Community Procurement presentation (1).pptx

KC NCDDP – AF
EMERGENCY COMMUNITY
PROCUREMENT
(Day 1)
Lalibertad,Negros Oriental
Barangay Pacuan
December 13,2021

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 Emergency Community
Based Procurement
❑ Procurement Policies, Process, Methods,
Threshold and others
❑ Functions of Community based
Procurement in the ACT, MCT and
Community Volunteers
OBJECTIVES
:

⮚ acquiring/purchasing goods, supplies,
materials, equipment, rental of
equipment and non-consulting
services;
⮚ Contracting the entire or portion of
the works from the Contractor.
What is Procurement?

Why is Procurement important?
Acquire the best QUALITY of
items/works/service with the most
ECONOMICAL cost or within the
BUDGET;

Community procurement empowers community by
letting them:
⮚ Decide on how to address needs and control
resources
⮚Participate and manage procurement activities
⮚Provide equal opportunities for men and women in
all procurement activities
Procurement in Community-Driven
Development

Community-driven Procurement
Principles:
1. Value for Money
2. Economy
3. Integrity
4. Fit for Purpose
5. Efficiency
6. Transparency
7. Fairness

Principles of Procurement
Value for Money
Effective, efficient and economic use of
resources.

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

Integrity
Use of funds, resources, assets, and authority
should be according to the intended purpose.
Requires highest standards of ethic during
the procurement process, and refraining from
fraud and corruption.

Fit for Purpose
Using the most appropriate approach to
procurement to meet the project development
objectives and outcomes, taking into account
the context and risk, value and complexity of
procurement.

Efficiency
It should be simple and applicable to the
community.

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.

Fairness or Fair-dealing
Competitive by extending equal opportunity to
enable private contracting parties who are
eligible and qualified to participate in public
bidding or in procurement.

Audit &
Inventory
Team (AIT)
Procurement
Team (PT)
Barangay
Development
Council -
Technical
Working Group
Asst. Bookkeeper
Bookkeeper
Project
Implementation
Team (PIT)
Project
Preparation
Team (PPT)
Bids and
Awards
Committee
(BAC)
Secretary
Operation &
Maintenance
Committee
(O & M)
Monitoring &
Inspection Team
(MIT)
BDC – TWG STRUCTURE
Technical Working
Group (TWG)
Observers
Barangay Disaster Risk Reduction and
Management Council

ROLES AND FUNCTIONS
Community Volunteer’s
and Project Staff

Barangay Development Council Technical
Working Group (BDC TWG)
✔ 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.

Working Group (BDC-TWG)
✔ 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.
✔ Acts on the recommendations of the BAC and approves or
disapproves the award of contracts and purchase orders;

Working Group (BDC-TWG) Head
✔ 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 AC 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.

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

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.

PROCUREMENT TEAM
• Specific Functions:
✔Acts as Secretariat and provides administrative support to the
BAC (organize and attend meetings, assist in the drafting of
resolutions, minutes)
✔Prepares and takes custody of procurement documents;
✔Prepares quotation forms and acts as canvassers by delivering
quotation forms to suppliers;
✔Prepares and finalizes Community Procurement Plan (CPP)
with the assistance of the BAC, A/MCT

BIDS AND AWARDS COMMITTEE
✔The BAC shall be responsible for ensuring that
the BDC - TWG abides by the standards set forth
in the Community Based Procurement Manual.
✔Each BDC - TWG establishes a single BAC for its
procurement. They may use the existing BAC
(from previous KALAHI-CIDSS Project) or create
new BAC

Composition of the BAC:
✔ Barangay Treasurer
✔ Committee Head of Project
Preparation Team (PPT)
✔ One member to be elected by
BA/BDRRMC who is not a
member of any other
committee

Cont’n… of Composition of the BAC
✔ The following officials are disqualified to sit as member of the
BAC:
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;
a. The BDC-TWG Head, as approving authority for all
transactions.
a. The Barangay Treasurer is disqualified to act as BAC
Chairperson since he/she will certify to the fairness and
soundness of the transactions.

✔ 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
Technical Working Group (TWG).
✔ Undertakes the post-qualification proceedings.

ROLES OF ACT/MCT MEMBER
✔ Provide guidance to the BDC-TWG in the preparation of
minutes of meetings ensuring that the contents are in
order and filed accordingly.
✔Monitor red flag of abnormalities in the procurement
process.
✔Conducting contract review ensuring the completeness of
documents.
✔May also assist the PT during the first issuance of request
for quotation or Instruction to Bidders (ITB).
✔Help organize pakyaw groups.
Community Facilitator:

ROLES OF ACT/MCT MEMBERS:
Municipal Financial Analyst (MFA):
✔ responsible for processing
vouchers and checks for
payment purposes
✔maintain copies of
procurement, finance and
contract implementation
documents at ACT Office
✔Act as TWG

Technical Facilitator:
✔ Provide technical assistance
to the community
✔Review requests for variation
or change orders
✔Validate accomplishment
reports among others
✔Provide action regarding red
flags of abnormalities

Area Coordinator:
✔ Ensure that procurement
documents are complete before
issuance of Purchase Order
(P.O.)
✔Signs checks for payment
✔Provide action regarding red
flags of abnormalities

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.

PROCUREMENT PACKAGE
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.

SPLITTING (Splitting of contract)
– the act of dividing or breaking up contracts into
smaller quantities and amounts, or dividing contract
implementation into sub-contracts in order to evade
or circumvent the procurement regulations specially
the necessity for public bidding and the requirements
for alternative methods of procurement.

Sample Packaging
For the following list of construction materials, depending on the
availability of suppliers in the locality, this can be grouped or packaged
into only one, or more procurement packages (where suppliers can
supply all the materials needed).
Particulars Quantity Unit
Filling Materials 50 Cubic meter
Aggregate Base Course 40 Cubic meter
Sand 30 Cubic meter
Boulders 20 Cubic meter
Portland Cement 150 Bags
16mm diameter RSB x 6M 100 Lengths
2” x 2” x 10’ Coco lumber 500 Board foot
Marine plywood 12 Sheets
2 inches CWN 15 Kilos

Sample Packaging:
Sand 30 Cubic meter
3 inches CWN 15 kilos
Package 1
Package 2
Package 3

Sample Packaging:
Sand 30 Cubic meter
3 inches CWN 15 kilos
Package 1
Package 2

Emergency Procurement
To procure urgently needed goods, services
and infrastructure facilities to assist
disaster-affected communities

• Community is eligible to utilize KC-NCDDP
funds for recovery and rehabilitation upon a
declaration of a State of Calamity.
• Disaster can either be natural or man-made

General Notes:
• 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 by ACT /MCT
• Bid /performance Security is waived but 10% retention is
imposed to work contract regardless of amount

General Notes:
• Considering the emergency nature of procurement
the contract/PO can be awarded within the day as
long as the complete process is conducted
• Estimated Budget for the Package (EBP) is not
price ceiling of quotations/proposals.
However, there must be available fund to cover the
quotation in excess of EBP before the contract is
awarded to the supplier/contractor.

If the BDC-TWG Bids and Awards Committee (BAC) are not functional as a
result of the calamity/emergency, at least two (2) members of the BDC-
TWG and one (1) member of the ACT/MCT shall conduct the evaluation to
check the completeness and responsiveness of the quotations received.
The ACT and/or members of the BDC-TWG, except for the BDC-TWG
Chairperson and BAC, could perform procurement functions if the
Procurement Team (PT) members are not available or could not function
as a result of the disaster or emergency. However, all canvassing should
be done together with at least one member of the BDC-TWG (e.g. one CEF
and one community volunteer). This arrangement should be agreed upon
and recorded during the BDRRMC Meeting, otherwise all PT functions
shall still be performed by the PT members

Activities Duration (in Calendar Days)
Goods (Max) Works (Max)
PPM and Preparation of Request for Quotation 1 1
Issuance of Request for Quotation 5 5
Site Visit or Inspection 1
Submission and Opening Quotation 1 1
Evaluation of Quotation 1 2
Post-Qualification 3
Prior Review of Contract (ACT) 5 5
Prior Review of Contract (RPMO) 5 5
Issuance of Notice of Award 7
PO/Contract Preparation and Signing 5 5
PERIOD OF ACTON OF PROCUREMENT
ACTIVITIES FOR SHOPPING

METHODS OF PROCUREMENT under ECP
✔Community Shopping (Goods and Works)
✔Direct Contracting
▪ Direct Selection (Sole Source)
▪ Community-to-Government Agency
▪ Adjacent and Contiguous with on-going NCDDP-
AF subproject
▪ Repeat Order
✔Small Value Procurement
▪ Off The Shelf
▪ Short Term
▪ Small Works
✔Pakyaw Contract

PROCUREMENT METHODS:
Community Shopping
▪ For Works and for Goods
▪ There are more than one eligible (technically
and financially capable) supplier/contractor in
the area. However, If only one (1) supplier has
responded to the invitation, the BSPMC may
proceed with the evaluation. If quotation found
to be responsive, proceed with the contract/PO
award.
▪ Posting of request of quotation (RFQ) is waived.

Community Shopping
▪ There is no threshold due to the
emergency nature of the procurement.
▪ For works contracts 10% retention is
deducted regardless of amount

Direct Contracting
1. Direct Selection (Sole Source)
2. Community-to-Government Agency
3. Adjacent and Contiguous with on-going
NCDDP-AF subproject
4. Repeat Order

Repeat Order
Additional quantity of the same items that are
urgently needed to meet the requirements of the
project;
Subject the ff. conditions:
a. Original contract must be procured through
shopping, or direct contracting;

b. Unit prices must be the same as or lower than
those in the original contract;
b. Shall be used only once
b. 100% of the quantity of each item in the original
contract;
b. Availed only within 60 days from the date of
original contract;
b. Should not result in splitting of contracts,
requisitions, or purchase orders

Small Value Procurement
▪ Refers to a method for the procurement of goods, services, works and
consulting services where direct purchase is used for items of small
quantities and value since it is more practical and economical to do so.
▪ Materials that are not identified in the community procurement plan
(CPP) but are identified during the implementation needed to complete
the subproject.
▪ The decision to resort to small value/off-the-shelf procurement must be
reflected in the ECPP.
▪ Splitting of contracts to evade or circumvent the requirements (i.e.
competitive) of this manual using this method is not allowed.

3 Types of Small Value Procurement:
1. Off-the Shelf Goods Procurement
- applies to the purchase of readily available goods from local market
outlets/stores. (office supplies, perishable/non perishable goods)
2. Short Term Services Procurement
- refers to the purchase or acquisition/ engagement of non-consultancy
service requirements available in the local community and requiring a
very limited period of time. (Catering, repair/rental of equipment)
3. Small Works Procurement
- procurement 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. (painting, electrical/plumbing
works)

Pakyaw Contract
Contracting a group of skilled or unskilled
workers within the community or its vicinity to
perform a specific work during project
implementation

Pakyaw Contract
▪ It is an alternative method of procurement where
the partial or full implementation of an
infrastructure project or items of work for its
completion is carried out by labor from the
community or its vicinity.

PROCUREMENT OF INDIGENOUS
MATERIALS
Procurement of indigenous materials from non-registered
supplier when the following conditions are present:
⮚Goods and services are indigenous such as lumber, fine and
coarse aggregates and other materials can be acquired and
produce in the barangay including manually produced hollow
blocks.
⮚The community has the capacity to produce indigenous
goods/materials
⮚Provides livelihood opportunities to participating community
members
⮚there are no willing registered are willing to participate due
to distance, unavailability o goods or other reason that may
cause delay to subproject implementation

INDIGENOUS MATERIALS
Applicable certifications are:
1. Certification from the Barangay Captain or
Barangay Treasurer of non-availability of
supplier in the area, and
2. Certification from supplier/s of non-
willingness to supply indicating specific reason.
❖ If there are more than one non-registered
supplier, procurement procedure shall follow
direct contracting, or simple shopping

CONTRACT IMPLEMENTATIN FOR GOODS
AND CONSULTING SERVICES
Warranty
- required for equipment, water pump,
machinery motors and other similar items
- may not be applied for consumable items wear and tear
A warranty shall be required from the supplier either as retention
money or a special bank guarantee in the amount equivalent to
at least 5% of the contract cost.

Thresholds for Emergency Procurement
Procurement Method
Threshold
Amount (P)
Prior Review Requirement
Threshold (P)
ACT RPMO NPMO
Community Shopping
Goods and Works None All
2M and
above
Random
Community Direct Contracting (negotiated procurement)
Sole Source None All
2M and
above
Post
Agency-to-agency or
Community to Government
Agency
None All All Post
Adjacent and contiguous with
on-going KC-subproject
(Goods and Works)
None All All Post

Thresholds for Emergency Procurement
Procurement Method
Threshold
Amount
(P)
Prior Review Requirement
Threshold (P)
ACT RPMO NPMO
Repeat Order
100% of previous
contract (60 days from
the date of original
contract)
All
500,000.00
& above
Post
Small Value Procurement
1. Off-the-Shelf (Goods)
2. Short Term services
3. Small Works
50,000.00
All Random
prior
review
Pakyaw Contract
Works (Labor including local
materials such as aggregates,
boulders, lumbers and other
indigenous materials)
500,000.00 All Post Random
Bulk Procurement (Goods & Works) All
3M and
above
Post

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 estimated cost of materials compared to local
prices
• Quantity over/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 method
threshold
• Canvass form not properly filled-up/signed
• 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 bidder
• The date in the Quotation/Bid is beyond the deadline of date
submission
• Signatures are doubtful/falsified
• Store or office of supplier/contractor does not exist
• Award was made to supplier/contractor that does not have
the capability to deliver/perform the contract or awarded to
unresponsive supplier

C. Submission of Quotation/Bid, Evaluation and Awarding of
Contracts:
• Procurement process moving too slow as compared to
prescribed time
• Supplier/contractor requested more than 1 RFQ in one
package
• Supplier/contractor represent multiple business
establishment

D. Delivery of Goods/Works:
• Non-delivery or incomplete delivery of goods
• Sub-standard deliveries or inferior quality of works
• Materials procured are not used for the sub-project
• Works declared 100% accomplished even if there
are still works to be done or not completely finish
E. Payment
• Payment to workers are not on agreed rates
• Payment made is not equivalent to delivered goods
or works accomplished
• Delayed payment to supplier/contractor
• Payment was made even materials are not fully
delivered

Workshop:
Situation:
Municipality of San Vicente was hit by a calamity and
received a grant of Php. 16,000,000.00 from KALAHI
CIDSS-AF. After a series of activities done by the staff
assign in the area, their prioritized sub-project is
Construction of Isolation Center located in Brgy.
Poblacion. It is reflected in their POW/CPP that the
community has to adopt two method of procurement
which is Community Shopping for Works (CSW) for the
structure and Community Shopping for Goods (CSG) for
the amenities.

Workshop:
Instruction: Role play
Community Shopping for Works
Group 1: Procurement Preparation Meeting (PPM)
Group 2: Opening of Quotation
Group 3: Critique

Procurement
Activity Procedure

What is Community Shopping
⮚ Community solicits at
least three (3) separate
price quotations from
suppliers/contractors.

Procurement Preparation Meeting
✔ Convened by the BAC to
meet all officials involved in
the procurement
✔ To discuss all aspects of a
specific procurement
✔ It is required to all
procurement transactions for
work contracts

Sample outline of a Procurement
Preparation Meeting
a. DISCUSSION
⮚Discuss all the items
for procurement from
the CPP

Sample outline of a Procurement Preparation
Meeting
b. PREPARATION, REVIEW AND SIGNING
The BDC-TWG, BAC, PT & TWG:
i. Discuss the process of
documents preparation;
i. Fill-up the forms; and
i. Reviewing and Signing of the
required procurement forms.

Sample outline of a Procurement Preparation
Meeting
PROCUREMENT DOCUMENTS/FORMS FOR (CSW)
1. Request for Quotation (RFQ)
2. Instruction to Contractors
3. Contract Agreement
4. Conditions of Contract
5. Bid Data Sheet
6. Technical Specifications
7. Drawings/plan
8. Other Standard forms for community shopping for Works (
Acknowledgement Receipt, Site Visit Certificate, NOA, NTP,
List of On-going Project, NFCC, etc.)

Bagacay
Gubat
Sorsogon
1 April 2015 1
AdGem Construction
Prieto Diaz, Sorsogon
Construction of 1km Farm to Market Road
100 Clearing and Grubbing
105 Sub-grade Preparation
200 Aggregate Sub-base Course (100mm)
211 Aggregate Base Course (100mm)
311 Portland Cement Concrete Pavement
(200 m @ 4m width and 150mm
thickness)
6,000
4,000
Sq.m.
Sq.m.
400 cu.m.
400 cu.m.
120
cu.m.
Bagacay
Sorsogon
Gubat
8 April 2015
Mrs. Pacita F. Valenzuela
To Filled-up by the
Contractor
To be signed by
the Contractor:
Signature over
Printed Name
To filled up by the
Contractor: Date of
the his/her
proposal

Preparation Meeting
• Abstract of Quotations (draft only)

Preparation Meeting
c. Review of the List of Possible Suppliers
(BDC-TWG Head, BAC, PT)
The BDC-TWG will:
1. Review the Inventory of
Available Suppliers/
Contractors;
1. Identify all the possible
suppliers to be issued with
RFQ

What is a Supplier of
“Good Standing” ?

A contractor/Service Provider of good standing for
WORKS should be:
✔ Known to be in the business of providing the
goods for at least one (1) year,
✔ Bona fide (Legitimate) contractors licensed by
Philippine Contractor’s Accreditation Board
(PCAB),
✔ Duly registered with the DTI, SEC (corporation) or
CDA (cooperative)
✔ With a valid Mayor’s Permit/municipal license
✔ No outstanding record of being blacklisted
✔ Should have satisfactory performance

✔None of the officers / directors / controlling
stockholders / members /owners of the firm are
related by consanguinity or affinity up to the 1st civil
degree to the following:
a. BDC - TWG Chairperson
b. Employees of KC-NCDDP RPMO or NPMO who have
direct access to information that may substantially
affect the result of the bidding,
c. Members of the Bids and Awards Committee (BAC),
d. Members of the Technical Working Group (TWG),
e. Members of the Procurement Team (PT), and;
f. Designer/s of the Sub-project.

Preparation Meeting
d. Possible Causes of Procurement
Failure
1. Identify possible procurement
concerns based on the conduct of
procurement
2. Devise some mitigating actions
to avoid failure of procurement

Preparation Meeting
e. Action Planning:
(BDC TWG Head, BAC, PT and TWG)
1. Plot out the dates of the succeeding
activities
2. The TWG will provide TA and
coaching to CVs in the conduct
of each activities.

Issuance of Request for Quotation
PT and CEF (for 1st serving):
⮚ Delivers RFQs to at least three (3) Suppliers
⮚ For issuance of RFQ thru email, the BDC-TWG
will create an official email address
Reminders:
PT is allowed to issue only 1 RFQ to each prospective supplier/contractor
for every procurement transactions
If supplier’s representative solicit a copy of RFQ in BDC-TWG office a
Special Power of Attorney (SPA) or Authorization from the proprietor/
owner should be presented to the Procurement Team (PT)

What is Special Power of Attorney (SPA)
A legal documents where a principal, a bidder grants authority to an
agent (attorney-in-fact) who is an officer or staff of the firm to represent
her/him in certain procurement related transaction in case he/she is not
available.
⮚ For Works: SPA is used solely for representing the principal/register
owner during the conduct of procurement activities (submission of
quotation, attending contractor’s conference, bid opening) but not in
the signing of bid documents and of contract agreement.

What is Special Power of Attorney (SPA)
⮚ For Goods: Allows SPA for signing of procurement documents and
of purchase order.
SPA will be form part of the proposal and must be supported with
Notarized Certificate of Employment issued by the registered
owner.

Issuance of Request for Quotation
a. Suppliers to acknowledge receipt of
the RFQ form by signing the
Acknowledgement Receipt (AR).
Reminders:
Multiple representation/SPA of a single individual
is strictly prohibited

To be signed by
the Supplier :
To be filled-up by the
Supplier:
The date of Receipt of
the RFQ
Gener E. Romero
Ramil Erano
Brgy. Panganiban, Gubat, Sorsogon

Contractors Conference
✔ The initial forum where the BAC, PT
and the prospective bidders discuss
the different aspects of the
procurement at hand, details of the
contract and to clarify issues that
contractors may raise.
✔ At least two (2) days before the
deadline for the submission of bids
✔ Attendance of contractors is not
compulsory and not a ground for the
disqualification of a contractor.

Site Visit or Site Inspection
✔ BAC to organize a site visit of the community/
project site;
✔ Is critical for the costing and delivery of the
goods/works to be procured to enable bidders to
offer a more realistic bid price;
✔ All prospective contractors are required to conduct
a site visit;
✔ BDC-TWG Head shall issue a Certificate of Site
Inspection to the representative of the prospective
contractor;

Preparation of Quotation
Contractor/Bidder shall:
✔ Prepare one original and one duplicate
copy of the documents comprising the
Bid;
✔ Sign all the pages of the original and
duplicate copies;
✔ Initial all the pages of the Bid where
entries, amendments or corrections
have been made.

N/A
N/A
N/A
Mr. ALLAN B. CO, Proprietor
Panganiban
Gubat
Sorsogon

Filling up of Request for Quotation
The supplier to accomplish the Request
for Quotation form

Submission of Quotation/Proposal
Eligibility, Technical and Financial proposals
must be properly marked
Technical

Submission of Request for Quotation
The suppliers submit their proposal in
“sealed envelope” with the following
written outside:
NAME OF SUPPLIER
Address of the Supplier
Quotation for the Community Shopping for Goods
(Name of the Sub-project) (Package No. ___)
KALAHI CIDSS -NCDDP BARANGAY DEVELOPMENT
COUNCIL
TECHNICAL WORKING GROUP
Address of the Barangay

Submission of Request for Quotation
Be placed in a “single sealed envelope” with the
following written outside:
NAME OF SUPPLIER
Address of the Supplier
Quotation for the Community Shopping for Workss
(Name of the Sub-project) (Package No. ___)
KALAHI CIDSS -NCDDP BARANGAY SUBPROJECT MANAGEMENT
COMMITTEE
Address of the Barangay

Submission and Receipt of
Request for Quotation
B. Submission Prior to the Deadline:
1. PT: Receives sealed quotations at the
barangay hall or designated area based on
RFQ.
2. Submission must be before the deadline.

Receipt of Request for Quotation
3. PT member records receipt in the logbook
with the following information:
Name of Goods for Procurement:
Name of Supplier:
Date and Time Received:
Name and Signature of Team Member
who received the sealed envelope:

4. PT: Sealed envelope and the logbook be
kept inside the filing cabinet at BDC TWG
Office

5. BAC: Quotations submitted after the
deadline shall be declared “Late”
and should NOT be accepted

Preparation for the Opening of
Quotation
1. The venue for the opening of
quotations
2. The opening should start on time
as stated in the Request for
Quotation.

Opening of Quotations
1. PT: Bring the logbook and sealed
quotations inside the bid box .
The Bid box must be locked.

2. BAC to declare quorum before the opening of
canvass.
Q: What is a quorum?
A: The BDC-TWG BAC is composed of 3 members.
2 out of the 3 persons constitutes a quorum.
Q: What if the BDC-TWG BAC Head/Chairperson is not
present during the opening of quotation?
A: If BDC-TWG BAC chair is not present, opening of
quotation will proceed

If BDC-TWG Bids and Award Committee (BAC) is
not functional as a result of calamity/emergency,
at least two (2) two member of BDC-TWG and one (1)
ACT/MCT shall conduct the opening/evaluation to check
the completeness and responsiveness of the quotation
received.
Note: If procurement activity is not quorum it is not
considered failure of procurement, instead re-schedule
Opening of Quotation.

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

4. If only one (1) envelope are
received it is not considered
as failure, the opening will
proceed , provided more than
3 sets of quotations were
served.

5. BAC opens one
envelop at a time.

6. BAC reads aloud the following for each
individual envelope:
a) Name of the Supplier
b) Address of the Supplier
c) The items quoted, quantities,
units and their unit prices and
Total quotation
e) All attachments to the quotation

Review of Eligibility, Technical and Financial
Proposals
7. BAC: Shall check the submitted eligibility and technical
documents of each bidder against a checklist of required
eligibility and technical documents to ascertain if they are
all present, using non-discretionary “pass/fail” criteria. The
preliminary examination must be completed within the
same day of opening of bids.

Review of Eligibility, Technical and Financial
Proposals
8. Only bids that are determined to contain all the bid
requirements for Eligibility, Technical and Financial
components shall be rated “passed” and shall be
considered for evaluation and comparison.

9. BAC (all present) shall initial every page
of the original copies of all quotations
received and opened.
10. PT shall prepare record of opening of
quotation; Record must be ready after the
opening of Quotation

Evaluation of Quotations
The BAC with the TWG shall determine the
LCRQ based on the RFQ requirements

✔The quotation must be complete. Partial
quotations shall be automatically disqualified.
Specifying a “0” (zero) for item/s mean that it is
being offered for free.
✔Minor arithmetical corrections to consider
computational errors and omissions shall be made
to enable proper comparison of all quotations.
Discounts shall be incorporated in the quotation for
each item unit cost. Any adjustment shall be
calculated in monetary terms to determine the
calculated prices.

✔All bids shall be evaluated on
equal footing to ensure fair
and competitive bid
evaluation.
✔In case of discrepancy
between the submitted bid
and the evaluated bid, the
latter should prevail.

What to do if the Lowest Calculated and
Responsive Quotation (LCRQ) exceeded the
Estimated Budget for the Package (EBP)?
1. BAC with the assistance of the TWG
shall evaluate if the excess amount is
justifiable and necessary for the
completion of the contract;
2. BAC and TWG shall determine if
there are available fund from
procurement savings and or additional
LCC from the LGU.

What to do if the Lowest Calculated and Responsive
Quotation/Bid (LCRQ/B) exceeded the Estimated
Budget for the Package (EBP)?
What to do if the Lowest Calculated and
Responsive Quotation (LCRQ) exceeded the
Estimated Budget for the Package (EBP)?
3. If YES, the BAC may recommend for
the Award of Contract.
3. If NOT, the BAC shall declare a
failure of procurement. The
procurement at hand shall be
reviewed and the necessary
revisions shall be made prior to the
re-canvassing/bidding activities.

ABSTRACT OF QUOTATION
Panganiban
Gubat
Sorsogon
Portland Cement
Washed Sand
Crushed Gravel
100
45
90
bags
Cu.m.
Cu.m.
280.00
1,000.00
1,500.00
28,000.00
45,000.00
135,000.00
Php. 208,000.00
300.00
1,200.00
1,500.00
30,000.00
54,000.00
135,000.00
Php. 219,000.00
JORDAN G. ESCANDOR
MRS. LAILA E. ENANO
FRANCISCO B. RAMOS
31 March 2016

f) PT will prepare the minutes of
evaluation of quotations.
f) The Barangay Treasurer keeps all the
documents.

REMINDERS: Evaluation of Quotations
⚫If only one or two suppliers is
responsive, the BAC shall
proceed with the evaluation.
⚫Entire process must be
completed in not more than 2
calendar day from the
deadline for receipt of
proposals.

• Is the process of verifying,
validating and ascertaining all the
statements made and documents
submitted by the bidder with the
LCQ.
• Must be conducted and completed
within three (3) calendar days from
the determination of the LCQ.
Post - Qualification

BAC Resolution to Award
• PT drafts the BAC Resolution to Award.
• BAC signs the Resolution to Award, and
• BAC transmits the same to the BDC-TWG
Head for approval.
• PT consolidates all the documents and/or
records of the proceedings of the
procurement at hand and attaches the
same to the BAC Resolution

Prior Review Requirements
(For Community Shopping for Goods and Works)
✔Regional Project Management Office (RPMO)
– contracts Php 2.0M and above
– all contracts for Agency-to-Agency
✔Area Coordinator’s clearance – all contracts below
Php. 2.0M

Contract Award
1. PT: Prepares three (3) copies of Notice of Award
1. PT: Prepares three (3) copies of Contract (copy the
specifications stated in the RFQ form)
1. Barangay Treasurer: Certifies to the availability of
funds
1. B DC-TWG Head: Approves and signs the
Contract.

Contract Award
5. PT: Furnishes one “original
copy” of Contract to Brgy.
Treasurer
copy” of Contract to MIT

Contract Award
4. BAC: Issue the Notice to Proceed (NTP) to the
contractor within 2 days after the approval of
Contract
A contract is effective upon receipt of the
NTP.
Effectivity date is provided in the NTP, date
shall not be later than seven (7) calendar days
from issuance thereof.

Contract Award
a) If the lowest supplier refuses to accept
the calculated quotation, 2nd lowest is
considered.
b) If 2nd lowest refuses, 3rd lowest
quotation is considered provided his
quoted price is within 110% of the price of
the 2nd lowest,
c) Otherwise BAC may proceed to
community direct contracting or re-
canvass.

Contract Award
✔Waived awards without acceptable or valid
reasons, the supplier shall be blacklisted in
future KC-NCDDP procurements.

Procurement
Preparation
Meeting
ECPP
POW
Serving of Request
for Quotation (RFQ)
Submission
and Opening
of RFQ
Contract Award
Contract
Implementation
Payments for Works
Post -
Qualification
Minutes of
meeting
Filled-up RFQ Sealed RFQ
Evaluation
of RFQ
Signed Contract
TWG Report
Preparation of
Project Proposal/
POW and CPP
Contractor’s
Conference
Prior Review
ACT/RPMO NOL

Community
Shopping For Goods
(CSG)

Community Shopping For Goods
Procurement Process
1. Procurement Preparation
Meeting (PPM)
2. Issuance of Request for
Quotation
3. Opening of Quotation
4. Evaluation of Quotation

Contract Award
1. PT: Prepares three (3) copies of Purchase
Order (copy the specifications stated in the
RFQ form)
1. Barangay Treasurer: Certifies to the availability
of funds
1. BDC-TWG Head: Approves and signs the PO.

Contract Award
What is a Purchase Order?
A contract between the community and
the supplier for the delivery of GOODS,
subject to stipulations in the order.

Contract Award
4. PT: Delivers
Purchase Order to
supplier

Contract Award
copy” of Purchase Order (PO)
to Brgy. Treasurer
copy” of PO to MIT

Delivery, Inspection and
Acceptance of Goods

✔If Supplier fails to start the
delivery within the agreed date
of delivery, the BDC TWG can
cancel the P.O.
✔ And award the contract to the
succeeding responsive
supplier, or conduct re-canvass.
Delivery of Goods

Procurement
Preparation Meeting
ECPP
POW
Serving of Request
for Quotation (RFQ)
Submission
and Opening
of RFQ
Issuance of
Purchase Order
Contract
Implementation
Payments for Goods Delivery of
Goods
Minutes of
meeting
Filled-up RFQ
Sealed RFQ
Evaluation
of RFQ
Signed PO
TWG Report
Preparation of
Project Proposal/
POW and CPP
Prior Review ACT/RPMO NOL

Roles and Functions of Community
Volunteers
Project Implementation Team (PIT):
✔ responsible for supervising the
implementation of the sub-
project
✔ensure that contract
implementation are done in
accordance with the guidelines
of the CBPM

Volunteers
Monitoring and Inspection Team (MIT):
✔ is responsible for monitoring
and inspecting deliveries of
goods per Purchase Order
✔ undertaking quality
control of delivered items

Volunteers
Audit and Inventory Team (AIT):
✔ is responsible for conducting
value for money audit
✔ensuring the funds are
utilized according to the
required procedures.

Roles and Functions of ACT/MCT
Municipal Inter-Agency Committee (MIAC)
✔ is responsible for providing technical
assistance to the community

✔ responsible for processing
vouchers and checks for
payment purposes
Municipal Financial Analyst (MFA)
✔maintain copies of procurement,
finance and contract implementation
documents at ACT Office

Community Empowerment Facilitator:
✔ Review and ensure that all
procurement, finance and
contract implementation
documents are in accordance
with the requirements and
procedures of the KC NCDDP

Technical Facilitator:
✔ Provide technical assistance
to the community
✔Review requests for variation
or change orders
✔Validate accomplishment
reports among others

Area Coordinator:
✔ Ensure that procurement
documents are complete
before issuance of Purchase
Order (P.O.)
✔Signs checks for payment

Community Procurement presentation (1).pptx

More Related Content

What's hot

Similar to Community Procurement presentation (1).pptx

Recently uploaded

Community Procurement presentation (1).pptx