Property & Supply Management: Holy Name University
Property & Supply Management: Holy Name University
Portal – website
• Modernization
• Standardization
• Regulation of the procurement
activities of the GOP
SECTION 2 – DECLARATION OF POLICY
• Modernization
• Standardization
• Regulation of Procurement Activities
• Transparency
• Accountability
• Equity
• Efficiency
• Economy
SECTION 3 – GOVERNING PRINCIPLES
• Transparency
• Competitiveness
• Streamlined procurement
process
• System of Accountability
• Public monitoring
SECTION 4 – SCOPE AND APPLICATION
This will support the Budget Proposal submitted to DBM and becomes the
basis for the proposed PPMP.
The Budget Office shall furnish a copy of the WFP’s and proposed PPMP to
the BAC Sec for the consolidation of the initial list of items/projects for
procurement into the proposed APP.
Planning & budgeting linkages
When GAA becomes final (Nov. - Dec.), PMO’s/End-User must refine the
proposed PPMP.
Within 15 days from issuance of the Agency Budget Matrix (ABM) during the
1st quarter of the fiscal year, PMO’s/End-User shall finalize the PPMP’s to reflect
the budgetary allocation for their respective PPAs as provided in the ABM.
The final PPMPs shall be submitted to the BAC Sec for the finalization of the
proposed Procuring Entity’s APP to be submitted to the HOPE for confirmation
or approval.
Preparation of the Project Procurement Management Plan
(PPMP)
The PMO or end-user unit should conduct the market research at this point, and
gather as much information about the Goods, Services or expertise required. At
the end of this activity, it should know the market or the industry well enough to
make an informed choice.
Preparation of the Project Procurement Management Plan
(PPMP)
Consider how the PMO or end-user unit would rate the various
alternatives in terms of the following:
This will allow the Procuring Entity to procure the latest products and/or
services available in the market.
What is an ABC?
The ABC refers to the budget for the contract duly approved
by the Head of the Procuring Entity, as provided for in the GAA
and/or continuing appropriations, in the case of NGAs; the
corporate budget for the contract approved by the governing board,
pursuant to E.O. No. 518 series of 1979 in the case of GOCCs and
GFIs, and R.A. 8292 in the case of SUCs; and the budget approved
by the Sanggunian in the case of LGUs. (IRR-A Section 5)
What is an ABC?
In preparing the APP, the BAC shall take into consideration the
following factors:
a. The APP should include all procurement activities planned for the year.
The approved APP shall be the basis for the Procuring Entity’s procurement,
and only those projects / procurement included therein shall be undertaken.
Preparation of the Annual Procurement
Plan (APP)
b. The APP shall include only those procurements that are considered crucial
to the efficient discharge of governmental functions. The IRR-A considers a
procurement crucial to the efficient discharge of governmental functions if:
i. it is required for the day-to-day operations of the Procuring Entity; or
ii. it is in pursuit of the principal mandate of the Procuring Entity
concerned.
In the review and consolidation of the PPMPs, the BAC will be able to
determine the extent of diversity, quantities, quality, cost, the supply
market, and other characteristics of the Procuring Entity’s requirements
for the year.
Regular Members:
Chairman, who is at least a third ranking permanent officials
of the PE
An officer, who is at least a fifth ranking permanent officials
who shall represents the legal / admin. Area of PE. (bureaus,
offices, BAC members shall be at least third ranking
permanent personnel)
Provisional Members:
• PhilGEPS
Infrastructure Projects
costing Five Million Pesos (Php5, 000,000.00) and below
Consulting Services
Pre-bid Conference is
P1M required
g !
a r ni n Statement made at the pre-bid
W conference shall not modify the terms
of the BidDocs, unless such statement
is specifically identified in writing as
an amendments thereto and issued as a
Supplemental / Bid Bulletin.
Receipt and Opening of Bids
Class “A” documents
Legal Documents
1. Registration Certificate from SEC, Department of Trade and
Industry (DTI) for sole proprietorship, 3. Cooperative
Development Authority (CDA) for cooperatives
2. Mayor’s permit where the principal place of business of the
prospective bidder is located.
Class “B” documents
Technical Documents
1. Statement of the pros. Bidder of all its ongoing and completed
government and private contracts, incl. Contracts awarded but
not yet started.
2. Philippine Contractors Accreditation Board (PCAB) for
Infrastructure projects
Receipt and Opening of Bids
Financial Documents
1. Audit Financial Statement showing total current assets and
liabilities. Stamped “RECEIVED” by the BIR
Duly organized partnership (60%) Duly organized partnership (75%) Duly organized partnership (60%)
Duly organized corporation Joint venture (75%) /(ownership of the Duly organized corporation
(60% Outstanding Capital Stock) Filipino shall not be less than25%) (60% Outstanding Capital Stock)
Duly organized cooperatives (60%) Project is under Treaty or International Duly organized cooperatives (60%)
Agreement
Joint venture (60%) Licensed by PCAB Joint venture (60%)
The bidder have completed at least two (2) Constructors Performance Evaluation
similar contracts and the aggregate contract Summary rating and or certificate of
shall be equivalent to at least the percentage completion and owner’s acceptance of the
of the ABC as required. (50% / 25 % for contract must be satisfactory
expendable supplies)
The largest of these similar contract must be The bidder must have an experience of
equivalent to atleast half of the percentage of having completed 10 years from the date of
ABC submission and receipt of bids
If, NFCC atleast equal to the ABC to be bid; or If, NFCC atleast equal to the ABC to be bid; or
If, CLC must be atleast equal to 10% of the If, CLC must be atleast equal to 10% of the
ABC to be bid ABC to be bid
NFCC = [(current assets minus current liabilities) (K)] minus the value of all going outstanding or uncompleted portions of the project
under ongoing projects, including awarded contracts to be started .
Where; K=
One year or less More than one year – 2 years More than 2 years
10 15 20
First envelope
Submission and Receipt of Bids
ents
irem
lit y requ ponents
bi m
Eligi hnical co
n d tec
A
BAC
SEALED
Don’t open before the
scheduled opening date &
time
Second envelope
t
onen
a l C omp
an c i
Fin
Submission and Receipt of Bids
Eligibility requirements
First envelope
ts
men
y require onents
bilit
Eligi hnical co
d t ec
mp
The bid security in the prescribed form, amount and validity
An
Technical specifications
• production/delivery schedule
• manpower requirements; and/or
For the procurement • after-sales services/parts, if applicable
of GOODS Sworn statement
ts
men
y require onents
bilit
Eligi hnical co
d t ec
mp
The bid security in the prescribed form, amount and validity
An
Project Requirements
• Organizational chart for the contract to be bid;
• List of contractor’s personnel, to be assigned to the contract to be bid,
with their complete qualification experience data;
For the procurement •List of contractor’s equipment units, which are owned, leased, and / or
under purchase agreements supported by certification of availability of
of GOODS equipment from the equipment lessor/vendor for the duration of the
project; and
ts
men
y require onents
bilit
Eligi hnical co
d t ec
mp
Organizational chart for the contract to be bid;
An
For the procurement List of key personnel to be assigned to the contract to be bid, with
of GOODS their complete qualification and experience data; and
Sworn statement
For the procurement
of CIVIL WORKS • It is not “blacklisted”
• all copies submitted are authentic, original, complete and
are true and correct
For the procurement • authorizing the HOPE to verify all the documents
submitted;
of CONSULTING • the signatory is the duly authorized representatives
SERVICES • It complies with the responsibilities of a prospective or
eligible bidder provided in the PBD; and
•It complies with existing laws and standards
Submission and Receipt of Bids
Second envelope
n ci a l
Fina tion/
r m a
Info ments
docu
Submission and Receipt of Bids
Integrity,
Security,
confidentiality
Preliminary Examination of Bids
The BAC shall check the
men
ts
quire onents submitted documents of each
First envelope
y re
bilit omp
Eligi hnical c
ec
Using a non-discretionary
“PASS/FAIL” criterion
Preliminary Examination of Bids
The BAC shall check the
Second Envelope
a n c ial C
omp
onen
t
submitted documents of each
Fin
bidder against a checklist
required documents to ascertain
if they are all present
Using a non-discretionary
“PASS/FAIL” criterion
SAMPLE CHECKLIST
Ceiling of Bid Prices
Arithmetical corrections
The BAC shall evaluate on an equal footing to ensure fair and
competitive bid comparison. For this purpose, all bidders shall be
required to include the cost of all taxes.
After all bids have been received, opened, examined, evaluated, and
ranked, the BAC shall prepare the corresponding abstract of bids. All
members of the BAC shall sign the AoB and attach thereto all the bids with
the corresponding bid securities and the minutes of the proceedings of the
bidding. The Abstract shall contain the following:
The purpose of bid evaluation is to determine the Highest Rated Bid (HRB)
using the following steps:
Technical Financial
Technical Financial
Proposal
Proposal Proposal
Proposal BAC Technical Co
Technical Cn
Proposal A osnuslta
Proposal A– 8 ulntat
of –58% nt
of 5%
Consultant
Consultant
B
B
Consultant C
Technical Financial Co
Technical Financial Technical Cn
Proposal Technical C – osnuslta
Proposal Proposal Proposal C 8–0 ulntat
Proposal Proposal
of
8%0 % nt
of
Consultant
Consultant
B
B
Bid Evaluation of short listed bidders for consulting services
(Graphical Presentation)
Arranged in
Descending order
based on numerical
rating
Co
B– Cnosnul
B9–7 stualn
9.570 tatnt
.5%0
%
Within two (2) days: After 3 days, the BAC shall notify
Co
Cn and invite the consultant with HRB
A osnuslta
A– 8 ulntat APPROVE for the opening of the
–58% nt
5%
DISAPPROVE
Financial
Financial
The recommendations of the BAC proposal of
proposal of
Consultant
Consultant
B
B
Co
Cn
C – osnuslta
C 8–0 ulntat
0 % nt
8%
AA
BB
The purpose of bid evaluation is to determine the Highest Rated Bid (HRB)
using the following steps:
Technical Financial
Technical Financial
Proposal Proposal
Proposal Proposal
of of
of of
Consultant B Consultant
Consultant
A
Consultant
Consultant
A
A A
Technical Financial
BAC
Technical Financial
Proposal Proposal
Proposal Proposal
Technical Financial
Technical Financial
Proposal Proposal
Proposal Proposal
of of
of of
Consultant Consultant
Consultant Consultant
B B
B B
Consultant C
+
Technical Financial
Technical Financial
Proposal Proposal
Proposal
of
Proposal
of Financial
of of
Consultant
Consultant
A
Consultant
Consultant
A
weights is 15 % - 40 %
A A
within 15 % -
40 %
+ TOTAL 100%
Technical Financial
Technical Financial
Proposal Proposal
Proposal Proposal
of
of
of
of WEIGHT
Consultant Consultant
Consultant Consultant
B B
B B
The highest rating after adding
the scores of Technical and
+
Financial
Financial proposals shall be
Technical
Technical
Proposal
Financial
Proposal
Proposal recommended to the HOPE for
Proposal of
of
of
Consultant
of
Consultant
Consultant
HRB.
Consultant C
C C
C
Bid Evaluation of short listed bidders for consulting services
(Graphical Presentation)
Rating
(Technical +
Financial)
Co
B– Cnosnul
B9–7 stualn
9.570 tatnt
.5%0
%
Within two (2) days: After 3 days, the BAC shall notify
Co
Cn and invite the consultant with HRB
A osnuslta
A– 8 ulntat APPROVE for NEGOTIATION
–58% nt
5%
DISAPPROVE
Co
Cn
C – osnuslta
C 8–0 ulntat
0 % nt
8%
Criteria in evaluating technical proposals of consultants
Shall be completed within ten (10) calendar days. There should be no replacement
of key personnel before the awarding of contract.
Objective and process of Post-qualification
• Within three (3) cd from receipt by the bidder of the notice from the BAC that
the bidder has the LCB or HRB, the bidder shall submit the following
requirements to the BAC:
1. Tax clearance;
4. Other appropriate license and permits required by law and stated in the
BidDocs.
Objective and process of Post-qualification
• The post qualification shall verify, validate, and ascertain all statements
made and documents submitted by the bidder with the LCB/HRB, using non-
discretionary criteria. This criteria shall not be limited to, the following:
The BAC shall observe the same process and set the new periods
according to the same rules followed during the previous bidding(s).
A single calculated/responsive bid shall be considered for award if it falls under any
of the following circumstances:
• Only one prospective bidder submit a LOI and/or applies for eligibility check,
and it meets the eligibility requirements of the criteria, after which it submits a
bid which is found to be responsive to the bidding requirements;
• More than one prospective bidder submits LOI and/or applies for eligibility
check, but only one bidder meets the eligibility requirements of the criteria,
after which it submits a bid which is found to be responsive to the bidding
requirements; or
• If after the eligibility check, more than one bidder meets the eligibility
requirements, but only one bidder submits a bid, and its bid is found to be
responsive to the bidding requirements.
NOTICE AND EXECUTION OF AWARD
The BAC shall recommend to the HOPE the award contract to the bidder with
the LCRB/HRRB or the SCRB/SRRB after the post-qualification process has
been completed.
To facilitate the approval of the award, the BAC shall submit the following
supporting documents to the HOPE:
• Contract Agreement;
• Bidding Documents;
• Winning bidder’s bid, including proposals submitted;
• Notice of Award of Contract;
Procedural Steps for the Public Bidding of
Goods and Services ( Revised IRR, GPPB Res.
03-2009 )
1 c.d.
.Posting – 7 c.d.
1 c.d.
d) Any combination of the foregoing Proportionate to share of form with respect to total
amount of security
The performance security shall be denominated in Philippine
pesos and posted in favor of the procuring entity, which shall be forfeited
in the event it is established that the winning bidder is in default in any
of its obligations under the contract.
In case of failure, the BAC shall disqualify the said bidder and shall
initiate and complete post-qualification process on the bidder with the second
LCB/HRB. This procedure shall be repeated until LCRB/HRRB is
determined for award.
RESERVATION CLAUSE
The HOPE reserves the right to reject any and all bids, declares a
failure to bidding, or not award the contract in the following situations:
• If there is prima facie evidence of collusion between:
Appropriate public officers or employees of the procuring entity;
• If the BAC is found to have failed in following the prescribed bidding procedures; or
RESERVATION CLAUSE
• For any justifiable and reasonable grounds where the award of the contract will not
redound to the benefits of the GOP, as follows:
If the source of funds for the project has been withheld or reduced
through no fault of the PE.
DISCLOSURE OF RELATIONS
All bid shall be accompanied by a SWORN STATEMENT of the bidder that it
is not related to the HOPE, members of the BAC, the TWG, and the BAC secretariat,
the head of the PMO or the end-user unit, and the project consultants, by consanguinity
or affinity up to the THIRD CIVIL DEGREE.
• DIRECT CONTRACTING
• REPEAT ORDER
Unit prices of the repeat order must be the same as or lower that those in
the original contract;
shall be availed of only within six (6) months from the contract effectivity
date stated in the NTP arising from the original contract; and
shall not exceed twenty-five percent (25%) of the quantity of each item in
the original contract.
ALTERNATIVE METHODS OF PROCUREMENT
• SHOPPING
• NEGOTIATED PROCUREMENT
-The procuring entity shall select the successful offer on the basis
of such best and final offers.
2. Emergency Cases.
3. Agency – to - Agency
4. Procurement Agent
- Where the procurement does not fall under shopping and the
amount does not exceed the thresholds prescribed.
9. NGO Participation.
Shopping
1 % of the undelivered
items/delays
DELIVERIES
All supplies shall be adequately contained, packed,
crated, cased, bundled, wrapped, or sealed to prevent
damage, spoilage, and loss.
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In specti
t is
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• Inspection by Sampling
Date;
PO Number
Name and Address of the Supplier
Supplier’s Acknowledgement or Receipt (date of receipt)
Specifications
Quantity
Unit/Total Price
Availability of fund
Approval of the HOPE or his duly authorized representative
General Procedures in Conducting Inspection
B. Supplier’s Invoice Delivery Receipt
4. Get the warranty card and note down the warranty card number in the
original invoice. Check if the serial indicated thereon is the same as that of
the delivery.
Inspection & Acceptance of Infra Projects
1. The Head/End-user/Implementing Office/Property Officer/etc. must secure
copy of the Program of Works prior to the start of the construction.
2. The End-user must seek assistance from the technical person (TWG for the
project) to check the materials that are being used during the construction if
they are in accordance with the required specifications.
3. The End-user (usually the Head) shall sign the Certificate of Acceptance
(CA)/Certificate of Turnover only after the issuance of the 100%
completion report by the project engineer. The same certificate shall also be
signed by the Division Physical Facilities Officer.
todian s hi p?
Wha t i s cu s
r eh o u sing?
Wh at i s w a
i. Bulk storage
2. Arrangement of Materials
SAI
If YES
Available
RIS
N
O
ICS
PR /ARE
GETTING TO KNOW WITH IMPORTANT DOCUMENTS
- is used for PPE accounts when issued to officials and employees other
than the regular property officer. It shall be signed and dated by the
Property officer under “Received from” portion and the recipient shall
acknowledge by signing the documents.
Recording for the Receipt, Issuance and Utilization of
Supplies, Materials & Equipment
The Supply Officer/Stock clerk shall maintain the stock cards for each class
of articles kept in stock. All receipt and issuance of supplies, and the balance on
hand shall be updated.
The bases of recording the receipts and issuance shall be the DR and the RIS
respectively.
The stock card serves as guide in preparing the estimates of the quantity and
description of the articles needed for the year.
Recording for the Receipt, Issuance and Utilization of
Supplies, Materials & Equipment
The stock card will be at the same time serves as guards against overstocking
of supplies and materials.
The Supply Officer shall maintain the Property Card for each class of PPE
reflecting the date of acquisition, description, custody, estimated life
expectancy, depreciation, disposal, and other information about the PPE based
on the source of documents.
Before the property records can be reconciled with the accounting records,
the Property/Supply Office shall see to it that the existing property records
are reconciled with the actual inventory count.
t i s r ep a ir ?
Wha
JUAN PAOLO S.
ARANAS
Master in Public Administration
PROF. ROMEO S.
TERUEL
Professor, MPA