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PROCUREMENT STANDARD
RULE:
Procuring Entities shall adopt public/competitive bidding as the
general mode of procurement
EXCEPTION:
Alternative methods shall be resorted only:
1. In highly exceptional case
2. To promote economy and efficiency
3. Justified by conditions specified in IRR
4. GPPB approval as required under EO 423, S. 2005
(as amended)
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ALTERNATIVE METHODS OF PROCUREMENT
3
NEGOTIATED PROCUREMENT
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POSTING OF INVITATIONS, OR RFQs/RFPs
RULE:
Advertisement and Posting requirements of Invitation, or Request for
Price Quotation (RFQ) or Proposal (RFP) MAY be dispensed with
EXCEPTIONS:
Posting in the websites of PhilGEPS and PE, and conspicuous place in
the premises of PE for at least three (3) calendar days:
Limited Source Bidding [Sec. 54.2]
Shopping [Sec. 52.1(b)] for ABCs more than P50K
Small Value Procurement [Sec. 53.9] for ABCs more than P50K
Two Failed Biddings [Sec. 53.1]
NGO Participation [Sec. 53.11]
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POSTING OF NOAs, CONTRACTS, AND NTPs
RULE:
All Notices of Award, Contracts or Purchase Orders (POs), including
Notices to Proceed be posted in the websites of PhilGEPS and PE, and
conspicuous place in the premises of PE
Proposer/Proponent with the
1. Single/Lowest Calculated and Responsive Quotation (Goods and Infra
Projects)
2. Single/Highest Rated and Responsive Proposal (Consulting Services)
EXCEPTION:
Contracts with ABC of P50,000 and below
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BID SECURITY
RULE:
Submission of bid security MAY be dispensed with
EXCEPTION:
Limited Source Bidding
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PERFORMANCE AND WARRANTY SECURITIES
3. Repeat Order X
4. Shopping X X
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PERFORMANCE AND WARRANTY SECURITIES
NEGOTIATED PERFORMANCE WARRANTY
PROCUREMENT SECURITY SECURITY
1. Small Value Procurement may may
infra projs consulting services X
4. Take-Over of Contracts
5. Adjacent or Contiguous
consulting services X
6. NGO Participation
(GPPB Resoln 12-2007)
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PHILGEPS REGISTRATION
1. Direct Contracting
2. Shopping for ordinary office supplies and equipment not
available in the DBM’s PS
3. Small Value Procurement
4. Take-Over of Contracts (Only for New Bidders, if any.)
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PHILGEPS REGISTRATION
RULE:
Invitation of Observers are not required when resorting to
alternative methods of procurement
EXCEPTIONS:
1. Limited Source Bidding
2. Two Failed Biddings
RULE:
Reference to brand names shall not be allowed
EXCEPTION:
Items or parts that are compatible with the existing fleet or
equipment of the same make and brand and will maintain the
performance, functionality and useful life of the equipment.
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DELEGATION OF AUTHORITY
1. Shopping
2. Small Value Procurement
3. Emergency Cases
4. Lease of Real Property and Venue
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MANDATORY REVIEW OF TERMS AND
CONDITIONS, SPECIFICATIONS, AND ABC
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ALTERNATIVE METHODS OF PROCUREMENT
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1. LIMITED SOURCE BIDDING
APPLICABILITY:
Goods
Consulting services
CONDITIONS:
1. Highly specialized types where only a few bidders are
known to be available, or
2. Major plant components beneficial to limit bidding to
known qualified bidders to maintain uniform quality and
performance of the plant
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1. LIMITED SOURCE BIDDING
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1. LIMITED SOURCE BIDDING
HOPE transmits
list to the GPPB
PE posts GPPB-TSO
acknowledges
procurement
receipt and posts
opportunity and the list in the
conducts LSB website
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1. LIMITED SOURCE BIDDING
PRE-SELECTION PROCEDURES FOR NON-RGAs GPPB Resolution 06-2012
Relevant
Request for a
Government
List from RGA
Authority? N
PE represents Y Limited
itself as the Secure a List? Source
RGA Bidding
Competitive
Bidding
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2. DIRECT CONTRACTING
APPLICABILITY:
Goods
CONDITIONS:
1. Items of proprietary nature from proprietary source,
i.e patents, trade secrets, and copyrights
2. Critical components from a specific supplier to hold a contractor
to guarantee its project performance, or
3. Items sold by an exclusive manufacturer or dealer
no other supplier selling it at lower prices
no suitable substitute can be obtained at more advantageous
terms to the Government 22
2. DIRECT CONTRACTING
PROCEDURES:
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3. REPEAT ORDER
APPLICABILITY:
Goods
CONDITIONS:
1. Same or lower unit prices than those in the original contract,
provided that such prices are still the most advantageous to the
GOP after price verification;
2. Availed of within 6 months from the contract effectivity date
stated in the NTP arising from the original contract, provided
that there has been a partial delivery, inspection and acceptance of
the goods within the same period;
3. Not to exceed 25% of the quantity of each item;
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3. REPEAT ORDER
CONDITIONS:
4. Original contract was awarded through competitive bidding;
5. The goods under the original contract must be quantifiable,
divisible and consisting of at least four (4) units per item; and
6. No splitting of contracts, requisitions and POs
PROCEDURES:
1. End-User Unit to conduct a study of the prevailing market
price of goods to be re-ordered with the price of goods in the
original contract with a justification on the need for an
additional order
2. BAC to recommend to the HOPE the award of contract
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4. SHOPPING
APPLICABILITY:
Goods
PROCEDURES:
1. BAC may directly send to a supplier the RFQ and validate the
technical, legal and financial qualifications. Sending of one (1)
RFQ will suffice. Posting of the RFQ may be dispensed with.
2. BAC to recommend to the HOPE the award of contract 26
4. SHOPPING
PROCEDURES:
1. BAC shall send to 3 suppliers the RFQs, and obtain at least 3
price quotations and validate their qualifications. RFQs with an
ABC of more than P50k be posted
2. BAC to recommend to the HOPE the award of contract to the
supplier with the Lowest Calculated and Responsive Quotation
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4. SHOPPING
Section 52.2
However, office supplies shall not include services such as repair and
maintenance of equipment and furniture, as well as trucking, hauling,
janitorial, security, and related or analogous services.
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5. NEGOTIATED PROCUREMENT
CONDITIONS:
1. Procurement does NOT fall under Shopping under Sec. 52.1 (a & b); and
2. Amount does not exceed P1,000,000
PROCEDURES:
1. BAC shall send to 3 suppliers, contractors, or consultants the RFQs/RFPs.
Receipt of 1 quotation or proposal is sufficient and the BAC shall validate
the qualification/s. RFQs/RFPs with ABC of more than P50k be posted
2. BAC to recommend to the HOPE the award of contract to the
proposer/proponent with the Single/Lowest Calculated and Responsive
Quotation, or Single/Highest Rated and Responsive Proposal
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SMALL VALUE PROCUREMENT
THRESHOLD:
NGAs, GOCCs, GFIs, SUCs and Autonomous Regional Government–
PhP500,000 PhP1,000,000
LGUs:
Maximum Amount (in Philippine Pesos)
Classification
Province City Municipality
1st Class 500,000 1,000,000 500,000 1,000,000 100,000 200,000
2nd Class 500,000 1,000,000 500,000 1,000,000 100,000 200,000
3rd Class 500,000 1,000,000 400,000 800,000 100,000 200,000
4th Class 400,000 800,000 300,000 600,000 50,000 100,000
5th Class 300,000 600,000 200,000 400,000 50,000 100,000
6th Class 200,000 400,000 100,000 200,000 50,000 100,000
In the case of Barangays, the maximum amount is PhP50,000
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SHOPPING AND SMALL VALUE PROCUREMENT
PROCEDURAL GUIDELINES:
Send RFQs/RFPs to at
Post in PhilGEPS,
least 3 suppliers,
PE’s websites and
Prepare RFQs/ contractors, or
conspicuous place
RFPs consultants *Except 52.1(a) and ABC 50k and
below
*May be 1 RFQ for 52.1(a)
*Extend deadline if no/less
*Receipt of 3 RFQs for 52.1(b) quotation/proposal received
Receipt of 1 RFQ/RFP for 53.9
Award to
Prepare Abstract proposer/
of Quotations/ proponent w/
Ratings S/LCRQ or
S/HRRP 34
SHOPPING AND SMALL VALUE PROCUREMENT
The RFQ/RFP must indicate the TS, SOW, TOR, ABC, quantity, and
other terms and conditions.
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TWO FAILED BIDDINGS
APPLICABILITY
All types of Procurement
CONDITIONS:
1. Failed competitive bidding or Limited Source Bidding for the
second time under Sec. 35; and
2. Mandatory review of the following:
Terms, conditions and specifications
ABC, which may be adjusted up to 20% of ABC for the last
failed bidding
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TWO FAILED BIDDINGS
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TWO FAILED BIDDINGS
PROCEDURAL GUIDELINES
Two Failed
Competitive Mandatory Preparation of
Bidding or Ltd Review RFQs/RFPs
Source Bidding
Invite at least
Submission
3
Negotiation and opening of Awarding of
suppliers/ best and final contract
contractors/ offer
consultants
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TWO FAILED BIDDINGS
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EMERGENCY CASES
APPLICABILITY:
All types of Procurement
CONDITIONS:
1. In case of imminent danger to life or property during a state of
calamity;
2. When time is of the essence arising from natural or man-made
calamities; or
3. Other causes where immediate action is necessary
• To prevent damage to or loss of life or property
• To restore vital public services, infrastructure facilities and
other public utilities
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EMERGENCY CASES
PROCEDURES:
1. The End-User unit or official shall submit to the BAC or HOPE a
request with supporting documents identifying the emergency
sought to be addressed, and the necessary Goods (TS), Infra
Proj (SOW), or Consulting Services (TOR) that have to be
procured to address the emergency. For infra projects, the PE may
undertake the project by administration instead of this method.
2. The BAC may directly negotiate with the supplier, contractor, or
consultant with the necessary qualifications to address the
emergency
3. BAC to recommend to the HOPE the award of contract. The
HOPE shall confirm in writing the existence of the ground
relied upon before approving the contract
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EMERGENCY CASES
APPLICABILITY:
All types of Procurement
CONDITIONS:
1. The contract, previously awarded through Competitive Bidding,
has been rescinded or terminated for causes provided for in the
contract and existing laws; and
2. Immediate action is necessary:
To prevent damage to or loss of life or property
To restore vital public services, infrastructure facilities, and other
public utilities
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TAKE-OVER OF CONTRACTS
PROCEDURES:
1. Post-qualify and negotiate with the bidder with the 2nd LCB or HRB
at the bidder’s original bid price, then to the next if negotiation
fails.
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ADJACENT OR CONTIGUOUS
APPLICABILITY:
Infrastructure Projects
Consulting Services
CONDITIONS:
1. The original contract/project is a result of competitive bidding and
is ongoing,
2. Subject contract to be negotiated is adjacent or contiguous, and has
similar or related scopes of work to the ongoing project,
3. It is within the contracting capacity of the contractor/consultant;
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ADJACENT OR CONTIGUOUS
CONDITIONS:
4. In determining the SLCC, NFCC, and PCAB license, the sum of the value
of the remaining works for the existing contract and the ABC of the
contiguous or adjacent work shall be considered;
5. The contractor/consultant uses the same or lower unit prices as the
original contract less mobilization cost,
6. The ABC of the contiguous or adjacent work involved does not exceed
the contract amount of the ongoing project,
7. No negative slippage/delay in the original contract during the time of
negotiation, and
8. Negotiations are commenced before the expiration of the original
contract.
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ADJACENT OR CONTIGUOUS
PROCEDURES:
1. Negotiate with the contract awardee for the ongoing project (SOW, TOR,
unit price, and other terms and conditions for the 2nd project) the
proposed 2nd project.
2. In case of successful negotiation, the BAC shall recommend to the HOPE
the awarding of contract.
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AGENCY-TO-AGENCY
APPLICABILITY:
All types of Procurement
CONDITIONS:
1. The PE shall justify that entering into an A-to-A Agreement with the
Servicing Agency is more efficient and economical to the government;
[Note: A-to-A does not exceed 25% of PE’s total budget for each category
(goods, infra projects, and consulting services)]
2. Servicing Agency has the mandate to undertake the project;
3. Servicing Agency has the absorptive capacity to undertake the project;
4. Servicing Agency owns or has access to the necessary tools and
equipment required for the project;
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AGENCY-TO-AGENCY
CONDITIONS:
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AGENCY-TO-AGENCY
PROCEDURES:
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SCIENTIFIC, SCHOLARLY OR ARTISTIC WORK,
EXCLUSIVE TECHNOLOGY AND MEDIA SERVICES
APPLICABILITY:
All types of Procurement:
CONDITIONS:
CONDITIONS:
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SCIENTIFIC, SCHOLARLY OR ARTISTIC WORK,
EXCLUSIVE TECHNOLOGY AND MEDIA SERVICES
PROCEDURES:
APPLICABILITY:
Consulting Services
CONDITIONS:
1. Individual consultant;
2. Work involves:
Highly technical or proprietary; or
Primarily confidential or policy determining, where trust and
confidence are the primary consideration; and
3. Term is, at the most, 6 months, renewable at the option of the
appointing HOPE, but in no case to exceed the term of the latter.
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HIGHLY TECHNICAL CONSULTANTS
PROCEDURES:
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LEASE OF REAL PROPERTY AND VENUE
APPLICABILITY:
Goods
CONDITIONS:
CONDITIONS:
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LEASE OF REAL PROPERTY AND VENUE
TABLE OF RATING FACTORS UNDER APPENDIX B
REAL PROPERTY VENUE GIVEN RATING
WEIGHT (%)
1. Location & Site Condition 1. Location & Site Condition
2. Neighborhood Data 2. Neighborhood Data
3. Real Property 3. Venue
4. Free Services & Facilities 4. Availability
APPLICABILITY:
All types of Procurement
CONDITIONS:
1. Appropriation law or ordinance earmarks an amount to be
contracted to NGOs,
2. NGOs be non-stock and non-profit domestic corporation
committed to socio-economic devt, and
3. May resort to competitive bidding in case conditions are
not met
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NGO PARTICIPATION
Legal
1. SEC or CDA Regn Certificate 5. TIN
2. Latest AOI/AOC 6. Latest ITR
3. Mayor’s Permit 7. Tax Clearance
4. Certificate of PhilGEPS regn
Technical
1. statement of all ongoing and completed govt & private contracts w/in a relevant period,
including contracts awarded but not yet started
2. for infra projs, statement of availability of key personnel for construction contracts; personnel are
regd professionals authorized by regulatory body; and availability of eqpt that it owns, under lease,
and/or under purchase agreements for construction contracts provided that ownership is not a
requisite for eligibility
Financial
1. audited financial statements for the PAST 3 YRS, stamped received by BIR or accredited and
authorized institution, for the immediately preceding calendar year, showing its total and current
assets and liabilities 61
NGO PARTICIPATION
PROCEDURES:
1. After posting of RFQ/RFP, invite at least 3 NGOs to submit sealed price
quotation, proj proposal, supporting feasibility studies, designs, plans,
blueprints, budgets, and charts
2. On the date specified in the notice, open the price quotations/proposals and
determine the NGO w/ the lowest calculated and responsive quotation or
highest rated and responsive proposal (no profit, profit margin, or mark-
up be included in its bid)
3. Submission of eligibility docs covering the legal, technical, and financial
aspects
4. Enter into a MOA
4.1) payment be on a staggered basis and schedule of payment be
indicated; and 4.2) no additional payment unless previous payments
were liquidated
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COMMUNITY PARTICIPATION
APPLICABILITY:
Goods
Simple Infrastructure Projects
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COMMUNITY PARTICIPATION
THRESHOLDS:
MAXIMUM AMOUNT
PROCURING ENTITY Goods Infra Projects
NGAs, GOCCs, GFIs and SUCs P2,000,000 P5,000,000
LGUs:
1st-3rd Class Provinces 1,000,000 2,500,000
1st-2nd Class Cities
Highly Urbanized Cities
4th Class Province 800,000 1,750,000
3rd Class City
5th Class Province 600,000 1,000,000
4th Class City
6th Class Province 500,000 750,000
5th-6th Class Cities
Municipalities
Barangays
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COMMUNITY PARTICIPATION
Community-Based Service Providers (CBSP)
Financial
1. Certificate that the CBSP has an 1. Guidelines for the establishment of a
existing bank account financial mgt system for the
2. Updated AFS performance of the project, and
3. Proof that it has financial mgt system implementation of payroll system
that maintains book of accounts, etc.
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COMMUNITY PARTICIPATION
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COMMUNITY PARTICIPATION
PROCEDURES:
1. Planning and Identification- End-User Unit shall identify the project
proposals; prepare the requirements, estimated budget, and target
community; and present the same to the local community for acceptance
evidenced by the proj’s inclusion in the community’s local development
plan or resolution by the sanggunian in case of projs for LGU. Once
accepted, it shall include in its PPMP & APP
2. Pre-Procurement- End-User Unit shall prepare the RFQ/RFP indicating
a brief description of the proj to be procured, TS or SOW, ABC, manner
& deadline for submission of RFQ/RFP, and terms & conditions of the
proj.
3. Posting- BAC shall post the RFQ/RFP in the websites of PhilGEPS and
PE, its premises of PE, and 3 conspicuous places (bulletin boards) where
the project will be implemented 69
COMMUNITY PARTICIPATION
PROCEDURES:
4. Opening & Evaluation of RFQs/RFPs- BAC to obtain
quotation/proposal from 3 CBSPs from the brgys where the proj is
located. Continue the procurement process even if less than 3 CBSPs,
and invite CBSPs in another brgys w/in the same municipality if no
CBSP is qualified. Determine the person w/ the Lowest Calculated and
Responsive Quotation
5. Awarding of Contract- BAC to recommend to the HOPE the awarding
of contract. Once approved by the HOPE, the BAC Secretariat shall post
the award, including in the community where the proj will be
implemented
6. Contract implementation- communities to submit a report to the Brgy.
Assembly, copy furished the PE and DILG, and post it in a conspicuous
place w/in the community
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UN AGENCIES, INTERNATIONAL ORGANIZATIONS
OR INTERNATIONAL FINANCING INSTITUTIONS
APPLICABILITY:
All types of Procurement
CONDITIONS:
Procure from UN Agencies, IOs or IFIs, of any of the following:
1. Small quantities of off-the-shelf goods, primarily in the fields of
education and health;
2. Specialized products where the number of suppliers is limited (e.g.,
vaccines or drugs); or
3. Goods, Infrastructure Projects, and Consulting Services- involving
advanced technologies, techniques, and innovations not locally
available as certified by the HOPE,
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DEFENSE COOPERATION AGREEMENT
APPLICABILITY:
Goods, and Consulting Services
CONDITIONS:
1. Existence of a Defense Cooperation Agreement or diplomatic relations
with another country,
2. Involves major defense eqpt or materials, or defense-related
consultancy for the use of the AFP,
3. Expertise or capability required is not locally available, and
4. Protection of national interest is needed as determined by the DND
Secretary, and approved by the Philippine President
Contact us at:
TeleFax: (632)900-6741 to 44
Email Address: gppb@gppb.gov.ph
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