PROCUREMENT

PLANNING &
MONITORING

Government Procurement Policy Board – Technical Support Office

 OUTLI
1. What is planning?
2. Nature of Planning
NE
3. Procurement Planning
3.1 Importance of Planning
3.2 Preparing the PPMP
3.3 Preparing the APP
3.4 Introduction to Technical
Specifications
4. Procurement Monitoring
4.1 Importance of Monitoring
4.2 Preparing the PMR
Government Procurement Policy Board – Technical Support Office 2
 PROCUREMENT
PLANNING
Preparation of PPMP and APP

Government Procurement Policy Board – Technical Support Office

 PHILIPPINE PROCUREMENT
PARADIGM
 Review studies  Post/Advertise
Assess Procure
 Consolidate into APP opportunity
 Decide procurement  Open and evaluate
method bids
 Approve APP  Post-qualify
 Determine readiness  Award and enter into
contract

Identify  Cost-benefit analysis  Oversee Implement

 Feasibility study implementation
 Market study  Inspect and accept
 PPMP deliveries
 Release payment

NEEDS SATISFACTION

Government Procurement Policy Board – Technical Support Office

2014
6
7
10
 PLANNING

 refers to
predetermined
course/s of action
to achieve a
desired end/goal.

Sloppy planning leads to

sloppy implementation
----SoH Dr. Duque

Government Procurement Policy Board – Technical Support Office

 PROCUREMENT
PLANNING

 “Process of
identifying which
project needs can
be best met by
procuring products
and services
outside the project
organization and
should be
accomplished
during the project
planning
Government effort”
Procurement Policy Board – Technical Support Office
 WHY PROCUREMENT
PLANNING
 Ensures that the overall goal of a particular project will be
effectively and efficiently achieved.
Program /Service Work & Financial
Procurement Plan
Goals & Targets Plan

 Precludes occasions for unnecessary government

purchases and circumventions of the prescribed
procurement procedures
- advance deliveries
- suki system
- unwarranted resort to alternative methods procurement

 Must be done within budgetary context

Government Procurement Policy Board – Technical Support Office

 SECTION 7.1 OF IRR
Procurement Planning and Budgeting Linkage
NEP-GAB-GAA
WFP CO
MOOE
 Within approved budget of procuring entity
(GAA, income etc.)
 Judiciously done
 Consistent with government fiscal
measures/policies
 Considered crucial to the efficient discharge of
governmental functions
o Required for the day-to-day operations
o In pursuit of the principal mandate of the
procuring entity concerned
 APP shall include provisions for foreseeable
emergencies based on historical records.
Government Procurement Policy Board – Technical Support Office
 GAA Standard General
o Section 18: Adherence to Procurement Rules and RegulationsProvisions
WFP
• Strict adherence to RA 9184
• Use of PHILGEPS to promote transparency & achieve efficiency as primary source &
repository of info on government procurement
o Section 19: Early Procurement Activities (EPA)
• Conduct of pre-procurement until post-qualification before approval of GAA for full
budget utilization, timely contract implementation, efficient delivery of services
o Section 20: Procurement of Common-use Office supplies & Equipment (CSE)
• PS-DBM
o Section 21: Procurement of Critical Supplies
o Section 22: Printing Expenditures
• Use of recognized government printers for accountable forms
o Section 23: Use and Procurement of IT Equipment
• Provision of personal computers inclusive of OS, and SW and other electronic devices and
procured as common-use supplies through PS-DBM; Section 24: Compliance with the
Information Systems Strategic Plan for IT equipment (DICT-approved DOH ISSP, 2018-2020)

Government Procurement Policy Board – Technical Support Office

 NEP 2020 General Provisions

WFP

Government Procurement Policy Board – Technical Support Office

 NEP 2020 General Provisions

WFP

Government Procurement Policy Board – Technical Support Office

 GAA Standard Special
Provisions(DOH)
WFP
8. Purchase and Allocation of Drugs, Medicines and Vaccines
(DMV) including medical and dental supplies
• [PhP15,239,868,000 (2018) /15,371,233 (2019]/19,090,000 (2020) [#9]
• For distribution to government health care facilities
• 80% to be allocated to provinces where incidences of diseases are
high

9. Advance Payment for drugs and vaccines not locally

available to WHO, UNICEF, and other specialized agencies
of the UN or International Organizations, International
Financing Institutions [#10]
Government Procurement Policy Board – Technical Support Office
 SECTION 7.2 OF IRR

 No procurement unless in accordance with the

Annual Procurement Plan (APP)

Secretariat
EUU PU/Secretariat
Finance Unit HOPE posts APP &
formulates Consolidates
validates approves APP submit to
PPMP to agency APP
GPPP

 Approval of the APP by the Head of Procuring

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

Government Procurement Policy Board – Technical Support Office

 ACTORS IN PROCUREMENT

END USER UNITS

CLEARING
FINANCE OFFICES/EXPERTS/
REGULATORY PROCUREMENT
SERVICE/UNIT & BAC
BODIES SECRETARIAT

APPROVING
TECHNICAL BIDS AND AWARDS
WORKING GROUP AUTHORITY/HoPE
COMMITTEE (BAC)
24

Government Procurement Policy Board – Technical Support Office

 PROJECT PROCUREMENT
MANAGEMENT PLAN
(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
Government Procurement Policy Board – Technical Support Office
 DEVELOPING PROJECT
REQUIREMENTS
Identify
Identify
alternative
alternative Identify the
Identify the
solutions/
solutions/ need of
need of the
the
products/
products/ PMO/End-user
PMO/End-user
services
services unit
unit

Choose
Choose thethe
Compare the
Compare the
Best
Best
alternatives
alternatives Alternative
Alternative --
(consider
(consider the
the one
one that
that is
is
qualitative and
qualitative and
most
most beneficial
beneficial
quantitative
quantitative to
to the
the
factors)
factors) Procuring
Procuring
Entity
Entity

Government Procurement Policy Board – Technical Support Office

 IDENTIFYING THE NEED
Suggested basis for identifying needs:
1. Core functions of the end-user unit in the
organization, i.e Accounting, Legal etc.
2. Historical data/Foreseen contingencies;
3. Identified purpose/goals/MFOs (major final outputs) ;
4. P.E’s Strategic Plans;
5. Current supply inventory;
6. Other maintenance and operating needs.

Government Procurement Policy Board – Technical Support Office

 PROJECT PROCUREMENT
MANAGEMENT PLAN
(PPMP)
Contracting
Arrangement

Estimated Type and

budget Objective

PPMP
Time
Extent/size
schedule

Procurement
Methods

Government Procurement Policy Board – Technical Support Office

EPARATION OF INDICATIVE PPMP & APP
During Budget
Preparation/Budget Call HOPE/Approving
Body
BAC &
Secretariat

Budget Submit Indicative

Office APP and budget
Consolidation of proposal to
PPMPs to HOPE/oversight
Indicative APP by body for approval
Submit to BAC Sec and
End-User Budget Office recommendation
Units for evaluation by BAC of modality

Prepare Project
INDICATIVE PPMP TO INDICATIVE
Procurement APP
Management BASIS OF EARLY PROCUREMENT
Plan (PPMP)
ACTIVITIES (EPA)
Government Procurement Policy Board – Technical Support Office
RATION OF THE FINAL PPMP & APP
GAA, Corporate Budget or
Appropriation Ordinance is Approved HOPE/Approving
Body
BAC &
Secretariat
End-User
Unit
Approval of APP
by HOPE/
Budget Consolidation of oversight body
PPMPs to APP by
Office Finalize Project BAC Sec and
Procurement recommendation by
Management BAC of modality
Plans (PPMPs)
Provide
comments on
Indicative
PPMPs to end-
users

Government Procurement Policy Board – Technical Support Office

 PPMP SAMPLE FORMAT

By month
Qty
Estimated
General
c Budget

Description
o
d
e

Q1 Q2 Q3 Q4

Downloadable at http://www.gppb.gov.ph/downloadables/SampleForms.html

Government Procurement Policy Board – Technical Support Office

 APPROVED BUDGET FOR
THE CONTRACT (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.

Government Procurement Policy Board – Technical Support Office

 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, and the
Appropriations Ordinance, as the case may be.
 For multi-year contracts, for which a Multi-Year
Obligational/Agreement Authority (MYOA/MYCA) 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

Government Procurement Policy Board – Technical Support Office

 DETERMINING THE ABC
Cost Components which may be considered:
 Cost or market price of the product or service itself;
 Freight, insurance, taxes, and other incidental expenses (For
goods only);
 Cost of money, to account for government agencies usually
buying on credit terms;
 Inflationary factor (For goods only);
 Quantities, considering that buying in bulk usually means lower
unit prices;
 Supply of spare parts and/or maintenance services, if part of
the contract package (For goods only);

Government Procurement Policy Board – Technical Support Office

 DETERMINING THE ABC
 Cost for securing all types and forms of securities other than

cash (e.g. premiums for surety bond, bank fees and other

charges to be incurred by the bidder in obtaining bid,

performance and warranty securities); and

 Currency valuation adjustment for contracts with foreign

component.

 Acquisition Cost

 Operation Cost

 Replacement/Repair Cost
Government Procurement Policy Board – Technical Support Office
 DETERMINING THE ABC
 If the sum of the different cost components is lower than the

appropriation for the procurement, then the ABC should be

equal to the sum of the cost components.

 If the resulting sum is higher than the appropriation, it is

advisable to review the technical specifications and the

computation of the ABC. In any case, the ABC should not

exceed the appropriation.

Government Procurement Policy Board – Technical Support Office

 METHOD OF PROCUREMENT
 As a general rule, all
procurement should be
COMPETITIVE
BIDDING through COMPETITIVE
BIDDING
ALTERNATIVE
METHOD OF
PROCUREMENT  The selection of the method
of procurement is dependent
on the presence or absence of
specific conditions of other
methods of procurement in
Sections 48 to 54 of the
revised IRR
Government Procurement Policy Board – Technical Support Office
 PROCUREMENT
Factors to consider in MILESTONES
identifying procurement
timelines:
1. Budget rules (eq. CSE – every quarter)
2. Nature of Procurement Projects, whether
simple or complex
3. For shopping/small value procurement, give at
least two weeks
4. Foreseen/Unforeseen Contingencies, i.e.
frequent change in specifications, disaster,
epidemic etc.
Government Procurement Policy Board – Technical Support Office
 PROCUREMENT
MILESTONES

Government Procurement Policy Board – Technical Support Office

 PROCUREMENT
MILESTONES

Government Procurement Policy Board – Technical Support Office

 ANNUAL PROCUREMENT PLAN
 Legal Basis: Section 7, RIRR of RA 9184 (APP)
 Refers to the entirety of the procurement activities that
will be undertaken by the PE 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 perspective
 Emergency or Contingency Fund
 Schedule of Activities

Government Procurement Policy Board – Technical Support Office

 ANNUAL PROCUREMENT PLAN
(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. The end-user or
implementing units (EUU/IU) shall be responsible for the
changes to the PPMPs, while the BAC Secretariat shall be
responsible for the consolidation of these PPMPs into an
APP.
Government Procurement Policy Board – Technical Support Office
 PPMP CONSOLIDATION

 Checking of  Recommendation
procurement of procurement
methods methods by the BAC

 Propose
procurement
methods (End-user)

Government Procurement Policy Board – Technical Support Office

 TIPS IN CONSOLIDATING PPMPS
Sort by Type of Procurement
Goods Infra Consulting

Check for Items which can be merged

i.e: IT Equipment, Design and Build projects, Office Furniture, etc

Common Use Supplies

CSE NON-CSE

Mode of Procurement

Sources of Funds

Government Procurement Policy Board – Technical Support Office

 PPMP CONSOLIDATION
Update/
Supplement End-User
PPMP

Consolidate
PPMP/s to BAC &
Updated/
BAC
Supplemental
APP Secretariat

Approve
Updated/
Supplemental HOPE
APP

Government Procurement Policy Board – Technical Support Office

 ANNUAL PROCUREMENT
PLAN (APP)

1 2 3 4 5 6 7 8

Per GPPB Circular 07-2015

• Column 1 - Code (UACS/PAP)

• Column 2 - Procurement Program/Project
• Column 3 – PMO/End-user
• Column 4 – Mode of Procurement
• Column 5 – Schedule of Each Stage of the Procurement Activity
• Column 6 - Source of Funds
• Column 7 - Estimated Budget
• Column 8 - Remarks (Brief Description of the P/A/P)

Government Procurement Policy Board – Technical Support Office

 ANNUAL PROCUREMENT PLAN
(APP)
 No procurement shall be undertaken unless in
accordance with the approved APP

 All procurement should be meticulously and

judiciously planned by procuring entity

 APP should be maintained and updated

regularly
Government Procurement Policy Board – Technical Support Office
 Notes to Remember 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 (if using App) are available for Mode of
Government Procurement Policy Board – Technical Support Office
 Early Procurement Activities (EPA)
Procurement Short of Award

 To facilitate the immediate implementation of

procurement, even pending approval of the GAA,
corporate budget or appropriations ordinance, the PE
may undertake the procurement activities short of award
 For a contract with a period not exceeding one (1) year,
the ABC shall be based on the amount in the approved
indicative APP as included in the proposed national
budget (NEP) submitted by the President to Congress; or
on budget levels as proposed to the governing board for
GOCCs or in the executive budget for LGUs
 No award of contract shall be made until the GAA or
corporate budget has been approved
Government Procurement Policy Board – Technical Support Office
 Early Procurement Activities (EPA)
Executive Order 91 S. 2019
dated September 9, 2019
ADOPTING THE CASH BUDGETING SYSTEM BEGINNING FISCAL YEAR 2019, AND
FOR OTHER PURPOSES

Government Procurement Policy Board – Technical Support Office

 Early Procurement Activities (EPA)
GPPB CIRCULAR 06-2019 17 July 2019
Guidelines on the Implementation of Early Procurement Activities (EPA)

3.1 EPA shall refer 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 FY, pending approval of their
respective funding sources
3.2 Award of contract for Procurement Projects undertaken through EPA may be made only
upon:
3.2.1 approval and effectivity of their respective funding sources, to wit: (i) GAA; (ii)
Corporate Budget; (iii) Appropriations Ordinance; or (iv) loan agreement in the
case of FAPs; or
3.2.2 reenactment of the previous year’s budget which constitutes the current year’s
authorized budget, when authorized by the Constitution, law or rules.

Government Procurement Policy Board – Technical Support Office

 Early Procurement Activities (EPA)
GPPB CIRCULAR 06-2019 17 July 2019
Guidelines on the Implementation of Early Procurement Activities (EPA)

1.4 EPA is applicable for Procurement Projects undertaken

through Competitive Bidding and Alternative Methods of
Procurement, except for the following:

1.4.1 Repeat Order (Sec. 51);

1.4.2 Shopping (Sec. 52);
1.4.3 Negotiated Procurement- Emergency Cases (Sec. 53.2);
1.4.4 Negotiated Procurement- Take-Over of Contracts (Sec. 53.3);
1.4.5 Negotiated Procurement - Small Value Procurement (Sec. 53.9)

Government Procurement Policy Board – Technical Support Office

 Early Procurement Activities (EPA)
GPPB CIRCULAR 06-2019 17 July 2019
Guidelines on the Implementation of Early Procurement Activities (EPA)
Purpose: to ensure the timely delivery of goods, implementation of infrastructure
projects and rendition of consultancy services (3.3) .
When to undertake:
1. With an indicative APP duly approved by the HoPE and the Multi-Year Contracting
Authority (MYCA) by DBM, for multi-year projects (3.3.1)
2. Nationally-funded Procurement Projects (PPs) - as early as the submission of the NEP
to Congress, usually in July (3.3.1).
3. PPs funded by corporate and local funds - from the time the proposed corporate or
local budget has been submitted to the approving authority (3.3.2)
4. Foreign-Assisted Projects (3.3.3):
a) Approval of NEDA Board as evidenced by the official notice of approval issued by the NEDA
Secretariat to the implementing agency; or
b) upon issuance of a document or instrument issued by the foreign donor or financing
institution explicitly stating that a loan is to be made available to the Philippines, usually
through the DoF or any of its agencies or instrumentalities with borrowing authority
pending final approval of the loan.

Government Procurement Policy Board – Technical Support Office

 Early Procurement Activities (EPA)
GPPB CIRCULAR 06-2019 17 July 2019
Guidelines on the Implementation of Early Procurement Activities (EPA)

4. BID VALIDITY

• PE may request the bidders to extend the validity of their bid securities beyond
one hundred twenty (120) calendar days, prior to their expiration, if the funding
source for the Procurement Project has yet to be approved and made effective.

• A change in the form of the bid security is allowed if this is made prior to the
expiration of the bid validity sought to be extended.

• If the bidder refuses to extend the bid validity, the PE shall reject the bid submitted
by said bidder.

Government Procurement Policy Board – Technical Support Office

 Early Procurement Activities (EPA)
GPPB CIRCULAR 06-2019 17 July 2019
Guidelines on the Implementation of Early Procurement Activities (EPA)

5. PROCUREMENT TIMELINES

EPA shall observe the mandatory timelines set forth in the 2016 RIRR of RA
9184:
 from posting to recommendation of the BAC to the HoPE as to the award of
the contract
 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
Government Procurement Policy Board – Technical Support Office
 Early Procurement Activities (EPA)
GPPB CIRCULAR 06-2019 17 July 2019
Guidelines on the Implementation of Early Procurement Activities (EPA)

6. REVISION OF THE INDICATIVE APP BEFORE AWARD OF CONTRACT

6.1. As soon as the funding source has been approved, regardless of stage of the EPA,
the indicative APP shall be revised and approved in accordance with Section 7.2,
2016 RIRR

6.2. 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 – HoPE shall issue the NOA to LCRB/HRRB, and thereafter sign the
contract.
 Disapproval - HoPE shall notify the BAC and the bidder in writing of such
decision and the grounds thereof which shall be any of the grounds provided for
under Section 41, 2016 RIRR
Government Procurement Policy Board – Technical Support Office
 Early Procurement Activities (EPA)
GPPB CIRCULAR 06-2019 17 July 2019
Guidelines on the Implementation of Early Procurement Activities (EPA)
7. AWARD OF CONTRACT
7.1. Notwithstanding the mandatory procurement timelines provided in Section 37 of RA No. 9184, Procurement
Projects (PP) 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.
7.2 If the amount authorized for a PP 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 ABC.
7.3. The HoPE shall not award any PP if the amount therefore has been withdrawn or in the event the amount
authorized is lower than the amount of contract to be awarded
7.4. 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.
7.5. Notwithstanding the approval and effectivity of the GAA/ budget/loan agreement, PEs shall not award
contracts for Projects requiring Special Allotment Release Order or Sub-Allotment Release Order until the
same has been issued, secured or released.

Government Procurement Policy Board – Technical Support Office

 Early Procurement Activities (EPA)
GPPB CIRCULAR 06-2019 17 July 2019
Guidelines on the Implementation of Early Procurement Activities (EPA)

8. TOLLING OR SUSPENSION OF THE PERIOD

8.1. Pursuant to Section 85 of Presidential Decree No. 1445 or the State Audit Code, no contract involving
the expenditure of public funds shall be entered into unless there is an appropriation. Accordingly,
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:
8.1.1 Fifteen-day (15 day) period or the HoPE to approve the Resolution of the BAC and to issue the Notice
of Award under Section 37, and
8.1.2 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
8.2. 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.

Government Procurement Policy Board – Technical Support Office

 POSTING & SUBMISSION DATES
INTER-AGENCY TASK FORCE ON THE HARMONIZATION OF NATIONAL GOVERNMENT
PERFORMANCE MONITORING, INFORMATION AND REPORTING SYSTEM (AO No. 25 S. 2011)
Memorandum Circular No. 2019- 1 dated September 3 2019 : Guidelines on the Grant of the
Performance-Based Bonus for FY 2019 under EO No. 80, s., 2012 & EO No. 201 s. 2016
4.0 GOOD GOVERNANCE CONDITIONS (GGCs)

4.1.b
Update the PhiIGEPS posting of all Invitations to Bids and awarded
contracts pursuant to the GPRA(RA No. 9184) for transactions above
Php 1 million from January 1 to December 31, 2019, including Early
Procurement of FY 2020 Non - Common Use Supplies and Equipment
(Non - CSE) items. Agencies should track their status of compliance
through the PhiIGEPS microsite:
https://data.philgeps.gov.ph/pbbweb/pbbwebapp.aspx

Government Procurement Policy Board – Technical Support Office

 POSTING & SUBMISSION DATES
INTER-AGENCY TASK FORCE ON THE HARMONIZATION OF NATIONAL GOVERNMENT
PERFORMANCE MONITORING, INFORMATION AND REPORTING SYSTEM (AO No. 25 S. 2011)
Memorandum Circular No. 2019- 1 dated September 3 2019 : Guidelines on the Grant of the
Performance-Based Bonus for FY 2019 under EO No. 80, s., 2012 & EO No. 201 s. 2016
5.0 FY 2019 PERFORMANCE TARGETS

• 5.4 GASS (General Administration and Support Services) Targets

Government Procurement Policy Board – Technical Support Office

 POSTING & SUBMISSION DATES
INTER-AGENCY TASK FORCE ON THE HARMONIZATION OF NATIONAL GOVERNMENT PERFORMANCE
MONITORING, INFORMATION AND REPORTING SYSTEM (AO No. 25 S. 2011)
Memorandum Circular No. 2019- 1 dated September 3 2019 : Guidelines on the Grant of the
Performance-Based Bonus for FY 2019 under EO No. 80, s., 2012 & EO No. 201 s. 2016
5.0 FY 2019 PERFORMANCE TARGETS

5.4 GASS Targets

Government Procurement Policy Board – Technical Support Office

 POSTING & SUBMISSION DATES
INTER-AGENCY TASK FORCE ON THE HARMONIZATION OF NATIONAL GOVERNMENT PERFORMANCE
MONITORING, INFORMATION AND REPORTING SYSTEM (AO No. 25 S. 2011)
Memorandum Circular No. 2019- 1 dated September 3 2019 : Guidelines on the Grant of the
Performance-Based Bonus for FY 2019 under EO No. 80, s., 2012 & EO No. 201 s. 2016
5.0 FY 2019 PERFORMANCE TARGETS
•5.4 GASS Targets

Government Procurement Policy Board – Technical Support Office

 APP vis-a-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
Government Procurement Policy Board – Technical Support Office
 APP-
CSE

Government Procurement Policy Board – Technical Support Office

 PPMP vs Purchase Request

 Purchase Request (PR) – Request for purchase or

requisition of supplies, materials and equipment or its
equivalent shall be duly approved by proper authorities.
(Source: Training Handbook on Government
Expenditures)

 In no way that the End-user Unit submit their P.R. ahead

of the approved PPMP item.

Approved PPMP 1st before PR

Government Procurement Policy Board – Technical Support Office

Bidding Documents Comparison
TABLE OF CONTENTS
GOODS INFRASTRUCTURE CONSULTING
PART I
NEED TO CHANGE PER PROCUREMENT SECTION I. REQUEST FOR EXPRESSION OF
INTEREST
SECTION II. ELIGIBILITY DOCUMENTS SECTION
UNCHANGED III. ELIGIBILITY DATA SHEET
SPECIFIC DETAILS PER PROCUREMENT PART II
SECTION I. NOTICE OF ELIGIBILITY AND SHORT
LISTING

SECTION I. INVITATION TO BID SECTION I. INVITATION TO BID SECTION II. INSTRUCTIONS TO BIDDERS
SECTION II. INSTRUCTIONS TO BIDDERS SECTION II. INSTRUCTIONS TO BIDDERS
SECTION III. BID DATA SHEET
SECTION III. BID DATA SHEET SECTION III. BID DATA SHEET SECTION IV. GENERAL CONDITIONS OF
CONTRACT
SECTION IV. GENERAL CONDITIONS OF SECTION IV. GENERAL CONDITIONS OF
CONTRACT (GCC) CONTRACT SECTION V. SPECIAL CONDITIONS OF
CONTRACT
SECTION V. SPECIAL CONDITIONS OF SECTION V. SPECIAL CONDITIONS OF
CONTRACT (SCC) CONTRACT SECTION VI. TERMS OF REFERENCE
SECTION VI. SCHEDULE OF SECTION VI. SPECIFICATIONS
REQUIREMENTS
SECTION VII. DRAWINGS
SECTION VII. TECHNICAL
SPECIFICATIONS SECTION VIII. BILL OF QUANTITIES
SECTION VII. BIDDING FORM
SECTION VIII. BIDDING FORMS SECTION IX. BIDDING FORMS SECTION VIII. APPENDICES
SECTION IX. FOREIGN-ASSISTED SECTION X. FOREIGN-ASSISTED
II. Instruction to Bidders EXAMPLE
A. General
1. Scope of Bid
1.1 The Procuring Entity named in the BDS, invites bids for the construction of Works, as
described in Section VI. Specifications.
1.2 The name, identification, and number of lots specific to this bidding are provided in the BDS.
The contracting strategy and basis of evaluation of lots is described in ITB Clause 27.
1.3 The successful Bidder will be expected to complete the Works by the intended completion date
specified in SCC Clause 1.17.
2. Source of Funds
The Procuring Entity has a budget or received funds from the Funding Source named in the BDS,
and in the amount indicated in the BDS. It intends to apply part of the funds received for the
Project, as defined in the BDS, to cover eligible payments under the Contract for the Works

III. Bid Data Sheet EXAMPLE

ITB Clause
1.1 The Procuring Entity is Department of Health.
1.2 The name of the Contract is Procurement of Abacavir.

The identification number of the Contract is IB No: 2020-005

The lot(s) item(s) and reference is:

Procurement of Abacavir under IB No. 2020-005

2 The Funding Source is:

The Government of the Philippines (GOP) through National Expenditure

Program of 2020 in the amount of Twelve Million Three Hundred Fifty Six
Thousand Two Hundred Fifty Philippine Pesos and Eighty One Centavos
(PhP12,356,250.81).
 IV. General Conditions of Contract EXAMPLE
16. Inspection and Tests
16.1.The Procuring Entity or its representative shall have the right to inspect and/or to test the
Goods to confirm their conformity to the Contract specifications at no extra cost to the
Procuring Entity. The SCC and Section VII. Technical Specifications shall specify what
inspections and/or tests the Procuring Entity requires and where they are to be conducted.
The Procuring Entity shall notify the Supplier in writing, in a timely manner, of the identity
of any representatives retained for these purposes.

V. Special l Conditions of Contract EXAMPLE

16.1 The inspections and tests that will be conducted are:

1) Upon delivery, the Goods shall undergo preliminary physical inspection by the Inspection Team of the PROCURING ENTITY to ascertain the
physical condition and acceptability of the Goods.

2) The supplier shall promptly replace the equivalent quantity of Goods taken as samples without cost to the PROCURING ENTITY.

For Drugs and Medicines

3) Minimum number of sample units required for each test analysis of delivered medicines shall be based on the PFDA Circular 2014-014 and
succeeding approved amendment.

4) Pending FDA analysis, said products should not be distributed to end-users nor shall it be used until such time it is cleared by FDA laboratory
testing.

5) If FDA inspection or results of laboratory analysis show major violations, the entire product line of the drug is temporarily suspended from
accreditation, regardless of the batch or lot in question.

6) All health commodities with failed FDA Test Analysis shall immediately be pulled out by the suppliers from the DOH warehouse or from the
warehouse of the DOH Service Provider within five (5) working days upon receipt of FDA test results from the Supply Chain & Management
Office (SCMO) of the DOH.

Failure to comply within the prescribed time shall compel the SCMO to have the subject commodities pulled out by the third party logistics service
provider of the DOH with the hauling and freight fees chargeable against the concerned supplier/company. In observance of the above-mentioned
timeline, please coordinate with the SCMO of the DOH.
 INTRODUCTION TO
SPECIFICATIONS
WRITING

Government Procurement Policy Board – Technical Support Office

 INTRODUCTION TO
SPECIFICATIONS WRITING
• The preparation of clear and unbiased technical specifications of the procurement
requirements is INDISPENSABLE for the successful completion of the procurement
process and the award of contract.

• GOODS/WORKS/NON-CONSULTANCY SERVICES: Three (3) types of specifications

:

• PERFORMANCE SPECS
• FUNCTIONAL SPECS
• PHYSICAL DESCRIPTION/DESIGN SPECS

• CONSULTANCY SERVICES - Technical Specifications are replaced by the Terms of

Reference (TOR)

• Technical specifications - incorporate social and environmental considerations may be

used in the pursuit of sustainable public procurement (SPP), or Green Government
Procurement (GPP)
74
 PURPOSE OF TECHNICAL
SPECIFICATIONS
• Technical Specifications constitute
- THE “STATEMENT OF THE REQUIREMENTS”.
• Procurement actors need to know:

 How to retrieve specifications;

 What is exactly the need;

 When and where it is needed;

 How to obtain it at the “best value”.

most advantageous combination of cost,
quality & sustainability
75
 INTRODUCTION TO
SPECIFICATIONS WRITING
What is “Technical Specification”?
 Totality of the technical requirements contained in
the dedicated part of the procurement documents,
defining the characteristics required of:

 a service to be performed,
 a material or product to be supplied or
 works to be constructed
 states the NEEDS TO BE SATISFIED by the procurement,
 defines what PE WISHES TO BUY; and
 defines what the BIDDER IS EXPECTED TO SUPPLY OR
PERFORM.
76
 TECHNICAL SPECIIFCATIONS REQUIREMENTS
GOODS

Specifications

CONSULTING SERVICES

Terms Of Reference (TOR)

INFRASTRUCTURE PROJECT/CIVIL WORKS

Statement Of Works (SOW)

77
Government Procurement Policy Board – Technical Support Office
 INTRODUCTION TO
SPECIFICATIONS WRITING
What is “Technical Specification”?
 Communicates to the prospective supplier, contractor or service
provider what the Procuring Entity REQUIRES;

 Form the BASIS FOR FAIR AND DEFENSIBLE BID EVALUATION.

 Serves as the HEART OF THE RESULTING CONTRACT;

 Establishes the STANDARD against which inspections, test and

quality checks plus acceptance are made;

 directly affects the QUALITY AND PERFORMANCE of the items

purchased, works constructed or services provided and the
PRICE PAID.
78
 INTRODUCTION TO
SPECIFICATIONS WRITING
Specifications must contain information that:

 permits competition.

 drafted in a manner that is not unreasonably restrictive,

 they must still describe clearly and accurately all

technical and other necessary requirements of the PE.

 Incorporate social and environmental considerations

may be used in the pursuit of sustainable public
procurement (SPP), or Green Government
Procurement (GPP)
79
 INTRODUCTION TO
SPECIFICATIONS WRITING
Characteristics of effective Technical
Specifications:
 Must be SUFFICIENTLY SPECIFIC to elicit responsive
bids.
 Must enable participation by any qualified bidder,
WITHOUT TECHNICAL PREJUDICE.
 Must be CLEARLY DISTINGUISHED FROM THE
BIDDER’S SELECTION CRITERIA.

80
 INTRODUCTION TO
SPECIFICATIONS WRITING

Specifications and Evaluation Criteria

Specification
Describes “what”
Qualification Award
the Procuring Entity
is looking for
Explores “who” can Award to the “best
solution” on combined
deliver what is
technical/financial merit
required Acceptable quality/ or “Lowest Calculated
performance level of Bid”
Selection Criteria object of Award Criteria
procurement
Capacity/ experience/ How bids will be
financial strength of Bidder evaluated
81
 INTRODUCTION TO
SPECIFICATIONS WRITING
Characteristics of effective Technical
Specifications:
 A requirement in the Specification above the
minimum requirements must be directly linked to
any technical or other criteria used for the
evaluation of bids
 Under the GPRA, specifications are written in
terms of minimum acceptable standards of
design/performance/ function, thus not much
merit can be given to bids which exceed the
minimum requirements (or the values in an
acceptable range).
82
 INTRODUCTION TO
SPECIFICATIONS WRITING
CHARACTERISTICS OF EFFECTIVE TECHNICAL
SPECIFICATIONS:

 ACCURATE

 CLEAR

 LOGICAL

 CONSISTENT
83
 INTRODUCTION TO
SPECIFICATIONS WRITING
CHARACTERISTICS OF EFFECTIVE TECHNICAL
SPECIFICATIONS:

 REFLECT THE PRODUCT, WORK, OR

SERVICE and Not The Vendor, Contractor, or
Service Provider

 INDENTING (ALIGNED TO) ESSENTIAL

FUNCTIONS / PERFORMANCE
ALIGNED
REQUIREMENTS

 NON-RESTRICTIVE
84
 GENERAL PRINCIPLES IN
PREPARING SPECIFICATIONS
DON’T REINVENT THE WHEEL

 Use the experience of past tenders and other contracting

authorities
 Use information and data from professional / trade
associations and technical societies
 Use the knowledge accumulated in universities, colleges
and research institutions
 Use international standards as appropriate or Philippines’
own standards or for implementing international standards

85
 GENERAL PRINCIPLES IN
PREPARING SPECIFICATIONS
SPECIFICATION CHECKLIST
 Does it describe exactly the intended requirements of
the Procuring Entity?
 Does it describe the needs in terms of required function
and/or performance?
 Does it indicate the end usage?
 Is it clear and understandable?
 Does it encourage competition?
 Do you have the means you need to verify compliance?

88
EXAMPLE
EXAMPLE
 GENERAL PRINCIPLES IN
PREPARING SPECIFICATIONS
Use of Standards: eq. International Organization for Standardization

• ISO 9000 Quality management

• ISO 14000 Environmental management
• ISO 3166 Country codes
• ISO 26000 Social responsibility
• ISO 50001 Energy management
• ISO 31000 Risk management
• ISO 22000 Food safety management
• ISO/IEC 27001 Information security management
• ISO 45001 Occupational health and safety
• ISO 37001 Anti bribery management systems
• ISO 13485 Medical devices
• ISO 28841:2013 Seismic Assessment and Rehabilitation of Concrete Buildings91
 INTRODUCTION TO
SPECIFICATIONS WRITING
Specifications Development Process: STAGES

Information gathering
Needs Analysis

Writing specifications
Identification of Based on the needs
PE’s needs, i.e. list What is available analysis and
of functions, on the market as information
performances, and an input to the gathering, the
technical specifications/TOR
specification/TOR.
characteristics are elaborated. It is
needed to be good practice to
included in the engage a specialist
Specification/TOR to review and
proof-read before
finalizing.

92
 INTRODUCTION TO
SPECIFICATIONS WRITING
Sources of Technical Specifications:
Typical sources for compilation of Technical Specifications are previous records of successful
procurement supplemented by market research through:

1. Request for information from established suppliers and manufacturers

2. Specifications issued by the relevant government agency (DTI for Goods, DOH for
drugs & Medicines, DPWH for works etc.)

3. Consultation of recent releases of technical standards internationally

4. Professional and Technical Associations, Research centers and universities

(Government’s Central Purchasing Organisation – DBM-PS)

5. Technical Journals/Magazines, etc.

6. The Internet and online resources like on-line catalogues (use with care to avoid
copying restrictive specifications from a brand or single source thereby frustrating
competition).
93
 SPECIFICATIONS WRITING FOR
THE PROCUREMENT OF GOODS

Government Procurement Policy Board – Technical Support Office

 SPECIFICATIONS WRITING:
PROCUREMENT OF GOODS
Types of Technical Specifications for Goods:

Specifications for Goods may be generally divided into three categories:

1. Design specifications

2. Performance specifications

3. Functional specifications

Avoid brand names, catalogue numbers, or similar classifications.

Spare parts are typically an exception. (Pursuant Section 18 of the
2016 Revised IRR of RA No. 9184).

95
 SPECIFICATIONS WRITING:
PROCUREMENT OF GOODS
Design Specifications:

Physical characteristics of design and composition

Typically used in the procurement of raw materials and simple off-

the-shelf goods or pharmaceutical drugs etc.- typically by reference
to ISO standards or national standards implementing ISO or CEN
standards (in Europe) [French: Comité Européen de Normalisation] .

Not recommended to be used alone in more complex procurement of

Goods
– except where the PE is the overall expert on the subject or where it is
compelled by own considerations to prescribe a specific design like in
standardization etc.

96
 SPECIFICATIONS WRITING:
PROCUREMENT OF GOODS
Design Specifications:
• Typically, supplement performance and functional
specifications which are more suited for open
competition but may miss other specific requirements
of the PE which are then added through design
specifications like weight, size, color, etc.

• Difficult to do or writing it even for simplest items.

For example:
– Describe the design and structure of a service car or LCD
projector
97
 SPECIFICATIONS WRITING:
PROCUREMENT OF GOODS
Design Specifications:

Define in detail the technical characteristics of the

good
Specifications may need to incorporate drawings,
measurements, tolerances, testing procedures and
other specific technical details
Used when the PE wants to ensure a specific
technical performance of a required item or does not
expect market innovation or better performance.
 Design Specs can be used, in addition, in order to
98
standardize the goods to be acquired.
 SPECIFICATIONS WRITING:
PROCUREMENT OF GOODS

Design Specifications:

In using a design specification, the PE will get

the goods exactly as it requested, but also:
 bears the risk of any problems or defects in
its design if manufactured to its design and not
standard manufacturer production
 missing the opportunity to get better
performance through recent innovations in
the market that may be superior. 99
 SPECIFICATIONS WRITING:
PROCUREMENT OF GOODS
Design Specifications:

Goods or materials can literally be counted, touched, weighed,

and tested to see whether they conform to the specifications, both
before (pre-shipment inspection)and after delivery (inspection upon
acceptance).
Appropriate for simple Goods where applicable standards are
available.
Example, if 1,000 sheets of white A4 size, 80 gsm photocopier
paper are specified in two packs of 500 sheets, then it is possible to:
 See whether two packs have been delivered, when and to which
organization and place;
 Look at the packaging to see if it is photocopier paper;
 Count all the 1,000 sheets;
 Weigh the paper to establish the weight in grams;
 Check that the color is white.

100
 SPECIFICATIONS WRITING:
PROCUREMENT OF GOODS
Performance Specifications:


Emphasize the OUTPUT performance needed from the
procured product rather than its design and structure and are
therefore easier to compile.

Do not specifically direct the bidder on the technical and
design details of the item to be delivered.


EXAMPLE: Performance specification for photocopier/label printer --- can produce
60 copies per minute and does not specify the technology or process used [ink jet
or dry process(xerography)] since such processes can be proprietary to each
manufacturer. Each supplier is then free to propose the most suitable solution to
achieve this requested performance/output.

101
 SPECIFICATIONS WRITING:
PROCUREMENT OF GOODS
Functional Specifications:

Similar to performance specifications in that they place

responsibility for the technical characteristics of the item to be
procured on the supplier.
But, rather than stating the needs in terms of performance
standards, functional specifications focus on the purpose or
use of the object.
For example, the supplier is asked to provide a car that can
carry 6 persons safely across unpaved roads in all weather
conditions.

102
 SPECIFICATIONS WRITING:
PROCUREMENT OF GOODS
A car that can carry 6 persons safely across unpaved roads in all weather
conditions.
Possible cars that you know What are generic design specs to consider??
Jeep Wrangler Rubicon. ... Engine:
Land Rover Range Rover. ... Type of transmission:
Mercedes-Benz G-Class. ... [Off-road technology [Terrain response [Land Rover]]
Nissan Frontier PRO-4X. ... Suspension:
Nissan Xterra PRO-4X. ... Wind speed:
Toyota 4Runner Trail. ... Load Capacity:
Toyota Land Cruiser. ... Wheels:
Toyota Tacoma TRD. Driver Assistance:
etc-----
Design: Interior
Design: Exterior
Color:

103
 SPECIFICATION-- PURCHASE OF VEHICLE

Functional Performance Design

Capable of Capable of • 15-seater
conveying conveying 15 • 4 doors
employees from employees from • 2-wheel drive
residence to residence to • Engine min.
office and vice office and vice 2900 cc
versa versa • Petrol
Unleaded
• Color: White

Government Procurement Policy Board – Technical Support Office

 SPECIFICATION– PUSH CART
TROLLEY
Functional Performance Design
Capable of Capable of Material:
Handle : Cold Rolled Steel
transporting carrying and Platform: Metal/Steel
materials that conveying 500 Wheel : TPR (Thermal Plastic
Rubber)
can be pushed kilograms of Length: 36 + 1 Inches
by 1 to 2 materials that Width: 24 + 1 Inches
persons can be pushed by Weight: < 40 kilos
1 to 2 persons Load Capacity : 500kgs
Wheels: 4, Roller
Level: 1 -3
Foldable
Color: Blue

Government Procurement Policy Board – Technical Support Office

Drugs & Medicines
DRUGS & MEDICINES
Philippine National Drug Formulary
• RA 9502 or the Universally Accessible Cheaper and
Quality Medicines Act of 2008 -Rule No. 36, “All
government agencies, including LGUs , shall procure drugs and
medicines within the Philippine National Drug Formulary
(PNDF) current edition in accordance with Republic Act 9184
and any other pertinent procurement reforms” .

• Drugs not listed in PNDF - written request for exemption

for procurement with corresponding justification addressed to
the Head of the NCPAM or Pharmaceutical Division (EO
49 “Directing the Mandatory Use of the PNDF Volume I as the
basis for Procurement of Drugs Products by the
Government” and Administrative Order 163 s.
2002 “Implementing Guidelines and Procedures in the
Procurement and Requisition of Drugs and Medicines by the
DOH pursuant to Executive Order No. 49 dated January 21, 107
DRUGS & MEDICINES
 Valid FDA Certificate of Product Registration (
http://www.fda.gov.ph/consumers-corner/registered-drugs-2).
If expired, valid extension.

 World Health Organization (WHO) Pre-Qualified

Manufacturer Certification/Dossier/Listing [espe

 Approved by Hospital Therapeutic Committee (Hospital)

 Approved Formulary Executive Council (FEC)for the Philippine

National Drug Formulary System (AO 2006-0018)

108
Drugs and Medicines

109
 Page 1 of 2

Bid Document Example 110

 Page 2 of 2
Eq. Albendazole

Bid Document Example

111
Lab Supplies
Auramine O Staining Kit

A. Kit Components (3 bottles each)

1. Auramine O
2. Decolorizer ethanol
3. Potassium permanganate

B. Volume: 250 mL/bottle

Upon Delivery the Following shall be complied:
C. Shelf Life: For every delivery, supplies must be fresh commercial stock with a total shelf life of at
least twelve (12) months from the date of delivery.
D. Packaging Instructions:
Standard Packaging of the Manufacturer
E. Labelling Instructions:

 The following should be legibly stamped on top or cover of the kit, and box:
Date of Manufacture: _____________
Date of Expiry:__________________

“DOH-Philippine Government Property

NOT FOR SALE”

112
Gram Stain Kit Estimate Number of Kits
PURCHASER’S SPECIFICATION Things to Consider
A. Basic Content:
1) Crystal violet
2) Iodine
1. Historical Data
3) Decolorlizer
4) Safranin
2. Number of Test per Kit
B. Approximate number of [Test/kit Vs. Volume]??

C. Performance Test Required

Accepted/certified by RITM as National Reference Lab for TB on before
3. Inventory

acceptance); or
 To be tested by Hospital lab with satisfactory results:
1) Gram-positive organisms : dark blue to violet colored
2) Gram-negative organisms : Pinkish red colored

Upon delivery the following shall be complied:

 Shelf Life: Supplies must be fresh commercial stock with total shelf life of
twenty four (24) months from the date of manufacturer but not less than
eighteen (18) months from the date of delivery.

 Packaging Instruction: Standard packaging of the manufacturer.

 Labeling Instructions: The following should be legibly imprinted/stickered

on kit:
Date of Manufacture:________________
Date of Expiry:_____________________
“DOH-Philippine Government Property Not for Sale” 113
 SPECIFICATION– GRAM STAIN KIT
Functional Performance Design
Determine presence Gram-positive No. of test per kit:
of pathogenic gram organisms will result Basic Content:
positive bacteria to dark blue to 1) Crystal violet
violet colored while 2) Iodine
Gram-negative 3) Decolorlizer
organisms will be
Pinkish red colored 4) Safranin
Volume:
Shelf life:
Packaging:
RITM tested:
Etc.

Government Procurement Policy Board – Technical Support Office

 X-RAY Machine Consumables

1. Processing Chemicals – Developer & Fixer

2. Film envelope
3. Film
• What to consider?
Existing machine requirements (model & brand) & Quality, Size…
 Example for film
• Eliminates time and material waste of darkroom cutting, taping, light leaks, etc.
• X-Ray film pre-cut to any desired size or shape.
• Sizes _____
• Cassettes pre-loaded, ready for use.
• Can be single or double loaded.
• Easy to unload.
• Minimal, uniform cassette tolerances.
• Dirt and dust free.
• Optimum source/film distance.
• Green tech ++++…………
115
Disposable Medical Gloves EXAMPLE
• Usage: Who will use and for what purpose?
• Type: Examination or Surgical
• Material: latex, nitrile, vinyl, neoprene, polyvinyl chloride

Neoprene gloves

• Sterility: (yes/no) Sterile or non-sterile

• Barrier protection: Standard, High
• Resistance: chemical, puncture ??
• Size: S,M,L XL; 6; 6.5; 7; 7.5;8. [how many per size?]
• Color:[ if it matters?]
116
Infant Weighing Scale

• Usage: For what? Purpose?

• User: Who uses?
• Type: Mechanical or Digital?
• Make: Made of?
• Dimension: Length, Weight, Height ?
• Capacity: ___ kilos
• Portability: ?
•

117
 • Purpose
Wrist Brace/Ankle Brace • Design/make
• Size
• Strap
• Cuff
• Fits …

118
Wheelchair • Usage: Purpose/who uses
• Weight
• Capacity
• Manual/motorized/electric
• Armrest
• Wheels
• Protector
• Headrest
• Tilt/reclining
• Seat
• Folding
• ….

119
OXIMETER
• WHO uses: newborn,adult?
• TYPE:
• SIZE:
• DISPLAY:
• COLOR:
• …

WRIST PULSE
OXIMETER

New born flex pulse oximeter

120
Wheelchair • Use/purpose/who uses
• Weight
• Manual/motorized/electric
• Armrest
• Wheels
• Protector
• Headrest
• Tilt/reclining
• Seat
• Folding
• ….

126
 SPECIFICATION– Wheel Chair
Functional Performance Design
Transport the infirm Transport sick Category:
person with mobility Size:
issues Accessories:
(Celebral palsy, Head Weight:
Injury & Spinal Cord Wheels:
Injury..) Manual:
etc

Transport elderly

Government Procurement Policy Board – Technical Support Office

 SPECIFICATIONS WRITING:
PROCUREMENT OF GOODS
 SERVICES – like goods or works- are required to satisfy specific needs, and
specifications should be written in a way that the output provided by the
service is measurable.
 Example: Janitorial , security, linen and laundry, office or facility rental, ISP, equipment
maintenance; facility maintenance, transportation services, etc.

 However, a service has an intangible nature, which makes it more difficult to

specify and even more difficult to measure and thus its specification needs to
take into account that:
 Services involve the performance of activities or tasks, sometimes over long periods of
time;
 Services cannot be owned like a product and cannot be stored;
 Samples of services cannot be seen prior to purchase;
 Services are provided by human beings who must meet minimum qualification levels.

129
 SPECIFICATIONS WRITING:
PROCUREMENT OF GOODS

The differences in the nature of services, compared to
goods or works, have implications on the specifications,
which should cover such aspects as:
 Detailed description of the services to be provided;
 Time, duration, and place of service provision;
 Required response times for service provision;
 Required documentation in form of deliverables
and/or progress reports;
 Detailed procedures and responsibilities for
supervision, acceptance of deliverables and
completion of the contract.
130
 SPECIFICATIONS WRITING:
PROCUREMENT OF GOODS
• Services are specified through a document called “DESCRIPTION OF
SERVICES” or a terms of reference for the services required. It contains:
1. Background information on why the services are needed and by
whom and where;
2. Overall Objectives of the Services;
3. Detailed list of the Tasks to be performed, applicable standards for
workmanship (including ISO 9001) and materials used;
4. Frequency of provision of the Services, response time and duration of
the services;
5. Performance measurement and KPIs;
6. Reporting requirements and other deliverables like data etc.;
7. Safety and Insurance requirements.
8. Etc.
131
 SPECIFICATIONS WRITING:
PROCUREMENT OF GOODS
Key Performance Indicators (KPI)

• Typically Services contracts have KPIs related to:

1. Observance and improvements on response times

2. Satisfaction surveys by end-users
3. Levels of attained quality in the delivery of Services
(SLA)
4. Use of local labour, materials and other social
responsibility targets.

132
 SPECIFICATIONS WRITING:
PROCUREMENT OF GOODS
SERVICES:
 Internet Services – 100 mbps, >95% availability, MRTG to monitor & measure traffic load on
network links, Response time
 Janitorial Services – satisfactory services, stability, resources, housekeeping plan, etc
 Security Services - satisfactory services, stability, resources, security plan, etc
 Trucking & Hauling -
 Warehousing & Storage
 Lease of Office Space
 Lease of Venue
 Media Placement
 Data Center Maintenance
 Air conditioners Maintenance
 Vehicle Maintenance
 ISP
 IT services
133
EXAMPLE
EXAMPLE
 SPECIFICATIONS WRITING
FOR THE PROCUREMENT OF
INFRASTRUCTURE PROJECTS

Government Procurement Policy Board – Technical Support Office

 SPECIFICATIONS WRITING:
PROCUREMENT OF INFRASTRUCTURE
PROJECTS
Specifying Works is a complex and time-
consuming exercise and will require the
expertise of architects, engineers, surveyors and
other specialists who have specific experience of
the construction being undertaken

Different works different kind and levels and

difficulties and requiring different sets of
expertise to elaborate their specifications.– for
example bridges, buildings, airports, hospitals,
137
 SPECIFICATIONS WRITING:
PROCUREMENT OF INFRASTRUCTURE
PROJECTS
If the Works are to be built as per the PE’s
design then detailed specifications of needed
materials, goods, drawings, measurements,
tolerances, testing procedures and other
specific technical parameters like soil and site
conditions must be provided by the PE in the
Bidding Documents
Describe the entire technical characteristics of
the Works to be constructed including the
prevailing site conditions/constraints.
138
 SPECIFICATIONS WRITING:
PROCUREMENT OF 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 implementing ISO or other
relevant standards;
4. Any special requirements as to the machinery to
be used in executing the Works or the ambient
139
conditions;
 SPECIFICATIONS WRITING:
PROCUREMENT OF INFRASTRUCTURE
PROJECTS
For the technical characteristics of the Works procured,
the specifications will need to include aspects like:
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). 140
 SPECIFICATIONS WRITING:
PROCUREMENT OF INFRASTRUCTURE
PROJECTS
• The cross-reference between the Specifications and
the bill of quantities must be established.
• Normally Works Specifications include two parts:
1. General Specifications with reference to national
or international standards
2. Special Specifications where the PE prescribes
quality or workmanship levels above the standards
or where no standards exist.

141
 SPECIFICATIONS WRITING:
PROCUREMENT OF INFRASTRUCTURE
PROJECTS
• When the PE opts to shift the design responsibility to the
contractor like in:
1. Design and Build contracts (2-stage where
contractor proposes preliminary design- Annex G of
the 2016 RIRR)
2. PPP contracts like BOOT, BOT etc.
3. Design, Supply and Installation of electromechanical
plant
4. Turn-key contracts
142
 SPECIFICATIONS WRITING:
PROCUREMENT OF INFRASTRUCTURE
PROJECTS
Then the PE describes its requirements in the form of
“performance specifications”.
• Example an elementary school with 12 classrooms (30
students each) and 200 sq. meters of headmaster/teachers
quarters and two 100 sq. meters spaces for PC and language
laboratories.
All classrooms to be built in accordance with Department of
Education’s (DepEd) standards for space/student, ventilation
and natural light requirements with prescribed number of
bathrooms and playgrounds. Additionally, energy efficiency
requirements may be added etc.

143
 SPECIFICATIONS WRITING:
PROCUREMENT OF INFRASTRUCTURE
PROJECTS
• Commonly-used for Design, Supply and Installation of power
plants and turn-key contracts based on a “conceptual design”.
Here the PE specifies desired requirements in terms of
performance specifications like:
1. A combined cycle power plant of minimum 250 Mega watt
Net power output under continuous operation at ambient site
conditions with guaranteed availability of min 92% of the
time.
2. Then specifies to the bidders the ambient conditions like
altitude, max and min ambient temperatures at site, the
quality of water for steam generation, the calorific value and
characteristics of the heavy fuel used to fire the boiler etc.

144
 SPECIFICATIONS WRITING:
PROCUREMENT OF INFRASTRUCTURE
 Each bidder then proposes its own design PROJECTS
to guarantee
the minimum output and required power station
availability and produces Functional Guarantees to
meet these required parameters plus the fuel
consumption figures at the guaranteed min output.
 The PE then evaluates the bids based on such figures
and guarantees using Life Cycle Bid Evaluation
method.
 LCC methodologies calculate costs by assessing the following:
investment costs (e.g. purchase price and associated costs),
operating costs (e.g. energy consumption), maintenance costs
(e.g. service charges, replacement), and end-of-life costs (e.g.
decommissioning and disposal). 145
 SPECIFICATIONS WRITING
FOR THE PROCUREMENT OF
CONSULTING SERVICES

Government Procurement Policy Board – Technical Support Office

 SPECIFICATIONS WRITING:
PROCUREMENT OF CONSULTING
A. General Considerations SERVICES
• TORs are written statements of tasks that a consultant should
address, the manner in which the consultant's work should be
presented to the PE and the information and other assistance
that the PE will provide to the consultant during the assignment.
• Persons drafting TOR should be familiar with the country, sector,
and type of work.
• Assignment covered by TOR should fit into the Project and
support its implementation goals.
• Available background information should be selected and
incorporated in the TOR.
• Reporting and training requirements should be defined explicitly.

147
 SPECIFICATIONS WRITING:
PROCUREMENT OF CONSULTING
B. Specific Information to be included in TOR SERVICES
1. Background
• Why is this assignment being undertaken?
• How does it fit into the Project?
• What is the history of the Project/sector/problem to be
solved?
• Who will finance this assignment? Persons drafting TOR
should be familiar with the country, sector and type of work.
2. Objectives
• What does the PE wants to achieve from the assignment?
• What should be the end-product?
148
 SPECIFICATIONS WRITING:
PROCUREMENT OF CONSULTING
3. Scope of Work SERVICES
• What specific areas should be covered by the consultant?
• How much detail is required in each area?
• Which other related areas should also be covered?
• How many phases of work and alternatives should be considered?
• What are the limits of the assignment?
4. Training
• What skills should the consultant transfer to the PE’s staff?
• What structured training program should be part of the assignment?

149
 SPECIFICATIONS WRITING:
PROCUREMENT OF CONSULTING
SERVICES
5. Time Schedule and Reports
• What are the required starting and completion dates
of the assignment?
• When do certain phases have to be started and
completed?
• When are the consultant’s reports (inception,
progress, final) due for review?
• Which drawings, specifications, bidding documents,
data bases, etc. should be part of the reports?

150
 SPECIFICATIONS WRITING:
PROCUREMENT OF CONSULTING
6. SERVICES
Information, Local Services, Personnel and Facilities To Be
Provided by the PE
• Which previously completed reports and documents are readily
available to the consultant?
• Where is the office space for the consultant's use during the
assignment (if any)?
• Which office services (telephone, fax, copying, internet, etc.) will
be provided to the consultant (if any)?
• How will transportation be provided (if any)?
• Who will be assigned from the PE's staff to work under the
direction of the consultant (if any)?

151
 EXAMPLE: TERMS OF REFERENCE
1. Introduction/Background/Rationale
2. Objectives
3. Scope of services/ work – services to be performed
4. Expected deliverables/outputs
5. Estimated duration of project
6. Project site, if applicable
7. Implementation arrangement + responsibilities + reporting and communication protocols
8. Required qualification of consultant(s) – firm, key personnel
9. Shortlisting criteria based on Section 24.5.3
10. Technical evaluation criteria based on Section 33.2.2
11. ABC
12. Proposed terms of payment
13. Proposed mode of procurement & evaluation procedure
14. Justification for other procurement mode than public bidding
15. Proprietary Rights & Ownership
16. Data Privacy Act of 2012 Compliance & Non-Disclosure Agreement
 LINKAGES CONNECTIONS

OBJECTIVES => SCOPE OF WORK (SOW)

To reach/obtain your objectives, what works/activities must
be undertaken by the consultant?

SCOPE OF WORK => DELIVERABLES/ OUTPUTS

Given the SOW that indicates what you want your
consultant to do, what do you expect them/him/her to
produce or deliver as a result of the activity or work?

DELIVERABLES => TERMS OF PAYMENT (TOP)

What output(s) should be the basis of paying your consultant
and when?
 Project: Development of Training Module
ABC 1M

SOW DELIVERABLES TOP Amount

Inception report, Final Work Plan 15% 150,000

Assess training needs TNA result 10% 100,000

Establish training goals Training design 10% 100,000

Devise training program Training design, protocol, Pretest 15% 150,000

results
Implement training program
eq .Conduct TOT 35 Manuals, Training venue summary 20% 200,000
of quotation
Evaluate results Evaluation results & 15% 150,000
Issues/recommendations
Enhance & Revise training Final Training program design and 15% 150,00
program design & materials related training materials(manual,
presentation..)
 Development of Guidelines
Objective: Review and Update the Existing guidelines on -----

SOW DELIVERABLES TOP

Inception report, Final Work Plan 15%
Review of related literature, Review /Analysis of existing literature and 5%
guidelines of other countries, guidelines & applicability to the country
etc.

Review of/assess existing Assessment of existing guidelines based on 10%

guidelines; national/international standards

Write a draft/rewrite Draft guidelines 20%

Conduct pre-test Pre-test design, pre test results 10%
Finalize guidelines Final Guidelines 15%
Conduct TOT Training Design, Manuals, Evaluation & Issues 15%

Reproduce Guidelines [No of copies (hard & soft) , type of paper etc] 10
 CONDUCT OF RESEARCH STUDY ON ………………….
Objective(s): Determine .. Evaluate… Assess.. Establish .. Measure..
Gauge
SOW DELIVERABLES TOP
Inception report, Final Work Plan 15%
Develop research protocol Research Protocol including research design and sampling 10%
design, survey instrument

Obtain technical review Technical review results & revised protocol 10%

Obtain research ethics clearance ERC (ethics research committee) clearance & final 5%
(with human pax) research protocol

Pre-test survey instrument Sampling frame, test results, final survey instrument 10%
Prepare for data collection Enumerators & Supervisors manuals/guide 10%
Analyze data collection based on Draft data analysis 10%
plan of analysis

Present initial findings to .. Presentation materials, issues raised & suggestion 10%

Finalize research findings & Final research paper, executive summary, policy paper, 10%
prepare for publication publication copy [no of copies & make]; monitoring tool

Help disseminate results; present Presentation materials; Copies for distribution [No.; make 10%
in a forum, & to the ExeCom [type of paper, binding, color..]
 COA – GUIDE ON AUDIT OF
PROCUREMENT (GAP)
3.2. Annual Procurement Plan (APP) – the requisite document
that the agency must prepare to reflect the entire procurement
activity (i.e., goods, services, civil works to be procured) that it
plans to undertake within the calendar year. This document
contains the following information:

3.2.1. Name of the procurement program/project;

3.2.2. Project management office or end-user unit;
3.2.3. General description of the procurement;
3.2.4. Procurement method to be adopted;
3.2.5. Time schedule for each procurement activity;
3.2.6. Source of fund; and
3.2.7. Approved Budget for the Contract.

Government Procurement Policy Board – Technical Support Office

 COA – GAP CHECKLIST
1. To verify if the procuring entity has an Annual Procurement
Plan (APP)

2. To verify if the APP is approved by the HOPE or by a second-

ranking
official designated by the HOPE to act on his behalf

3. To verify if the APP contains the following information:

a. name of the procurement program/ project;
b. project management office or end-user unit;
c. general description of the procurement;
d. procurement method to be adopted;
e. time schedule for each procurement activity;
f. source of fund;
Government Procurement Policy Board – Technical Support Office
g. approved budget for the contract.
 COA – GAP CHECKLIST

4. To verify if the APP is supported by PPMPs prepared by

the respective end-user units

5. To verify if the items in the approved APP were included

in the PPMPs

6. To verify if the APP matches the budget per GAA,

corporate budget, appropriation ordinance, as the case
may be

Government Procurement Policy Board – Technical Support Office

 POSSIBLE CONSEQUENCES
1. Possible COA AOMs/Disallowances

2. Wastage of Government Funds

3. Suspension of Officials

4. Possible administrative/criminal liabilities

5. Project Delays

6. Project Failures

Government Procurement Policy Board – Technical Support Office

 PROCUREMENT
MONITORING
Preparation of PMR

Government Procurement Policy Board – Technical Support Office

 WHAT IS MONITORING?

Defined as:

 Tracking of inputs, activities, outputs, and

outcomes of the procurement activity; and

 Tracking results of current operations on a

regular basis.

Government Procurement Policy Board – Technical Support Office

 MONITORING AND EVALUATION
 BAC shall be responsible for ensuring that the PE abides by
the standards set forth under R.A. 9184 and its IRR.

 BAC is required to prepare a PROCUREMENT MONITORING

REPORT (PMR) in the form prescribed by the GPPB.

 PMR shall cover all procurement activities specified in the

APP, whether on-going and completed from holding of the
pre-procurement conference to the issuance of the notice of
award and approval of the contract, including the actual time
for each major procurement activity.

 PMR shall be approved and submitted by the HoPE to the

GPPB in printed and electronic format within 14 calendar
days after the end of each semester.
 ( Executive Orders 662, 662-A and 662-B, series of 2007)

Government Procurement Policy Board – Technical Support Office

 WHY MONITOR?
 Checks compliance to R.A. 9184 and its IRR

 Assesses performance as to:

 Efficiency
 Effectiveness

 Ex-post evaluation examines the project outcomes and

impacts. It is a determination of the benefits derived
from the project, the attainment of specific targets for
key indicators, and the sustainability of the project.

 Aids GPPB in crafting policies that address weaknesses

and uphold strengths of the Philippine Procurement
System
Government Procurement Policy Board – Technical Support Office
PROCUREMENT MONITORING REPORT
(PMR)

Note:
 Latest version of PMR shows separate lists of Completed (top portion) and On-going Procurement Activities (bottom portion)
Downloadable at http://www.gppb.gov.ph/downloadables/SampleForms.html

Government Procurement Policy Board – Technical Support Office

PROCUREMENT MONITORING REPORT
(PMR):
CLOSER LOOK

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16

 Column 1- Code (UACS/PAP)

 Column 2- Procurement Program/Project
 Column 3– PMO/End-user
 Column 4– Mode of Procurement
 Column 5-16 – Actual Schedule of Each Stage of the Procurement Activity

Government Procurement Policy Board – Technical Support Office

PROCUREMENT MONITORING REPORT
(PMR):
CLOSER LOOK
17 18 19 20 21 22 23

 Column 17 - Source of Funds

 Column 18-20 - ABC
 Column 21-23 – Contract Cost (Awarded Price)
 Total Allotted Budget of all completed Procurement Activities
 Total Contract Price of all completed Procurement Activities
 Savings

Government Procurement Policy Board – Technical Support Office

PROCUREMENT MONITORING REPORT
(PMR):
CLOSER LOOK
24 25 26 27 28 29 31
30

 Column 24 - List of Invited Observers

 Column 25-30 - Date of Receipt by Observers of the Invitation
 Column 31 – Remarks explaining any changes from the APP

Government Procurement Policy Board – Technical Support Office

 COA – GAP CHECKLIST
1. To verify if the BAC:
a. prepared a procurement monitoring report in the form
prescribed by the GPPB;
b. covering all procurement activities specified in the Annual
Procurement Plan (APP), whether on-going and
completed, from the holding of the pre-procurement
conference to the issuance of the notice of award and the
approval of the contract, including the standard and
actual time for each major procurement activity;
c. submitted the monitoring report to the Head of the
Procuring Entity (HOPE) for approval and submission to
the GPPB in printed and electronic format within 14 days
after the end of each semester

Government Procurement Policy Board – Technical Support Office

 COA – GAP CHECKLIST
2. To verify if the HOPE:
a. approved the Procurement Monitoring Report
and
b. submitted it to the GPPB in printed and
electronic format within 14 days after the end of
each semester
3. To verify if appropriate actions have been taken by
the HOPE in case of instances of noncompliance
committed by the BAC, BAC TWG, BAC Secretariat
and/or bidders
4. To verify what actions have been taken by the
GPPB in regard to
Government Procurement Policy Board – Technical Support Office
instances of noncompliance
 SUBMISSION & POSTING
 APP REQUIREMENTS
 1) Submission to the GPPB (AO 222) and 2) posting in the
procuring entity's website of its APP (Section 1.1 of the IRR of
EO 662), following the form and format downloadable from
the GPPB website
 Changes in the APP, if any, for the budget year shall be
submitted to the GPPB in July of the current budget year, and
in January of the following budget year

 PMR
 1) Submission to the GPPB (Section 12.2 of IRR of RA 9184)
and 2) posting in the procuring entity's website of its
approved Procurement Monitoring Report within 14 calendar
days after each semester, following the form and format
downloadable from the GPPB website (Section 1.2 of the IRR
of EO 662)
Government Procurement Policy Board – Technical Support Office
 5 RIGHTS IN PUBLIC
PROCUREMENT
Value
Value for
for Money
Money Source

Time/
Quantit
Deliver y
y
- obtaining better quality of PROCUREM
goods or services in more ENT
suitable quantities, just in
time when needed, from
better suppliers at prices that
continue to improve.
Price Quality

Government Procurement Policy Board – Technical Support Office

 THANK YOU!

CONTACT US
AT:
Unit 2506 Raffles Corporate Center
F. Ortigas Road, Ortigas Center
Pasig City, Philippines 1605

TeleFax: (632)900-6741 to 44
Email address: [email protected]

Government Procurement Policy Board – Technical Support Office