community emergency procurement procedure

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

and skilled labor such as painting, repair or renovation of roofs, walls, plumbing or

electrical works, fabrication of small structures or other services necessary for the

implementation of the sub-project which would be more economical to procure as small

works rather than pakyaw contract. In this case, the C/BSPMC directly engage worker/s

in the community with known capacity to perform the job. The cost and scope of works

should have been established in the POW or as discussed in the C/BSPMC meeting or

at the Barangay Assembly (BA). Payroll, accomplishment report prepared by the PIT

and checked by the TF/engineer in-charge and Timesheets or a photocopy logbook will

be the supporting documents for payment.

PAKYAW CONTRACT

Pakyaw Contract refers to a system of hiring a group of skilled or unskilled

workers within the community or its vicinity by the community itself for the

performance of a specific work incidental to the implementation of the project

where tools and local indigenous materials may or may not be furnished by the

community. It is an alternative method of procurement where the partial or full

implementation of an infrastructure project or items of work for its completion is

carried out by labor from the community or its vicinity.

Pakyaw contracts are used to complete items of work defined by a specific

quantity or output (e.g. excavation, clearing and grubbing). Where available, the

community through the C/BSPMC may also supply needed equipment to

complete the work. This may be done by organizing and hiring its members to

supply labor under “pakyaw” contracts; through the direct provision of

construction and other needed materials; or through the use of its own or the

leasing of construction equipment, or Labor only; or any of these combinations.

Payment will be based on the scope of works quantity output derived from the

POW and reflected in the statement of works accomplishment. Particular scope

of works, quantities, schedule and corresponding costs will be prepared and

attached to the Pakyaw Agreement. For the specific works output, a lump-sum

payment may be made based on a statement of work accomplished either

through the group leader or divided among the pakyaw workers and disbursed

using a payroll system through the C/BSPMC/Barangay treasurer. A list or

payroll that reflects the cost due to every member of the Pakyaw should be

provided as an attachment to the disbursement voucher. The payroll shall then

be concurred by the member to indicate acknowledgement of the payment

expected. The method for paying community based labor under the pakyaw

contract should be discussed and agreed upon during the Barangay or

community Assembly.

6.4. Emergency procurement methods and prior-review

Procurement Method

Threshold

Amount

(P)

Prior Review Requirement

Threshold (P)

RPMO NPMO

Community Shopping

- Works None ≥2.0 M Random

- Goods None ≥2.0 M Random

Community Direct Contracting

- Sole source None Post review Post review

- BSPMC to Government Agency None Post review Post review

- Adjacent and contiguous with

ongoing KC Projects

None

- Repeat Order (Goods) 100% of previous

contract

≥500,000 Post review

Small Value Procurement (SVP)

Off-the-Shelf (Goods), Small

works and Short term services 50,000.00

Pakyaw Contract

- Works (Labor including local

materials such as aggregates,

boulders, lumbers and other

indigenous materials)

500,000.00

Variation Order for Works

In case of additive/deductive and

extra work orders

Up to 20% of

original contract

All

6.5. Procedures:

Key Activities Description

1. Pre-Procurement ACT/MCT to convene the community volunteers to discuss the

procurement at hand. In case of ongoing subprojects, where it’s

still relevant (as discussed in the community assembly) to

continue/complete the SP, review the existing Community

Procurement Plan (CPP) and update it if necessary should

there be revision as a result of the disaster. It is very important

that community volunteers understand the emergency

procedure of the procurement.

The market condition shall be discussed to determine the

availability of resources, suppliers and service providers. This is

important in preparing the emergency community procurement

plan (ECPP)

The ACT shall closely assist the community volunteers in the

preparation of the procurement documents. This include the

conduct of market survey (material and labor); emergency

procurement plan, RFQs, AOQs, POs and other procurement

activities and documents.

For Small Value Procurement, the items/list shall be prepared

using the forms for small value procurement in the annexes.

2. Preparation of the

Request for Quotation

(RFQ)

Fill-up the RFQ based on the ECPP and ensure that all

information required and signatories are complete.

Any member of the BSPMC can represent the community in the

procurement if the Procurement Team (PT) members are not

available. The Community Facilitator (CF) or any member of

the ACT shall facilitate the preparation of the RFQ. The ACT

can serve as the Procurement Team in case members of the

BSPMC are not available as a result of the calamity.

For SVP, the survey form will serve as the RFQ.

3. Serving the

Request for

Quotation (RFQ)

Before serving the RFQ, the Procurement Team should already

have an idea where to serve it. Only suppliers/contractors that

carry the complete line of materials or equipment required shall

be served with the RFQ. Members of the ACT/MCT shall assist

the CVs in serving the RFQ.

Suppliers/Contractors shall acknowledge receipt of the RFQ.

For SVP, the PT directly canvass prices and fill-out the SVP

survey form.

4. Evaluation of the

Request for

Quotation (RFQ)

If the BSPMC Bids and Awards Committee (BAC) is not

functional, at least two (2) members of the BSPMC and one (1)

member of the ACT/MCT shall conduct the evaluation to check

the completeness and responsiveness of the quotations

received. Reflect the evaluation in the abstract of quotation

(AOQ)

The most capable and responsive supplier based on the

primary criteria of a) prices; and b) ready availability of the

materials for immediate delivery based on the POW and

schedules will be determined. Before the award of the contract,

the Procurement Team will also review the reasonableness of

the price by comparing it to prices of same items procured by

other barangays or the MLGU under the emergency situation.

RPMO NOL is required for procurement of Goods amounting to

PhP 2,000,000.00 or higher and for Works amounting to PhP

2,000,000.00 or higher.

Abstract of Quotation attached.

For SVP, the PT shall evaluate the prices as canvassed. If

prices found to be responsive, the PT will let the supplier signed

the survey form. For Goods, the survey form will now serve as

the Purchase Order (PO).

5.Issuance of

Purchase Order

(P.O.)/Contract

The ACT shall ensure that correct information is reflected in the

Purchase Order (P.O.) or Contract.

For Works contract, a Notice to Proceed will be issued.

For SVP on small works and short term services, use the forms

in the annexes.

GENERAL NOTES: 1. Considering the emergency nature of procurement, the

conract/PO can be awarded within a day as soon the

complete process is conducted.

2. Some information in the forms and terms and conditions

may be modified to suit the requirement of the

procurement at hand;

3. Should there be clarifications and substantial

modification that involves policies on the use of this

guidelines, clearance from the NPMO shall be obtained.

ANNEXES: COMMUNITY EMERGENCY PROCUREMENT FORMS

KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT EMERGENCY COMMUNITY PROCUREMENT PLAN (ECPP)

Name of Proposed Community Project: ____________________________________ Date Prepared: _____________ Barangay : __________________ Municipality : _______________ Province: __________________ Total Estimated Cost: _______________ Community Project Duration: _______________ Project Implementation Duration: ___________________

Items to be Procured Quantity Unit of Measure

Unit Cost Total Cost Procurement Method

Schedule of Procurement

Comments/Remarks

Package No.

Sub-Total

Package No.

Sub-Total

Package No.

Sub-Total

Package No.

Sub-Total

GRAND TOTAL

Prepared by: Reviewed by: Approved by:

_____________________ ________________________ __________________ Procurement Team Head TF/Municipal Engineer BSPMC Chairperson (Name and Signature) (Name and Signature) (Name and Signature)

KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT MARKET SURVEY OF AVAILABLE SUPPLIERS AND CONTRACTORS

Name of Proposed Community Project : ____________________________________ Date Prepared: _____________ Barangay : __________________ Municipality : __________________ Province : __________________ Total Estimated Cost: _______________ Community Project Duration: _______________ Project Implementation Schedule: ___________________

Items to be Procured Quantity Unit of

Measure Names of Possible Suppliers and

Contractors Market Price

Remarks2

Prepared by: Reviewed by: Approved by: _____________________ ________________________ ___________________ Procurement Team Head TF/Municipal Engineer BSPMC Chairperson (Name and Signature) (Name and Signature) (Name and Signature)

2 Provide necessary information on the item/s described

KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT

SURVEY OF AVAILABLE LABORERS

Name of Proposed Community Project : ____________________________________ Date Prepared: _____________ Barangay : __________________ Municipality : __________________ Province : __________________ Project Implementation Duration: ___________________

Work Items to be Procured Quantity Unit of Measure

Estimated Cost Availability of Local Labor Remarks

No. of Skilled

Daily Rate No. of Unskilled

Daily Rate

Prepared by: Reviewed by: Approved by: _____________________ ________________________ ___________________ Procurement Team Head TF/Municipal Engineer BSPMC Chairperson (Name and Signature) (Name and Signature) (Name and Signature)

KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT Office of the Barangay Sub-Project Management Committee

Barangay: _________________________ Municipality: ________________________ Province: __________________________

REQUEST FOR QUOTATION FORM

FOR GOODS Date: _____________ Quotation No. _______

To: Company Name: ___________________________________ Address: _________________________________________ May we request you to indicate your prices for the items listed below. Please return this form to the canvasser in sealed envelope or submit it to the Barangay Sub-Project Management Committee (C/BSPMC) at the Barangay Hall on insert date and time of deadline for submission

Items No.

Description/Specs of Items Qty Unit Unit Cost

Total

TOTAL P

Amount in Words:

Delivery Period : ___________________________________ Notes: 1. Quotation must be valid and fixed for 15 calendar days. 2. Prices quoted must include taxes and other incidental expenses. 3. Cost of delivery: □ to include □ not to include 4. Award shall be made: □ on per item basis □ on per package basis _______________ C/BSPMC Chairperson After having carefully read and accepted your General Conditions, I/We quote you on the item/s at prices noted above. Canvass Submitted by: (Name & Signature of Authorized Representative) Date:__________________________



REQUEST FOR QUOTATION FORM

FOR WORKS Date: _____________ Quotation No. _______

To: Company Name:___________________________________ Address: _________________________________________ Our community has received a grant from the Department of Social Welfare and Development’s KALAHI-CIDSS NCDDP. The Barangay Sub-Project Management Committee (C/BSPMC) invites you to submit a quotation to construct and complete, on behalf of the community and according to the conditions of this Invitation, the whole of the work items for said project broken down as follows: Name of Community Project: _______________________________________________

Work Item No.

Scope of Works Qty Unit Unit Cost

Total

TOTAL

To assist you in the preparation of your price quotation, we enclose the necessary drawings and specifications. Your quotation should be submitted in a sealed envelope and addressed to the undersigned at the following address: The Barangay Sub-Project Management Committee Attention: Bids and Awards Committee Barangay Hall, Barangay ______________________ Municipality of _________________, Province of ________________ Your quotation shall be valid and fixed for a period of thirty (30) days from the date of submission of the quotation. Price quoted must include taxes and other incidental expenses. It is understood that the contractor shall complete all works enumerated at the total quoted price. Minor works not listed therein but are necessary to execute the work items are deemed part of these work items. Likewise, in case the contract is awarded, the firm/contractor agrees to utilize local labor including women who are capable of doing scope of works as suited. A contractor who withdraws his quotation during the validity period and/or refuses to accept the award of the contract will be permanently disqualified from participating in any KC-NCDDP funded community projects:

Attached for your information and guidance is the Draft Contract with its Terms and Conditions. Your quotation should be received by the C/BSPMC on or before _______________ (date and time). The Quotations shall be opened in public in your or your representative’s presence if you choose to attend, on ___________________ (same date as deadline for bid submission) at ____ (time) (same as the deadline for bid submission) at the given address: Please attach to your quotation with the requirements provided in the Instructions to Bidders containing the following:

I. Technical Documents; II. Legal Documents; and, III. Financial Documents

Very truly yours,

__________________________ BSMPC Chairperson

Quotation Submitted by: ____________________ ________________________ ___________ Name of Firm Signature over Printed Name Date Owner/Manager


Office of the Barangay Sub-Project Management Committee Barangay: _________________________ Municipality: ________________________ Province: __________________________

Contract Reference Number: Name of the Contract:

ACKNOWLEDGEMENT RECEIPT This is to acknowledge receipt of the Request for Quotation/Canvass Form served by ______________, ______________, _________________ Procurement Team members of C/BSPMC ______________________________________ (Name of Barangay /Municipality). ________________________ Name & Signature of Contractor / Supplier Date Served _________________ _________________________ Name & Signature of Contractor /Supplier Date Served_________________ _________________________ Name & Signature of Contractor /Supplier Date Served_________________ _________________________ Name & Signature of Contractor /Supplier Date Served _________________ ___________________________ Name & Signature of Contractor /Supplier Date Served _________________ _________________________ Name & Signature of Contractor /Supplier Date Served ________________


Barangay: _________________________ Municipality: ________________________ Province: ___________________________

ABSTRACT OF CANVASS/QUOTATION (Community Shopping/Direct Contracting for Goods)

Item No.

Description/Specifications Qty. Unit Name of Supplier Name of Supplier Name of Supplier

Unit Price Total Unit Price Total Unit Price Total

1.

2.

3

4

5

6

7

TOTAL

Encircled is/are the price/s evaluated to be the lowest calculated and responsive quotations/s. Award is hereby recommended to this/these supplier/s. BIDS AND AWARDS COMMITTEE APPROVED BY: ____________________________ ____________________________ C/BSPMC CHAIRPERSON ____________________________ ____________________________ DATE: ___________________

BAC Chairman



ABSTRACT OF CANVASS/QUOTATION (Community Shopping/Direct Contracting for Works)

Name of Project/Contract: _________________________________________

NAME OF CONTRACTOR AMOUNT REMARKS

1.

2.

3.

4.

Based on the quotations opened on _________________ (date). The quotation submitted by ___________________________ (name of contractor) in the amount of ____________________________________________ (amount in words) P ______ (in figures) was determined after evaluation to be the lowest calculated complying/responsive quotation. Therefore, award of the contract is hereby recommended to the said contractor. BIDS AND AWARDS COMMITTEE __________________________ __________________________ __________________________ BAC Chairperson APPROVED BY: __________________________ C/BSPMC CHAIRPERSON Date: __________



PURCHASE ORDER FOR GOODS (Community Shopping/Community Direct Contracting)

Name of Supplier:__________________________________ P.O.No.:____________ Address:__________________________________________ Date:_______________

In accordance with the canvass dated ___________, the Barangay Sub-Project Management Committee (C/BSPMC) of Barangay ______________________________ requests you to supply and deliver the items detailed below:

Item No. Description / Specification Quantity Unit Unit Price Total Amount

TOTAL AMOUNT OF THIS PURCHASE ORDER

TERMS & CONDITIONS: Deliver to insert place of delivery hereon or before insert date of delivery here. In case of delay in delivery, 1% of the price of each item not delivered will be deducted from the total amount due for each day of delay (weekends, and holidays included). The C/BSPMC reserves the right to accept or reject any part of the items delivered which are not in accordance with the specifications. Very truly yours, Chairperson, C/BSPMC Date ________ Funds Available: ___________________________________________ Date ________ Treasurer Conforme: ______________________________________________ Date ________ (Name and signature of Supplier)

Inspected/Tested by:

___________________________________________

Date:

Received by: ___________________________________________ Date:

T E R M S A N D C O N D I T I O N S

1. All prices quoted herein are valid, binding and effective at least within forty _____ calendar days from date of quotation.

2. AWARDEE shall be responsible for the source(s) of his supplies/materials/equipment shall make deliveries in accordance with schedule, quality and specifications of the award and purchase order. Failure by the AWARDEE to comply with the same shall be ground for cancellation of the award and purchase order.

3. Subject to the provisions of the preceding paragraph, where AWARDEE has accepted a purchase order but fails to deliver the required product(s) within the time called for in the same order, the C/BSPMC may cancel the award.

4. All deliveries by suppliers/contractors shall be subject to inspection and acceptance by the (C/BSPMC through insert name of representative). All necessary laboratory tests undertaken by the (C/BSPMC through insert name of representative)on the item(s) shall be for the account of the supplier/contractor.

5. Rejected deliveries shall be construed as non-delivery of product(s)/item(s) so ordered and shall be subject to liquidated damages, subject to the terms and conditions.

6. Supplier shall guarantee his deliveries to be free from defects. Any defective item(s) / product(s), therefore that may be discovered by the (C/BSPMC through insert name of representative) within three (3) months after acceptance of the same, shall be replaced by the supplier with seven (7) calendar days upon receipt of a written notice to that affect.

7. A penalty of one percent (1%) of the total value of the undelivered product(s)/goods/works purchased shall be deducted for each day of delay in the delivery of the product(s)/goods/works ordered.

8. All duties, excise and other taxes and revenue charges, if any, shall be for the supplier’s/contractor’s account.

Note: Below terms and conditions are example/template. In the actual procurement, the terms and conditions should be indicated as applicable on the what is being procured.



CONTRACT AGREEMENT FOR WORKS

(for Community Shopping/Community Direct Contracting)

This agreement, made this ______ day of ______ 200__ by and between C/BSPMC: insert name of barangay herewith address at insert address of barangay herein represented by insert name of C/BSPMC Chairpersonherein after called “OWNER” as party of the first part

and

Insert name of Contractor and company with official address at insert address of contractorinsert name of barangay, municipality, province, here in after called “CONTRACTOR” as party of the other part. Whereas the CONTRACTOR is desirous to execute the works described in the requestfor quotation. And the OWNER has accepted the proposal of the CONTRACTOR for the execution and completion of such works and remedying of any defects therein. Now this agreement witnesseth as follows:

1. In this agreement, words and expressions shall have the same meanings as respectively assigned to them. 2. The following document shall be deemed to form and be read and construed as part of this agreement:

a. Invitation to Quote b. Abstract of Quotation c. Minutes of evaluation of quotation d. Contract Agreement

2. In consideration of the payments to be made by the OWNER to the CONTRACTOR

as hereinafter mentioned, the OWNER hereby covenants with the CONTRACTOR to execute and complete the works within ______ calendar days and remedy any defects therein in conformity in all respects with the provision of the contract .

3. The CONTRACTOR is allowed to collect advance payment equivalent to 15% of the contract after posting bank guarantee of equivalent amount.

4. The CONTRACTOR is entitled to claim partial billing subject to the percentage of accomplishment of the work.

5. The provisions of Section IV. Conditions of Contract for Works under the Community Based Procurement Manual of the Kalahi CIDSS National Community Driven Development Project (NCDDP) shall prevail.

In witness whereof the parties thereto have caused this Agreement to be executed this_____ day of______201__

_____________________ ____________________ Chairperson, C/BSPMC Contractor Funds Available: _______________________ Date:_________________ Barangay Treasurer

ACKNOWLEDGEMENT

REPUBLIC OF THE PHILIPPINES MUNICIPALITY OF _____________, ______________

BEFORE ME, a Notary Public for and in the above jurisdiction, personally appeared this ____ day of __________, 20____ at ______________, ____________, Philippines.

Name Res. Cert. No. Date / Place Issued ___________________ ______________ _______________ ____________________ ______________ _______________ __________________ ______________ _______________

Known to me to be the same persons who executed the foregoing CONTRACT AGREEMENT consisting of two (2) pages including this page on which the acknowledgement appears and they acknowledged to me that the same is their free and voluntary act and deed and those of the principals they respectfully represent.

IN WITNESS WHEREOF, I have hereunto set my hand and seal on the date and at

the place first above- mentioned.

_____________________

Notary Public PTR No.______________

Until December 31, 201___ Doc. No. ____________; Page No. ____________; Book No. ____________; Series of ____________.



CANVASS FORM FOR LEASE OF LEASE OF EQUIPMENT Date:_______________ To:(Name of Contractor/ Equipment Lessor) Address:_______________________________ May we request you to indicate your quotation for the rental for the equipment indicated below. Please return this form to the canvasser in sealed envelope or submit it to the Barangay Sub-Project Management Committee (C/BSPMC) at the Barangay Hall on insert date and time of deadline for submission EQUIPMENT LEASE Terms and Conditions:

1. In case of unacceptable/unreasonable delay in delivery of services as required, 1% of the rental will be deducted from the total amount due for each day of delay (weekends, and holidays included)

2. Quotation must be valid and fixed for 30 calendar days. 3. Prices quoted must include taxes and other incidental expenses. 4. The Equipment Operator’s wages cost of equipment maintenance and repairs shall

be for the account of the LESSOR. 5. The LESSOR shall ensure that the equipment is in operating condition at all times

during the duration of the contract agreement. 6. Fuel, oil and lubricants shall be supplied by the LESSOR. The lessor shall ensure

the equipment for third party liability and for total loss or partial damage to the equipment while on transport or at the designated area of operation.

7. The LESSOR binds itself to protect and immune the LESSEE from any suit or liability resulting from claims of any nature, whether for death, injuries or damages that maybe suffered by the LESSOR’S Operator and/or third parties, arising from or in connection with the transport of the equipment or performance of the work.

8. Damages caused by the LESSOR’S party shall be charged/deducted from the LESSOR.

9. Payment shall be in accordance to the Community Finance Manual ____________________

C/BSPMC Chairperson Date: __________ Canvass Submitted by: Owner/Manager: ____________________________________________ Signature over Printed Name Signature over Printed Name Date: __________ Date: __________


Office of the Barangay Sub-Project Management Committee Barangay: _________________________ Municipality: ________________________ Province: __________________________

PURCHASE ORDER (for equipment services)

Barangay: _____________________________ Municipality: ___________________________ Province: ______________________________

Name of Supplier: P.O. No.

_________ Address: Date:___________________ In accordance with the canvass dated ___________, the Community Project Management Committee (C/BSPMC) off Barangay ____________________ requests you to provide services as stated below:

Item No. / Package No.

Equipment Needed (Type of Equipment)

Number of equipment / No. of Unit

No. of (Days / Hours)

Unit Rate Per

(Day / Hour)

Total Rental Cost

TOTAL AMOUNT OF THIS PURCHASE ORDER

TERMS & CONDITIONS: 1. Provide the services at insert project locationon or before insert date of delivery. In case

of delay in delivery of services, 1/10 of 1% of the rental will be deducted from the total amount due for each day of delay (weekends, and holidays included).

2. Quotation must be valid and fixed for 30 calendar days. 3. Prices quoted must include taxes and other incidental expenses. 4. The Equipment Operator’s wages, cost of equipment maintenance and repairs shall be

for the account of the LESSOR. 5. The LESSOR shall ensure that the equipment is in operating condition at all times during

the duration of the contract agreement. 6. Fuel, oil and lubricants shall be supplied by the LESSOR. 7. The LESSOR shall insure the equipment for third party liability and for total loss or partial

damage to the equipment while in transport or at the designated area of operation. 8. The LESSOR binds itself to protect and immune the LESSEE from any suit or liability

resulting from claims of any nature, whether for death, injuries or damages that maybe suffered by the LESSOR’S Operator and/or third parties, arising from or in connection with the transport of the equipment or performance of the work.

9. Damages caused by the LESSOR’S party shall be charged/deducted from the LESSOR. 10. Payment shall be through CHECK.

C/BSPMC reserves the right to accept or reject the equipment if found not capable of delivering the required services. Very truly yours, ________________________________ Chairperson, C/BSPMC Date: __________ Funds Available: __________________________________ Date

________ Treasurer Conforme: ______________________________________________ Date ________ (Name and signature of Lessor) Inspected / Tested by: ________________________________ Date: ________________ Received by: ________________________________ Date: __________________



LIST OF ITEMS TO BE PROCURED THROUGH SMALL VALUE PROCUREMENT (Off-the-Shelf, Short Terms Services, Small Works)

Item No.

Items to be Procured Qty. Unit Estimated Cost

1.

2.

3

4

5

6

7

TOTAL AMOUNT REQUESTED

Prepared by: APPROVED BY: ____________________________ ____________________________ PT C/BSPMC DATE: ___________________ DATE: ___________________

FUNDS AVAILABLE BY:

__________________________

TREASURER DATE: ___________________



SURVEY OF AVAILABLE SUPPLIERS/SERVICE PROVIDERS/CONTRACTORS (Off-the-Shelf, Short Terms Services, Small Works)

Item No.

Items to be Procured

Qty. Unit Price

Est. Cost

Purchase Price

Name of Supplier/Service Provider/Contractor

1. 2. 3.

Price Price Price

1.

2.

3

4

5

6

7

TOTAL

Please encircle most reasonable price and purchase price CONDUCTED BY: ____________________________ PT DATE: ___________________ Name of Supplier/Contractor/Service Provider:_______________________________

Signature: _______________________________ Date: ________________

Inspected by:_______________________________ Signature:_________________________________ Date:________________________________

NOTE: When the above survey is evaluated and found to be responsive by the PT ‘on-site’, the supplier/ contractor and service provider will sign the above. This will serve as the Purchase Order (PO) and will be used to prepare the payment.



JOB ORDER FOR SHORT TERM SERVICES/SMALL WORKS

(Catering, Training, Transportation, Trucking, Repair Services,Rental of Tools and Equipment, Small Worksetc.)

Name of Service Provider:__________________________________ Address:__________________________________________ Date:_______________

The Barangay Sub-Project Management Committee (C/BSPMC) of Barangay ______________________________ requests you to supply/deliver/provide the short term service described below detailed below:

Item No.

Description of Short Term Service Duration of Service

Schedule Of

Delivery

Unit Price Total Amount

TOTAL AMOUNT OF THIS JOB ORDER:

The C/BSPMC reserves the right to accept or reject any part of the items delivered which are not in accordance with the specifications. Very truly yours, ___________________________________________ Chairperson, C/BSPMC Date: ________ Funds Available: ___________________________________________ Barangay Treasurer Date: ________ Conforme: ______________________________________________ Date ________ (Name and signature of Service Provider)

Inspected/Validated by: Date:______________

(MIT & CF)

community emergency procurement procedure

Documents

procurement process

community procurement

community planning

community assembly1

proposed procurement

existing procurement

simplified procurement

proposed ecpp