Mr. Joselito A. CadaandPaulo Sherwin P ... Procurement... · Unit 2506, Raffle Corporate Center F. Ortigas Jr. Road, Ortigas Center, Pasig City RE: Submission of SHFC's CY 2015 Agency

16 November 2016

ELMIRA S. CRUZ-CAISADODeputy Executive Director IVGovernment Procurement Policy BoardUnit 2506, Raffle Corporate CenterF. Ortigas Jr. Road, Ortigas Center,Pasig City

RE: Submission of SHFC's CY 2015 Agency Procurement Compliance andPerformance Indicators (APCPI)

Dear Ms. Cruz-Caisido:

This has reference to the Memorandum Circular No. 2015-1 dated August 12, 2015 requiringgovernment agencies to adopt and use of the Agency Procurement Compliance andPerformance Indicators CAPCPJ) system in granting the Performance Based Bonus (PBB).

In compliance we are respectfully submitting the duly signed APCPI report for the CY 2015including the following:

1. The Self-Assessment Form;2. The Consolidated Procurement Monitoring Report;3. The Procurement Capacity Development Action Plan; and4. Questionnaire

The electronic copy will be sent via e-mail [email protected].

Should you have any concern, kindly coordinate with Mr. Joselito A. Cada and Paulo SherwinP. Duman of the Procurement Division (PD) at telephone number 750-6337 local 732.

Thank you.

Sincerely,

BOO Plaza. 8737 Paseo de Roxas, Makati City 1226 PHILIPPINESTelephone Number: (+632) 750-6337 Website: www.shfcph.co11l

ANNEXAGOVERNMENT PROCUREMENT POLICY BOARD

Agency Procurement Compliance and Performance Indicator (APCPI) Self-Assessment Form

Name of Agency: SOCIALHOUSINGFINANCECORPORATIONDate of SelfAssessment:November 10, 2016

Nameof Evaluator: _Position: _

INo. AssessmentConditions Agency Score APCPIRating'Comrnents/Findlngs to the

~ Inclu~:~~~~~:C:~~'~~~~~;"~, iand S~iPILLAR I. mMDI IJjllJrI'WITH LEGISLATIVEAND REGULA-iOiiYFRAMEWORK[lndl :ator 1 ,Bidding asDefault Procu.."nant Method

(a) -ercenrageof public bidding contracts in terms of26.23% 0.00 PMRs

amount of total(b) ~."""'U&' of public bidding contracts in terms of volume 2,27% 0.00 PMRsof total ",nr, "a ,"ant

Indicator 2. limited Useof Altarn~t'"a Methodsoyp.;;-r"ra~I(a) Percpnt~gPof Shoppingcontracts in terms of amount of[total PI ,,"ont

0,40% 3.00 PMRs

I(b) re,e"md5" of "'''5V,"d'cJProcurement in terms of 66.91% 0.00 PMRsIamount of total procurementI(c) Pe enrage of Direct Contracting in terms of amount of 6.46% 0.00 PMRs[total P "".o,"on>I(d) -e' cenrageof RepeatOrder contracts in terms of amount 0.00% 3.00 PMRsIof total procurementI(e) rercenrage of LimitedSo contracts in terms of

0.00% 3.00Iamount of total ",nr" ,'" ,nt

PMRs

W) Preparation of Annual Procurement Planfor Common-UseSuppliesand Equipment (APP-CSE)and Procurement of Compliant 3.00 Compliant lAPP,APP-CSE,PMRCommon-UseSuppliesand Equipment from theIProcurement Service

IIndicator 3. ('nrn, iof the Biddine:ProcessI(a) Average number of entities who acquired bidding

1.17 0.00 Agency records and/or PhilGEPSrecordsIn, "",,nto

10 (b) Averagenumber of bidderswho submitted bids 1.67 0.00 Abstract of Bidsor other agencyrecords

11 (c)Averagenumber of bidderswho passedeligibility stage 0.83 0.00 Abstract of Bidsor other agencyrecords

12 (d) Sufficient period to prepare bidsFully

3.00 Agency records and/or PhilGEPSrecordsCompliant

Averae:eIPILLARII. AGENCY,fV:>' COA' 'AND RH' .CAPACITYIndicator 4. Presenceof I Organizations

Fully[Verify copy of Order creating BAC;

13 a)Creation of Bidsand AwardsCommittee(s) 3.00 OrganizationalChart; and Certification ofCompliant ITrainin~

Fully[verifv of Order creating BAC

14 b) Creation of a BACSecretariat or Procurement Unit 3.00 l~ecreI"rJ"t; OrganizationalChart; andCompliant ICertification of.l@ining

[Indicator 5. I Plannine:and I

(a)APPis prepared for all types of procurement Compliant llli~11 3 ,00 'c~;;\,., ICOpyof APPand its supplements (if any)

[Indicator 6. Useof :System It'nll~ ~t':l1

16I(a) -ercentageof bid opportunities posted by the Phil-GEPs- 100.00% 3.00 'Agencyrecords and/or PhilGEPSrecordsIregisteredAzencv

17 I(b) P~'C""'.5" of mtract award ""v, "'d,"V' posted by the 100.00% 3.00 Agency records and/or PhilGEPSrecordsIPhil.lC;FPc-registeredAgency

18I(c) Percentageof contract awards procured through

,Agencyrecords and/or PhilGEPSrecords""" .a... " methods posted by the Phil-GEPs-registered 1.05% 0.00IA~encv

. 7. Systemfor land IgOr .r_rn__t

(a) Presenceof website that provides up-to-date FullyIdentify specific procure """ ''',.,''u

19 3.00 portion the agencywebsite and specificprocurement information easilyaccessibleat no cost Compliant Iwebsite links

20I(b) Preparation of Procurement MonitoringReiJOrtSusing Substantially Copyof PMRand receivedcopy that it was[the prescribed format, prompt submission to GPPB,and Compliant

2.00 submitted to GPPBIposting in azencvwebsite

~IIIPILLARIII. PROCURelvlm •OPERATiONSAND MARKET PRACTICES[Indicator 8. Efficiencyof Procurement Processes

.I~:~:I~' e" itage of total amount of contracts awarded against 72.64% 2.00 1::~~cIUding SupplementalI amount of approvedAPPs Jments. if anv) and PMRs

;,

GOVERNMENTPROCUREMENTPOLICYBOARDAgency Procurement Compliance and Performance Indicator (APCPI)Self-Assessment Form

Name of Agency: SOCIAL HOUSING FINANCE CORPORATIONDate of Self Assessment: November 10, 2016

Name of Evaluator: _Position: _

No. Assessment Conditions Agency Score APCPI Rating"IFindings to the

~~~~~'t~'~elllnc;~~:~~~'t~;'u"Inalcators and e, ..,.

I(b) -c """'"5" of total number of contracts~ APP(inciuding Supplemental amendments,22 Itotal number of procurement activities done through public 50.00% 0.00

[biddlnaif any)and PMRs

23I(c) ~"""'06~of failed biddings and total numberOf 16.67% 0.00

lAPP (including Supplemental

Iprocurement activities conducted IA. if any) and PM_Rs

Indicator 9. Compliance with Procurement'

24I(a) -c "'""'"5" of contracts awarded within prescribedIpi v•urernent time frames to procure goods as indicated in 100.00% 3.00 PMRs

[Annex "C" of the IRR

25I(b) Percentage of contracts awarded within prescribed

IPMRsIprocurement time frames to procure infrastructure projects nfa nfalas indicated in Annex "C" ofthe IRR

26I(c) r c r ''''''06C of contracts awarded within prescribed

IPMRsIprocurement time frames to procure consulting services as 100.00% 3.00[indicated in Annex "C" ofthe IRR

IIndicator 10. Capacity Building for I and Private Sector

27(a) There is a system within the procuring entity to evaluate Fully

3.00Ask BAC Secretariat Head, verify Office

,the performance of procurement personnel Compliant Orders on training of Procurement Staff

28(b) Percentage of participation of procurement staff in Between 91.00

[Ask for copies of Office Orders, training

3.00 modules, i of participants, schedules ofannual procurement training 100% Iactual trainina conducted

29I(c) Agel .has actvities to inform and update entities on

Not Compliant 0.00[Ask for copies of documentation of

public procurement activities for bidders

Iindicator 11 ., : of :and Contract : Records

Verify actual procurement records andtime it took to retrieve records (should be

30(a) The BACSecretariat has a system for keeping and Substantially

2.00no more than two hours)

maintaining procurement records Compliant Refer to Section 4.1 of User's Manual forlist of procurement-related documents forrecord-keeping and maintenance.

(b) Implementing Unit has and is implementing a system for FullyVerify actual contract management

31 3.00 records and time it took to retrievekeeping and maintaining contract management records Compliant records should be no more than two hours

Indicator 12. Contract

(a) Agency has well defined procedures and standards forFully

Verify copies of written procedures for

32 iquality control, acceptance and inspection, supervision ofCompliant

3.00 quality control, acceptance and

Iworks and evaluation of contractors' performance . CPESevaluation formsz

(b) Agency complies with the '''' ' prescribed forSubstantially

SpecYflc procurement contract with

33 amendment to order, variation orders, advance payment, 2.00 amendment to order, variation order or

and slippage in oubliclv bid contracts.Compliant with nezatlve sllnnaee

On or beforeAsk Finance or Accounting Head of Agency

34 (c) Timely payment of procurement contracts 30 days3.00 for average period for the release of

payments for procurement contracts

IAveral!e IIIIPILLAR IV. INltCiHI r AND TQLI, NI •OF AGENCY ~HUlUHtlVltn •SYSTEM

Indicat_o_r_13. Observer Pal in Public BiddingIVerify copies of Invitation letters to CSOs

35(a) Observers are invited to all stages of every public bidding

Not Compliant 0.00and professional associations and COA

activity (list and average number of CSOs and PAsinvitpn <hall hp nntpnl

36 [tb) 'of Observers in oubllc biddingactiVities 100.00% 3.00 PM Rs and Abstract of Bids

Indicator 14. Internal and External Audit of :Activities

(a) Creation and operation of internal audit unit asIVerify copy of Order or show actual

37 prescribed by DBM (Circular Letter No. 2008-5, April 14.Fully 3.00

[organtzatlonal chart showing IAU, auidt

12008)Compliant .reports, action plans and IAU

Irpm i

I(b) Agency Action on Prior Year's Audit RecommendationsAbove 90- Iverify COA Annual Audit Report on Action

138 100% 3.00(APYAR) on procurement related transactions cornollance

Ion Prior Year's Audit Recommendations

[Indicator 15. Capacity to Handle : Related

GOVERNMENT PROCUREMENT POUCY BOARDAgency Procurement Compliance and Performance Indicator (APCPI) Self-Assessment Form

Name of Agency: SOCIAL HOUSING FINANCE CORPORATIONDate of Self Assessment: November 10, 2016

Name of Evaluator: _Position: _

Assessment Conditions

FullyCompliant

Agency Score

a) The Procuring Entity has an efficient procurementsystem and has the capacity to comply with

mentation of anti-corruption

GRAND TOTAL (Avarege I + Average II + Average III + Average IV / 4)

• APCPIRating is based on the APCPIRating System found in Annex Cof the User's Guide. Please use this rating system far the self-assessment. After completing the assessment,identify those Indicators with ratings of between 0 to 2 and formulate a procurement capacity development plan called the APCPIAction Plan based on the attached format andsubmit to GPPBfor monitoring.

• Forsub-indicators that are not applicable to your specific agency, please write the word Not Applicable in the second column and do not put a rating

Summary of APCPI Scores by Pillar

APCPI Pillars Ideal Rating Agency Rating

Pillar I: Compliance with Legislative and Regulatory 3.0000 1.25FrameworkPillar II: Agency Insitutional Framework and Management 3.0000 2.50Capacity

Pillar III: Procurement Operations and Market Practices 3.0000 2.08

Pillar IV. Integrity and Transparency of Agency Procurement 3.0000 2.50Systems

Total (Pillar I+Pillar II+Piliar 111+PillarIV)/4 3.0000 2.08.

, "

ANNEX BGOVERNMENT PROCUREMENT POLICYBOARD

CONSOLIDATED PROCUREMENT MONITORING REPORT(Pagelo/2)

Name of Agency: SOCIALHOUSINGFINANCECORPORATION Period Covered: CY2015

Total Amount ofApproved APP

Total Number of No. of Total No. ofTotal No. of

No. of BidNo. of

No. of Contracts Total Amount of No. of Failed Bidders who ContractProcurement

Awarded Contracts Awarded Biddingswho Acquired Bid Bidders who

passed EligibilityOpportunities Award Posted

Activities Docs Submitted Bids Posted at PhilGEPSStage at PhilGEPS

Column 10~ -, ~: ~ \ ~. - - -- ~, - ; ~- ~- - -"~--~ - - :-- -- -Column 2 Column 3 Column 4 Column 5 Column 6 Column 7 Column 8 Cotumn S Column 11

• Should include foreign-funded publicly-bid projects per procurement type•• All procurement using Foreign Funds excluding National Competitive Bidding (NCB) contracts; conversion to peso will be at BSPrates at the time the bids/quotations were submitted

0.010526316

/

1

" "

ANNEX BGOVERNMENT PROCUREMENT POLICYBOARD

CONSOLIDATED PROCUREMENT MONITORING REPORT(Page2of2)

Name of Agency: SOCIALHOUSINGFINANCECORPORATION Period Covered: CY2015

Column 12 Column 15

Ave. No.of Days toNo. of Contracts with Resolve Requests for

COAObservers Attending Reconsiderations /Protests

No. of ContractsAwarded within

prescribedtimeframes

Total No. OfContracts that

incurred negativeslippage

Total No. of contracts Ave. No. of Days for Approvalwith amendments to of Resolution/Issuance of

order or variation orders Notice of Award

No. of Contracts withObservers Attending

,- - - ---~.- - ._._~-.'- - ,- - r-' - -,.. ~~--'r' ~--- -~~-- -'f--'~ . - ..• - _.- .. _-, ~ • I< ~ ~ \ ,. - -

Column 13 Column 14 Column16 Column17 Column 18

• Should include foreign-funded publicly-bid projects per procurement type

•• All procurement using Foreign Fundsexcluding National Competitive Bidding (NCB)contracts; conversion to

~Paulo Sherwin P. Duman J

2

ANNEX C

,APCPIR~v'isedScoring and Rating System

No. AssessmentConditions

PILLAR I. COMPLIANCEWITH wilSLAnVE ANO REGULATORYFRAMEWORK

•... /~ J!

ii:<~;~~r/N~:;:PIII~~OI, Acceptable (1) Satisfactory (2)Very Sltlsfactoryl Compliant

"I Iii,,' (r'),ili, ,I' ~~"3

0.70 0.81 0.910,20 0.40 0.50

0.06 0.05 0.030.12 0.08 0.030.04 0.03 0.Q10.04 0.03 0.010.04 0.03 0.01

Compliant

4.00 6.003.00 5.002.00 3.00

Partial! Com liant Substantiallv Compliant Fully Compliant

Partial! Com Hant Substantiallv Compliant Fully CompliantPartlall Com llant Substantiallv Comeliant Fully Compliant

Compliant

0.71 0.81 0.91

0.20 0.51 0.80

0.20 0.51 0.80

Partially Compliant Substantially Compliant Fully Compliant

Partially Compliant Substantially Compliant Fully Compliant I

Indicator 1. Competitive Bidding asOefault Procurement Method1 I(a Percentage of public biddin contracts in terms of amount of total procurement2 I(b Percentaee of public blddtne contracts in terms of volume of total procurement

Indicator 2. Alternative Methods of Procurement3 a Percentage of Shopping contracts in terms of amount of total procurement4 b Percentage of Nezottated Procurement in terms of amount of total orocurement

c Percentaee of Direct Contractlne in terms of amount of total procurementd Percentage of Repeat Order contracts in terms of amount of total procuremente Percentage of limited Source contracts in terms of amount of total procurement(f) Preparation of Annual Procurement Plan for Common-Use Supplies and Equipment (APP-

8 CSE)and Procurement of Common-Use Supplies and Equipment from the ProcurementService

Not Compliant

Indicator 3. Competitiveness of the Blddinll: Process9 I(a Average number of entities who acquired bidding documents10 I(b Average number of bidders who submitted bids11 I(c Avera e number of bidders who passed ellalbllttv staee12 I{d Sufficient period to prepare bids Not Comeliant

PILLAR II.AGENCYINSnrunoNAL FRAMEWORK AND MANAGEMENT CAPACITYIndicator 4. Presenceof Procurement Organizations13 I(a Creation of Bids and Awards Committees BACs Not Comoliant14 I(b Creation of a BACSecretariat or Procurement Unit Not Comeliant

Indicator 5. Procurement PlanninRand 1m lementatlon15 I{a APP is oreoared for all tvoes of orocurement

Indicator 6. Useof Philippine Government Electronic Procurement System PhilGEPs16 a Percentage of bid opportunities posted by the Phil-GEPs-re istered Agency

17 (b) Percentage of contract award information posted by the Phil-GEPs-registered Agency

Not Comnliant

18 (c) Percentage of contract awards procured through alternative methods posted by the Phil­GEPHell!istered A encv

Indicator 7. System for Disseminating and Monitoring Procurement Information19 (a) Presence of website that provides up-to-date procurement information easily accessible

at no costNot Compliant

Not Compliant

PILLAR III. PROCUREMENTOPERAnONS AND MARKET PRAcnCESIndicator 8. Efficiency of Procurement Processes21 (a) Percentage of total amount of procurement awarded against total amount of approved

APPs(b) Percentage of total number of contracts awarded against total number of procurement

22 activities done thrcueh oubHc biddinz

23 (c) Percentage of failed biddings and total number of procurement activities conducted 0.08

0.40 0.61 0.801.00

0.90 0.93 0.95

0.050.10

Indicator 9: Com liance with Procurement Tlmeframes24 (a) Percentage of contracts awarded within the prescribed period to procure goods as

indicated in Annex "C" of the IRR

0.96

0.90 0.96 1.00

0.90 0.96 1.00

1.000.90

Indicator 10. Capacity Building for Government Personnel and Private Sector Participants27 (a) There is a system within the procuring entity to evaluate the performance of procurement

ersonnel

Between 91.00·100%

Compliant

Substantially Compliant Fully CompliantNot Compliant Partially Compliant

28 (b) Percentage of participation of procurement staff in annual procurement training

29 c Agency has actvities to inform and uodate entities on public erocurement

Less than 60.00% Trained Between 60.00-75.99% Trained Between 76.00-90.99% Trained

Not Com liant

Indicator 11. Management of Procurement and Contract Management Records

30 (al The SACSecretariat has a system for keeping and maintaining procurement records

31 (b) Implementing Units has and is implementing a system for keeping and maintainingcontract menaeement records

Not Compliant Partially Compliant Substantially Compliant ruuv Compliant

Not Compliant Partially Compliant Substantially Compliant Fully Compliant

Indicator 12. Contract Management Procedures

32 (a) Agency has well defined procedures and standards for quality control, acceptance andinspection, supervision of works and evaluation of contractors' performance

On or before 30 days

Not Compliant Partially Compliant Substantially Compliant Fully Compliant

34 c Timelv oa ment of orocurement contracts

Not Compliant Partially Compliant Substantially Compliant Fully Compliant

Between 31-37 d~sBetween 38-45 davsAfter 45 davs

PILLAR IV. INTEGRITYANO TRANSPARENCYOF AGENCYPROCUREMENT SYSTEMSIndicator 13. Observer Participation in Public Bidding3S a Observers are invited to all sta es of everv public bidding activitv Not Compliant Com ltent

36 (b) Attendance of Observers in public bidding activities 0.70 0.80 0.90

Indicator 14. Internal and External Audit of Procurement Activities(a) Creation and operation of internal audit unit as prescribed by oBM (Circular Letter No.

37 2008-5 'D,;I14 2008i38 (b) Agency Action on Prior Year's Audit Recommendations (APYAR)on procurement related

transactions

Not Compliant Partially Compliant Substantially Compliant Fully Compiiant

Below 60% complianceBetween 61·70.99%

comelianceBetween 71-89.99%

ccmolianceAbove 90-100% compliance

Indicator 15. Capacity to Handle Procurement Related Complaints39 (a) The Proc~ring Entity has an ~fficient procurement complaints system and has the capacity

to comolv WIth crocedvrel recutrementsNot Compliant Partially Compliant Substantially Compiiant Fully Compliant

Indicator 16. Antl-Corruptlcn Programs Related to Procurement40 l la Aeencv has a specific anti-corruption croeram s related to procurement Not Comnliant Partia·llvCo~iant Ful.I'{_ComoliantSubstantiallv Comeliant

Annex D

PROCUREMENT CAPACITY DEVELOPMENT ACTION PLAN TEMPLATE

Name of Agency: Social Housing Finance Corporation Period: For the Year 2015

Indicators Key Area for Development Proposed Actions to Address Key Areas Responsible Entity Timetable Resources NeededI

2 PMR, APP-CSE Prepare PMR, APP-CSE and updated APP using the prescribed format. BAC, BAC Secretariat, Procurement Must be submitted on or before APP,CONTRACTAWARD, POsUnit, End-User, BAC-TWGand March 15 of the yearHOPE

3

4

5

6

7

8

9 Observance of timeframe Inform and constantly remind all personnel involvedof the prescribed BAC,BAC Secretariat, BAC TWG, Start of every BAC Activity GPPBManual and Schedule oftimefrarneand jury duty of their position and HOPE Activities

10 Bidders as partners Conduct activities such as dialogues Procurement Unit, BAC, FCD, Every first month of the year PPMPandAPPHOPE, BAC Secretariat and BACTWG

II Office Space for BAC and BAC Activities Setting-up office for the BAC and BAC SecretariatfModular partition ADMIN, BAC, HOPE, BAC-TWG, Ist quarter of the year APP, Approval by HOPEBAC-SEC, and FCD

12

13 Attendance of observers Encourage observer/s to attend all stages of bidding by providing incentives BAC, FCD, COA and BAC-SEC All stages in public bidding Budget,Approval by the HOPEnot in violations of anyCOA rules

14

15

16

· . AGENCY PROCUREMENT COMPLIANCE AND PERFORMANCE INDICATOR (APCPI)CONFIRMATION QUESTIONNAIRE

Name of Agency: SocialHousingFinanceCorporationName of Respondent: ..=J-=.o;:,;se:;,;;lic:..:to;_:A_;;.'-'C::..;a:..:d;.::a'--_

Date: 10-Nov-16Position: APCPICommitteeHead

Instruction: Put a check ( or) mark inside the box beside each conditionirequirement met as provided below and then fill inthe corresponding blanks with numerical values only.

1. Do you prepare an Annual Procurement Plan for all types of procurement? (Sa)

o Yes o No

2. Do you prepare an Annual Procurement Plan for Common-Use Supplies and Equipment (APP-CSE) andProcure your Common-Use Supplies and Equipment from the Procurement Service? (2f)

o Yes o No

3. In giving your prospective bidders sufficient period to prepare their bids, which of these conditions is/are met? (3d)

o Bidding documents are available at the time of advertisement/posting at the PhilGEPS website orAgency website;

o Supplemental bid bulletins are issued at least seven (7) calendar days before bid opening;

o Minutes of pre-bid conference are readily available within three (3) days.

4. In creating your BAC and BAC Secretariat which of these conditions is/are present?

For BAC: (4a)

o Office Order creating the Bids and Awards Committee;

o There are at least five (S)members of the BAC;

o Members of BAC meet qualifications; and/or

o Majority of the members of BAC are trained on R.A. 9184

For BAC Secretariat: (4b)

o Office Order creating of Bids and Awards Committee Secretariat or designing Procurement Unit toact as BAC Secretariat

o The Head of the BAC Secretariat meets the minimum qualifications

o Majority of the members of BAC Secretariat are trained on R.A. 9184

S. In determining whether you provide up-to-date procurement information easily accessible at no cost, which ofthese conditions is/are met? (7a)

o Agency has a working website

o Procurement information is up-to-date

o Information is easily accessible at no cost

6. In complying with the preparation, posting and submission of your agency's Procurement Monitoring Report,which of these conditions is/are met? (7b)

o Agency prepares the PMRs

o PMRs are promptly submitted to the GPPB

o PMRs are posted in the agency website

o PMRs are prepared using the prescribed format

·. AGENCY PROCUREMENT COMPLIANCE AND PERFORMANCE INDICATOR (APCPI)CONFIRMATION QUESTIONNAIRE

7. In evaluating the performance of your procurement personnel, which of these conditions is/are present? (10a)

o There is a written procedure within the procuring entity in evaluating the performance of procurementpersonnel

o Procuring entity communicates standards of evaluation to procurement personnel

o Procuring entity acts on the results and takes corresponding action

8. Have all of your procurement staff participated in annual procurement training? (1Ob)

o Yes D No

If no, please indicate the how many of your procurement staff participated in annual procurementtraining out of

9. Do you conduct dialogue to inform and update bidders on the procurement regulations? (10c)

DYes o No

If yes, how often? times/year

10. In determining whether the BAC Secretariat has a system for keeping and maintaining procurement records,which of these conditions is/are present? (11a)

D There is a list of contract management related documents that are maintained for a period of at leastfive years

o The documents are kept in a duly designated and secure location with hard copies kept in appropriatefiling cabinets and soft copies in dedicated computers

o The documents are properly filed, segregated, easy to retrieve and accessible to authorized users andaudit personnel

11. In determining whether the Implementing Units has a system for keeping and maintaining procurement records,which of these conditions is/are present? (11b)

o There is a list of contract management related documents that are maintained for a period of at leastfive years

o The documents are kept in a duly designated and secure location with hard copies kept in appropriatefiling cabinets and soft copies in dedicated computers

o The documents are properly filed, segregated, easy to retrieve and accessible to authorized users andaudit personnel

12. In determining if the agency has well defined and written procedures for quality control, acceptance and inspectionof goods, works and services, which of these conditions is/are present? (12a)

o Agency has written procedures for quality control, acceptance and inspection of goods, services andworks

o Supervision of civil works is carried out by qualified construction supervisors

o Agency implements CPES for its works projects and uses results to check contractors' qualifications(applicable for works only)

13. In determining whether your agency complies with the thresholds prescribed for amendments to order, variationorders, advance payment, and slippage in publicly bid contracts, which of these conditions is/are met? (12b)

D Amendments to order or variation orders, if any, are within ten percent (10%) of the original contractprice

o Advance payment(s) made does/do not exceed fifteen percent (15%) of the contract amount

o Goods, works and services are timely delivered

·t, AGENCY PROCUREMENT COMPLIANCE AND PERFORMANCE INDICATOR (APCPI)CONFIRMATION QUESTIONNAIRE

,. ,

14. How long it will take for your agency to release the final payment to your supplier/service provider,contractor/consultant? (12c) 15 days

15. Do you invite Observers in all stages of procurement? (13a)

DYes [2] No

(please mark all applicable stages)

o Ads/Post of IAEB

[2] Pre-bid Conference

El Eligibility Check

El Submission/Opening of Bids

o Bid Evaluation

o Post Qualification

o Notice of Award

D Contract Signing/Approve Purchase Order

o Notice to Proceed

16. In creating and operating your Internal Audit Unit as prescribed by the DBM (Circular Letter No. 2008-5,April 14, 2008), which set of conditions were present? (14a)

[2] Office Order creating the Internal Audit Unit as prescribed by the DBM(Circular Letter No. 2008-5, April 14,2008)

[2] Conduct of regular audit of procurement processes and transactions by internal audit unit

[2] Internal audit recommendations on procurement-related matters are implemented within 6 months ofthe submission of the auditor's report

17. Are COA recommendations responded to or implemented within six months of the submission of the auditors'report? (14b)

DYes

If yes, percentage of COA recommendations responded to or implemented within six months---_%

[2] No procurement related recommendations received

18. In determining whether the Procuring Entity has an efficient procurement complaints system and has the capacityto comply with procedural requirements, which of conditions is/are present? (15a)

[2] The BAC and the HOPE resolved Requests for Reconsideration and Protests within seven (7)calendar days as per Section 55 of the IRR and decisions

[2] Decisions on Protests are submitted to GPPB

[2] Procuring entity acts upon and adopts specific measures to address procurement-related complaints,referrals, subpoenas by the Omb, COA, GPPB or any quasi-judicial/quasi-administrative body

19. In determining whether agencyhasa specificanti-corruptionprogram/srelatedto procurement,which of theseconditions is/are present? (16a)

[2] Agency has a specific good governance program including anti-corruption and integrity development;

El Agency has a specific office responsible for the implementation of good governance programs;

[2] Agency has specific policies and procedures in place for detection and prevention of corruptionassociated with procurement.