School-Based Feeding Program SY 2018-2019

Budget Allocation – SBFP SY 2018-2019

33%

Budget Allocation – SBFP SY 2018-2019

Budget Allocation – SBFP SY 2018-2019

Eligible Operational Expenses Basic eating/cooking/kitchen tools and equipment Stove Reasonable transportation expenses Water Dishwashing soap LPG/charcoal/firewood/kerosene Labor/service of cook (1 cook < 40) Common office supplies for the preparation of reports

Procurement/Food preparation Modalities

Procurement/Food preparation Modalities

Procurement/Food preparation Modalities

Procurement/Food preparation Modalities

Procurement/Food preparation Modalities

Procurement/Food preparation Modalities

Creation of SBFP Core Group

Commodities A one-month or two-month cycle menu consisting of rice and a viand shall be prepared and followed With the cycle menu as basis, the School Head and the SBFP Core Group shall determine and prepare the complete list of ingredients needed for the entire duration of the feeding period using the Request for Quotation (RFQ) Form It is encouraged to include fruits in the meals or milk from local dairy farmers if the budget can accommodate the costs or when provided by partners

Procurement of Commodities

Release of Funds and Liquidation 1. DepEd RO shall release the funds to SDOs in two (2) tranches: the 1st tranche (50% of the allocation per SDO) shall be downloaded 1st Qtr of 2018 to start the preparatory activities and start the feeding by July. The 2nd tranche (50%) shall be downloaded to the SDO not later than August to ensure continuity of feeding. 2. SDOs submit request NCAs to RO-DBM (attached copy SubARO & lists of recipient schools) 3. Schools to submit WFP & PPMP. Then SDOs shall release funds in two (2) tranches or through regular monthly release as preferred by school recipients. Succeeding allocations shall be released upon submission of partial liquidation reports (50%) pertaining to previous releases. 4. DepEd SDOs submits to DepEd RO consolidated liquidation report at the end of each month

Fund Utilization and Liquidation Feeding shall commence as soon as preparatory activities are conducted and funds are received by schools to complete the feeding cycle at the end of December 2018 SDO Accountants shall ensure that the School head or accountable officer has duly applied for bonding with the Bureau of Treasury, Fidelity Bond division. Additional bond shall be sourced from school MOOE. The School Head is primarily responsible for the liquidation of the funds released to them by the SDO SBFP Funds are considered "Special Purpose Fund", and should be issued/released to SHs regardless of the other unliquidated MOOE/cash advance provided that the said cash advance is current in status.

Fund Utilization and Liquidation SBFP fund shall be deposited directly to the school’s current account and disbursements shall be made by checks except for schools with less than 7 teachers. School Heads should ensure proper withholding of taxes from Suppliers and report to SDO the taxes for remittance every end of each month Please be reminded to observe the proper procurement process. Advance payment to supplier is a violation to RA 9184.

Special Provisions To maximize the use of funds in a S/Y, or to catch up on missed feeding days due to man-made or natural calamities, schools may propose to conduct double feeding (feeding with 2 meals a day and/or feeding with 1 meal and 1 snack a day), feeding on weekends or feeding during summer vacation for approval of the RD in coordination with auditor and accountant Double feeding may also be conducted if the estimated number of feeding days will exceed the number of school days, subject to the approval of RD prior to the implementation to complete 120 feeding days.

Downloading Procedure Submission of WFP to the Accounting section (with the initial of staff-in charge of the Health and Nutrition section certifying the number of beneficiaries) Liquidation of all previous cash advances (regular and special funds) and refund of excess cash. For cash advances granted in CY 2014 and prior years, the School head shall execute a promissory note for approval of the SDS.

Procurement Flowchart DOWNLOADING OF CASH ADVANCE PREPARATION OF PURCHASE REQUEST (PR) BAC RESOLUTION RECOMMENDING MODE OF PROCUREMENT SENDING OF RFQs TO AT LEAST THREE (3) SUPPLIERS WFP and PPMP REQUIREMENT BASED ON 120-DAY MENU INSPECTION & ACCEPTANCE REPORT DELIVERY PURCHASE ORDER (PO) ABSTRACT OF QUOTATION AND AWARD LOWEST QUOTATION AMONG 3 SUPPLIERS PAYMENT

Preparatory/Pre-Procurement Activities Prepare the Work and Financial Plan (WFP) Identify the 20-day menu to be served for the 120 feeding days Prepare the list of ingredients needed for the entire 120 feeding days based on the menu selected From the list of ingredients, determine items to be classified under Lot 1, 2 or 3 Conduct pre-canvass or market survey to get the prevailing prices of ingredients Prepare the Purchase Request (PR) by lot. Total amount of the three lots must not exceed the total SBFP budget (No. of beneficiaries x P16 x 120 feeding days). Prepare daily menu (indicating the ingredients) to facilitate daily purchase of goods (quantity and amount).

Checklist of Supporting Documents General Requirements Work and Financial Plan (WFP) Project Procurement Management Plan (PPMP) Supplemental Procurement Plan (SPP) Cycle menu for 120 feeding days Master list of beneficiaries (SBFP Form 1) Summary of Beneficiaries & Start of Feeding (SBFP Form 3) Daily Attendance of beneficiaries (SBFP Form 4)

Checklist of Supporting Documents OPTION 1 – Regular Mode (Lots 1-3) Disbursement Voucher Photocopy of check Purchase Request by Lot Lot 1: Vegetable and Other Food Items Lot 2: Grocery Items Lot 3: Fish, Meat and Poultry BAC Resolution recommending the adoption of alternative mode of procurement Request for Quotation Abstract of Quotations and Award

Checklist of Supporting Documents OPTION 1 – Regular Mode (Lots 1-3) cont.. Purchase Order and schedule of delivery/purchases Proof of PhilGEPS posting (if amount per lot exceeds P50K) RFQ Resolution to Award Notice of Award (NOA) Purchase Order Notice to Proceed (NTP) Delivery Receipt Daily Inspection & Acceptance Report Sales Invoice BIR Withholding Tax (2306 and 2307)

Checklist of Supporting Documents OPTION 1 – Regular Mode (Lots 1-3) cont.. Pictures taken before, during and after feeding and the goods procured (daily) Designation of SBFP Core Group Supplier’s Legal Documents Mayors Permit/ BIR Certificate of Registration PhilGEPS Registration Number Income/Business Tax Return (if amount exceeds P500K) Omnibus Sworn Statement (if amount exceeds P50K)

Checklist of Supporting Documents OPTION 2 – Daily Purchase (Lots 1 and 3) Disbursement Voucher Photocopy of check Purchase Request Daily Purchases Report Schedule of Daily Purchases Sales Invoice/list of items purchased signed by the vendor Pictures taken before, during and after feeding and the goods procured (daily) OPTION 2 – Regular Mode (Lot 2) shall follow the same procedure as Option 1

Checklist of Supporting Documents HIRED COOK Disbursement Voucher Photocopy of check Purchase Request Accomplishment Report RER (amounts in words and in figures written by payee) ID or CTC of the cook

Checklist of Supporting Documents HAULING Disbursement Voucher Photocopy of check RER (amounts in words and in figures written by payee) Accomplishment Report Picture of hauled items

Checklist of Supporting Documents Checklist – FUEL/DRINKING WATER/OFFICE SUPPLIES (if amount is less than 1K) Disbursement Voucher Photocopy of check Purchase Request Sales Invoice/RER Inspection and Acceptance Report If amount is 1K and above – same documentary requirements for procurement-alternative mode

Thank You!