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 priorreview
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 CommunityBased 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, the procurement method
should follow community participation method as
provided in the World Bank/ADB/MCC
Procurement Guidelines. Thus, the procurement
procedures provided for in this Community
Procurement Manual, as acceptable to the Bank,
shall be followed.
Per Loan Agreement between the Gov’t of the
Philippines and the MCC/World Bank/ADB, it
stipulates and requires the provision of a
Community-Based Procurement Manual
For info:
• The KALAHI CIDSS – NCDDP is the only Foreign Assisted
Project (FAP) that has a community-based procurement
manual.
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.
kalahi.dswd.gov.ph
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
Why is Procurement important?
Acquire the best
of
items/works/service with the
most
cost or within
the
;
kalahi.dswd.gov.ph
Community Procurement
Principles:
FEETA-
Fairness
Economy
Effectiveness
Transparency
Accountability
Principles of procurement
F E
E
Fairness or
Fair-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
T
Effectiveness
A
It should be simple and
applicable to the community.
Principles of procurement
F
E
E
T
A
Economy
The BSPMC shall use the Lowest Calculated
and Responsive Bid/Quotation and the
most advantageous to the BSPMC as criteria
for selection of service providers.
Principles of procurement
F
E
E
T
A
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.
Principles of procurement
F
E
E
T
A
Accountability
The BSPMC and any official, directly or
indirectly involved in the procurement
process as well as in the implementation
of procurement contracts and the private
parties that deal with BSPMC, when
warranted by circumstances, investigated
and held liable for their actions relative
thereto.
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 CIDSSNCDDP?
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 CIDSSNCDDP?
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.
b.
c.
d.
Community Shopping
Community Bidding
Community Direct Contracting
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, postqualification and award of contract.
BARANGAY/COMMUNITY SUB-PROJECT
ORGANIZATION STRUCTURE
Barangay/Community Assembly
Barangay Development Council
Operation &
Maintenance
Committee
(O & M)
Project
Preparation
Team (PPT)
Barangay Subproject
Management Committee
(BSPMC)
Audit &
Inventory
Team (AIT)
Brgy. Treasurer
Secretary
Bids and Awards Committee
(BAC)
Procurement Team (PT)
Bookkeeper
Project
Implementation
Team (PIT)
Monitoring &
Inspection Team
(MIT)
Technical Working Group (TWG)
Observers
ORGANIZATION & FUNCTIONS OF THE
PROCUREMENT TEAM
C/Barangay Sub-Project Management Committee
(BSPMC)
 Provides overall management of the community based
sub-projects and oversees sub-project implementation,
monitoring, completion.
 Serves as the community procuring entity (CPE), has the
authority to make decisions related to procurement and
ensures the quality of the goods and services based on the
technical specifications.
 They also verify that the award is made using the criterion
of Lowest Calculated and Responsive Bid/Quotation and
makes sure that transparency and fair competition is
observed among qualified contractors and suppliers.
ORGANIZATION & FUNCTIONS OF THE
PROCUREMENT 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 BSPMC Chairperson is the
representative of the owner community.
In effect, it represents the head of the
procuring entity and approves contract
with the Chairman being authorized to
sign it.
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 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;
b. The C/BSPMC Chairperson, as approving
authority for all transactions.
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.
2.
3.
4.
5.
Advertises and /or posts the invitation to bid
Conducts pre-procurement and pre-bid conferences
Determines eligibility of prospective bidders
Receives bids
Conducts the evaluation of bids with assistance of
the TWG
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 nonvoting 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 Engineer/Municipal Agricultural
Officer/CENRO/MENRO (depends on the type
of contract)
 Supervising Sub-Project Engineer / Lead person
/ Foreman (if municipal engineer is not
available)
 Municipal Financial Analyst
 Volunteer professionals in the community (if
any)
Roles of ACT/MCT members:
Area / Municipal Coordinator
Checks and ensures all documentations to be in order
Acts as TWG member
Signatory
Issues Clearance to Community Direct Contracting for
Goods
Provides actions regarding red flags of abnormalities
Technical Facilitator/ LGU Engineer
Assists and reviews the Community Procurement Plan
including the Community Employment Record w/ PTs
Conducts Procurement Training
Attends pre-bid conference and bid opening
Checks and ensures all documentations to be in order
Acts as TWG member
Provides actions regarding red flags of abnormalities
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,
Provide 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 in overseeing the overall
procurement at the RPMO and ACTs in
accordance with the NCDDP procurement
guidelines.
 The RPO provides technical assistance to the
CPOs in:
a)
Training ACTs, LGUs, community volunteers on
community based procurement processes;
b)
Providing Technical Assistance (TA) to SubRegional 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 exercising Quality Assurance
(QA)
and
Quality
Control
(QC)
responsibilities
over
community
procurement actions and activities; and
d) Coordinating
procurement
actions
required from the National Project
Management
Office
(NPMO)
and
providing
consolidated procurement
reports.
Community Procurement Officer (CPO)
 Acts as the focal person for procurement,
technical assistance and monitoring at the
Sub-regional Project Management Office
SRPMO),
 Responsible
for
ensuring
that
the
implementation of community procurement
systems in the region is compliant with the
CBPM.
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 to assist
disaster affected communities
brought about by natural or manmade calamities .
• Community is eligible to utilize KCNCDDP 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 Threshold:
Emergency Procurement
Procurement
Method
Threshold Amount
(P)
Prior Review Requirement
Threshold (P)
RPMO
NPMO
Community Shopping
- Works
None
≥ 2.0 M
Post
- Goods
None
≥ 2.0 M
Post
Post review
Post review
Post review
Post review
Community Direct Contracting
Direct Contracting due to Emergency
- Works
None
- Goods
None
Agency-to-Agency Arrangements
- Works
None
- Goods
None
All
All
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
All
- Goods
None
All
All
Direct Contracting for Adjacent and Contiguous Projects
- Works
None
All
Repeat Order
- Goods
100% of
All
previous
contract
Procurement Threshold:
Emergency Procurement
Procurement Method
Threshold Amount
(P)
Prior Review Requirement
Threshold (P)
RPMO
NPMO
Small Value Procurement
1.Off-the-Shelf (Goods)
2.Short Term services
3.Small Works
50,000.00
50,000.00
50,000.00
Pakyaw Contract
- Works
500,000.00
Variation Order for Works Up to 20% of original
contract
All
Aggregated contracts
1.5 M to 2.0 M
kalahi.dswd.gov.ph
2.0 M & above
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
(NDRRMC);
a
post
disaster needs assessment (PDNA); and other
and other available
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 to avert an
imminent danger to life or property or to
restore damaged community projects
arising from natural or man-made calamity
or emergency as declared by appropriate
authorities.
For works, the community has the option
to undertake the project through direct
contracting or by administration
Method of Procurement:
Direct Contracting for Goods/Services
due to 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 as long as the
community volunteers have certified to the receipt
of the goods and the manufacturers warranties are
submitted as part of the payment requirements,
where such is applicable.
However, for works contracts one million pesos
and above (P1,000,000) the retention money of
ten percent (10%) shall be strictly applied in the
release of payment to guarantee performance and
to cover the costs of defects that may arise during
the defects liability period;
Procedures of Emergency 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
1.
2.
Payment of
Goods
CPP
POW
Conduct
PreProcurement
Conference
Minutes
Of Meeting
(date, mode)
Filled-up Canvass
Sealed
Canvass
Serving
of
Canvass
1.
2.
1.
2.
3.
3.
Delivery Receipts
Inspection
Report
Pictorials
Delivery of
Goods
Voucher
Checks
Official Receipt
Signed P.O.
Serving of
Purchase Order
Minutes of
Meeting
Abstract of
Canvass
Canvass
opening
TWG Report
Evaluation
of
Price offered
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 the canvass
forms
 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 nonconsultancy 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:
this is included in the CPP;
b) the procedures for operation and maintenance
of such tools and equipment are clearly
established including turn-over and custody
after project completion; and
c) a cost comparison is submitted as part of the
readiness filter.
a)
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 Review items Review items to
procurement
to be procured be procured
2.Prepare Requests for
Quotation/Canvass Form
Prepare canvass Review canvass Review canvass
documents
forms
forms
Matrix of Procedures
for Community Shopping for Goods with Functions of
Various Procurement Personnel
Procedures
PT
BAC
C/BSPMC
TWG
ACT
Discuss
Discuss
Discuss
Discuss
CF calls for the
3.Conduct of
Pre-Procurement procurement procurement procureme procureme meeting
at hand
at hand
nt at hand nt at hand DAC provides
Conference
Prepare
minutes
4. Posting of
Notice of
Request for
Quotation
Posts NRQ
Sign NRQ for
posting
technical
assistance and
acts as resource
person
Matrix of Procedures
for Community Shopping for Goods with Functions of
Various Procurement Personnel
Procedures
SUPPLIER
5. Issuance of
Request for
Quotation/Canv
ass Form
6. Submission
and Receipt of
Quotations
PT
Issues canvass
forms
Prepares
quotation
and submits
the same to
the BAC
Receives the
sealed
quotations on or
before the
deadline
BA C/BSP T
C MC W
G
ACT
CF to
accompany PT
members
Matrix of Procedures
for Community Shopping for Goods with Functions of
Various Procurement Personnel
Procedures
7. Opening and
Evaluation of
Quotations
PT
Receives all
canvass
Prepares
minutes of
canvass
evaluation
Prepares
Abstract of
Canvass
BAC
TWG
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
ACT
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 documents
Award
and issues
NOL
Matrix of Procedures
for Community Shopping for Goods with Functions of
Various Procurement Personnel
Procedures
9. Contract Award
10. Contract
Implementation
SUPPLIER
Signs the PO
PT
Prepares and delivers
the PO
Provides LGU COA and
RPMO with copies of
PO and supporting
documents
Delivers goods as Compiles copies of all
provided in
documents for
contract
consolidation with
other project related
documents
C/BSPMC
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
1. Identify items for
Community Shopping
from approved CPP
2.Prepare Notice of
Request for Quotation
(NRFQ)
3.Conduct of PreProcurement Conference
PT
BAC
C/BSPMC
Prepare items for
procurement
Review items to be Review items
procured
to be procured
Prepare IFQ
documents
Review IFQ
documents and
forms
Discuss
procurement at
hand
Sign NRQ for
posting
Discuss
procurement at
hand
Prepare minutes
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
4. Posting of Notice of
Posts NRQ
Request for Quotation (NRQ)
5. Issuance of Notice of
Request for Quotation
Issues IFQ forms CF to accompany
PT members
RPMO/NPM
O/ADB/WB
Matrix of Procedures
for Community Shopping for Works with Functions of Various
Procurement Personnel
Procedures
SUPPLIER
6. Conduct of Attends
conference
Conference
for Shopping
for Works
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
ACT
Attends
DAC to
conference attend
Chairperso conference
n
and provide
issues
technical
Certificate assistance
of Site
Inspection
to
participatin
g
contractors
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
sealed quotations
the BAC
on or before the
deadline
Matrix of Procedures
for Community Shopping for Works with Functions of Various
Procurement Personnel
Procedures
8. Opening and
Evaluation of
Quotations
PT
Receives all
quotations
Prepares
minutes of
canvass
evaluation
Prepares
Abstract of
quotations
BAC
TWG
ACT
Invites TWG
Assists the DAC provide
and PIT Head to BAC in the technical
assist in canvass evaluation assistance
evaluation
of
Opens
quotation
quotations and s
checks
responsiveness
of canvass
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 C/BSPMC Chair
Reviews contract
5 days upon Requests for
documents and
receipt of NOL Clearance to Award issues NOL
documents
Matrix of Procedures
for Community Shopping for Works with Functions of Various
Procurement Personnel
Procedures
10. Contract
Award
Time
Frame
SUPPLIER
As
Signs the
specified in contract
the PO
Posts the
required
performan
ce security
PT
Prepares and
delivers the
contract
Provides LGU
COA and RPMO
with copies of PO
and supporting
documents
C/BSPMC
Signs the
contract
Approves and
signs the
contract
Matrix of Procedures
for Community Shopping for Works with Functions of Various
Procurement Personnel
Procedures
11. Contract
Implementation
SUPPLIER
Mobilizes and
starts work as
provided in
contract
May request for
advance payment
PT
C/BSPMC
Compiles copies of PIT, MIT and TWG
all documents for inspects and
consolidation with monitors status of
other project
accomplishment
related documents
Matrix of Procedures for Community Direct Contracting
for Goods with Functions of Various Procurement
Personnel
Procedures
1. Identify items for
Community Direct
Contracting from
approved CPP
PT
BAC
Prepare items Review
for
items to be
procurement procured
2.Prepare Requests for Prepare
Quotation
documents
Review
forms
C/BSPMC
Review
items to be
procured
Review
forms
Matrix of Procedures for Community Direct Contracting
for Goods with Functions of Various Procurement
Personnel
Procedures
PT
3.Conduct of
PreProcurement
Conference
Discuss
procuremen
t at hand
Prepare
minutes
BAC
C/BSPMC
Discuss
Discuss
procuremen procure
t at hand
ment at
Sign NRQ for hand
posting
TWG
ACT
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
4. Posting of Notice of
Request for Quotation
5. Issuance of Request for
Quotation/Canvass Form
Posts NRQ
6. Submission and Receipt Prepares
of Quotations
quotation and
submits the
same to the
BAC
Receives the sealed
quotations on or
before the
deadline
Issues canvass
forms
ACT
CF to
accompany PT
members
Matrix of Procedures for Community Direct Contracting
for Goods with Functions of Various Procurement
Personnel
Procedures
7. Opening and
Evaluation of
Quotations
PT
Receives all
canvass
Prepares
minutes of
canvass
evaluation
Prepares
Abstract of
Canvass
BAC
Invites TWG and
AIT Head to
assist in canvass
evaluation
Opens
quotations and
checks
responsiveness
of canvass
TWG
ACT
Assists the DAC provide
BAC in the technical
evaluation assistance
of
quotations
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
C/BSPMC
RPMO/NPMO/
ADB/WB
C/BSPMC
Reviews
Chair
contract
Requests for documents and
Clearance to issues NOL
Award
Signs the PO Prepares and
Signs the PO
delivers the PO
Approves and
Provides LGU COA signs the PO
and RPMO with
copies of PO and
supporting
documents
Matrix of Procedures for Community Direct Contracting
for Goods with Functions of Various Procurement
Personnel
Procedures
10. Contract
Implementation
Time Frame
As specified
in the PO
SUPPLIER
Delivers
goods as
provided in
contract
PT
Compiles copies
of all documents
for consolidation
with other
project related
documents
C/BSPMC
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)
Title of Meeting: e.g. Minutes of Opening of Bids, etc..
Venue/Location:
Date:
Time
Participants: (can be written in separate sheet)
Proceedings: (started with prayer, opening remarks,
etc..)
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
Notes to Ponder: