CUSTOMIZED PROCUREMENT MANUAL PROJECT FOR THE

DEPARTMENT OF ENVIRONMENT AND NATURAL RESOURCES

PROCEDURES FOR THE PROCUREMENT OF GOODS AND SERVICES

Name of Office:__________________ Date Prepared: ______________

Please accomplish the following survey to the best of your ability. The Consultant will return to discuss
unclear areas on a scheduled date.

1. General Information

Please provide copies of the following documents:

1. Annual Procurement Report for Goods and Services (Locally Funded and Foreign-Assisted)
2. Copies of forms and standard contract documents used in the procurement of goods
3. Guidelines in the preparation of Technical Specifications and Approved Budget for the Contract
for Goods and Services

2. Types of Goods and Services

Identify common-use supplies; inventory items; non-common use supplies (equipment or supplies that
are project-specific); or services.

What types of goods are procured by your agency through:

Locally Funded:
Procurement Service:
Public Bidding:
Limited Source Bidding:
Direct Contracting:
Repeat Order:
Shopping
Negotiated Procurement:
Foreign Assisted:
Public Bidding:
Limited Source Bidding:
Direct Contracting:
Repeat Order:
Shopping
Negotiated Procurement:

What types of services are procured by your agency through:

Locally Funded:
Procurement Service:
Public Bidding:
Limited Source Bidding:
Direct Contracting:
Repeat Order:
Shopping
Negotiated Procurement:
Foreign Assisted:
Public Bidding:
Limited Source Bidding:
Direct Contracting:
Repeat Order:
Shopping
Negotiated Procurement:
3. Procurement Planning

Are Project Procurement Management Plans (PPMP) prepared for goods and services ?
( ) Yes ( ) No

Are Annual Procurement Plan (APP) prepared for goods and services ? ( ) Yes ( ) No

Are there specific guidelines issued in the preparation of PPMP and APP for goods and services?
( ) Yes ( ) No

Are Technical Specifications prepared in the procurement of goods and services ? ( ) Yes ( ) No

Who normally prepares these ?

Are Approved Budget for the Contract (ABC) prepared? ( ) Yes ( ) No Who normally prepares
these?

Does the agency have specific guidelines in the preparation of the ABC for goods and services ?
( ) Yes ( ) No If yes, please provide consultant with copy.

What is the number of alternative procurement methods conducted without valid justification (excluding
procurements from other Government agencies)

What is the percentage of procurement done through alternative means?

What is the percentage of processes using limited source competition/shopping instead of public
bidding/open competition?

What is the percentage of procurement activities incorporated within original APP

4. Preparation of Bidding Documents

Are the following standard bidding documents used in the procurement of goods and services:

____ 1. Invitation to Apply for Eligibility and to Bid (IAEB);

____ 2. Instructions to Bidders (ITB);
____ 3. Bid Data Sheet (BDS);
____ 4. General Conditions of Contract (GCC);
____ 5. Special Conditions of Contract (SCC);
____ 6. Schedule of Requirements; and
____ 7. Technical Specifications of the goods to be procured

If not, what are the bidding documents used ?

Who normally prepares the bidding documents ?

Are the minimum content of tender specified in the bid documents ? ( ) Yes ( ) No

Are they relevant to meeting bid requirements ? ( ) Yes ( ) No

5. Conduct of Pre-Procurement Conference

Are Pre-Procurement Conferences held for packages costing more than P 2M ? ( ) Yes ( ) No

Are Pre-Procurement Conferences held for packages costing less than P 2M ? ( ) Yes ( ) No

Are the objectives for a pre-procurement conference as specified in the GPM normally met ?
( ) Yes ( ) No

Are Minutes normally prepared by the BAC Secretariat ? ( ) Yes ( ) No

6. Use of the G-EPS

Are procurement opportunities for goods and services posted in the G-EPS ? ( ) Yes ( ) No, If so,
what percentage ?

Are bid evaluation and contract award results for goods and services posted in the G-EPS ?
( ) Yes ( ) No, If so, what percentage ?

7. General Procurement Procedures

7.1 Posting of Invitation to Apply for Eligibility and to Bid (IAEB)

Are bid opportunities widely disseminated? ( ) Yes ( ) No, If no, please explain why _______

What is the general means for disseminating bid opportunities?

( ) Through national newspaper ( ) Through local newspaper ( ) Posting in agency website
( ) Posting in Agency Bulletin Board ( ) Posting in G-EPS website

How often are these normally disseminated? ( ) Once ( ) Twice ( ) Others, specify _____

Are results of award published as prescribed by procedures ? ( ) Yes ( ) No

What is the percentage of biddings for which invitation to bid are publicly advertised in a
newspaper ?

What is the percentage of biddings for which contract award/results are publicly advertised in a
newspaper?

7.2 Conduct of Pre-bid Conference

Are pre-bid conferences conducted? ( ) Yes ( ) No, If no, please explain why _______

7.3 Submission, Receipt and Opening of the Eligibility Envelopes and Bids

Are minimum eligibility requirements complied with ? ( ) Yes ( ) No

What forms of bid security are normally used for goods and services?

____ a. Certified check, cashier’s check/manager’s check, bank draft;

____ b. Irrevocable letter of credit
____ c. Bank guarantee
____ d. Surety bond callable upon demand

What are the normal requirements for the technical proposal?

____ 1. Bid Security as to form, amount and validity period

____ 2. Authority of the signatory
____ 3. Production/delivery schedule
____ 4. Manpower requirements;
____ 5. After-sales service/parts, if applicable
____ 6. Technical specifications;
____ 7. Credit Line commitment
____ 8. Certification of compliance with existing labor laws and standards for procurement
of services;
____ 9. Affidavit of compliance with the Disclosure Provision
____ 10. Sworn statement attesting to the responsibilities mentioned
____ 11. Other documents/materials as stated in the Instructions to Bidders.
 What are the normal requirements for the financial proposal ?

____ 1. Financial proposal submission sheet

____ 2. The recurring and the maintenance costs, if applicable.

Are blacklisting procedures followed as prescribed ? ( ) Yes ( ) No

Are there sufficient number of bidders for each transaction ( ) Yes ( ) No, If no, please explain
What is the average number of bidders for goods and services for public bidding?

7.4 Bid Evaluation

Are there objective, fair and pre-disclosed criteria for evaluation and award of contracts ?
( ) Yes ( ) No

Are there clear methodologies for evaluation of tenders ? ( ) Yes ( ) No

Is confidentiality maintained before opening of bids and during the evaluation process ?
( ) Yes ( ) No

7.5 Contract Signing and Approval

What forms of performance security are normally used for goods and services ?

___ a. Certified check, cashier’s check/manager’s check, bank draft;

___ b. Irrevocable letter of credit
___ c. Bank guarantee
___ d. Surety bond callable upon demand

1. Bid Protests

Are there bid processes that are declared null before contract signature ? ( ) Yes ( ) No, What is
percentage in terms of total bids evaluated ?

What is the percentage of biddings with protests against number of public biddings conducted?

What is the percentage of awards made lower than ABC ?

What is the percentage of contracts with a price increase of more than 5% of original contract price?

What is the average number of days between receipt of protest and resolution
 CUSTOMIZED PROCUREMENT MANUAL PROJECT FOR THE
DEPARTMENT OF ENVIRONMENT AND NATURAL RESOURCES

SURVEY OF GENERAL PROCEDURES AND TIMELINES FOR THE

PROCUREMENT OF GOODS AND SERVICES

Name of Office:__________________ Date Prepared: ______________

Please specify agency compliance with the prescribed procedures and the average number of days it takes
to complete each of the processes specified

Ave.
Procedure Compliance Responsible Entity
Duration
1. Publication of Invitation to Apply for
Eligibility and to Bid through G-EPS/
newspaper
2. Issuance of Bidding Documents
3. Securing Bidding Documents
4. Conduct of Pre-bid Conference
5. Make Available Copies of Minutes of the
Pre-bid Conference
6. Issuance of Supplemental / Bid Bulletin
7. Submission of Eligibility, Technical and
Financial Envelopes
8. Receipt and Opening of Eligibility,
Technical and Financial Envelopes
9. Evaluation of Bids and Determination of
Lowest Complying Bid (LCB)
10. Conduct of Post-Qualification and
Determination of Lowest Complying and
Responsive Bid (LCRB)
11. Drafting of BAC Resolution
Recommending Award
12. Approval of Recommendation and
Issuance of Notice of Award
13. Acceptance of the Notice of Award
14. Finalization of Contract
15. Bidder with LCRB Posts Performance
Security and Signs Contract
16. Contract Approval and Signing by Head of
Agency
17. Issuance of Notice to Proceed

Respondent’s Name: _____________________ Position: ___________________