community emergency procurement procedure

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  • Emergency Community Procurement Procedures (ECPP) Emergency Procurement refers to the selection of an appropriate method of procurement to procure urgently needed goods, services and infrastructure facilities to assist disaster affected communities brought about by natural or man-made calamities (typhoons, earthquakes, landslides, volcanic eruptions, tsunamis, hurricanes, wars, etc.). In post recovery and reconstruction efforts, the community driven development approach adopted under the KC-NCDDP is an effective mechanism to mobilize resources and implement interventions to respond and assist disaster affected communities.

    The NCDDP Disaster Response Operations Manual (DROM) states that for a community to be eligible to utilize KC-NCDDP funds for recovery and rehabilitation efforts, there should be a declaration of a State of Calamity by the President or by the LGU concerned.

    After the Declaration of the State of Calamity, the NPMO and the relevant RPMO shall

    undertake the accelerated CEAC process discussed in the DROM for social preparation,

    community planning, implementation and monitoring and evaluation.

    The emergency procurement procedures for KC-NCDDP as set out in this guidelines is

    intended to accelerate and simplify the procurement process taking into account the

    more challenging implementation conditions in post-disaster settings while ensuring that

    the above mentioned principles are maintained. Simplified procurement methods will be

    applied under disaster response operations.

    Preparation of Emergency Community Procurement Plan (ECPP)

    The ACT or MCT Technical Facilitator/s (TFs) in coordination Community Empowerment

    Facilitators (CEFs), the Community Procurement Team (PT) shall prepare an Emergency

    Community Procurement Plan (ECPP) by undertaking the following:

    From the sub-project proposal or program of works, identify and group the items

    to be procured into goods (supplies and materials) and works (skilled and

    unskilled labor, as well as technical and complex phases of infrastructure sub-

    projects that would require contracting the services of contractors who are

    technically capable of performing the procurement at hand).

    In cases of existing SPs, review and enhance the existing Procurement Plan to

    check appropriateness of packaging;

    Determine which items are available within the community and, if not available,

    potential sources outside the community. List down all possible suppliers both

    within and outside the community.

  • Similar to the process of PACKAGING under the regular community based

    procurement procedure as stated in the revised CBPM, determine the packages

    what method of procurement will be used. The ECPP will be presented to the

    Community Assembly1 for validation and confirmation.

    The Procurement Team (PT) presents the proposed ECPP to the Community

    Assembly. The presentation of the ECPP allows the community to be informed.

    The Community Assembly also makes a decision on the proposed procurement

    plan. All agreements shall be reflected in the minutes of the Assembly Meeting.

    The Procurement Team with the assistance of ACT/MCT finalizes ECPP. After

    approval of the sub-project the Procurement Team then proceeds with the

    procurement based on the approved ECPP and in coordination with the Project

    Implementation Team (PIT).

    Emergency procurement facilitation

    The timeline for every step shall be waived due to the need to facilitate the implementation

    of the identified subproject in order to restore the functionality of basic services. The ACT

    and MCT shall closely assist the BSPMC on all procurement activities to ensure that

    procurement at hand are delivered as soon as possible.

    Any member of the BSPMC or ACT/MCT could perform procurement functions if the

    Procurement Team (PT) members are not available or could not function as a result of

    the disaster.

    6.3. Emergency procurement methods and procedures

    Under the disaster response operation procedures (DROP), the following adjustments to

    the procurement procedures are to be followed. The adjustments in the community

    procurement shall be in-force until the completion of the sub-project. If a project began

    under the emergency mode, the emergency procurement process will continue until the

    project is completed, even if the declaration of emergency is lifted or has lapsed.

    DIRECT CONTRACTING

    APPLICABILITY CONDITIONS

    1) For Works and for Goods

    2) One eligible (technically and financially capable) supplier/contractor;

    3) BSPMC to Government Agency (e.g. LGU, NGA such as TESDA, others)

    1 Similar to Barangay Assembly only that due to the disaster the house hold number may have been reduced

  • - Justification that it is more practical and advantageous to engage LGUs,

    NGAs, GOCCs and other government agencies who has the capacity and

    are mandated to perform functions relevant to the needed services

    4) Adjacent or contiguous with ongoing KC-NCDDP Project. Justification that it is

    more practical to engage the contractor/supplier provided the contractor/supplier

    has the capacity to perform the contract and the cost is within available budget.

    5) Through Repeat Order (for goods only);

    - 100% of the cost of the original contract/PO previously procured under

    DROP;

    - Applicable within 60 days from the date of the original contract

    - Same or lower quantity and unit costs of the same items of the original

    PO/contract

    - Conducted once

    6) No threshold due to the emergency nature of procurement.

    7) Prior review by the RPMO for contracts equal or higher than P2M

    8) For works contracts costing P1,000,000.00 or higher, 10% retention in every

    billing shall be deducted to cover any damage as a result of poor performance

    within 6 months defect liability period. Upon consultation with the Community

    Assembly, a retention shall be required for contracts below P1.0M as justified in

    the assembly.

    COMMUNITY SHOPPING

    For Works and for Goods

    More than one eligible (technically and financially capable) supplier/contractor

    in the area. If there are only two eligible suppliers or contractor who submitted

    quotation, evaluation of the RFQ can proceed. If quotation found to be

    responsive, proceed with the contract/PO award

    Similar to direct contracting, there is no threshold due to the emergency nature

    of the procurement.

    For works contracts costing P1,000,000.00 or higher, 10% retention in every

    billing shall be deducted to cover any damage as a result of poor workmanship

    within 6 months defect liability period. Upon consultation with the Community

    Assembly, a retention shall be required for contracts below P1.0M as justified in

    the assembly.

    SMALL VALUE PROCUREMENT(SVP)

    Small Value Procurement refers to a method for the procurement of goods, services,

    works and consulting services where direct purchase is used for items of small quantities

    and value since it is more practical and economical to do so. The decision to resort to small

    value/off-the-shelf procurement must be reflected in the ECPP. Splitting of contracts to

    evade or circumvent the requirements (i.e. competitive) of this manual using this method is

    not allowed.

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  • There are three types of small value procurement:

    1. Off-the Shelf Goods

    Off-the-Shelf Goods Procurement applies to the purchase of readily available goods

    from local market outlets/stores. This may include the purchase of food, perishable or

    non-perishable items, agricultural products, office supplies, hand tools, or other items

    necessary for the implementation of the sub-project, among others.

    2. Short Term Services

    Short Term Services procurement refers to the purchase or acquisition/engagement

    of non-consultancy service requirements available in the local community and requiring

    a very limited period of time. This may include hiring of caterers for workshops, training

    or meetings, transportation or trucking services, repair of vehicles and other project

    related equipment, hiring of resource persons for training, rental of hand tools and

    equipment, or other services necessary for the implementation of the sub-project,

    among others.

    In the rental of hand tools that are commonly used in construction projects and included

    in the POW, the PT must determine the required duration of use and assess whether it

    is more economical to rent or to purchase such items. If the cost of renting such tools

    exceeds the threshold provided above, then the PT should consider purchasing such

    items either through community bidding, shopping or direct contracting as goods or

    equipment, as applicable, provided that: this is included in the ECPP; the procedures

    for operation and maintenance of such tools and equipment are clearly established

    including its turn-over and custody after project completion; and a cost comparison is

    submitted/attached as part of the readiness filter.

    3. Small Works

    Small Works procurement refers to the purchase of construction related service

    requirements available in the local community and requiring a very limited period of time

    an

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