1. learnppt.com LOGO PROCUREMENT PLANNING Educ 307: Financial Budgetting January 21, 2018

2. 2 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH Procurement – refers to the acquisition of Goods, Consulting Services, and the contracting for Infrastructure Projects by the Procuring Entity. Procurement shall also include the lease of goods and real estate. With respect to real property, its procurement shall be governed by the provisions of Republic Act No. 8974, entitled “An Act to Facilitate the Acquisition of Right-of- Way Site or Location for National Government Infrastructure Projects and for Other Purposes”, and other applicable laws, rules and regulations (Sec. 5(aa), IRR, R.A. 9184)

3. 3 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH Goods - All items, supplies and materials Including general support services which may be needed in the project or activity, whether in the nature of equipment, furniture, stationery, or contractual services, such as: 1. Repair and maintenance of equipment and furniture 2. Trucking, hauling, janitorial and security and other related and analogous services.

4. 4 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH Infrastructure - refers to construction, improvement, rehabilitation, repair /restoration of civil works components of : IT projects, Irrigation, flood control and drainage, water supply, sanitation, sewerage and solid waste management, national buildings, hospital buildings, and other related constructions projects of the Government. RA 9184 and its IRR does not apply to Public/Private Sector Infrastructure Projects under RA 6957 (Act Authorizing Financing, Construction, Operation and Maintenance of Infra Projects by the Private Sector.) as amended by R.A. 7718

5. 5 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH Consulting Services – Refers to services for Infrastructure Projects and other types of projects or activities of the Government requiring adequate external technical and professional expertise that are beyond the capability and/or capacity of the Government to undertake such as, but not limited to: advisory and review services; pre-investment or feasibility studies; design; construction supervision; management and related services; and other technical services or special studies.

6. 6 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH Governing Principles Public Monitoring - Awareness and vigilance Accountability - Responsibility over actions/ decisions Competitiveness - Equal opportunity to all eligible bidders Transparency - Wider dissemination of bid opportunities Streamlined Process - Uniformly applicable to all government agencies Effective and efficient method

7. 7 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH RA 9184 ARTICLE II PROCUREMENT PLANNING SEC. 7. Procurement Planning and Budgeting Linkage. – All procurement should be within the approved budget of the Procuring Entity and should be meticulously and judiciously planned by the Procuring Entity concerned. Consistent with government fiscal discipline measures, only those considered crucial to the efficient discharge of governmental functions shall be included in the Annual Procurement Plan to be specified in the IRR.

8. 8 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH No government Procurement shall be undertaken unless it is in accordance with the approved Annual Procurement Plan of the Procuring Entity. The Annual Procurement Plan shall be approved by the Head of the Procuring Entity and must be consistent with its duly approved yearly budget. The Annual Procurement Plan shall be formulated and revised only in accordance with the guidelines set forth in the IRR. In the case of Infrastructure Projects, the Plan shall include engineering design and acquisition of right-of-way.

9. 9 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH Goal of Procurement Is to carry out activities related to procurement in such a way that the goods and services, so procured are of the right quality, from the right source, are at the right cost and can be delivered in the right quantities, to the right place, at the right time.

10. 10 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH Procurement Methods All Procurement shall be done through competitive bidding except as provided in R.A. 9184. Resort to alternative methods shall be made:  Only in highly exceptional cases  To promote economy and efficiency  Justified by conditions specified in R.A. 9184 and its IRR

11. 11 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH

12. 12 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH Bid Evaluation (QBE or QCBE) Post-qualification Pre- Procurement Conference Advertisement and/or Posting Opening of Bids (QBE or QCBE) Bid Submission Contract Award Negotiation Eligibility and Shortlisting Pre-Bid Conference Bidding Process (Consulting)

13. 13 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH BIDS AND AWARDS COMMITTEE (BAC) As a general rule, HOPE must create a single BAC. However, separate BACs may be created under any of the following conditions: 1. The items to be procured are complex or specialized; 2. If the single BAC cannot reasonably manage the procurement transactions as shown by delays beyond the allowable limits; or 3. If the creation is required according to the nature of the procurement.

14. 14 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH BIDS AND AWARDS COMMITTEE (BAC) FUNCTIONS  Recommends Procurement Method  Creates a Technical Working Group (TWG)  Conducts the bidding activities  Resolves Requests for Reconsideration  Recommends Imposition of Sanctions  Invites Observers during all stages of the procurement process  Conducts due diligence review or verifications of the qualifications of observers  Prepares Procurement Monitoring Report

15. 15 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH PREPARATION OF BIDDING DOCUMENTS Prepare the Bidding Documents following the standard forms prescribed by the GPPB; Specifications and other terms in the Bidding Documents shall reflect the minimum requirements or specifications required to meet the needs of the procuring entity; Use clear and unambiguous terms in your specifications; Reference to brand names not allowed

16. 16 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH PREPARATION OF BIDDING DOCUMENTS Bidders will be asked to pay for the Bidding Documents to recover the cost of its preparation and development; BAC shall issue the bidding document upon payment of the standard rate, as follows: Approved Budget for the ContractMaximum cost of Bidding Document Php 500,000.00 & Below Php 500.00 500,000.00 to 1M Php 1,000.00 1M to 5M Php 5,000.00 5M to 10M Php 10,000.00 10M to 50M Php 25,000.00 50M to 500M Php 50,000.00 500M Php 75,000.00

17. 17 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH PREPARATION OF BIDDING DOCUMENTS Bidding Document must be available on the same date the advertisement and/or posting of the Invitation to Bid is made; Bidding Document shall be posted at the PhilGEPS website and the Procuring Entity’s website wherein prospective bidders may download, provided that, bidders shall pay the fee for the Bidding Documents on or before submission of their bids; The Bidding Document shall include the: Approved Budget for the Contract; Invitation to Bid; Minimum eligibility requirements; Instruction to Bidders; and Technical Specifications;

18. 18 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH PRE-PROCUREMENT CONFERENCE Purpose: Determine readiness to proceed with the bidding process Conducted before advertisement/posting of the Invitation to Bid Mandatory for the procurement of Goods with ABC above Php 2M; Attended by the BAC, BAC Secretariat, TWG, Consultants and End-user unit/Other officials

19. 19 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH CONTENT OF INVITATION TO BID I.Name of contract to be bid and brief description of the goods to be procured; II.A general statement on the criteria to be used for eligibility check, evaluation of bids, and post- qualification; III.The date, time and place of the deadline for submission and receipt of the eligibility requirements and bids; pre- bid conference, if any, and the opening of bids; IV.The ABC; V.The funding source;

20. 20 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH CONTENT OF INVITATION TO BID VI.Period of availability of bidding documents, place where they may be secured, the website where bidding documents may be downloaded, and price where applicable; VII.Contract duration or delivery schedule; VIII.The name, address, telephone number, fax number, e- mail, and website address of the procuring entity and designated contact person; IX.The Reservation Clause; and X.Other necessary information deemed relevant by the procuring entity.

21. 21 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH ADVERTISING AND POSTING OF INVITATION TO BID At least once in one (1) newspaper of general nationwide circulation, which has been regularly published for at least two (2) years before advertisement date;.  “To be a newspaper of general nationwide circulation, it is enough that it is published for the dissemination of local news and general information, that it has a bona fide subscription list of paying subscribers, and that it is published at regular intervals. Over and above all these, the newspaper must be available to the public in general, and not just to a select few chosen by the publisher.” (Efren L. Alvarez vs. People of the Philippines; G.R. No. 192591; June 29, 2011)

22. 22 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH PENALTY FOR NON-POSTING E.O. No. 662 dated 27 Sept. 2007, as amended by E.O. No. 662-A & 662-B, reiterated posting of all procurement opportunities and awards, and other related information in the PhilGEPS bulletin board; Failure to post the Invitation to Bid in the PhilGEPS will hold accountable officials, particularly the BAC, liable for dereliction of duty and conduct grossly prejudicial to the best interest of the service, without prejudice to other charges, whether administrative, civil or criminal, that may be filed under appropriate laws and regulation.

23. 23 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO UNIVERSITY OF NORTHEASTERN PHILIPPINES SCHOOL OF GRADUATE STUDIES AND RESEARCH Thank you for Listening

24. 24 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO Pre-Bid Conference Mandatory for projects with ABC of 1M or more ; Held at least 12cd before deadline for bid submission. For complex items as to method and nature of the contract, PBC may be held at least 30cd before deadline for bid submission. At the option of procuring entity, only bidders who purchased bid documents are allowed to attend or ask questions Attendance of prospective bidders is not mandatory.

25. 25 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO Supplemental Bid Bulletin Statements made in pre-bid shall not modify the terms of bidding documents unless issued as a supplemental/bid bulletin; Issued to answer written requests for clarification or interpretation submitted by prospective bidders at least 10 c.d. before deadline for bids; or Issued also upon BAC’s initiative to clarify or modify any provision of Bidding Docs. Issued by BAC at least 7 c.d. before deadline for submission of bids; posted in PhilGEPS and agency’s website, if any; Bidders who have submitted bids before issuance of Supplemental/Bid Bulletin to be informed in writing and allowed to modify or withdraw their respective bids.

26. 26 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO Supplemental Bid Bulletin §22.5.2 RA 9184 IRR allows PEs to issue Supplemental/Bid Bulletins upon their initiative for the purpose of clarifying or modifying any provision in the Bidding Documents, including the IB. Accordingly, PE cannot compel prospective bidders or the winning bidder to submit or comply with requirements not initially provided in the Bidding Documents or through any Supplemental/Bid Bulletin issued by the PE for the project that must be posted at the PhilGEPS’ and the PE’s website. In the event no supplemental/bid bulletin was issued and posted, the original provisions contained in the Bidding Documents remain and the prospective bidder, including the winning bidder cannot be compelled to abide or comply with the changes made by the PE. (NPM 24-2013)

27. 27 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO Modification and Withdrawal of Bids A bidder may modify its bid, provided it is done before the deadline for the submission and receipt of bids; A bidder modifying his bid will only be allowed to send another bid equally sealed, properly identified, linked to the original and marked as a “modification”; Bid modifications received after the deadline shall not be considered and shall be returned to the bidder unopened; A bidder may withdraw his bid before the deadline for the receipt of bids; The bidder who withdraws its bid shall not be permitted to submit another bid, directly or indirectly, for the same contract.

28. 28 Questions & feedback? Email me – dave@learnppt.com More PowerPoint resources and downloads available at learnppt.com. learnppt.com LOGO BAC opens bid envelopes in public to determine each bidder’s compliance with the documents required to be submitted; BAC shall check the submitted documents of each bidder against a checklist of required documents using a non- discretionary “pass/fail” criteria If a bidder submits the required documents, it shall be rated “passed” for that particular requirement. Bids that fail to include any of the requirement or are incomplete or patently insufficient shall be considered as “failed”. Receipt and Opening of Bids