepared by
the respective end-user units
5. To verify if the items in the approved APP were included
in the PPMPs
6. To verify if the APP matches the budget per GAA,
corporate budget, appropriation ordinance, as the case
may be
41
POSSIBLE CONSEQUENCES
1. Possible COA AOMs/Disallowances
2. Wastage of Government Funds
3. Suspension of Officials
4. Possible administrative/criminal liabilities
5. Project Delays
6. Project Failures
3/5/15
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3/5/15
44
3/5/15
45
PROCUREMENT
MONITORING
Preparation of PMR
WHAT IS MONITORING?
Defined as:
Tracking of inputs, activities, outputs, and outcomes of
the procurement activity; and
Tracking results of current operations on a regular basis.
WHY MONITOR?
Compliance to R.A. 9184 and its IRR
Performance
Efficiency
Effectiveness
Aid GPPB in crafting policies that address weaknesses
and uphold strengths of the Philippine Procurement
System
APP
Submission to the GPPB (AO 222) and posting in the procuring
entity's website of its APP for CY 2012 (Section 1.1 of the IRR of
EO 662), following the form and format downloadable from the
GPPB website
PMR
Submission to the GPPB (Section 12.2 of IRR of RA 9184) and
posting in the procuring entity's website of its approved
Procurement Monitoring Report every semester, following the
form and format downloadable from the GPPB website (Section
1.2 of the IRR of EO 662)
GPPB Website
Capacity Development Division
THANK YOU!!
Contact us at:
Unit 2506 Raffles Corporate Center
F. Ortigas Road, Ortigas Center
Pasay City, Philippines 1605
TeleFax: (632)900-6741 to 44
Email Address: gppb@gppb.gov.ph
Capacity Development Division