Proc Planning Monitoring (Edited).pptx
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PROCUREMENT PLANNING & MONITORING
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OUTLINE 1. Wha Whatt is is plan planning ning?? 2. Nature Nature of of Plan Plannin ning g 3. Procur Procureme ement nt Plan lannin ning g 3.1 Importance of Planning 3.2 Preparing the PPMP 3.3 Preparing the APP 4. Procurement Monitoring 4.1 Importance of Monitoring 4.2 Preparing the PMR 2
PROCUREMENT PLANNING Preparation of PPMP and APP
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PHILIPPINE PROCUREMENT PARADIGM
Assess
• •
•
• •
#dentify
•
• • •
Review studies Consolidate into APP Decide procurement method Approve APP Determine readiness
Cost-benet analysis easibility study !ar"et study PP!P
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•
• •
•
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Post/Advertise opportunity Open and evaluate bids Post-qualify Award and enter into contract
Oversee implementation #nspect and accept deliveries Release payment
$%%D&
Procure
#mplement
&A'#&AC'#O$
Capacit !e"elopment !i"ision
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PLANNING PLANNING # refers to pre$etermine$ course%s of action to achie"e a $esire$ en$%goal.
Capacit !e"elopment !i"ision
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PROCUREMENT PLANNING PROCUREMENT PLANNING 'Process
of i$entifing (hich pro)ect nee$s can *e *est met * procuring pro$ucts an$ ser"ices outsi$e the pro)ect organi+ation an$ shoul$ *e accomplishe$ $uring the pro)ect planning e,ort-
PROCUREMENT PLANNING /he follo(ing competencies are re0uire$
no(le$ge of goo$s accounting (arrant an$ contract la(s an$ sche$uling
PROCUREMENT PLANNING Agencies an$ organi+ations must •
•
•
appl the rules in procurement (hen planning no( an$ un$erstan$ the scope of their appro"e$ purchasing authorit an$ use appropriate procurement metho$s protect the ta5paers6 interests an$ safeguar$ the resources allo7e$ to each $epartment
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WHY PROCUREMENT PLANNING
Procurement Planning ensures that the o"erall goal of a particular pro)ect (ill *e e,ecti"el an$ e9cientl achie"e$.
Preclu$es occasions for unnecessar go!ernment "urc#ases an$ circum"entions of the prescri*e$ procurement proce$ures − a$"ance $eli"eries − sui sstem resort − un(arrante$ procurement
to
alternati"e
metho$s
:o(e"er it must *e $one (ithin *u$getar conte5t ;
$ECTION %&' O( IRR Procurement Planning an) *u)geting Lin+age Within
appro"e$ *u$get of procuring entit
Mar+et $ur!e1$tu) CN!JC/! /:RJG: Internet ur"e Inter"ie( tu$ • • • •
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Mar+et $ur!e1$tu) KPC/! RJD/ I$enti=cation interest an$ a"aila*ilit of suppliers contractor or ser"ices pro"i$ers their technical capa*ilit an$ =nancial capacit Price tren$s •
•
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Procurement o6 In6rastructure Pro8ects •
•
•
Re0uires appropriate timing%phasing of relate$ pro)ect acti"ities such as engineering $esign an$ ac0uisition of right#of#(a to re$uce%lo(er pro)ect costs among others !etaile$ ngineering L esta*lishes the technical "ia*ilit of the pro)ect an$ conformance to lan$ use an$ +oning gui$elines prescri*e$ * e5isting la(s No *i$$ing an$ a(ar$ of contract for infrastructure pro)ects unless the $etaile$ engineering in"estigations sur"es an$ $esigns inclu$ing the ac0uisition of RW are su9cientl carrie$ out an$ $ul appro"e$ exception: design and build scheme 23
Procurement o6 Consulting $er!ices !rafting of /erms of Reference •
•
•
!escri*e the utput Consultanc as a Whole
5pecte$
from
the
Prepare list of tass or $uties for in$i"i$ual e5perts In$icate *asic 0uali=cations for each e5pert
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APPRO0ED *UDGET (OR THE CONTRACT .A*C/ n$
user to con$uct maret stu$ Maret price inHation an$ cost of mone relate$ to the procurement time ta*le must also *e consi$ere$. In $etermining the AC the en$#user unit (ith the assistance of the /WG @(hen necessarB must consi$er the $i,erent cost components.
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APPRO0ED *UDGET (OR THE CONTRACT .A*C/ EAC/R / CNI!R
/he cost or maret price of the pro$uct or ser"ice itself
Inci$ental e5penses lie freight insurance ta5es installation costs training costs if necessar an$ cost of inspection
/he cost of mone to account for go"ernment agencies usuall *uing on cre$it terms
InHationar factor since the planning phase is usuall $one one ear ahea$ of the actual procurement $ate
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APPRO0ED *UDGET (OR THE CONTRACT .A*C/ EAC/R / CNI!R
uantities consi$ering that *uing in *ul usuall means lo(er unit prices @goo$s%ser"icesB
/he suppl of spare parts an$%or maintenance ser"ices if these are part of the contract pacage @goo$s%ser"icesB
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APPRO0ED *UDGET (OR THE CONTRACT .A*C/
/he AC reHecte$ in the APP an$ PPMP shall *e consistent (ith the appropriations for the pro)ect authori+e$ in the GAA continuing an$ automatic appropriations the corporate *u$get an$ the appropriations or$inance as the case ma *e. For multi-year contracts, for which a Multi-Year Obligational Authority (MYOA or an e!ui"alent document is re!uired, the A#$ shall be that incorporated in the project cost refected in the MYOA or equivalent document For Foreign-funded %rocurement, the A#$ refers to the cost estimate prepared by the %& and appro"ed by the foreign go"ernment'foreign or international nancing institution as specied in the )reaty or *nternational or &xecuti"e Agreement 28
PROCUREMENT MILE$TONE$
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PRO9ECT PROCUREMENT MANAGEMENT PLAN .PPMP/
A gui)e )ocument in the procurement an$ contract implementation process as (ell as a "ital reference in procurement monitoring.
/ool allo(ing the P the He5i*ilit to optimi+e the utili+ation of scarce resources.
Minimi+e the practice of $oing short#cuts
Pre"are) : t#e en);user unit $uring the *u$get preparation to support the cost estimates in the *u$get proposal.
)he end-user or implementing units shall be responsible for the preparation o all documents necessary for the procurement acti"ity, including but shall not be limited to, the technical specications, scope o work, or terms o reerence 3>
PPMP $AMPLE (ORMAT
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PROCUREMENT MILE$TONE$
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PROCUREMENT MILE$TONE$ (actors to consi)er in i)enti6ing "rocurement timelines7 1. u$get rules i.e. C L e"er 0uarterF 2. Nature of Procurement Pro)ects (hether simple or comple5 3. Eor shopping%small "alue procurement gi"e at least t(o (ees 4. Eoreseen%Jnforeseen Contingencies i.e. fre0uent change in speci=cations etc. &. A"aila*ilit in the maret.
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METHOD O( PROCUREMENT As
a general rule all procurement shoul$ *e through pu*lic *i$$ing
/he
selection of the metho$ of procurement is $epen$ent on the presence or a*sence of speci=c con$itions of other metho$s of procurement in ections 48 to &4 of the re"ise$ IRR
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ANNUAL PROCUREMENT PLAN .APP/
Degal asis ection of the IRR of RA ;184 Refers to the entiret of the procurement acti"ities that (ill *e un$ertaen * the procuring ntit (ithin the calen$ar ear using the prescri*e$ format re0uire$ * the GPP. hall *e consoli$ate$ * the AC ecretariat from the PPMPs of en$#user units. /he AC shall tae into consi$eration the follo(ing factors ne
ear planning perspecti"e mergenc or Contingenc Eun$ @e.g. lump#sum not more than 4 of M che$ule of Acti"ities @in"ol"e all staehol$ersB No "rocurement s#all :e un)erta+en unless in accor)ance -it# APP 3&
ANNUAL PROCUREMENT PLAN .APP/
All procurement shoul$ *e meticulousl an$ )u$iciousl planne$ * procuring entit
APP shoul$ *e maintaine$ an$ up$ate$ regularl
In the consoli$ation of PPMPs the AC ma a$opt a strateg through (here similar items of procurement are pacage$ into one procurement un$ertaing.
A re"ie( an$ up$ating of the in$i"i$ual PPMPs an$ the APP shall *e $one regularl at least once e"er mos. or as often as necessar. T#e en);user or im"lementing units s#all :e res"onsi:le 6or t#e c#anges to t#e PPMPs4 -#ile t#e *AC $ecretariat s#all :e res"onsi:le 6or t#e consoli)ation o6 t#ese PPMPs into an APP 3
ANNUAL PROCUREMENT PLAN .APP/
'
,
>
< =
% ?
Per PP! "esolution #o$ %&'%&()
+
ame of %rocurement %ro.ect/ 0 %rocurement Management O1ce (%MO'enduser'implementing unit/ 2 Method of %rocurement/
3 5 6 7
4chedule of identied procurement acti"ities/ 4ource of funds/ *ndicati"e A#$/ Other rele"ant descriptions of the pro.ect, if applicable 3
PREPARATION O( APP n o i t r a a " r e P t e g ) * u g n i r D u Upon appro(a! of $u%mit )OPE* udet udet Proposa! to O'ce +i!! $u%mit to )OPE for+ard udet PPMPs to O'ce for AC e(a!uatio $ecretariat n Prepare for Project )OPE & udet O'ce Conso!idati Procuremen on and AC t Re(ie+ Manaemen $ecretariat t P!an End-User Unit "PPMP#
APP ,en GAA* Corporate udet or Appropriation Ordinance %ecomes .na!* PPMPs +i!! %e .na!i/ed and su%mitted to AC $ecretariat for conso!idation and appro(a! of te )OPE0
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PREPARATION O( APP Procedure under the %&(* +"" o "A (-.
)OPE1Appro(i n od2
AC & $ecretariat udet O'ce End-User Unit
$u%mit to udet O'ce for e(a!uatio n
Prepare Project Procuremen t Manaemen
Conso!idati on of PPMPs to Indicati(e APP %2 AC $ec and recommend ation %2 AC of moda!it2
$u%mit Indicati(e APP and %udet proposa! to )OPE1o(ersi t %od2 for appro(a!
APP ,en GAA* Corporate udet or Appropriation Ordinance %ecomes .na!* PPMPs +i!! %e .na!i/ed and su%mitted to AC $ecretariat for conso!idation* to AC for .na! recommendation of moda!it2 and .na! appro(a! of te )OPE
During *u)get Pre"aration 3;
PPMP CON$OLIDATION
•
•
Chec"in* of procurement methods
•
Recommendation of procurement methods by the +AC
Propose procurement methods (%nduser)
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TIP$ IN CON$OLIDATING PPMP$ $ort : T"e o6 Procurement
Goo$s
Infra
Consulting
C#ec+ 6or Items -#ic# can :e merge)
i.e I/ 0uipment !esign an$ uil$ pro)ects 9ce Eurniture etc
C
Common Use $u""lies
NN#C
Mo)e o6 Procurement
$ources o6 (un)s
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RE0I$ION$ ON APP
En);User
*AC 2 *AC $ec
HOPE
Jp$ate %upplement PPMP Consoli$ate PPMP to Jp$ate$% upplemental APP Appro"e Jp$ate$ %upplemental APP 42
ANNUAL PROCUREMENT PLAN .APP/ Procurement $#ort o6 A-ar) )o
facilitate the immediate implementation of procurement , e"en pending appro"al of the 8AA, corporate budget or appropriations ordinance, as the case may be, the %& may underta9e the procurement acti"ities short o award
For
a contract with a period not e/ceedin0 one 1(2 year , the A#$ shall be based on the amount in the appro"ed indicati"e A%% as included in the proposed national budget (&% submied by the %resident to $ongress/ on budget le"els as proposed to the go"erning board for 8O$$s
#o
award o contract shall be made until the 8AA or corporate budget has been appro"ed 43
APP "is-a-"is APP;C$E
APP *eing referre$ to in the IRR of RA ;184 is $i,erent from the APP#C
APP#C ser"es as *asis of !M L P in pro)ecting its in"entor re0uirements sche$uling of acti"ities an$ o"er#all management of the central procurement of common#use goo$s @!M Circular De7er 2>11# O 2>11#aB
Common#use supplies L refers to those supplies an$ materials an$ e0uipment inclu)e) in t#e "rice list o6 t#e P$ (hich are necessar in the transaction of the o9cial *usiness of the procuring entit an$ consume$ in its )a;to;)a o"erations 44
APP;C$E
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PO$$I*LE CON$E@UENCE$ 1. Possi*le CA AMs%!isallo(ances 2. Wastage of Go"ernment Eun$s 3. uspension of 9cials 4. Possi*le a$ministrati"e%criminal lia*ilities &. Pro)ect !elas . Pro)ect Eailures
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PROCUREMENT MONITORING Preparation of PMR
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WHAT I$ MONITORING !e=ne$ as •
•
/racing of inputs acti"ities outputs an$ outcomes of the procurement acti"itF an$ /racing results of current operations on a regular *asis.
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MONITORING AND E0ALUATION It
is the AC (ho shall *e responsi*le for ensuring that the procuring entit a*i$es * the stan$ar$s set forth un$er R.A. ;184 an$ its IRR.
AC
is re0uire$ to prepare a PROCUREMENT MONITORING REPORT .PMR/ in the form prescri*e$ * the GPP.
/he
PMR shall co"er all procurement acti"ities speci=e$ in the APP (hether on#going an$ complete$ from hol$ing of the pre#procurement conference to the issuance of the notice of a(ar$ an$ appro"al of the contract inclu$ing the actual time for each ma)or procurement acti"it.
/he
PMR shall *e appro"e$ an$ su*mi7e$ * the :ea$ of the Procuring ntit @:PB the GPP in printe$ an$ electronic format (ithin 14 c$ after the en$ of each semester. ( &xecuti"e Orders 660, 660-A and 660-#, series of 0;;7 4;
WHY MONITOR Compliance
to R.A. ;184 an$ its IRR
Performance –
–
9cienc ,ecti"eness
Ai$ GPP in crafting policies that
a$$ress (eanesses an$ uphol$ strengths of the Philippine Procurement stem
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PROCUREMENT MONITORING REPORT .PMR/
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MONITORING AND E0ALUATION Monitoring
entails trac+ing o6 in"uts4 acti!ities4 out"uts4 an) outcomes o6 t#e "rocurement acti!it
E5;"ost
e!aluation e5amines t#e "ro8ect outcomes an) im"acts. It is a $etermination of the *ene=ts $eri"e$ from the pro)ect the a7ainment of speci=c targets for e in$icators an$ the sustaina*ilit of the pro)ect.
&2
$U*MI$$ION 2 PO$TING RE@UIREMENT$ •
APP u*mission to the GPP @A 222B an$ posting in the procuring entits (e*site of its APP for CQ 2>12 @ection 1.1 of the IRR of 2B follo(ing the form an$ format $o(nloa$a*le from the GPP (e*site $hanges in the A%%, if any, for the budget year shall be submied to the 8%%# in
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