PUBLIC

PROCUREMENT SPECIALIST
COURSE
(BASIC LEVEL)

NAME OF SPEAKER
 SESSIONS
Session I​ Principles and Practices of Public Procurement ​

Session II​ Legal and Administrative Environment of Philippine Public

Procurement​

Session III​ Procurement Organization Framework​

Session IV​ The Philippine Government Electronic Procurement System
(PhilGEPS)​

Session V​ Procurement Planning​

Session VI​ Procurement of Goods​
Session VII​ Contract Management and Administration of Goods​

Session VIII​ Ethics​

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 Session V

Procurement Planning
 I Procurement Planning and Budget Linkage

III Procurement Planning

III Activities in Procurement Planning

IV PPMP and APP Preparation

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Procurement Planning and Budget
Linkage
The Budget Process

Budget Preparation

Budget
Accountability Budget Legislation

Budget Execution
Budget Preparation
Budget Preparation
Agency’s Over-all
Strategic Plan
PE’s Budget Project and/or
Budget Call
Proposal Operational Plans

Work and Financial Plan WFP)

List of projects/requirements of each project management office

(PMO)/end-user unit and estimated budget
Submitted to the Budget Office/Unit of the PE in preparation of its
Budget Proposal to be sent to DBM
Budget Execution
Budget Execution

Budget office provides BAC consolidates

HOPE approves
copy of Work and items/ projects for
Financial Program procurement documents
Procurement Planning and Budget Linkage

Section 7.1
of IRR

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Procurement Planning and Budget Linkage

Section 7.2 of IRR

No procurement shall be undertaken

unless it is accordance with the
approved Annual Procurement Plan
(APP)

Approval of the APP by the Head

of Procuring Entity (HoPE) or
designated second-ranking official
is mandatory

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Procurement Planning Timeline

Procurement Identification Procurement Assessment

of current FY of current FY of current FY of current FYr of current FY of next fiscal year

• Cost-benefit • Project • Consolidatio • Approval of • Revision • Revision

analysis Procurement n of PPMPs to Indicative of PPMP & of PPMP &
• Feasibility Management Indicative APP and Indicative Indicative
study Plan (PPMP) Annual budget APP based APP based
• Market Procurement proposal on NEP on GAA
study Plan (APP)

End-User Representative/Unit BAC & Secretariat Hope/Approving Bac & Secretariat

Authority

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Procurement Planning Vis-à-Vis Budget Cycle

of prior FY of current FY of current FY of current FY of current FY of next FY

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Procurement Planning Timeline

DECEMBER
of prior FY of current FY of current FY of current FY of current FY of next FY

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Procurement Planning
Procurement Planning

• What is the Cost?

• When do you need it?
• How to Source it?

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Objectives

Schedule in advance

Ensures overall goal achieved

effectively and efficiently
Precludes unnecessary
✘ purchases and circumventions

P Value for money

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Challenges in Procurement Planning

1 2 3
Proposed
projects set in Lack or limited
Lack of or the Project training or
insufficient Procurement experience in
proper market Management crafting TORs
study and Plan (PPMP) and/ or
cost-benefit not ‘planned’ technical
analysis oftentimes specifications
thought of after
the Budget is
enacted

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Effects in Procurement

Failure of Bidding Delay in Procurement Ineffective Procurement

Failure of
Bidding

Delay in
Procurement

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Who are the Players in Procurement Planning?

End-User
Bids And Awards
Committee (BAC)
& Secretariat

Technical
Budget Office
Working Group

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 Activities in
Procurement Planning
Activities in Procurement Planning

Scheduling Specification Sourcing Recommendation

Source: “Developing a Career Stream for Public

Procurement Practitioners”, Boncodin, 2009
Scheduling

Process of examining all program

activities and their relationships to
each other in terms of realistic
constraints
Effective Scheduling

• Provides the basis for effective

communications
• Identifies a baseline for program status
monitoring, reporting, and program control
• Facilitates management
• Provides the basis for resource analysis and
leveling, exploration of alternatives, and
cost/time tradeoff studies
Scheduling
Project Managers (PMs)
• must have a good working
knowledge of scheduling practices
and applications

• able to understand and analyze

schedules created by others to
manage a program

In public procurement, most procurement activities do not

have a specific project manager, it is usually the END USER.
Scheduling
Five-step Process for Schedule Preparation

SCHEDULE
CONTROL
SCHEDULE
DEV’T
ACTIVITY
DURATION
ACTIVITY ESTIMATION
SEQUENCING
ACTIVITY
DEFINITION
Baseline Plan
• Provides projections of project factors

• Covers the projected time lines, costs and details, including

milestones and deadlines

• Projection that will set the course of a project

• Presents a macroscopic view of the project

• Serves as an easy reference to the tasks expected to be

completed, when completion is due, the processes and key
persons involved, and costs
• Should be flexible but must attain a level of accuracy
Forecasting

• Provides an important input into a

planner’s decision-making process
• Stems from the fact that important
decisions have to be made today
which would affect a yet to be
determined tomorrow
Forecasting
IMPORTANT CONSIDERATIONS

1. Time Horizon
2. Technology and Technical Capability
3. Cost
4. Data Availability
5. Variability and Consistency of Data
6. Amount of Detail Necessary
7. Accuracy
8. Turning Points
Specification
DEVELOPING PROJECT REQUIREMENTS

Identify Compare
Identify need
solution alternatives
Identifying the Need

Suggested basis for

identifying needs

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Tools in Project Costing & Determination of ABC
Bottom-Up (Analytical)
Analogous Estimating
Estimating
o Also called “top-down” estimating or “historical o Provides the “most accurate” estimating technique if a
costing” complete Work Breakdown Structure (WBS) is
available.
o Draws from a purpose-built archive of historical project
data, often specific to an organization. o Also the most versatile estimating technique and you
can use it for many types of projects.
o Can be quite accurate if used to form estimates for
similar projects and if experts can precisely assess the o But it can also be time-consuming, especially in large
factors affecting costs. and complex projects with numerous work breakdown
structure components.

Parametrics Estimating
Life Cycle Costing
o A method of estimating the cost of a project (or part of
a project) based on one or more project-based cost o A Life-Cycle Cost (LCC) Estimate provides a
factors. structured accounting of resources and associated
cost elements required to develop, produce, deploy
o Historical bid data is commonly used to define and sustain a particular program.
parameters related to the cost of a typical
transportation facility construction, such as cost per o The LCC process can be as simple as a table of
lane mile, cost per interchange or cost per square foot. expected annual costs or it can be complex model that
Percentages can also be used to estimate the cost of allows for the creation of scenarios based on
project elements based on historical cost information. assumptions about future costs.
Parametric methods are often used in early o A life cycle cost analysis involves the analysis of the
estimating, such as planning and scoping estimates. costs of a system or a component over its entire life
o Unit costs must be accurate for this method to be span.
effective.

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Tools in Project Costing & Determination of ABC
Method Strength Weakness Application
Analogous o Requires little data o Subjective adjustments 1. When little data is available
o Based on actual data o Accuracy depends on 2. Rough order of magnitude
o Reasonably quick similarity of items estimate
o Good audit trail o Difficult to assess effect of 3. Cross-check
design change
o Blind to cost drivers
Bottom-up o Easily audited o Requires detailed design 1. Production estimating
o Sensitive to labor rates o Slow and laborious 2. Software development
o Tracks vendor quotes o Cumbersome 3. Negotiations
o Time honored
Parametric o Reasonably quick o Lacks detail 1. Budgetary estimates
o Encourages discipline o Model investment 2. Design-to-cost trade studies
o Good audit trail o Cultural barriers 3. Cross-check
o Objective, little bias o Need to understand model’s 4. Baseline estimate
o Cost driver visibility behavior 5. Cost goal allocations
o Incorporates real-world effects
(funding, technical, and risk)

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Elements of Life Cycle Costing

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Technical Specifications

states the needs to be satisfied

defines what it wishes to buy
defines expectations
establishes the standard directly
affects the quality and
performance

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Specifications Development Process

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Sources of Specifications

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Characteristics of Specifications

Clear Consistent Complete

Concise Competitive

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Types of Specifications

Functional Performance Design

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Specifications for Goods

Generally, performance or functional

specifications are preferred

Note:

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Specifications for Services
Detailed description of the services to be
provided
Time, duration and place of service
provision
Required response times for provision
Detailed procedures and responsibilities
for contract supervision
Key performance indicators for
acceptance of performed service

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Scope of Work for Infrastructure Projects

For the technical characteristics of the Works procured, the

specifications will need to include aspects like:

1. Specifications for all the materials (e.g. with reference to

ISO Standards or equivalent national standards),
sample and testing requirements;

2. Detailed Drawings;

3. Required standards for workmanship by reference to

national standards;

4. Any special requirements as to the machinery to be

used in executing the Works or the ambient conditions;

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Scope of Work for Infrastructure Projects

5. Soil conditions of the site (soil and sub-surface

conditions);

6. Defining available site facilities and the distribution of

responsibilities between bidder, other contractors and
the PE for site management;
7. Terms of installation, commissioning and handover
before the work is considered complete;
8. Any requirements for environmental management
systems’ certification (ISO 14001 or equivalent). In
Europe Eco-Management and Audit Scheme
(EMAS).

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Terms of Reference for Consulting Services

1 Background Objectives Scope of

Work

4
Time Services and
Schedule Facilities
Training and Provided by
Reports Employer

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Specifications Writing

Consult Stakeholders

In developing the project requirements and TS/SOW/TOR,

Procuring Entity may engage the services of technical experts,
whether in-house or consultants, to ensure that the requirements
and the TS/SOW/TOR are adequate to achieve the objectives of the
particular procurement

Set CLEAR specifications:

Clear and unambiguous
Reminder on reference to Brand Names (Section 18)
Updated, where technology is taken to account
Fits the actual requirements of the PMO/End-user

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Specifications Writing

Be as specific & detailed

as possible in stating State a requirement Explain the
mandatory requirements of fact only one time intent & purpose
& avoid duplication of every item

Be as flexible as
Specify what you need Look to increase
possible without
not how to get what you competition not to
compromising objective
need reduce it

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Green Specifications

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Market Study

A process of gathering and analyzing information about capabilities

within the market to satisfy agency need.

Gathering data on vendor capabilities, product’s

salient characteristics, best practices, typical
timelines for delivery/implementation, etc. and
then synthesizing it

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Market Study

Requirement
Definition

Identify Develop
Desired Procurement
Outcomes Plan

Analyze
Supply Market

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Republic Act No. 912

Requirement
Definition

• Use of Philippine-made materials

and products in construction and
Identify Develop
Desired repair work Procurement
Outcomes Plan

Analyze
Supply Market

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Approved Budget for the Contract (ABC)

The ABC reflected in the APP and PPMP shall be consistent

with the appropriations for the project authorized in the
GAA, continuing and automatic appropriations, the corporate
budget, or the Appropriations Ordinance, as the case may be.

For multi-year contracts, for which a Multi-Year Contracting

Authority (MYCA) formerly MYOA or an equivalent document is
required, the ABC shall be that incorporated in the project cost
reflected in the MYOA or equivalent document

For Foreign-funded Procurement, the ABC refers to the cost

estimate prepared by the PE and approved by the foreign
government/foreign or international financing institution as
specified in the Treaty or International or Executive Agreement

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Preparation of PPMP

During Budget Preparation/Budget Call

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Determination of ABC

End user to conduct market study

Market price, inflation and cost of money related to

the procurement time table must also be considered.

In determining the ABC, the end-user unit, with

the assistance of the TWG (when necessary),
must consider the different cost components.
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Project Costing

The practice of forecasting the cost of completing a

project with a defined scope.

The summation of individual cost elements, using

established methods and valid data, to estimate the
future costs of a project/contract, based on what is
known today.

Prediction of quantities, cost, and/or price of

resources required by the scope of an asset
investment option, activity, or project

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Cost Estimate

Determined using experience and calculating, and

forecasting the future cost of resources, methods, and
management within a scheduled time frame.

Critical for:

Deciding whether to take on a project;

Determining a project’s eventual scope;
Establish a project cost baseline; and
Ensuring that projects remain financially
feasible and avoid cost overruns.

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Sourcing

Sourcing is simply
“Identifying and working with
appropriate suppliers”.

SOURCE: Mangan, J., Lalwani, C. and Butcher, T. 2008, "Global Logistics and Supply Chain
Management", Hoboken, NJ, USA, John Wiley and Sons, Inc.
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Sourcing

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Planning Tools
Stakeholder Analysis

• Identify people and organizations

directly or indirectly affected by
an issue, program or project

• Identify which groups are

supportive and which groups
may oppose the project strategy
and subsequently obstruct
project implementation
Stakeholder Analysis

• Problem Identification Phase

• Project Formulation Phase
• Project Implementation
Phase
Problem Analysis

• Dissecting and thoroughly

studying a problem
• Performed with the
participation of the key
stakeholder groups
Problem Tree Analysis
Objective Analysis

• Describes situation after

problems have been
resolved
• Identifies means-end
relationship
• Visualizes the means-end
relationship in a diagram
referred to as an
“objectives tree”
Objective Tree
Alternative Analysis

Evaluation and comparison

of different solutions to help
select the best alternative
Log Frame Analysis

• Analyze the existing situation during project

preparation;
• Establish a logical hierarchy of means by which
objectives will be reached;
• Identify some of the potential risks;
• Establish how outputs and outcomes might best
be monitored and evaluated; and
• Present a summary of the project in a standard
format.
Log Frame Approach
Long-term Objectives
(Goal/ Impact)

Intermediate Project
Objectives
(Purpose/Outcome)

Project Outputs

Inputs
Features of Log Frame Approach

• Important assumptions
• Hypotheses
• Vertical logic
• Horizontal logic
Logical Framework
Design Performance Monitoring Assumptions
Summary Targets Mechanisms and Risks

GOALS

PURPOSE

OUTPUTS

INPUTS
Logical Framework
Design Summary Performance Monitoring Assumptions and Risks
Targets Mechanisms
GOALS: Agricultural Data collected by Agricultural extension service
Improved Agricultural production Department of is available
Yield increased by 50% Agriculture
Area covered by Observation Appropriate land use policy
PURPOSE:
forest Family planning
Improved soil and water
Data collected by
conservation thru
Department of
afforestation
Agriculture
OUTPUTS: The degree of soil Soil Test Soil fertility can decrease
Retain soil fertility be regenerated degradation
Reduced deforestation quickly
INPUTS: 2000 labor/hrs Demographic Data Availability of experts
Labor 30 sites Willingness of community to
Nursery Sites 3,000,000 provide labor force
Establishment seedlings
Log Frame Approach

The LOG FRAME helps

formulate ideas

• Clear
• Standardized
PPMP and APP Preparation
PPMP

A guide document in the procurement and contract

implementation process, as well as a vital reference in
procurement monitoring.

Tool allowing the PE the flexibility to optimize the utilization of scarce

resources.
Minimize the practice of doing short-cuts

Each end-user unit shall prepare the PPMP during the budget preparation to support the cost
estimates in the budget proposal.

The end-user or implementing units shall be responsible for the preparation of all documents
necessary for the procurement activity, including but shall not be limited to, the technical
specifications, scope of work, or terms of reference

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PPMP

Deals primarily with the following in an effort to obtain

goods, infrastructure and services from suppliers,
contractors and consultants:

a. planning for the procurement of project

requirements
b. bidding or procurement strategy
c. source selection
d. delivery and payment schedules
e. contract administration
f. contract termination
g. other major milestones

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PPMP

Contracting Arrangement Type and Objective

Extent/Size Procurement Methods

Time Schedule Estimated Budget

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PPMP Sample Format

Downloadable at https://www.gppb.gov.ph/downloadables.php

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PPMP Sample Format

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APP

The entirety of the procurement activities that will be undertaken

by the procuring Entity within the calendar year using the
prescribed format issued by the GPPB.

Shall be consolidated by the BAC Secretariat from the PPMPs of end-user

units. The BAC shall take into consideration the following factors:

One year planning Emergency or

Schedule of Activities
perspective Contingency Fund

Should be maintained and updated regularly

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APP

In the consolidation of PPMPs, the BAC may adopt a strategy through

where similar items of procurement are packaged into one procurement
undertaking.

A review and updating of the individual PPMPs and the APP shall be done
regularly, at least once every 6 months or as often as necessary.

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Preparation of APP

Recommendation of Approval by HoPE

procurement methods by the
Consolidation by BAC Sec BAC

Checking of
procurement methods

Proposed procurement
methods (End-user)

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Preparation of APP
Once GAA, Corporate Budget or
Appropriation Ordinance Becomes Final

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Tips in Consolidating PPMPs into APP

Sort by Type of
Procurement

Check for Items which

can be merged
Goods Infrastructure Consulting
i.e: IT Equipment, Design and Build
projects, Office Furniture, etc
Common Use Supplies

CSE NON-CSE
Mode of Procurement

Sources of Funds

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1 2 3 4 5 7 9

6 8

Column 1: Code (UACS/PAP) Column 5: Mode of Procurement

Column 2: Procurement Program/Project Column 6: Schedule of Each Stage of the Procurement Activity
Column 3: PMO/End-user Column 7: Source of Funds
Column 4: EPA or not Column 8: Estimated Budget
Column 9 Remarks (Brief Description of the P/A/P)

Downloadable at https://www.gppb.gov.ph/downloadables.php

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Actual APP Sample

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Preparation of Supplemental APP

BAC &
END-USER HOPE
BAC SECRETARIAT

Consolidate PPMP/s to Approve

Update/Supplement
Updated/Supplemental Updated/Supplemental
PPMP
APP APP

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Notes in Filling Out APP

PE’s internal numbering system or use the Unified Account Codes

(UACS) may be used as PAP Codes. Please refer to Joint Circular
No. 2013-1 COA-DBM-DOF-Unified Accounts Code Structure.

For the PMO/End-user column, multiple end-user units are allowed

only if the procurement activity was consolidated by the BAC to
procure requirements of the end-user units.

Drop down lists are available for Mode of Procurement and Source
of Funds for ease of use.

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Notes in Filling Out APP

Specific schedule for Ads/Post of IB/REI (similar to RFQ), Sub/Open

of Bids, NOA and/or Contract Signing are automatically identified
thru MS Excel formula. Specific period (dates, month, quarter) for
each procurement activity should be indicated.

Total ABC column cannot be edited but is automatically computed

by filling out the MOOE or CO columns. Ensure that amounts
indicated are aligned with budget documents.

For MYCA projects, ABC shall be the full amount stated in the
MYCA with remarks on the amount to be disbursed on the particular
FY.

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APP VIS-À-VIS APP-CSE

APP being referred to in the IRR of RA 9184 is different from the

APP-CSE

APP-CSE serves as basis of DBM – PS in projecting its inventory

requirements, scheduling of activities, and over-all management
of the central procurement of common-use goods (DBM Circular
Letter 2011-6 & 2011-6a)

Common-use supplies – refers to those supplies and materials

and equipment included in the price list of the PS which are
necessary in the transaction of the official business of the
procuring entity and consumed in its day-to-day operations

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APP-CSE

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 EARLY PROCUREMENT REGIME

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Early Procurement Activities (EPA)
GPPB Resolution No. 14-2019

EPA refers to the conduct of procurement activities, from posting of

the procurement opportunity, if required, until recommendation of the
BAC to the HoPE as to the award of the contract, for goods to be
delivered, infrastructure projects to be implemented and consulting
services to be rendered in the following fiscal year, pending
approval of their respective funding sources.

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Why Conduct EPA?

Early Effectively
Timely
completion of manage
implementation
procurement procurement
of projects
projects projects

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Scope and Application
All types of procurement for goods, infrastructure projects and consulting services.

National
Government

General Appropriations Act

Government
-owned and/or
Controlled
State
Universities
Appropriations ordinance
Corporations
Corporate Budget
Loan Agreement (Foreign-Assisted
Projects)

Government Local
Financial Government
Institutions Units

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without the author’s approval is prohibited.
Scope and Application

A Procurement Project shall refer to a specific or identified procurement which shall be

described , detailed, and scheduled in the PPMP which shall be consolidated in the APP.

EPA is applicable for Procurement Projects undertaken through:

Competitive Bidding
Alternative Methods of Procurement

Exception:
Repeat Order
Shopping
Negotiated Procurement – Emergency Cases
Negotiated Procurement – Take-Over of Contracts
Negotiated Procurement – Small Value Procurement

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution
without the author’s approval is prohibited.
Scope and Application

All the appropriate preparatory activities shall be completed :

Cost-Benefit Analysis
Feasibility Studies
Market Research
For Civil Works: Detailed Engineering Designs, Regulatory
Clearances and Right of Way Acquisitions

APP must be approved by the Head of the Procuring Entity (HoPE) and must
be submitted to:

NGAs and GOCCs GOCCs under Governance LGUs

Commission for GOCCs (GCG)

Department of Budget
GCG Sanggunian
and Management

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution
without the author’s approval is prohibited.
Preparatory Activities

The indicative APP shall be posted on the agency’s Transparency Seal.

(DBM Circular Letter No. 2018-8 )

The Certificate of Availability of Funds shall not be

required prior to the commencement of EPA. (GPPB
Circular 05-2018, dated 18 May 2018) Procurement
Planning Processes/Requirements

The Certificate of Availability of Funds shall not be required.

(GPB Circular 05-2018)

The Bidding Documents and PhilGEPS posting shall expressly provide that the procurement
project is undertaken through EPA.

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution
without the author’s approval is prohibited.
Preparatory Activities

The Prospective Bidders shall be properly informed of the following:

Rules and procedure of EPA

Fixed price rule
Extension of the bid validity and security
Validity of the eligibility requirements prior to the award of contract
Conditions of award
Date of earliest delivery

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution
without the author’s approval is prohibited.
Procurement Timeline

The conduct of EPA from posting to recommendation of the BAC to the

HoPE as to the award of the contract shall observe the mandatory timelines
set forth in the 2016 Revised Implementing Rules and Regulations of
Republic Act No. 9184, including the period for re-bidding which shall be
within fifteen (15) days after each declaration of failure of bidding, which
may be extended up to thirty (30) days upon approval of the HoPE

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution
without the author’s approval is prohibited.
Revision of the Indicative APP before Award of Contract
As soon as the funding source for the Procurement Project has been approved, regardless of the
stage

Upon approval of the APP and the commencement of the running of the period to award the
contract and complete the procurement process, the HoPE may approve or disapprove the
recommendation of the BAC:
APPROVAL DISAPPROVAL

HoPE shall issue the Notice of Award

HoPE shall notify BAC and the
to the Lowest calculated Responsive
bidder in writing of the decision
Bid or Highest Rated Responsive Bid
and grounds
and thereafter sign the contract

The final approved APP shall be submitted to the GPPB on or before the end of January of the
budget year, and shall be posted in accordance with Executive Order No. 662. series of 2007, as
amended.

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution
without the author’s approval is prohibited.
Award of Contract
To Award

Rule 1:

Notwithstanding the mandatory procurement timeline provided in Section 37 of RA No.

9184, Procurement Projects undertaken through EPA may be awarded upon approval and
effectivity of the GAA, reenacted budget, appropriations ordinance, corporate budget or
loan agreement, as the case may be.
Example:

NEP ABC LCRB GAA

1 Million 1 Million 1 Million 1 Million

However, in the case of a reenacted budget, the PE may only

award the contract for Recurring Procurement Projects and
not for new Procurement Projects.

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution
without the author’s approval is prohibited.
Award of Contract
To Award

Rule 2:

If the amount authorized for a Procurement Project has been reduced, the PE may still make an
award if the contract price to be awarded is within the amount authorized in the GAA, reenacted
budget, appropriations ordinance, corporate budget, or loan agreement regardless of the posted
Approved Budget for the Contract (ABC).

Example:

NEP ABC LCRB GAA

1.2 Million 1.2 Million 1 Million 1 Million

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution
without the author’s approval is prohibited.
Award of Contract
Not to Award

Rule 1:

If the amount therefor has been withdrawn or in the event the amount authorized in the GAA,
reenacted budget, appropriations ordinance, corporate budget, or loan agreement is lower than
the amount of contract to be awarded.

Example 1 (Withdrawn):
NEP ABC LCRB GAA
1.5 Million 1.5 Million 1.3 Million 0

Example 2 (Below the contract to be awarded):

NEP ABC LCRB GAA
1 Million 1 Million 900 Thousand 800 Thousand

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution
without the author’s approval is prohibited.
Award of Contract
Not to Award

Rule 2:

In all instances, the HoPE has the authority to exercise the reservation clause under Section 41
of RA No. 9184, which grants the HoPE the right not to award the contract if, for any justifiable
and reasonable ground, the award of the contract will not redound to the benefit of the
government.

Rule 3:

Notwithstanding the approval and effectivity of the GAA, reenacted budget, appropriations
ordinance, corporate budget or loan agreement, as the case may be, PEs shall not award
contracts for Procurement Projects requiring Special Allotment Release Order or Sub-Allotment
Release Order until the same has been issued, secured or released.

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution
without the author’s approval is prohibited.
Tolling of Periods

Pending approval and effectivity of the GAA, corporate budget or appropriations ordinance, or the
loan agreement in the case of FAPs, the following periods shall be tolled or suspended:

The fifteen-day (15 day) period for the HoPE to approve the Resolution of the
BAC and to issue the Notice of Award provided under Section 37

The three-month (3-month) period within which to complete the procurement

process, from the opening of bids up to the award of contract, under Section 38 of
RA No. 9184.

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution
without the author’s approval is prohibited.
Tolling of Periods

The period of time for the award of contract and termination of the
procurement process, as the case may be, shall begin to run again
upon the approval and effectivity of the GAA, reenacted budget,
appropriations ordinance, corporate budget or loan agreement, as the
case may be

It shall NOT commence anew but rather, grants the HoPE the balance
of the remaining period to award the contract or terminate the
procurement process.

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution
without the author’s approval is prohibited.
Tolling of Periods
Sample Timeline

17 days

Tolled Period
73 days 15 days

30 Jul 11 Oct 12 Oct 1 Jan 16 Jan 18 Jan

Approval and HoPE to To complete

Bid BAC
Effectivity of Award the 3-month
Opening Recommendation
GAA Contract process

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution
without the author’s approval is prohibited.
Tolling of Periods
Example

Bid Opening BAC Recommendation Start of Tolled Period

30 July 11 October 12 October

The HoPE has seventeen (17) days to complete the procurement process from the approval and
effectivity of the funding source. This is the period remaining from the 3-month period to complete
the procurement process, i.e., 90 days less 23 days (or the period covering July 30 to October 11).

If the approval and effectivity of the GAA is 1 January, the 3-month period to complete the
procurement process and the 15-day period for the HoPE to approve the contract shall run again
and the HoPE:

To Award To Complete the Process

16 January 18 January

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution
without the author’s approval is prohibited.
 SIMPLIFIED POSTING AND
ELECTRONIC SUBMISSION OF
PROCUREMENT REPORTS

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution without the author’s approval is prohibited.
Reportal Requirements to GPPB

PMR for 1st PMR for 2nd

Approved Updated Updated Approved
Semester Semester
APP shall be APP shall be APP shall be APCPI shall
shall be shall be
submitted to submitted to submitted to be submitted
submitted to submitted to
GPPB by the GPPB by the GPPB by to GPPB by
GPPB by GPPB by
January 30 July January March 31
July 14 January 14

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution
without the author’s approval is prohibited.
Electronic Submission of Reports
GPPB Resolution No. 11-2020

Mandatory submission through electronic mail

Procurement Reports Procurement Certification on Posting of APP/

in Microsoft Excel Reports in PDF PMR signed by BAC Sec Head

Mandatory posting of the APPs and PMRs in the agency website and discontinuance of
posting the same in the GPPB website

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution
without the author’s approval is prohibited.
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THANK YOU! Ortigas Center, Pasig City, Philippines 1605

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Email address: [email protected]