Documente Academic
Documente Profesional
Documente Cultură
& MONITORING
1
OUTLINE
1. What is planning?
2. Nature of Planning
3. Procurement Planning
3.1 Importance of Planning
3.2 Preparing the PPMP
3.3 Preparing the APP
4. Procurement Monitoring
4.1 Importance of Monitoring
4.2 Preparing the PMR
2
PROCUREMENT PLANNING
Preparation of PPMP and APP
3
PHILIPPINE PROCUREMENT PARADIGM
NEEDS SATISFACTION
PLANNING
- refers to predetermined
course/s of action to achieve a
desired end/goal.
PROCUREMENT PLANNING
6
PROCUREMENT PLANNING
knowledge of goods,
accounting,
warranty and contract laws, and
scheduling
7
PROCUREMENT PLANNING
8
WHY PROCUREMENT PLANNING
− advance deliveries
− suki system
− unwarranted resort to alternative methods
procurement
9
SECTION 7.1 OF IRR
11
ACTORS IN PROCUREMENT
PLANNING
TECHNICAL
END USER WORKING GROUP
BUDGET
OFFICE (TWG)
13
IDENTIFYING THE NEED
14
TECHNICAL SPECIFICATIONS, SCOPE OF
WORK, AND TERMS OF REFERENCE
Consult Stakeholders
In developing the project requirements and TS/SOW/TOR,
the 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:
– Generic and flexible
– Clear and unambiguous
– Reminder on Reference to Brand Names (Section 18)
– Updated, where technology is taken into account
– Fits the actual requirements of the PMO/End-user
15
Procurement of Goods and Services
TECHNICAL SPECIFICATIONS: FACTORS TO CONSIDER
• common-use supplies
• inventory items
• services
16
Procurement of Goods and Services
TECHNICAL SPECIFICATIONS: FACTORS TO CONSIDER
17
Procurement of Goods and Services
TECHNICAL SPECIFICATIONS: FACTORS TO CONSIDER
• warranty requirements
18
Procurement of Goods and Services
TECHNICAL SPECIFICATIONS: FACTORS TO CONSIDER
19
Market Survey/Study
Uses
defining requirements
preparing budgets
choosing procurement methods
planning and scheduling of procurement
evaluation of bids/proposal
justify contract amendments
20
Market Survey/Study
CONDUCTED THROUGH:
• Internet
• Survey
• Interview
• Study
21
Market Survey/Study
EXPECTED RESULTS:
• Identification, interest and availability of
suppliers, contractor or services providers, their
technical capability and financial capacity
• Price trends
22
Procurement of Infrastructure Projects
24
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.
25
APPROVED BUDGET FOR THE
CONTRACT (ABC)
FACTORS TO CONSIDER
The cost or market price of the product or service itself
Incidental expenses like freight, insurance, taxes,
installation costs, training costs, if necessary, and cost of
inspection
The cost of money, to account for government agencies
usually buying on credit terms
Inflationary factor, since the planning phase is usually
done one year ahead of the actual procurement date
26
APPROVED BUDGET FOR THE
CONTRACT (ABC)
FACTORS TO CONSIDER
Quantities, considering that buying in bulk usually
means lower unit prices (goods/services)
The supply of spare parts and/or maintenance services, if
these are part of the contract package (goods/services)
27
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
Authority (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
28
PROCUREMENT MILESTONES
29
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.
31
PROCUREMENT MILESTONES
32
PROCUREMENT MILESTONES
33
METHOD OF PROCUREMENT
34
ANNUAL PROCUREMENT PLAN (APP)
36
ANNUAL PROCUREMENT PLAN (APP)
1 2 3 5 7
4 6
37
PREPARATION OF APP
n
ra tio
a
g B u dg
et P re p
APP
n
uri
When GAA,
D Corporate
Budget or
Upon Appropriation
approval of Ordinance
Submit HOPE, becomes
Budget Budget final, PPMPs
Proposal to Office will will be
Submit to
HOPE forward finalized and
Budget
PPMPs to submitted to
Office for
BAC BAC
evaluatio
Secretariat Secretariat
Prepare n
for for
Project HOPE &
Procuremen Budget Office Consolidati consolidation
on and and approval
t Review
BAC of the HOPE.
Managemen
t Plan Secretariat
End-User
(PPMP)
Unit
38
PREPARATION OF APP
HOPE/Approvi
When GAA,
APP
ng Body Corporate Budget
BAC & or Appropriation
Secretariat Submit
Ordinance
becomes final,
Indicative
Budget PPMPs will be
APP and finalized and
Office Consolidati budget submitted to BAC
on of proposal to Secretariat for
PPMPs to
End-User Submit to Indicative
HOPE/oversigh consolidation, to
t body for BAC for final
Unit Budget APP by BAC approval recommendation
Office for Sec and
of modality and
evaluatio recommend
final approval of
Prepare n ation by
the HOPE
Project BAC of
Procuremen modality
t During Budget Preparation
Managemen
t Plan 39
PPMP CONSOLIDATION
• Checking of • Recommendation
procurement of procurement
methods methods by the
BAC
• Propose
procurement
methods (End-
user)
40
TIPS IN CONSOLIDATING PPMPS
Mode of Procurement
Sources of Funds
41
REVISIONS ON APP
End-User Update
/Supplement
PPMP
Consolidate
PPMP to
BAC & BAC Sec Updated/
Supplemental
APP
Approve
Updated
HOPE /Supplemental
APP
42
ANNUAL PROCUREMENT PLAN (APP)
Procurement Short of Award
To facilitate the immediate implementation of procurement ,
even pending approval of the GAA, corporate budget or
appropriations ordinance, as the case may be, 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; on budget
levels as proposed to the governing board for GOCCs
No award of contract shall be made until the GAA or
corporate budget has been approved
43
APP vis-a-vis APP-CSE
44
APP-CSE
45
POSSIBLE CONSEQUENCES
3. Suspension of Officials
5. Project Delays
6. Project Failures
46
PROCUREMENT
MONITORING
Preparation of PMR
47
WHAT IS MONITORING?
Defined as:
48
MONITORING AND EVALUATION
It is the BAC who shall be responsible for ensuring that the procuring
entity abides by the standards set forth under R.A. 9184 and its IRR.
The 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.
49
WHY MONITOR?
Performance
– Efficiency
– Effectiveness
50
PROCUREMENT MONITORING REPORT
(PMR)
51
MONITORING AND EVALUATION
52
SUBMISSION & POSTING
REQUIREMENTS
• APP
– Submission to the GPPB (AO 222) and posting in the procuring
entity's website of its APP for CY 2012 (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
– Submission to the GPPB (Section 12.2 of IRR of RA 9184) and
posting in the procuring entity's website of its approved
Procurement Monitoring Report every semester, following the
form and format downloadable from the GPPB website (Section
1.2 of the IRR of EO 662)
53
THANK YOU!!
Contact us at:
TeleFax: (632)900-6741 to 44
Email Address: gppb@gppb.gov.ph
54