orientation of new dole xi employees on procurement rules and procedure

8/13/2019 Orientation of New DOLE XI Employees on Procurement Rules and Procedure

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ORIENTATION OF NEW

EMPLOYEES

By: Eric T. Valiente

DEPARTMENT OF LABOR ANDEMPLOYMENT,

REGIONAL OFFICE XI

on Procurement Rules and Procedure


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Procurement: Basic concepts

As defined under R.A. 9184 and its IRR, refersto the acquisition of Goods, ConsultingServices, and the contracting for Infrastructure

Projects by the Procuring Entity. Procurementshall also include the leaseof goods and realestate. With respect to real property, itsprocurement shall be governed by the

provisions of Republic Act No. 8974, entitledAnAct to Facilitate the Acquisition of Right-of-Way Site or Location for National GovernmentInfrastructure Projects and for OtherPurposes, and other applicable laws, rulesand regulations.


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Governing Principles:

Transparency in the procurement process and in the implementation ofprocurement contracts.

Competitiveness by extending equal opportunity to enable privatecontracting parties who are eligible and qualified to participate in public bidding.

Streamlined procurement process that will uniformly apply to allgovernment procurement. The procurement process shall be simple and made

adaptable to advances in modern technology in order to ensure an effective and

efficient method.

System of accountability where both the public officials directly or indirectlyinvolved in the procurement process as well as in the implementation of

procurement contracts and the private parties that deal with government are,

when warranted by circumstances, investigated and held liable for their actions

relative thereto.

Public monitoring of the procurement process and the implementation ofawarded contracts with the end in view of guaranteeing that these contracts are

awarded pursuant to the provisions of this Act and its implementing rules andregulations, and that all these contracts are performed strictly according to


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General Policies:

Compliance with laws, rules and existingapplicable policies.

Prohibition against Splitting or Requisitions,Purchase/Letter orders or purchase orders and

payment. Need of Certificate of Availability of funds for the

purchase.

Protection of locally-manufactured/produced

articles over foreign-made products. Prohibition against irregular, unnecessary,

excessive, extravagant and unconscionableexpenditures or uses of funds and property.


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General Policies

Irregular those incurred without adhering toestablished rules, regulations, procedural guidelines,policies, principles or practices that have gainedrecognition in law.

Unnecessarythose which could not past the test ofprudence or the diligence of a good father of a familyand denotes non-responsiveness to the exigencies ofthe service.

Excessive those incurred unreasonable And at an

immoderate quantity and exorbitant price. Extravagant those incurred without restraint,

judiciousness and economy.

Unconscionable those incurred without aknowledge or sense of what is right, reasonable, and

just and not guided or restraint by conscience.


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Mode of Procurements (R.A. 9184 andits IRR)

Competitive Bidding/ Public Bidding (Sec. 10, Article

IV,)

Alternative Mode:

Limited Source Bidding,(Sec. 49, Art. XVI)

Direct Contracting,(Sec. 50, Art. XVI)

Repeat Order,(Sec. 51, Art. XVI)

Shopping,(Sec. 52, Art. XVI)

Negotiated Procurement,(Sec. 53, Art. XVI)


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Competitive Bidding/ Public

Bidding (Sec. 10, Article IV,)

refers to a method of procurement which is

open to participation by any interested party

and which consists of the following processes:

advertisement, pre-bid conference, eligibilityscreening of prospective bidders, receipt and

opening of bids, evaluation of bids, post-

qualification, and award of contract, the

specific requirements and mechanics of which

shall be defined in the IRR to be promulgated

under this Act.


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Direct Contracting, (Sec. 50, Art. XVI)

otherwise known as Single Source

Procurement a method of Procurement that

does not require elaborate Bidding Documents

because the supplier is simply asked to submita price quotation or a pro-forma invoice

together with the conditions of sale, which offer

may be accepted immediately or after some

negotiations


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Repeat Order, (Sec. 51, Art. XVI)

a method of Procurement that involves a direct

Procurement of Goods from the previous

winning bidder, whenever there is a need to

replenish Goods procured under a contractpreviously awarded through Competitive

Bidding;


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Shopping, (Sec. 52, Art. XVI)

a method of Procurement whereby the

Procuring Entity simply requests for the

submission of price quotations for readily

available off-the-shelf Goods orordinary/regular equipment to be procured

directly from suppliers of known qualification


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Negotiated Procurement, (Sec. 53, Art. XVI)

a method of Procurement that may be resorted

under the extraordinary circumstances

provided for in Section 53 of this Act and other

instances that shall be specified in the IRR,whereby the Procuring Entity directly

negotiates a contract with a technically, legally

and financially capable supplier, contractor or

consultant.


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People involve in Procurement

Head of Procuring Entity (HOPE)

Bids and Award Committee (BAC)

BAC Secretary

Budget OfficerAccountant

Requisitioner

Approving Officer (Division head, ARD,RD) Canvasser

Property and Supply Custodian


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People involve in Procurement.

Bidders/ Supplier

Observer

Receiving or Accepting Personnel

Commission on Audit (COA)

ETC.


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Documents to Support

Purchase

Project Procurement Management Plan(PPMP)

Annual Procurement Plan (APP)

Purchase Request (PR) Canvass

In case of Emergency: Emergency PurchaseStatement/Declaration should be attach to the

PR.Abstract of Price Quotation

Purchase Order (P.O.)

Obligation Request (Ob.R.)


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Reminders:

Every request of goods and/or services should

be in PPMP/APP. If not, revised PPMP/APP

and approved it to Budget officer.

In preparing PR, number of quantities,specification of goods or qualification and output

needed in services or consultation should be

specifically stated.

No brand names is allowed. Categorize goods and services. Prepare PR in every

category.

Attached Approved Proposal, in case of

Activities/Project.


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Reminders:

In case of repair and maintenance, Attached

Pre-inspection report.

Submit your PR 10 days before your

scheduled activity. (advisable 30days)

In case of Meals:

Budget Limit: Php 50-75 Snacks; Php150-200

Meals. Preferably in Packed.

Only 80% of the participants will be canvassed

based on the Purchased request.


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Documents to Support Payment

In case of common-use office supply

Requisition Issuance Slip (RIS)

In case of equipment and furniture

Acknowledgement Receipt of Equipment (ARE)

In case of Meetings and Activities (Meals and

Venue)

AttendanceMinutes/Activity Reports

Statement of Account/Charge Invoice


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Documents to Support Payment.

In case of Repair andMaintenance/Replacement

Pre-inspection Report

The item is replaceable, If repair value/cost ofequipment or furniture is more than 30% of itseconomical value, or it reach estimated useful life.

Post-inspection Report

In case of Projects/Livelihood

Acknowledgement Receipt

MOA

Proposal


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