Procurement Prior Review Bfmagtangob

8/13/2019 Procurement Prior Review Bfmagtangob

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(By Funding Institution, NPMO andRPMO)


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OBJECTIVES:

kalahi.dswd.gov.ph

Understand the priorreview requirements tothe issuance of NOL

To facilitate the NOLprocessing and

submittal toRPMO/NPMO


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Presentation CoverageWhy prior-review?Prior ReviewRequirementsNo Objection Letter (NOL)Thresholds, methods,

categoryProceduresTimeline


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Relationship of technical documents


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Prior-reviewProject mechanism to ensure thatprocurement policies and guidelines arecomplied;

Prior-review refers to the comprehensivereview of procurement documents and

requirements before a contract isawarded;

The review covers Procurement Plan;pre-procurement to evaluation and draftcontract preparation;

Review may warrant issuance of NoObjection Letter (NOL) or Objection

Letter (OL)


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kalahi.dswd.gov.ph

1. Review will be done by theRPMO, NPMO or MCA-P/WB,depending on the threshold, uponsubmission by the BSPMC of therequest of No Objection Letter(NOL) together with the attached

documents specified in the NOLreview report.

Prior Review Requirements


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ThresholdsCategory RPMO NPMO WB/MCA-P

Goods a)SingleContract/PO 500,000.00 upto One Million

a)SingleContractabove 1.0 M to2.5M

a)Single Contractabove 2.5M

Works a)Single Contract 500,000.00up to 1.25M

a)SingleContract 1.25M to 2.5M

Single Contractabove 2.5M

Aggregatecontracts > 1.0 M

but less thanP2.5M within amunicipalityregardless ofcategory

Aggregatecontract 2.5M

within amunicipalityregardless ofcategory


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kalahi.dswd.gov.ph

2. Any NOL issued by the RPMO ispresumed to be thoroughlyreviewed. Any contract/purchase

order perfected without priorreview and without issuance ofNOL will be declared mis-procured.

The amount covered in the mis-procurement will be deducted fromthe cost of the grant fund.



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NOL General Procedure1. With the assistance of ACT/MCT,

BSPMC prepares NOL requestaddressed to the NPM through theRPM; including completeprocurement requirements/documents;

2. Endorse NOL request to RPMO forreview and issuance of NOL (ifRPMO threshold);

3. RPMO review and endorse toNPMO for NPMO and WB/MCAPthreshold;

4. For donors prior -review, NPMOreview, issue correspondingactions, endorse to WB/MCA-P for


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BSPMCNOL

Request

ACT/MCTreview RPMO

reviewPMO NOLissuance

RPMOTransmittal

to NPMO

NPMONOL

issuance

Transmittal toWB/MCA-P

WB/MCA-PNOL issuance

If within theThreshold

of NPMO/WB/MCA PNOL

If OK

If Not

If within the Thresholdof WB/MCA P NOL

RPMO

WB/MCA-P/

NPMO Issuanceof Findings or

OL

WB/MCA-P

WB/MCA-PReview

NPMOReview

NPMO

FeedbackMechanism

If NotIf OK
http://localhost/var/www/apps/conversion/tmp/scratch_3/Suggested_format_for_RPMO_NOL.dothttp://localhost/var/www/apps/conversion/tmp/scratch_3/Suggested_format_for_RPMO_NOL.dothttp://localhost/var/www/apps/conversion/tmp/scratch_3/Suggested_format_for_RPMO_NOL.dothttp://localhost/var/www/apps/conversion/tmp/scratch_3/Suggested_format_for_RPMO_NOL.dot


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kalahi.dswd.gov.ph

3. For MCC-funded project/s:Contracts below PhP 2,500,000 generally do notneed prior approval by the MCA-Philippines but

during each Kalahi-CIDSS cycle, fifty (50)randomly-chosen community-basedprocurement contracts in part or whole area ofcoverage, regardless of amount, shall be subjectto MCA- Ps review proceedings.

The PT should therefore make sure that all supportingdocuments of every contract are properly filed.



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kalahi.dswd.gov.ph

Prior Review Requirements4. All contracts requiring the donor and NPMO NOLs

must be prioritized for review at the BSPMC,A/MCT and at the RPMO since it will require longerperiod for the issuance of NOL :

14 days is allotted for the reviewA/MCT (2-days)RPMO (5 days)NPMO (5-days)

And 2 days for transmission.In cases of deficiencies, compliance to such defects orclarification must be given priority and immediate action.


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TimelineREVIEW UNIT TIMELINE KEY ACTIONS

WB/MCA-P 15 days Review and Issue NOL or OL Request clarification prior to NOL

NPMO 5 days Review and endorse to WB/MCA-PNOL requests

Issue NPMO NOL Request clarification prior to NOL

RPMO 5 days Review and endorse to NPMO NOLrequests

Issue RMO NOL Request clarification prior to NOL

BSPMC & M/ACT - 2 days @M/ACT

- 3 days @BSPMC

Prepare NOL requests including thecomplete attachment

Endorse to NOL request to RPMO


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kalahi.dswd.gov.ph

1. Indicate what are the technical, financial and legaldocuments submitted by the bidder in reference to thechecklist of documents for NPMO/MCA-P NOL

2. Complete all the needed information to facilitate theRPMO,NPMO and WB/MCA-P review3. Extract from the minutes of the activities all the useful

information such as; agreements ,TWG/DAC

conclusions on the proceedings4. For the OBSERVATION/s part: Indicate the KEYreason for the recommendation either for issuance ofNOL or OL.

Guides in Filling up NOLReview Form
http://localhost/var/www/apps/conversion/tmp/scratch_3/NOL_Review_Checklist.docxhttp://localhost/var/www/apps/conversion/tmp/scratch_3/NOL_Review_Checklist.docxhttp://localhost/var/www/apps/conversion/tmp/scratch_3/NOL_Review_Checklist.docxhttp://localhost/var/www/apps/conversion/tmp/scratch_3/NOL_Review_Checklist.docx


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Implications to SPI if without

Prior Review/or issuance of NOL

1. Delayed implementation;

Procurementconducted fails orineligible for NOL;

Rebidding;2. Possible mis-procurement;


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Activity: Workshop on NOL review1. Evaluate the sample

Procurement Documentsusing the KC NOL Review

Checklist.2. Enumerate all

comments and

recommendations3. Reporting of workshop

out-puts4.

Critiquing


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Possible Comments RecommendationsI. Part I

a. Invitation to Bid:1. Validity of Bid = 60 days2. Surety Bond is not allowed

b. Acknowledgement Receipt:1. Receipt after the Pre-bid

c. Instruction to Bidders1. Surety Bond is not allowed2. Bank Guarantee for Bid Security = 2%3. Validity of Bid = 60 days4. Inconsistencies of the date of Pre-bid

d. Minutes of Pre-bid Conference1. Date was re-scheduled without a Bid Bulletin2. The use of ABC in KC we use Estimated Budget for the

Package (EBP)3. The TA that exceeding the EBP will mean automatic

disqualification


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II. Part 2

a. Minutes of Opening of Bids1. The BAC allowed the bidder to provide additional amount for bid

security2. The BAC disregarded the lacking bid security of Php. 1.00

b. Form of Bid:1. The date was after the Opening of Bids2. No amount of bid indicated

c. Bank Guarantee1. Lacking of Php.1.002. Dated after the Opening of Bids

d. Procurement of Works Evaluation Form1. The indicated Remarks Disqualified due to above ABC 2. Signatures were not properly labeled3. No date

Possible Comments Recommendations


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Possible Comments Recommendations

II. Part 2a. Resolution to Award

1. No entry in the amount2. No date

III. Over-all recommendations:a. The Brgy. Treasurer is not allowed to

become a BAC Chairmanb. Recommended for re-bidding because

all bidders were disqualified


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Overview of Region V NOL Issuance

20 NOL documents received 17 with issued NOL

5 NOL issued by MCA P 1 NOL issued by WB

11 NOL issued by NPMO

1 OL issued by NPMO/recommended forrebidding (Palaspas, Del Gallego)

1 with comments/awaiting compliance(Poblacion IV, Garchitorena)

1 pending at MCAP (Bantugan, Presentacion)


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COMMON OBSERVATIONS1. Incomplete documents e.g. POW, PCPP, post-qua

report, AR and MOV of Bid Security, minutes ofmeetings and other documents in the checklist

2. Minutes of meeting/bid opening and evaluationdoes not reflect critical basis of decisions andagreements;

3. Recommended award is higher than theEstimated Budget for the Package (EBP) (note:

Not ABC); no supporting documents for theadditional fund for the award.

4. Use of SPA with absolute authority to the Atty In-fact;


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COMMON OBSERVATIONS5. Inconsistency of dates from the ITB, pre-bid and

bid opening/evaluation; schedule moved withoutbulletin and explanation.

6. Inconsistency of quantities and cost in the POW,ITB and PCPP;

7. Un-prescribed bid security (form i.e. cash andbank guarantee, percentage i.e. old manualprovision); Cash bid security was acknowledged

after the bid opening;8. Estimated budget for the package was disclosed;

bid documents sold instead of free (as stipulatedin the enhanced manual)


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COMMON OBSERVATIONS9. The same contractors bidding in various sub-

projects; in one SP, complete requirementscomplied and win the bid but in the otherBarangay/SP incomplete requirementparticularly insufficient or no bid security, did notattached contractors license others

10. Some bid were not examined to check correctcalculations; some bids increased/decreased

due to arithmetic recalculation (Qty)(U-cost);11. No analysis and report on the failed biddings;

12. Packaging/splitting


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COMMON OBSERVATIONS13. Bid document served to more than three

suppliers/contractors (3-7) but only one or twosubmit a bid and in some cases, one wasdisqualified due to incomplete document orinsufficient or no bid security

14. Evaluation report / lacks analysis

15. Negotiated Procurement due to two failedbidding

16. ITB served after and during pre-bid conference;


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CONSOLIDATED


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Procurement Benchmark Subproject procurement matrix that servesas database, reference in managing andreviewing procurement transactions;

Ideally prepared during pre-implementationstage (based on PCPP) and updated duringaward, implementation and completion of

contracts to reflect the actual start finish,and the name of suppliers/contractors;


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PROCUREMENT TRACKING /BENCHMARKS

M u n

i c i p a l i

t y & P r o v i n c e

B a r a n g a y

N a m e o f

S u

b - p r o

j e c t

P a c k a g e

Mode ofProcure

ment(Shoppi

ng,

Biddingor DirectContract

ing)

NOLissued

by(RPMO,

NPMO,WorldBank)

N a m e o

f S u p p

l i e r

/ C o n

t r a c

t o r

A m o u n

t o f C

o n

t r a c

t ( P e s o s )

D A T E S

AgingfromACT

to

RPMO(Days

)

Status(ongoin

gdelivery,ongoingimplem

entationofcontract

orcomplet

ed )

P r e - P r o c

u r e m e n

t

Serving ofCanvass

or postingof

Invitationto

Quote/Bid

Pre-bid /

Contractor'sConf.

(ForShopping Works

/ BiddingGoods &

Works C a n v a s s

/ B

i d O p e n

i n g

C a n v a s s

/ B i d E v a

l u a t

i o n

P o s t

Q u a l

i f i c a t

i o n

D a t e a

t M C T

D a t e a

t R P M O

Start End


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1. No regional consolidated Procurement

Benchmark in most of the regions; lack analysisa. Prior review, NOLb. Single contractc. Aggregated Contract

d. Status of contract execution, duration,2. Municipal Procurement Benchmark are directly

forwarded to the NPMO3. Some procurement transactions did not reflect

the dates of planned start and end; actualduration; contract amount, mode ofprocurement, Name of Suppliers/contractor

4. The same supplier but different names

COMMON OBSERVATIONS


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Meaning of Fiduciary noun . from the Latin fiducia, meaning "trust," aperson (or a business like a bank or stockbrokerage) who has the power and obligation to actfor another (often called the beneficiary) undercircumstances which require total trust, good faithand honesty.

fiduciary noun agent , caretaker , custodian ,

guardian , one who handles property for another , onewho transacts business for another , personentrusted with property of another , trustee
http://legal-dictionary.thefreedictionary.com/agenthttp://legal-dictionary.thefreedictionary.com/caretakerhttp://legal-dictionary.thefreedictionary.com/custodianhttp://legal-dictionary.thefreedictionary.com/guardianhttp://legal-dictionary.thefreedictionary.com/one+who+handles+property+for+anotherhttp://legal-dictionary.thefreedictionary.com/one+who+transacts+business+for+anotherhttp://legal-dictionary.thefreedictionary.com/one+who+transacts+business+for+anotherhttp://legal-dictionary.thefreedictionary.com/person+entrusted+with+property+of+anotherhttp://legal-dictionary.thefreedictionary.com/person+entrusted+with+property+of+anotherhttp://legal-dictionary.thefreedictionary.com/trusteehttp://legal-dictionary.thefreedictionary.com/trusteehttp://legal-dictionary.thefreedictionary.com/person+entrusted+with+property+of+anotherhttp://legal-dictionary.thefreedictionary.com/person+entrusted+with+property+of+anotherhttp://legal-dictionary.thefreedictionary.com/one+who+transacts+business+for+anotherhttp://legal-dictionary.thefreedictionary.com/one+who+transacts+business+for+anotherhttp://legal-dictionary.thefreedictionary.com/one+who+handles+property+for+anotherhttp://legal-dictionary.thefreedictionary.com/guardianhttp://legal-dictionary.thefreedictionary.com/custodianhttp://legal-dictionary.thefreedictionary.com/caretakerhttp://legal-dictionary.thefreedictionary.com/agent


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Generally the objective of the ex-post fiduciary workshop is to reviewprocurement transactions to assess compliance to the communityprocurement manual. Specifically, it aims to aid the Facilitators inproviding guidance to the participants on the following:

Check consistency of data from the pre-procurement to thecompletion of procurement activities including payment;Scrutinize responsiveness of procurement documents andactivities conducted in every milestone;Derive good and best practices that may be adopted in otherareas;Determine areas of enhancements to improve the conduct offiduciary workshop;

Provide technical assistance to participants on how fiduciaryreview is conducted;Come up with action plan in addressing and monitoring actionsto recommendations

I. OBJECTIVES


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1. During the workshop, the facilitator should clearly share the

objectives and rationale of the activity to properly put intocontext and level-off expectations and outputs.

2. It is expected that preparatory requirements and activitieswere conducted.

3. Before proceeding to the detailed review of documentsattached to the disbursement vouchers (DV) or folder ofprocurement documents:

Verify if the procurement transaction under consideration

is consistent with the schedules; meaning, timeline,threshold and appropriate NOL as may be applicable.

Procurement Action Plan (PAP), PCPP and ProcurementBenchmarks should be checked to validate consistency

and responsiveness of compliance.

III. GUIDE


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a. Is the conduct of procurement within the timelineper procurement action plan (PAP)? Particularly;

The PAP lays down the time frame and otherprocurement activities.

Check if the actual procurement activities arecomplied within the timeline set in the PAP.

If the conduct deviates from the action plan, what

are the possible factors or reasons?Check if there are justifications provided.

Analyze whether the reason/s justifies thedeviation .

III. GUIDE


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Are there no other ways to mitigate such

factors of deviation?What is the effect of deviation to theschedules and delivery of outputs?

The cause and effect should be presentedtaking note that delays in the timeline willaffect or cause further delay in the succeedingactivities,

Follow the above procedure in the evaluation ofevery milestone in the procurement phase.

III. GUIDE


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Should there be difference in the amount whether

higher or lower than the PCPP:Analyze the factor/s.

Check the unit costs of the item of works

Check the time elapsed on the planned period ofprocurement which may have affected theincrease (as the case may be);

If there is an increase or decrease in the package

amount,Does this affect the procurement method?

Check if prior review requirement (request of NOL)applicable.

III. GUIDE


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It is also important to check the costs in the itemof works whether no front loading or unbalancequotations/bids.

Be reminded that there are contracts abandoned

or incurred too much delays as a result offrontloading.

Compare the period of contract/POimplementation if conform to the PAP and PCPP.

III. GUIDE


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c. Procurement benchmarks. Based on threshold, is

no objection letter (NOL) applicable?Or based on the procurement benchmarks, is theprocurement transaction under review part of anaggregated contracts that requires NOL?

Take note that in the consolidated procurementbenchmarks in the region or municipality, actual andplanned schedules should be reflected.

The basis of request for NOL is the thresholds in thePCPP, not the actual contracts.

III. GUIDE


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A presentation of analysis of the procurementbenchmarks should be prepared by the RPMOengineers for presentation to the participants. Itis recommended that it will be presented priorto the workshop to demonstrate the use of

benchmarks.In the procurement benchmarks, present whatcommon procurement method usually used. Inthe analysis:

Are the methods used appropriate based onthresholds?

Are the thresholds based on packages require

prior review, thus, NOL is issued.

III. GUIDE


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Based on the period of procurement,Are there aggregate contracts requiring NOL?

In cases of aggregated contract/P.O., is thecontract/PO that reached the aggregate

threshold issued with NOL?

III. GUIDE

G


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4. Determining fiduciary good or best practices. The RPMOs andACTs or even the BSPMCs may innovate systems of reviewswhich may further enhance or facilitate the attainment of thefiduciary objectives. Such practice should be properlydocumented and shared to the other areas (Municipality or

Region) should it be found effective.

5. Enhance ex-post fiduciary review tool. The detail ofprocurement requirements in every milestone is provided in

this tool. The reviewer/facilitator should remind the group orparticipants that each document should be evaluated toassess the responsiveness of the procurement requirement .

III. GUIDE

III GUIDE


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6. Reporting of observations and findings.

In the workshop, aside from the written report,presentation of observations and findings

should be a must requirement.

This is where sharing of idea and learning shall befacilitated among participants.

This is also the venue to critique the output of theworkshop.

III. GUIDE

III GUIDE


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6. Reporting of observations and findings. (cont)

Documentation should include the minutes ofthe workshop. A monthly report should besubmitted to the NPMO ; for regional fiduciaryactivity and consolidated municipal fiduciaryreviews conducted.

In the report, the common observations and findingslikewise the recommendations should be clearlyreflected.

This shall also be the basis of monitoring actions orcompliance to the recommendations in thesucceeding month.

III. GUIDE

III GUIDE


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6. Reporting of observations and findings.

It is emphasized that in the succeeding fiduciaryreview, deficiencies and findings observed in theprevious fiduciary review are expected to havebeen minimized if not eliminated.

7. Action planning. Part of the outputs of the activity is theIndividual action plan and Workshop action plan. These shallbe used in monitoring the compliance of recommendationsand agreements during the activity; likewise, the individualsubproject procurement.

III. GUIDE


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I. OBJECTIVES This aims to review procurement and financial transactionsconducted in the implementation of KALAHI-CIDSS communitysubprojects; and ensure to provide recommendations andactions to issues and observations. Specifically, reviews thefollowing:

Proper conduct of procurement in the following phases: pre-procurement, procurement proper (Posting of ITB, submissionof bids/quotations, evaluation and awarding) contracting andimplementation, and payment.

Procurement planning, appropriate packaging, threshold,methods and No Objection Letters (NOLs);

Procurement benchmarks

Disbursement and complete attachment


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II. COVERAGE

Completed or ongoing (at least 50% complete orevaluation stage) procurement transactionsregardless of procurement method; Local Bidding,Local Shopping, Negotiated Procurement.

III. WHO CAN USE THIS TOOL?All Project stakeholders can use this tool. Primarily,Field Offices including the Area Coordinating Teams

/ Municipal Coordinating Teams (ACT/MCT), partnerLGUs and Barangay Subproject ManagementCommittees (BSPMCs).

IV GUIDE


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1. PREPARATION

Preparation will depend on how the review isplanned to be conducted. In some cases, unannounced or announced review may beconducted depending on the specific reviewobjective.

For purposive review by the FOs for specific procurement transactions due to some issues orconcerns of irregularities,The un-announced (not to specify the fiduciaryreview) may be made but coordinate the visit tothe concerned ACT/MCT to ensure that BSPMCand community volunteers will be available.

IV. GUIDE

IV GUIDE


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2. RESPONSIBLE PERSONS

Regional Community Infrastructure Specialist (RCIS) - overall in-charge

ACTs/MCTs

At the community level the DeputyArea Coordinator (DAC) together withthe other team members shouldalso conduct orientation and

capability development tocommunity volunteers for them tobe able to conduct the fiduciaryreview.

IV. GUIDE

IV GUIDE


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3. METHODS OF FIDUCIARY REVIEWA. Purposive fiduciary review

Procurement transactions are purposively selected for review.Objectives of review may include validating some issues orirregularity; also, more appropriate to procurementtransactions with more complex considerations i.e. localbidding for works.

B. Random Out of all procurement transactions, randomly pick anytransaction for review. This is used when volume of

procurement transactions cannot be managed during thereview period. A 10% representative sample size may bedetermined.

C. CompleteAll procurement transaction will be reviewed

IV. GUIDE

IV GUIDE


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4. PROCESS Planning the conduct and setting the specificobjectives of the review is very important, likewise,communication/coordination to the ACT/MCT andBSPMC in the preparation.

At the community, it is always important to carefullyinform the community volunteers of the objectives ofthe review; that such is conducted to determinepossible areas of procurement that need to bestrengthened.

Observing the principles in procurement will benefitthe quality and responsiveness of subprojectimplementation at the same time an antidote tocorruption.Document review of procurement shall be made first.

Check if all documents and process conducted

IV. GUIDE

IV GUIDE


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5. FILLING-UP THE FORM

Provide the basic information pertainingto the subproject and procurementtransaction under consideration.

The form contains the key milestones andrespective activities. Succeeding steps,under column (a), scrutinize theprocurement milestones/stages and itscorresponding activities; rating (explainedbelow) and filling-up the comments,observations and findings .

IV. GUIDE

IV GUIDE


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5. FILLING-UP THE FORM (cont.)

There are activities/indicators or milestones that arenot applicable to the procurement transaction underreview just indicate in the remarks column to be N/Aor not applicable.

In evaluating the indicators, the one conducting thereview should look into the responsiveness of thedocuments;

Are the documents/activities conducted in accordancewith the community procurement manual?Are the information provided properly; e.g. dates,signatories, etc.The documents should not serve as checklistrequirement but shall be reviewed with utmostconsideration of its purpose.

IV. GUIDE

V GUIDE


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6. RATING MATRIXV. GUIDE

Numerical Considerations in rating the milestones / indicator

1

Deficient activities and documents e.g. minutes ofprocurement conference does not capture importantagreements; documents not signed; no attached requireddocuments

2

Minor deficiencies observed; e.g. incomplete signatories,

minutes of procurement meetings did not fully capturediscussions and agreements

3Procurement activities and document are compliant to thecommunity based procurement manual

NUMERICAL ADJECTIVALBelow 2.0 Unsatisfactory

2 2.60 Satisfactory

2.61 3.0 Very Satisfactory

In the analysis of the performance of the procurement transaction, it can bedetermined what procurement stage ormilestone is weak or what needed moreassistance to the community; e.g. pre-

procurement, procurement proper, contractimplementation and so on.


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IV GUIDE


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7. FIDUCIARY FEEDBACK (cont.)IV. GUIDE

An action plan may be prepared to guide the community inresponding to the recommendations.

At the RPMO and NPMO level, result of the fiduciary review

should be consolidated and analyzed to provide themanagement whatever enhancement that need to bemade.

V REVIEW FORM


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V. REVIEW FORMEX-POST FIDUCIARY REVIEW FORM

Name of Sub-project : __________________________________________Location : __________________________________________(Brgy,Mun.,Regn.)

PROCUREMENT METHOD : _________________ PERIOD OF PROCUREMENT: ____________CATEGORY : _____ Goods; _____Works; ________ Service/s

PACKAGE NUMBER: ______________ DISBURSEMENT VOUCHER (DV) NUMBER: _______________

PROCUREMENT MILESTONE / ACTIVITIES/INDICATORS

RATING REMARKS (Comments,Notes)

I. PRE-PROCUREMENT PHASE1. Pre-procurement conference/s minutes stating or discussing this procurement,

items to be procured, method and timeline2. Procurement Action Plan Duly signed and attached to the procurement/DV folder3. Plan Community Procurement Packages (PCPP) duly signed and attached to the

procurement/DV folder; if revisions were made the actual PCPP should be theone attached.

4. Program of works (POW) and Detailed Estimates attached to the procurement/DVfolder; entries in the POW should be consistent with the PCPP.

5. Duly accomplished and signed Procurement forms, applicable to this procurement(Canvass, Quotation, Bidding documents); complete with the necessaryinformation/instructions such as dates, quantity, specifications, others

6.

V REVIEW FORM


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V. REVIEW FORMII. PROCUREMENT PHASE

1. Post / issue invitation to Bid (LB) ; Issue Quotations/Canvass for LocalShopping (LS)- proof posting must be attached;- Is the bid document complete? Duly signed?- Acknowledgement receipt a ttached in the folde r

2. Conduct Pre-bid conference (for LB)- Minutes attached , agreements and discussions are captured- Dates of submission and evaluation of bids clearly indicated

3. Issue Bid Bulletin (if necessary)- Posted or issued to bidders

4. Solicit/Receive quotations/bids- With acknowledgement receipts or listed in the logbook? With date and time of

receipt- Canvass/Quotations/Bids sealed and put in the drop box before deadline?-

5. Opening of Bids/Quotation/Canvass

- Opening conducted at the time stipulated in the invitation to bid orQuotation/Canvas- BAC has a quorum?- Bids/Quotation/canvass envelopes are sealed?- Envelopes/Bids taken from the bid box- Minutes of opening of quotation/bid prepared and signed after the opening

6. Evaluation of Bids/Quotation/Canvass- Canvass/Bids scrutinized and initialed by the BAC- Erasures are initialed- Specifications conform to the requirements- Abstr act of quo tation/bids prepared- Prices/amount within the budget

7. Post-qualification- Are all documents and informat ion p rovided in the quotation /canvass /bid

authentic/true?- Minutes of post-qualification prepared and signed by members of TWG and BAC

8. Prepare Abstract of bids/quotations- Abstr act of quo tations/bids prepa red a nd signed by members o f the TWG and

BAC- Responsive Quotations/bids were ranked from lowest to highest

9. BAC resolution recommending award or failure- Award was recommended to the low est ca lcula ted and responsive

supplier/bidder

V REVIEW FORM


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V. REVIEW FORMIII. CONTRACT/P.O. AWARDING PHASE1. Issued Notice of Award2. Prepared/served/ Approved /execute Contract / Purchase Order (PO);Contract/P.O.3. P.O. received; Contract signed4. Notice to Proceed (for LB/LS for works) issued to the winning supplier/bidder

IV. CONTRACT/P.O. IMPLEMENTATION PHASE1. NOL issued (for contracts/PO with NOL)2. PO prepared and conform by the supplier within 15 days from receipt of NOL orafter evaluation of canvass3. PO/Contract prepared within 21 days from issuance of Notice to Award4. Delivery/Contract completion within the approved duration5. Delivery/Accomplishments with complete documentation and conform tospecifications e.g. Delivery/Official receipt for goods, Accomplishment reportsprepared and signed for works; certificate of inspection; completion;

V. PROCUREMENT TIMELINEIssuance of P.O. and Notice Proceed is within the below prescribed timeline

LOCAL SHOPPINGGoods: 7 to 9 Calendar DaysWorks: 27 to 45 Calendar DaysLOCAL BIDDINGGoods: 35 to 53 Calendar DaysWorks: 41 to 61 Calendar Days

VI. PROCUREMENT BENCHMARKS1. The Procurement transaction being reviewed is included in the procurementbenchmark matrix in the ACT/RPMO.2. The procurement conducted with appropriate threshold, packaging, method; NOLissued as appropriate3.

VII. PAYMENT PHASE1. Disbursement vouchers signed/acknowledge; DVs with complete attachment2. Check prepared and signed by authorized signatory3. DVs and attachments are properly filed in a folder and secured to a filing cabinetor Box

FINAL RATINGNumerical

Adjectival

ANALYSIS:

Conducted by:

__________________________ ____________________________________


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