KC - Procurement Manual May 2011

0 Community-Based Procurement Manual
PREFACE
This edition of the KALAHI-CIDSS Community Based Procurement Manual is
designed to be a user-friendly and comprehensive guide. Major revisions aim
to clarify some of the provisions and provide complete guidance to every
Community procurement activity.
The highlight of revisions include the following:
definition of terms,
elaboration on procedural steps, answers to frequently asked questions
(FAQs) and clarification to guidelines.
This manual is intended for the Barangay Sub-project Management
Committee (BSPMC) particularly the Procurement Team (PT) and the Bids
and Awards Committee (BAC) as guide in their procurement activities. This
manual will also be used by the Area/Municipal Coordinating Teams
(A/MCTs) and Regional Project Management Teams (RPMTs) in providing
Technical Assistance on Community Procurement to the BSPMC; likewise,
external monitors in conducting fiduciary reviews.
This edition has been made possible through the leadership and support of
Assistant Secretary Camilo G. Gudmalin, Deputy National Project Director of
KALAHI-CIDSS Project; Mr. Edgar G. Pato, National Project Manager;
technical inputs from Engr. Benito Cesario Tingson, Chief Infrastructure
Engineer, Engr. Abelardo Cea, Deputy NPMO Infra Engineer, and the
contributions of all the Regional Community Infrastructure Specialsists
(RCIS). The role of Engr. Alfredo D. Tucpi (KALAHI-CIDSS Procurement
Specialist July 200615 May 2011), who was responsible for putting
together the inputs from the various units, is also acknowledged.
CORAZON JULIANO-SOLIMAN
Secretary and National Project Director
KALAHI-CIDSS Project
01 June 2011
TABLE OF CONTENTS
DEFINITION OF TERMS
ABBREVIATIONS; ACRONYMS
4-9
10
CHAPTER 1: INTRODUCTION
Introduction
Scope, Coverage, and Application
Principles in Community-Based Procurement
11
12
12-13
13-14
CHAPTER 2: Possible Types of Community projects Requiring Procurement 15

2.1 Construction, repair and improvement
16
2.2 Common Service Facilities
16
2.3 Others
17
CHAPTER 3: PROCUREMENT POLICIES
CHAPTER 4: COMMUNITY CAPABILITY BUILDING ON PROCUREMENT
4.1 Orientation, Organization & Workshop
4.2 Skills Training & Preliminary Procurement
4.3 Coaching Jobs, Practicum
4.4 Community Procurement Technical Assistance
4.5 Procurement Monitoring of Red Flags
18
20
20
20
20
19
20
CHAPTER 5: PROCUREMENT ORGANIZATION AND FUNCTIONS

5.1 Procurement Team
5.2 Bids and Awards Committee
5.3 Functions of the BAC
21
22
CHAPTER 6: PROCUREMENT PROCESS

6.1 Procurement Planning
6.2 Presentation to the Barangay Assembly
6.3 Finalization of Planned Community Procurement Packaging
6.4 Implementation of the Planned Community Procurement Packaging
6.5 Monitoring Procurement Compliance
6.6 Billboards
25
26
32
32
36
39
CHAPTER 7: MODE OF IMPLEMENTATION

7.1 By Contract
7.2 By Community Force Account
40
41
41-42
CHAPTER 8: PROCUREMENT METHODS

8.1 Prior Review Requirements
43
44-46
22
23
32
CHAPTER 9: PROCUREMENT PROCEDURES BY METHODS

9.1 Local Shopping
9.2 Direct Contracting
9.3 Community Force Account
9.4 Local Bidding
CHAPTER 10: PROCUREMENT MONITORING
47
48-59
60-65
66-67
68-85
86
LIST OF ANNEXES
INSTRUCTIONS TO BIDDERS
CONDITIONS OF CONTRACT
FORM OF BID
FORM OF CONTRACT AGREEMENT
BANK GUARANTEE FOR ADVANCE PAYMENT
G150
FORM OF BID SECURITY (BANK GUARANTEE)
EVALUATION FORM PROCUREMENT OF WORKS
RESOLUTION TO AWARD
NOTICE OF AWARD
NOTICE TO COMMENCE
PERFORMANCE SECURITY (BANK GUARANTEE)
BIDDING DATA
CANVASS FORM FOR GOODS
ABSTRACT OF QUOTATION/CANVASS
PURCHASE ORDER
INVITATION TO QUOTE-FOR WORKS UNDER LOCAL SHOPPING
ABSTRACT OF QUOTATION FOR WORKS
INVITATION FOR DIRECT CONTRACTING FOR LABOR
DIRECT CONTRACT AGREEMENT FOR LABOR
INVITATION TO BID-FOR WORKS UNDER LOCAL BIDDING
INVITATION TO BID-FOR GOODS
ABSTRACT OF CANVASS FOR LOCAL SHOPPING
EMPLOYMENT RECORD SHEET
SUPPLEMENTAL AGREEMENTS (LS Goods for fuel only)
CONTRACT AGRREMENT (LS for Works Fabrication Works)
CANVASS FORM FOR LEASE OF EQUIPMENT (Goods)
PURCHASE ORDER (For equipment services)
EQUIPMENT LEASE AGREEMENT (Works)
REQUEST FOR QUOTATION FOR TAF
SERVICE CONTRACT AGREEMENT
QUALIFICATION STANDARS FOR SERVICE PROVIDERS and TERMS OF
REFERENCE
PASS/FAIL CHECKLIST
NOL REVIEW REPORT (LOCAL SHOPPING FOR WORKS and
BIDDING GOODS AND WORKS)
SUGGESTED FORMAT IN PREPARING POST-QUALIFICATION REPORT
PLANNED COMMUNITY PROCUREMENT PACKAGING FORM
SCHEDULE OF IN-KIND LOCAL COUNTERPART CONTRIBUTION
ACTUAL COMMUNITY PROCUREMENT PACKAGING
PROCUREMENT ACTION PLAN and FORM
ANNEX A DIRECT CONTRACT AGREEMENT OF LABOR
BID BULLETIN SAMPLE FORMAT
ACKNOWLEDGMENT RECEIPT
SITE VISIT CERTIFICATE
CF PROCUREMENT RED FLAGS MONITORING FORMS
87-91
91-97
98
99-101
102
103
104
105
106
107
108
109-110
111
112
113
114-115
116
117-118
119-120
121-122
123-124
125
126
127
128
129-130
131
132-136
137-138
139-144
145-149
150
151-157
158-159
160
161
162
164
165
166-167
168
169
170
2-A
Local Bidding for Goods
2-B
Local Shopping for Goods
2-C
Local Shopping for Works
2-D
Local Bidding for Works
2-E
Direct Contracting for Works
2-F
Direct Contracting for Goods
RPMO No Objection Letter (Suggested Format)
DOCUMENTS FILING CHECKLISTS
1-A
Community Force Account
1-B
Direct Contracting of Works
1-C
Local Shopping of Works
1-D
Local Bidding of Goods
1-E
Local Bidding of Works
1-F
Direct Contracting of Goods
1-G
Direct Shopping of Goods
190
191
192
193
194
195
196
CHAPTER 11: GUIDELINES AND CLARIFICATIONS
197
GUIDELINES ON THE USE OF DIRECT CONTRACTING OF LABOR
198-199
CLARIFICATION ON THE USE OF SPECIAL POWER OF ATTORNEY

(SPA) and SUB-CONTRACTING IN KALAHI-CIDSS: KKB PROJECT
200
REQUIREMENT FOR PHILIPPINE STANDARDS (PS) QUALITY

AND/OR SAFETY CERTIFICATION MARK OF CONSTRUCTION
MATERIALS USED FOR COMMUNITY PROJECTS
201
CLARIFICATION ON THE METHOD OF PROCUREMENT TO BE USED

FOR RENTAL AND PROCUREMENT OF HAND TOOLS FOR COMMUNITY
PROJECTS
202
CLARIFICATION AND ENHANCEMENT ON THE PROCUREMENT METHOD

FOR RENTAL OF EQUIPMENT USED IN COMMUNITY PROJECTS
203-205
GUIDELINES ON CONTRACT TERMINATION
205-210
GUIDELINES IN SUSPENSION / BLACKLISTING / DELISTING OF

CONTRACTORS, MANUFACTURERS, SUPPLIERS AND DISTRIBUTORS
211-220
GUIDELINES IN UDERTAKING VARIATION / CHANGE ORDER OF

COMMUNITY PROJECTS
GUIDELINES ON NEGOTIATED PROCUREMENT
GUIDELINES IN EVALUATING PERFORMANCE of SUPPLIERS and
CONTRACTORS
170-172
173-174
176-178
179-181
182-184
185-187
188
219-222
223-225
226-230
GUIDELINES ON UNBALANCED QUOTATION/BIDS
231-234
GUIDELINES ON WARRANTY, LIABILITY and SANCTIONS in

KALAHI-CIDSS Procurement
235-237
GUIDELINES: PROCUREMENT OPTIONS ON COMMUNITY PROJECTS

AFFECTED BY PRICE ESCALATION
EVALUATION OF BIDS/QUOTATION USING EXCEL FORMAT
238
239-242
DEFINITION OF TERMS
Abstract of Bids/Record of Bid Opening The corresponding document prepared by
the BAC after all bids have been received, opened, examined, evaluated and ranked.
Advance payment Refers to any payment made prior to the delivery and acceptance of
Goods, Works, or Consulting Services.
BAC The Bids and Awards Committee.
Bid (Bid proposal) is a signed offer coming from a supplier/contractor interested to
provide goods or undertake infrastructure work for the community.
Bid Evaluation The process of determining the Bidder with the Lowest Calculated and
Responsive Bid/Quotation (LCRB/Q) or the Highest Rated Bid (HRB) in case of consultancy
services.
Bid Opening Date The date specified in the Invitation to Bid (ITB) for the opening of
bids.
Bid Security- is required to ensure that the successful bidder shall, within five calendar
days from receipt of the Notice of Award, sign the contract with the BSPMC. It
could be in the form of cash, check, bank draft, letter of credit or bank guarantee
that serves as a guarantee that the successful bidder shall not default on his offer,
and shall enter into contract with the BSPMC and furnish the performance security.
The bid security shall be returned to the bidders only after the successful
bidder has signed the Contract and posted the performance security, except
if the bidder fails to comply with all the requirements and the bid is marked
failed.
Bidder, who wants to present cash as bid security, shall be instructed to
deposit the amount to the communitys bank account and to attach the
machine validated deposit slip to the bid documents to be placed in a
sealed envelope.
Bid Validity A period indicated in the bidding documents, but in no case shall exceed
sixty (60) calendar days from the date of the opening of bids, wherein a Bid Security is
considered valid.
Bidder An individual or entity that submits a bid. The term includes anyone acting on
behalf of the individual or other entity that submits a bid, such as agents, employees, and
representatives. More specifically, a contractor, manufacturer, supplier, distributor and/or
consultant competing for the award of a contract in any government procurement.
Bidding Documents. The documents issued by the BAC as the bases for bids,
furnishing all information necessary for a prospective bidder to prepare a bid for the
infrastructure projects, goods and/or consulting services required by the procuring entity.
Blacklisting To place on, or as if on, a list of persons or organizations that have incurred
disapproval or suspicion or are to be boycotted or otherwise penalized.
Brand Name A trade name or product name, which identifies a product as having been
made by a particular manufacturer.
Calculated bid price The price of a bid, after taking into account minor arithmetical
corrections to consider computational errors, omissions and discounts, if allowed.
Collusion An agreement between two or more persons, to commit acts to accomplish a
fraudulent or deceitful purpose.
Competitiveness A principle in KC procurement that allows broad participation by
eligible and qualified suppliers, contractors, consultants to put forward offers for a
community project.
Competitive Bidding (Public Bidding) A method of procurement which is open to
participation by any interested party and which consists of the following processes:
advertisement, pre-bid conference, receipt and opening of bids, evaluation of bids, postqualification, and award of contract.
Communication costs mail, internet rental, and fax costs, plus cost of advertising,
meetings, internet/web posting, and other costs incurred for the dissemination of
information about the bidding.
Conference Notice A formal written communication sent to the participants of the
conference (such as the Pre-procurement, Pre-bid and Post-Award Conference) informing
them when and where the conference will be held.
Conflict of Interest a situation in which a public official's decisions are influenced by
the official's personal interests.
Consulting Services refer to services provided by external technical service providers 1
or professional expertise that are beyond the capacity of the BSPMC or Local Government
Unit (LGU) staff to undertake such as but not limited to feasibility studies; design;
construction supervision; services for capability building types of community projects; and,
special studies.
Consolidated Blacklisting Report A report issued by the GPPB that contains a list of
people and/or organizations that are barred from participating in any Government
procurement project.
Contract a meeting of minds between two persons whereby one binds himself, with
respect to the other, to give something or to render some service. Article 1305, New
Civil Code, Republic Act No. 386
A promise or a set of promises for the breach of which the law gives a
remedy, or the performance of which the law in some way recognizes a
duty.
An agreement, upon sufficient consideration, to do or not to do a particular
thing.
A promise enforceable by law.
Contract Completion Project sign-off or acceptance of the project/goods by the enduser.
Contract Implementation The execution of a contract, covering the following
milestones: effectivity of the contract; contractors performance of his contractual
obligations; procuring entitys performance of its contractual obligations, as specified in
1
Service providers referred to in these guidelines pertain to suppliers, contractors and consultants.
the Contract; final acceptance or project sign-off; all other related activities; and payment
by the Procuring Entity.
Contractor One who undertakes to perform a work or service, or supply goods for a
public or private entity.
Contract Termination Ending of a contract prior to its completion.
Corrupt practice the offering, giving, receiving, or soliciting of any thing of value to
influence the action of a public official in the procurement process or in contract execution.
Compare fraudulent practice.
Cost Recovery Component Direct and indirect costs accounted for in determining the
price of Bidding Documents to be sold to interested suppliers/contractors.
Defects Liability Period - refers to the period from the date of issuance of Certificate of
Completion of the works as certified by the BSPMC Chairman up to the date within
which, the contractor shall still be liable for defects, shrinkage or other faults as
determined by BSPMC. The contractor shall execute all such work needed to
amend, reconstruct, or remedy at his own cost.
Development Cost Costs incurred in developing the original content of the documents,
designs, plans and specifications. The design cost may be excluded if the same is to be
included in the capitalized cost of the project which is to be recovered from the usage of
the completed project facility.
Direct Costs - Costs directly incurred such as development, reproduction, and
communication costs allocated to the bidding activity.
Disclosure The act of disclosing, uncovering, or revealing.
Disqualification The act of barring a bidder from further participation in the
procurement at hand, even if, in some instances, it has initially been declared eligible or
post-qualified.
Eligible Bidder A contractor, manufacturer, supplier, distributor or consultant who
meets all the eligibility requirements issued by the BAC.
Eligibility Refers to the status of a Bidder in relation to its legal, technical and financial
competence to comply with the requirements of the contract to be bid, as shown by
eligibility documents submitted to and checked by the BAC.
Eligibility Requirements - refer to qualifications set by the BAC for participating bidders.
Some examples of qualifications are:
Suppliers must have a SEC Registration, mayors permit or municipal
license, or the Cooperative Development Authority, if a cooperative;
Contractors for works must be either a duly licensed Filipino citizen or a
sole proprietorship, or a duly registered partnership or corporation;
Estimated Budget for the Contract The budget for the contract duly approved by the
BSPMC which will serve as the agency estimate.
Evaluated Bid - refers to the corrected bid after evaluation has been completed.
Force Majeure see Fortuitous events.
Fortuitous events/Force majeure An event which could not be foreseen, or which
though foreseen, was inevitable.
Fraudulent practice Misrepresentation of facts in order to influence a procurement

process or the execution of a contract to the detriment of the BSPMC.
Goods
These include supplies, materials and purchase of equipment, trucking and

hauling.
Examples: construction materials, seedlings/seeds (for prevention of erosion),
hand tools and including office supplies for use by the BSPMC in its
operations.
Incidental Services services supplementary to the supply of the Goods, such as

transportation and insurance; installation, provision of technical assistance, training, and
other such obligations of the Supplier covered under the contract or purchase order.
Indirect Costs - Costs indirectly incurred such as overhead, supervision,
administrative costs allocated to the bidding activity. Compare Direct Costs.
and
Ineligible Bidder A contractor, manufacturer, supplier, distributor or consultant who

fails to meet any or all of the eligibility requirements.
Infrastructure Projects (Civil Works) Include the construction, improvement,
rehabilitation, demolition, repair, restoration or maintenance of roads and bridges,
railways, airports, seaports, communication facilities, civil works components of
information technology projects, irrigation, flood control and drainage, water supply,
sanitation, sewerage and solid waste management systems, shore protection,
energy/power and electrification facilities, national buildings, school buildings, hospital
buildings, and other related construction projects of the government.
Inspection Examination and/or testing of merchandise to determine whether it has
been received in the proper quantity and condition and to verify that it conforms to the
applicable specifications.
Latent Defect A defect that is not apparent to the buyer by reasonable observation. A
latent defect is hidden or one that is not immediately determinable.
Liquidated Damages Damages agreed upon by the parties to a contract, to be paid in
case of breach thereof.
Minor Deviations are deviations in the bid that can be corrected. Some examples are
the following:
Computational error such as when the total amount is not equal to the unit
cost times the number of units. In this case, it is the unit cost, which
should be taken as the correct amount, and the total price should be
corrected.
Discounts which do not have pre-conditions should be applied to the total
price to get the net amount
Minor deviations shall be corrected and adjustments shall be computed to
determine the calculated price.
Major Deviations - are deviations which affect in a substantial way the scope, quality or
performance of the works; which limits the communitys rights under the contract;
or one that if corrected would affect unfairly the comparative position of other
bidders.
The following are examples:
Bid contains a different design that does not respond to the contract plans
and specifications;
Stipulates price adjustment when bid price should be fixed given the short
duration of the contract;
Proposed timeframe of implementation does not conform to the required
period
Bid contains provision to exempt the bidder from some critical provisions of
the contract.
Motion for Reconsideration In procurement, it is an application made to the BAC for

the purpose of obtaining a rule or order setting aside a previous decision.
Negotiated Procurement An alternative method of procurement of goods,
infrastructure projects and consulting services, whereby the BSPMC directly negotiates a
contract with a technically, legally and financially capable supplier, contractor or
consultant.
Notice of Award The document issued by the BSPMC to the bidder to whom the
contract is awarded.
Notice of Post-qualification The document issued by the BAC to the bidder with LCB or
HRB whose bid is found responsive subjected for post-qualification evaluation.
Notice to Proceed The document issued by the BSPMC to the winning bidder to proceed
with the implementation of the contract.
Observer One who is invited to attend and observe all stages of the procurement,
especially: the pre-bid conference; opening of bids; bid evaluation; post-qualification;
contract award; and special meetings of the BAC.
Patent Defect A defect that is apparent to the buyer on normal observation. An
apparent or obvious defect.
Performance Security A security posted by the winning bidder to guarantee the faithful
performance by the same of its obligations under the contract prepared in accordance with
the bidding documents.
Post-qualification The process of validating and verifying the documents, information
and statements made in the Eligibility Documents by the Bidder who submitted the Lowest
Calculated and Responsive Bid/Quotation, as well as ascertaining the said Bidders
compliance with the legal, financial and technical requirements of the bid.
Post-qualification Report The report prepared by the TWG containing the
findings/results of the post-qualification conducted on the bidder with the LCRB or HRB, as
the case may be.
Pre-bid Conference is the forum where the Procuring Entitys representatives and the
Prospective Bidders discuss the different aspects of the procurement at hand.
Pre-procurement Conference is the forum called by the BAC for procurements
undertaken through public bidding, where all officials involved in the procurement meet
and discuss all aspects of the transaction, including the technical specifications, the
Estimated Budget for the Contract, the applicability and appropriateness of the
recommended method of procurement and the related milestones, the bidding documents,
availability of the pertinent budget release for the project / contract, among others.
Procurement The acquisition of Goods, Consulting Services, and the contracting for
Infrastructure Projects by the BSPMC.
Project Implementation Unit The unit created through an Executive Order that is
primarily responsible for implementing and managing a community project.
Procurement Package is a group of similar goods that can be purchased from one
supplier or work items that can be performed or implemented by a single contractor.
Protest A formal declaration made by a person interested or concerned in some act to
be done, or already performed, whereby he expresses his dissent or disapproval, or affirms
the act against his will. The object of such declaration is usually to save some right which
would be lost to him if his implied anent could be made nil, or to exonerate himself from
some responsibility which would attach to him unless he express negatively his assent.
(Blacks Law Dictionary, 5th Ed.)
Reproduction cost labor, supplies and equipment rental costs incurred in the
reproduction of the documents e.g. photocopying, blue printing, etc
Request for Clarification A written request submitted by the bidder to the BAC, asking
the latter to clarify a particular provision of the Bidding Documents.
Request for Proposal Bidding document for Consulting Services. Also called Request
for Quotation.
Responsive bid is a solicited bid is determined to be in substantial conformance with
the conditions, completion or delivery requirements, and specifications detailed in the
invitation-to-bid (ITB), request for proposals (RFP), request for quotations (RFQ), or
request for tenders.
Retention Money - refers to the amount retained from progress payment to cover
uncorrected discovered defects and third party liabilities. This is equivalent to 10%
of all progress payments. Upon issuance of Certificate of Completion by the BSPMC
through the recommendation of the Project Supervisor, 100% of the retention
money is returned to the contractor. It is understood that the Contractor is still
liable to BSPMC under Defects Liability Period provision of the contract.
For performance guarantees in the form of cash for contracts that are nearing thee
end of KALAHI-CIDSS project, such guarantee shall be replaced with a bank
guarantee from a reputable bank.
Spare parts Refer to extra components, equipment, tools, instruments or parts of
machinery or apparatus that replace the ones that are damaged or worn out.
Specification - A description of what the purchaser requires and what a bidder must offer.
- A detailed description of design criteria for a piece of work or
material.
Splitting of Contracts/Packages is the act of dividing or breaking up of contracts into
smaller quantities and amounts, or dividing contract implementation into sub-contracts but
it can be undertaken/procured as one contract to circumvent or subvert the procurement
method.
Standard The established and fixed measure used in assessing quality or performance.
Subcontractor One who takes a specific part of the work undertaken by the principal
contractor. (Blacks Law Dictionary, 5th Ed.)
Submitted bid price The bid price as indicated in the financial proposal submitted by
the bidder.
Supplemental/Bid bulletin A notice issued by the Procuring Entity to Prospective
Bidders with respect to any clarifications or modifications in the Bidding Documents,
including those affecting the technical specifications, eligibility requirements, procurement
schedule, and other similar matters.
Technical Bid One of two components comprising a bid, the other being Financial Bid.
Tender See Bid.
Warranty An undertaking by the supplier, manufacturer or distributor to guarantee that
it will correct any manufacturing defects of the goods procured by the BSPMC.
ACRONYMS; ABBREVIATIONS
AC
ACT
AIT
BA
BAC
BDC
BSPMC
CC
CD
DAC
DSWD
CERS
CF
CFA
CSO
DA
DAC
DC
DENR
DPWH
CPP
DC
GOP
KALAHI- CIDSS
KKB
LCCQ
LCRB
LGU
LS
LB
MAO
MCA-P
MCC
MIT
NOA
NOL
NPMO
NPMT
NRM
NTP
OR
PIT
PO
POs
POW
PT
TWG
RIE
RPM
RPMO
RTA
WB
WD
Area Coordinator
Area Coordinating Team
Audit and Inventory Team
Barangay Assembly
Bid and Award Committee
Barangay Development Council
Barangay Community Project Committee
Conditions of Contract
Calendar Days
Deputy Area Coordinator
Department of Social Welfare and Development
Community Employment Record Sheet
Community Facilitators
Civil Society Organization
Department of Agriculture
Deputy Area Coordinator
Direct Contracting
Department of Environment and Natural Resources
Department of Public Works and Highways
Community Procurement Plan
Direct Contracting
Government of the Philippines
Kapit-bisig Laban sa Kahirapan-Comprehensive and Integrated
Delivery of Social Services
Kapangyarihan at Kaunlaran sa Barangay
Lowest Calculated and Complying Quotation
Lowest Calculated and Responsive Bid
Local Government Unit
Local Shopping
Local Bidding
Municipal Agricultural Officer
Millennium Challenge Account-Philippines
Millennium Challenge Corporation
Monitoring and Implementation Team
Notice of Award
No Objection Letter
National Project Management Office
National Project Management Team
Natural Resources Management
Notice to Proceed
Official Receipt
Project Implementation Team
Purchase Order
Peoples Organizations
Program of Works
Procurement Team
Technical Working Group
Regional Infrastructure Engineer
Regional Project Manager
Regional Project Management Office
Resolution to Award
World Bank
Working Days
CHAPTER 1 |
INTRODUCTION
Scope, Coverage, and Application
Principles in Community-Based Procurement
1. Introduction
Procurement is one of the most critical activities in
community project implementation. It refers to the
purchase of all the goods, supplies, and materials
needed by the community project. It also refers to
the contracting of the entire or a portion of the works
in an infrastructure community project.
It is the most sensitive
disbursement of funds.
because
it
involves
Since the Kalahi-CIDSS Project (KC Project) aims to

empower communities by giving them control over
the resources and implementation of community
projectss, the communities through the Barangay
Community Project Management Committee (BSPMC)
is responsible for procurement. They have the
authority to make decisions but they are also
accountable for ensuring the quality of the goods and
services are based on the technical specifications.
They also ensure that the award is made using the criterion of Lowest Calculated and
Responsive Bid/Quotation. At the same time, they have to make sure that transparency
is observed and fair competition among qualified contractors and suppliers are
undertaken.
2. Scope, Coverage, and Application

2.1. Coverage
The manual will be used for all procurement activities by the BSPMC for the
KALAHI-CIDSS project and may be used for projects funded by other funding
donors following the projects processes.
2.2. Scope
The provisions shall apply to the procurement of goods, works, and consulting
services whether the funds are local counterparts or from the grant.
The provisions of this manual will only cover approved procurement packages based
on the approved Planned Community Procurement Package (PCPP) and will not
cover the acquisition of right-of-way site or location of infrastructure projects and
leasing of government-owned facilities.
2.3. Application
The procurement procedures provided in this manual shall apply to the following:
1. Goods - These include supplies, materials, and purchase of
equipment, lease of equipment 2, trucking and hauling.
Examples: construction materials, seedlings/seeds (for prevention of
erosion), hand tools, and including office supplies for use by the
BSPMC in its operations.
2. Works refer to civil/infrastructure and all types of physical works
such as construction, improvement, upgrading, roads and bridges,
irrigation, flood control and drainage, water supply, electrification
facilities, buildings, fabrication of equipment and structural parts, Natural
Resources Management (NRM) activities, solid waste management
system and physical works that require labor.
3. Consulting Services refer to services provided by external
technical service providers 3 or professional expertise that are outside
the capacity of the BSPMC or Local Government Unit (LGU) staff to
undertake such as but not limited to feasibility studies; design;
construction supervision; services for capability building types of
community projects; and, special studies.
3. Principles in Community-Based Procurement

Fairness (Fair dealing) - it is competitive by extending equal opportunity to
enable private contracting parties who are eligible and qualified to participate in
public procurement. Service providers should be treated fairly and without unfair
discrimination, including protection of commercial confidentiality where required. A
competitive procurement process treats service providers equitably and provides
fair grounds for competition among themselves, thereby ensuring that no single
service provider significantly influences the outcome of the procurement.
Effectiveness it should be simple and applicable to the community and the
processes should be carried out as cost effective as possible.
Economy The BSPMC shall use the Lowest Calculated and Responsive Bid 4 /
Quotation 5 and the most advantageous to the BSPMC as criteria for selection of
service providers.
Transparency - transactions during procurement process and implementation must
be transparent. There should be openness and clarity on procurement policy and its
delivery. Toward this end, posting in the regional newspapers (for bidding) and in
conspicuous places within the Region, Province, Municipality or Barangay, in
television or radio stations or any other possible means, as the case maybe, is
required for all procurements. Moreover, the BSPMC-BAC must invite the Technical
2
When leasing for equipment, the nature of the activities will define if it is categorized as goods or works. Categorization and
procedures are provided in the guidelines for Lease of Equipment to further understand the details when renting/leasing
equipment.
3
Service providers referred to in this manual pertain to suppliers, contractors and consultants.
4
The term Bid applies to thresholds under local bidding.
5
The term Quotation applies to thresholds under local shopping.
Working Group (TWG) to provide technical assistance. The BAC shall also invite
representatives from the LGU COA in the Municipality, Civil Society Organizations,
local government officials, Area Coordinator, Deputy Area Coordinator, Head of the
Barangay Audit and Inventory Committee and other interested members to observe
any or all stages of the procurement process. Finally, each procurement transaction
must be properly documented and such records must be maintained and made
available at the BSPMC office/s.
Accountability all officials directly or indirectly involved in the procurement
process as well as in the implementation of the contracts and the private parties
when warranted by circumstances, investigated and held liable for their actions
thereto.
CHAPTER 2 |
POSSIBLE TYPES OF COMMUNITY
PROJECTS REQUIRING
PROCUREMENT
Construction, repair and improvement
Common Service Facilities
Others
The following are some examples of community projects which would involve
procurement.
2.1
Construction, repair and improvement / upgrading of

small scale infrastructure
1. Construction/Improvement/Upgrading of
Barangay roads and bridges
2. Construction of Multi-purpose buildings
3. Post harvest facilities
4. Small-scale communal irrigation projects
5. Classrooms for basic education
(Elementary and High
School)
6. Sanitation facilities (toilets)
7. Barangay Health Station
8. Day care centers
9. Flood control facilities
10. Domestic water supply systems
a. Level I Water System
b. Level II Water System
2.2
Common Service Facilities

1. Fabrication works
2. Manufacturing / Processing facilities (e.g. meat, vegetables, etc)
3. Equipment for common facilities for production, harvest, drying, processing,
storage
2.3
Others
1. All other approved community projects not mentioned above, provided it is not
within the negative list 6.
Negative list includes acquisition of land; building or repair of government offices, meeting halls and places of worship;
environmentally hazardous materials, such as, chainsaws, explosives, pesticides, herbicides, insecticides, asbestos and other
potentially dangerous materials; international travel; and maintenance and operation of infrastructure built from project funds;
assistance to, or training of, the military, police, national guard, or other quasi-military organization or unit; and to pay for the
performance of abortions as a method of family planning or to motivate or coerce any person to practice abortions, to pay for the
performance of involuntary sterilizations as a method of family planning or to coerce or provide any financial incentive to any
person to undergo sterilizations; or any activity or funds relating to trafficking of person/s. Note: Any proposed projects intended
to benefit commercial logging, (provided this shall not include tree removal incidental to the project), must be sent to the funding
donor for review prior to project approval.
CHAPTER 3 |
PROCUREMENT POLICIES
3.1 Procurement for the community project shall be the responsibility of the
community through the Barangay Community Project Management Committee
(BSPMC). A Procurement Team composed of at least three community volunteers
elected by the barangay assembly shall assist the BSPMC.
3.2
Transparency should be practiced in all stages of the procurement process.
From the public announcement of invitation to quote or to bid, awarding of
contracts, contract implementation to payment to suppliers, contractors and local
workers, the BSPMC should ensure that transparency is observed. This shall be
achieved through conduct of barangay assemblies and posting of notices and
reports in the Kalahi-CIDSS: KKB billboards or bulletin boards within the barangay.
3.3
The BSPMC shall use the Lowest Calculated and Responsive Bid/Quotation as
the criterion for selection of suppliers and contractors. This criterion shall be
publicly announced to the community and to all interested parties.
3.4
The Project prescribes the procurement methods and procedures to be used.
These are contained in this revised manual and should be followed strictly by
participating communities.
3.5 Section 4 of Government Procurement Reform Act, R.A. 9184 provides that any
treaty or international or executive agreement affecting the subject matter of this
Act to which the Government of the Philippines is a signatory shall be observed.
For MCC: The Compact Agreement signed between the funding donor (for MCC)
and the Government of the Philippines provides that Funding will be granted to
DSWD to plan and implement community-chosen sub-projects in accordance with
the Kalahi-CIDSS Project manuals approved by MCC. Thus, the procurement
procedures provided for in this Community Procurement Manual, as acceptable to
MCC shall be followed.
3.6
Participating communities which violate the prescribed procurement policies,
methods and procedures are liable for sanctions and will be penalized. Procurement
that does not follow guidelines will be disallowed and grant funds used will be
returned to the KC Project. Depending on the degree of violation, the sanctions can
range from disallowance, suspension of further fund releases, and withdrawal of the
community project. If there are anomalous transactions, persons responsible will be
charged with civil and/or criminal cases.
3.7 Blacklisted and suspended suppliers, contractors and consultants by private and
Government entities shall not be allowed to participate in KALAHI-CIDSS
procurement.
3.8 For MCC-funded subproject/s:
The Millennium Challenge Account-Philippines

must review the following contracts: (i) every procurement (for goods or works)
amounting to PhP 2,500,000 or higher; and (ii) fifty (50) randomly-picked (by MCAP) procurements from or within the whole area of KC-MCC coverage per cycle,
regardless of amount. Where applicable, this review may take place at the same
time as the prior review requirements listed in section 8 of this manual. Other
procedures for eligibility verification, including review against the blacklist
maintained by the Philippine Contractors Accreditation Board (PCAB) can be used.
CHAPTER 4 |
COMMUNITY CAPABILITY
BUILDING ON PROCUREMENT
Orientation, Organization & Workshop
Skills Training & Preliminary Procurement
Coaching Jobs, Practicum
Community Procurement Technical Assistance
Procurement Monitoring of Red Flags
4.1
Orientation, Organization and Workshop

Prior to the Municipal Inter-Barangay Forum (MIBF), orientation, organization and
workshop on procurement are given to community volunteers, to enable them to
package and plan community procurement. The expected output of the workshop is
the Planned Community Procurement Package (PCPP).
4.2
Skills Training and Preliminary Procurement

In line with the readiness filter, preliminary procurement will be undertaken.
Skills training on procurement will be given to the volunteers with the Deputy Area
Coordinator (DAC) as the resource person.
4.3
Job Coaching and Practicum

In the implementation, the Deputy Area Coordinator (DAC) will conduct job
coaching on the procurement. Practicum is required for the community volunteers.
Popularization of Community Procurement Primers using local dialects is advised at
this stage.
4.4
Community Procurement Technical Assistance

During the course of the implementation of the community project, the Deputy Area
Coordinator (DAC) should provide technical assistance to the community volunteers
relative to the procurement and contract management.
4.5
Procurement Monitoring Of Red Flags

The community volunteers will encounter red flag of abnormalities in the conduct of
procurement activities. These red flags will provide a signal for the Area/Municipal
Coordinating Team (A/MCT) and Regional Project Management Team (RPMT) to
intensify supervision and undertake corrective measures. The community
volunteers should be briefed regarding the Community Facilitators Red Flag
Procurement Monitoring Form 7.
The Community Facilitators Red Flag Procurement Monitoring Form can be found in the procurement manuals annexes.
CHAPTER 5 |
PROCUREMENT ORGANIZATION
AND FUNCTIONS OF THE
PROCUREMENT TEAM
Procurement Team
Bids and Awards Committee
Functions of the BAC
BARANGAY SUB-PROJECT ORGANIZATION

STRUCTURE
B arang ay As s e mbl y
B a ranga y De ve lopme nt C ouncil
Br g y.
Re p r es e n tatio n
T e am (B RT )
P roj.
P re pa ra tion
T ea m (P P T )
B aran g ay S u b P ro jec t Mg mt.

C o m. (B S P MC )
A u d it &
In ve n tor y
T e am
(A IT )
Bid s an d
A w ard s
C o m m ittee
(BA C )
O pe ra tion &
Ma inte na nc e
C om m ittee
(O & M)
B rg y. T rea sure r
S e c re ta ry
B ookke epe r
P roc ureme nt
T ea m (P T )
P roje c t
Im pleme nta tion
T ea m (P IT )
Monitoring &
Inspe c tion Tea m
(MIT )
This section elaborates on the formation of a Procurement Team within the BSPMC.
5.1
Procurement Team
The Barangay Assembly (BA) members elect at least three members of the
Procurement Team during the Second Barangay Assembly (2nd BA).
While the membership is elected 8, the minimum qualification should be at least
high school level or graduate. However, if there are elementary graduates that have
experience in local procurement, they are also welcome provided they are dedicated
to do the tasks. It is clarified that while the membership is elected, it does not
mean that any member of the community can be a PT member. Furthermore, it is
clarified that the selection with minimum qualification is not defeating the principle
of inclusion but rather ensuring that fiduciary requirements are complied in
accordance with this manual.
The Procurement Team shall be in charge of activities required to facilitate
acquisition of all supplies, materials, equipment, labor from suppliers and
contractors.
Specific Functions of the Project Procurement Team
Prepares procurement documents
Acts as Canvassers
Prepares and finalizes Planned Community Procurement Packaging (PCPP) & Community
Employment Record Sheet (CERS) with the assistance of DAC
Assists in the presentation of PCPP and CERS during Barangay Assembly
Receives and records bids/quotations
Acts as Secretariat to the Bids and Awards Committee
Assists in updating the status of ACPP and CERS

Prepares evaluation report of performance of suppliers/contractors
Elected in this statement to mean chosen from at least high school level or graduate.
To be effective in their work, the Barangay Community Project Management

Committee Members and the Procurement Team members should undergo the
following:
1. Comprehensive Orientation Workshop on the Kalahi-CIDSS
2. Procurement Training which covers the procurement policies, alternative
procurement methods and procedures, monitoring and reporting.
3. Workshop of the preparation of Planned Community Procurement Packaging
(PCPP) should be conducted before Community Project Implementation.
The Regional Project Management Team shall provide technical assistance and
monitor the conduct of these activities.
5.2
Bids and Awards Committee (BAC)

Each BSPMC shall establish a single BAC for its procurement. The BSPMC may use
the existing BAC (previously created during Cycle 1 and Cycle 2) or create a new
BAC (for Cycle 2 and Cycle 3) with the following composition:
1. Barangay Treasurer
2. Chairperson of the Community Project Preparation Committee
9
3. One member to be elected by BSPMC Executive Committee . Elected barangay
officials are disqualified. - Legal Reference: RA 7160, Section 109, Item Number 3, states that ... The
Barangay Officials shall Monitor and evaluate the implementation of national or local programs and projects.
The BAC members shall elect the

BAC
chairperson.
The
BSPMC
Chairperson, as approving authority
on all transactions, is disqualified to
be a BAC member and the Barangay
Treasurer is disqualified to head the
BAC.
The
LGU
COA
Auditor,
Barangay Captain, Area Coordinator,
Deputy Engineer and the Barangay
Audit and Inventory Committee
Head will be invited to sit as nonvoting members. Other interested
parties are also encouraged to
observe the BAC proceedings.
For the procurement of Consultancy
services or service provider chargeable to the Technical Assistance Fund (TAF)
especially the new municipalities where no established BSPMC composition yet,
the BAC will be coming from the lead barangay comprising of the Treasurer,
Project
Preparation team (PPT) Chairperson and the Barangay Representation
Team (BRT) Chairperson.
A Technical Working Group (TWG) shall be formed with the assistance of the Area
Coordinating Team. The TWG shall assist the BAC in bid evaluation and shall be
composed of the following:
The BSPMC executive committee is composed of the BSPMC chairperson and heads of teams under the BSPMC.
1. Area Coordinator or Deputy Area Coordinator

2. Municipal Engineer/Municipal Agricultural Officer/CENRO/MENRO (depends on
the type of contract)
3. Supervising Community Project Engineer/Leadman/Foreman (if municipal
engineer is not available)
4. Roving Bookkeeper
5. Volunteer professionals in the community (if any)
5.3
Functions of the BAC

The BAC shall have the following functions:
1.
2.
3.
4.
5.
6.
Advertises and /or posts the invitation to bid

Conducts pre-procurement and pre-bid conferences
Determines eligibility of prospective bidders
Receives bids
Conducts the evaluation of bids with assistance of the TWG
Undertakes the post-qualification proceedings, including forwarding to the ACT
TWG the contractors/suppliers for eligibility verification 10 proceedings where
applicable (For MCC-funded project/s only).
7. Recommends the award of contract to BSPMC Chairperson. When BSPMC
Chairperson disapproves the recommendation, such disapproval shall be based
on valid, reasonable and justifiable grounds to be expressed in writing, copy
furnished the BAC.
8. Performs such other related functions as may be necessary, including the
creation of Technical Working Group from a pool of technical, financial and/or
legal experts to assist in the procurement process
The BAC shall also be responsible for ensuring that the BSPMC follows the standards
outlined in this Community-Based Procurement Manual. The BSPMC is the
representative of the owner community. In effect, it represents the head of the
procuring entity and approves contract with the Chairman being authorized to sign
it. The BAC is a mere creation of the BSPMC. Responsibility therefore cannot be
delegated to the BAC.
10
Eligibility verification follows the existing KALAHI-CIDSS Project. This mean that Contractors or Suppliers and
Service Providers possessed the capacity to perform or deliver the Contract/s.
CHAPTER 6 |
PROCUREMENT PROCESS
Procurement Planning
Presentation to the Barangay Assembly
Finalization of Planned Community Procurement Packaging
Implementation of the Planned Community Procurement Packaging
Monitoring Procurement Compliance
Billboards
6.1
Procurement Planning
Procurement Planning starts after the Community Project Preparation Committee
has completed the detailed project proposal and budget, complete with technical
specifications, drawings and bill of materials (for infra community projects). The
BSPMC shall prepare a procurement package called Planned Community
Procurement Package (PCPP).
Procurement package is a group of similar goods, works or services that can be
purchased from one supplier or work items that can be performed or implemented
by a single contractor or a an activity that can be performed by a consultant.
A procurement action plan (PAP) shall also be prepared indicating the timeline to
complete the activity, responsible volunteers and project staff, venue of meeting
and place/s to conduct procurement, packages to be procured, and list of potential
service providers 11.
Procurement planning ensures that the overall goal of a particular community
project will be achieved effectively and efficiently. Through procurement plan, the
BSPMC is able to effectively manage and track procurement all the way to contract
implementation. The procurement will allow the BSPMC to be cost efficient in its
procurement.
Proper planning ensures that only goods, infrastructure projects, and consulting
services which have been included in the approved PCPP.
Procurement planning should be done within the approved estimated budget.
Prior to the conduct of actual procurement, the PCPP must be approved by the
RPMO. The A/MCT shall provide a copy of the PCPP to the Regional Community
Infrastructure Specialist (RCIS) for review. The A/MCT can submit the PCPP
electronically 12 to the RCIS for online review, comments and approval. Approval
and/or comments should be provided to the ACT before the conduct of the
procurement conference.
The following are the activities of the Procurement Team:
Meet with the Project Implementation Team (PIT) to discuss the different
items that needs to be procured and their technical specifications and
financial requirements.
Group the items to be procured into procurement packages.
11
Service providers pertain to suppliers, contractors or individual or firms providing services to the BSPMC.
Either scanned copy for handwritten PCPPs or electronic copy. For Shopping and Bidding for works the POW
must also be submitted as basis for review. The electronic means could save use of papers.
12
Sample Cases in Packaging

Case 1: Hardware materials such as Cement, reinforcing steel bars, tie wires,
common wire nails and other hardware materials must be grouped as one
package. Aggregates such as sand, gravel and boulders must be in a
separate package.
Example: Prepare a procurement package of the materials needed for the
community project with the following materials:
Particulars
Quantity
Unit
Selected Filling Materials
50
Cu.M.
Aggregate Base Coarse
40
Cu.M.
Sand
30
Cu.M.
Boulders
20
Cu.M.
Portland Cement
100
Bags
16 mm diameter RSB x 6M
110
Pieces
150
Pieces
2"x3"x10' Coco Lumber
500
Bd. Ft.
1/4" thick Ordinary Plywood
12
Pieces
3 inches CWN
15
Kilos
Selected Filling Materials
50
Cu.M.
40
Cu.M.
Sand
30
Cu.M.
Boulders
20
Cu.M.
Portland Cement
100
Bags
110
Pieces
150
Pieces
1/4" thick Ordinary Plywood
12
Pieces
3 inches CWN
15
Kilos
Possible Packaging:
Package 1:
Package 2:
Package 3:
2"x3"x10' Coco Lumber
500
Bd. Ft.
In areas where all the required materials can be taken from one supplier
or if all suppliers in the locality can supply all the materials needed thus,
package it as one.
Case 2: For works, the first step is to define the items that can be undertaken
by community force account (CFA) and have it packaged as separate package.
For items that require heavy equipment, such items must be packaged
separately.
Example:
Prepare a package for a road community project with common work
items such as items 100 (Clearing and Grubbing), 105 (Sub-grade
Preparation), Item 200 (Aggregate Sub-Base Coarse), Item 201
(Aggregate Base Coarse), Item 311 (Portland Cement Concrete
Pavement), Item 500 (Reinforced Concrete Pipe Culvert), Item 505
(Grouted Riprap).
Option 1: Package all the items as one since all can be undertaken by
one contractor.
Package 1:
Item 105
Sub-grade Preparation
Item 200
Aggregate Sub-Base
Item 201
Item 311
300 Linear Meter Item 311 (PCCP)
Item 500
RCPC (0.61M diameter)
Item 505
Grouted Riprap
Option 2:
PACKAGE 1:
(It can be Shopping
or Bidding depending
on the threshold)
Item 105
Sub-grade Preparation
Item 200
Aggregate Sub-Base
PACKAGE 2: CFA
Item 311
300 Linear Meter (PCCP)
PACKAGE 3: CFA
Item 500
RCPC (0.61M diameter)
PACKAGE 4: CFA
Item 505
Grouted Riprap
Item 201
Notes:
1. This is a combined method of procurement. Items 105, 200 and 201
are mechanized so it will be undertaken by contract. Items 311, 500
and 505 were separated since it can be undertaken by CFA with 1 or 2
Pakyaw groups.
2. Breaking of packages in this particular case using combined method

of procurement is not considered splitting since the purpose of
undertaking the community project by contract and force account was
based on the capacity of the community to implement it. Moreover,
majority of the community can participate in the implementation and
procurement process.
The procurement packages should consider the implementation schedule and the
releases of Grant Funds by tranche and local counterpart. The work items should be
packaged into one. Procurement Team must observe the approved threshold for the
procurement.
The project does not allow splitting of goods and items of works. However, for
selected goods, which are in extreme cases, considering the peculiarity of the
areas covered by the project, appropriate packing must be done.
Below are the definition and sample cases for clearer understanding:
Splitting is the act of dividing or breaking up of contracts into smaller
quantities and amounts, or dividing contract implementation into sub-contracts;
but it can be undertaken/procured as one contract to circumvent or subvert the
procurement method.
Case 1: If the goods to be acquired can be procured in the Municipality and the
method requires local bidding since it is within the threshold of bidding
but the contract package were divided into several packages to evade the
No-Objection-Letter (NOL) requirement from the National Project
Management Office (NPMO) or the funding donor (World Bank, MCAPhilippines, others) then there is Splitting of Package/Contracts.
Example:
Package 1 : 300 Linear Meter Item 311 (PCCP)
Estimated Budget for the Package : PhP. 941,219.78
Contract Amount
= PhP. 940,219.78
Package 2:
Item
Item
Item
Item
Item
Item
105 Sub-grade Preparation

200 Aggregate Sub-Base
201 Aggregate Base Coarse
300 Surfacing
500 (1) - 0.60M diameter RCPC
505-Grouted Riprap
Estimated Budget for the Package : PhP. 501,434.02

Contract Amount: PhP. 501,434.00
Total Amount of Contracts= PhP.1, 442,653.80.
Note: Obviously, the two packages can be combined but it was broken
into 2 packages to evade bidding.
Case 2: In cases of perishable goods like cement that are intended for different
items of works and the community project requires bulk purchase but it
is not realistic to deliver in the barangay given the lack of available
storage and the distance as locations are in far flung areas, the
community can break the packaging for cement into several package
depending on the condition of the area to avoid spoilage. Likewise, for
fuel and oil, if the conditions of the contract agreement do not apply to
the condition of the area, several packages can be made for fuel and oil.
Splitting under the KALAHI-CIDSS procurement guidelines depends on
the purpose for which the contract is divided. If the purpose for the
division of the contract/packages into artificial phases or subcontracts is
to circumvent or evade the mandatory requirements as per Loan
Agreement, the BSPMC is guilty of contract splitting thus, sanctions shall
be imposed as per section 3.6 of the Procurement Policies. The service
provider involved in the preparation must ensure proper packaging to
avoid such sanctions.
1. Conduct resource assessment to find out which of the items are available within
the barangay or within the municipality. They can visit the towns commercial
center and check for possible suppliers. If not available within the municipality,
they inquire for other possible sources in the areas near the municipality or any
area within the province. They can also refer to the ACT and RPMT inventory of
resource institutions, TA providers and suppliers. The Officer may already have
a list of possible suppliers and the prevailing prices.
2. Review the Planned Community Procurement Packaging including the
Community Employment Record in consultation with the Project Preparation
Team. The Department of Social Welfare and Development (DSWD) will ensure
that Deputy Area Coordinator (DAC) assesses the overall feasibility of municipal
and other counterpart contributions during the detailed community project
preparation. Community Monitoring Teams will ensure a record is kept of
municipal inputs (cash, equipment and services) during the community project
implementation to verify actual delivery against commitment. They will present
this to the community during the fifth barangay assembly.
The Planned
Community Procurement Packaging will contain the following information:
A. For Community Projects to be Executed Under Community Force
Account (CFA) Mode
Name of Community Project and Total Estimated Cost

Community Project Duration
LCC: In Cash, In kind.
Package Number
Package Item
Procurement Method
Estimated Cost: 1st Tranche, 2nd Tranche, 3rd Tranche
Propose Implementation Schedule
B. Community Projects to be Executed Under Contract
Contracting and implementation duration.

Duration the First Tranche will last? Second? Third?
During updating of status, the date of actual request and date funds received
must be indicated in the Actual Community Procurement Packaging.
3. Update the Actual Community Procurement Packaging.
Writing the Technical Specifications, Scope of Work and Terms of Reference

The Technical Specifications (for Procurement of Goods), Scope of Works (for
Infrastructure Projects) or Terms of Reference (for Consulting Services) shall be
considered.
Specification - A detailed description of design criteria for a piece of work or
material.
Types of Specifications to be considered:
1. Technical Specifications
- Is the document that provides the detailed description of the
deliverables of the Supplier, Contractor or Consultant.
- Describes the physical characteristics of the material or product
being purchased, such as dimensions, grades of materials, physical
properties, color, finish, and any other data that defines an
acceptable product; may be supplemented by drawings or samples.
-
Definition from the Philippine Institute of Supply Management(PISM)
2. Functional Specifications
- defines the job to
be done rather than
the
method
by
which it is to be
accomplished;
do
not
limit
the
supplier/contractor
to providing specific
solution,
thus
enabling
the
supplier/contractor
to create the best
possible
solution;
used
to
solicit
suppliers/contracto
rs proposals for further evaluation by the BSPMC when a specific
solution is not known. (Definition from the Philippine Institute of Supply
Management-PISM)
Examples: Works: Equipment that has capacity to excavate 360

cubic meters per day - the contractor will provide either Backhoe
or Bulldozer. For Goods: e.g. Compact bulb that can last for 1000
hours.
3. Performance Specifications
- describes the parameters of actual performance the item or
service must meet; interested in results rather than method; can
be described by a virtually unlimited choice of criteria and must be
capable of being expressed by some clearly stated metric.

Example: 1. Rice Mill must mill 20-30 Tons per day; 2. One (1)Bagger Concrete Mixer that can continuously mix 90 bags per day.
-Definition from the Philippine Institute of Supply Management (PISM)
Developing Standards:
What are the considerations in setting the standards and technical
specifications?
1. The standards and technical specifications quoted in procurement
documents should promote the broadest possible competition, while
assuring the critical performance or other requirements for the goods
and/or works under procurement;
2. The BSPMC should specify accepted standards based on the Department
of Public Works and Highways (DPWH) with which the equipment or
materials or workmanship should comply, except if such standard/s are
unavailable or inappropriate, may be specified; and,
3. the procurement documents should state that equipment, material or
workmanship meeting other standards, which promise at least substantial
equivalent, should also be accepted.
The Use of Brand Name
-
Use of Brand Name/s is not allowed as it limits competition and thus, increases
likelihood of higher prices.
May or may not improve the chances of receiving better quality; nevertheless,
they typically cost more as a result of higher advertising cost to create the
brand name.
6.2 Presentation to the Barangay Assembly

The Procurement Team Head or the BSPMC Chairperson presents the Planned
Community Procurement Packaging to the community during the fifth BA. This is
part of the presentation of the detailed community project proposal prior to its
submission to the MIAC for Technical Review. This is also the same venue where
the community members finalize their decision on local counterpart contribution. It
would be very helpful if representatives of the Municipal LGU, such as the Municipal
Engineer and Municipal Treasurer and other LGU technical staff who can provide
technical assistance are invited to this presentation.
The Presentation targets to achieve the following:
1. The community should be able to identify which of the locally available items
can form part of the local contribution or can be accessed from the LGU, through
the information of the Municipal Engineer and the Municipal Treasurer. (This
would be the basis of the negotiation with the Mayor and the Municipal Council
by the BSPMC and the Area Coordinating Team Leader.)
2. Draw out suggestions from the barangay members of possible suppliers and
contractors, which can be added to the list prepared by the Procurement Team.
All issues raised and agreements reached should be reflected in the minutes of the
Assembly Meeting. The Procurement Team should refer to this when finalizing the
Planned Community Procurement Packaging and Community Employment Record.
6.3 Finalization of the Planned Community Procurement

Packaging and Community Employment Record
1. Indicate items in the procurement packages included in the draft but which have
been agreed to form part of the community or LGUs local contribution in kind or
in cash.
2. Submit one copy of the final Planned Community Procurement Packaging and
Community Employment Record to the BSPMC ExeCOM and engineers for
review. Once approved and signed by the BSPMC Chairperson, these shall form
part of the documents attached to the communitys final community project
proposal for submission to the MIBF. The Area Coordinating Team will retain a
photocopy of the above documents after final approval of community projects by
the MIBF. The final plan will be used during the implementation once the
proposal is approved by the MIBF.
3. The Barangay Treasurer prepares projected cash requirements using the
Planned Community Procurement Packaging as guide. This is important to
DSWD so it can have an accurate forecast of the funds flow.
4. The A/MCT-DAC can now prepare a consolidated monthly a disbursement
schedule for all Community Projects for the municipality. This will form part of
their disbursement target.
6.4 Implementation of the Planned Community

Procurement Packaging
1. While waiting for the grant funds, the Procurement Team should already start
with the preparatory procurement activities based on the approved plan and in
coordination with the Community Project Implementation Team. It is clarified that
the term start would mean approval of the PCPP by the RPMO thru the RCIS.
2. The Area Coordinating Team shall provide the BSPMC and other barangay
volunteers a skills enhancement training on Community Finance, Community
Procurement and Basic Community Infrastructure.
GUIDES IN FILLING UP THE PLANNED COMMUNITY PROCUREMENT PACKAGE
(PCPP)
References and documents at hand:
a. Program of works with detailed estimates and bill of materials, Construction and
Schedule (Gantt or Bar Chart)
b.
c.
d.
e.
Manpower and equipment capability outputs

Construction method
Inventory of possible contractors for works
Inventory of possible suppliers in the area (to include inventory available
materials they can supply)
f. Community Employment Record Sheet (for Labor), Local Counterpart
Contribution Plan
g. Certifications of local counterpart contribution/s (LCC)
Steps in Preparing the PCPP:
1. Based on the references and definition, the first step is to review the proposed
construction method and match with the Gantt chart or work schedule. List down
the subsidiary 13 work items to complete the pay item and identify the required
materials needed based on the detailed estimates and bill of materials.
Implementation schedules should be a major consideration in preparing the PCPP.
The implementation schedule will guide the programmer and volunteers in
determining what applicable tranche will be requested. The release of the local
counterpart contribution (LCC) should also be a major consideration in preparing
the PCPP.
2. Since most of KC projects are expected to be completed within 3-6 months, realistic
projections have to be kept in mind in preparing the procurement packages.
Weighted percentage of possible work items to be completed per month has to be
reflected at the Gantt chart to guide on the required physical accomplishments
needed for the requests of succeeding tranches.
3. Once it was decided that the works items listed on the initial months can trigger
for the requests of next tranches, start preparing the procurement packages.
For Goods: As a general rule, group similar materials that can be purchased from
possible suppliers in the locality. (Make use of the inventory of suppliers and
construction materials sold).
For Works: As a general rule, group the works that can be performed or
implemented by a single contractor and group items of works that can be
undertaken by community force account.
Based on the foregoing, the best way is to determine the items that can be
undertaken by community force account (CFA) and have it packaged as separate
package. If the community has no capacity to undertake any of the items of works
as the works requires mechanized equipment and specialized skills, all the items
must be packaged into one and undertake it by contract.
4. Once you have already identified the type of materials needed per package, review
the implementation schedule/Bar Chart, manpower capability output and determine
the required quantities of construction materials. Provide the unit cost per item
materials and total the cost of packages to guide you on what procurement
methods are applicable. (There will be work items that continue to be undertaken
on succeeding months but will fall on next tranches and will require separate
packaging.)
Local Shopping Goods package with total estimated cost of not more than P500,
000.00.
13
Items that are within the major item of work needed to accomplish that particular item e.g. Construction of
Concrete Pavement for a Drying Pavement requires formworks. The formwork is the subsidiary item.
Local Bidding Goods package with total estimated cost of more than P500,000.00.
Direct contracting package with total estimated cost of not more than P125,
000.00
5. If the proposed work items are not within the capacity of the community and
municipality to implement, a package for works will be prepared and will observe
the procurement method.
Local Shopping works package with an estimated cost not more than P 1,250,000.
Local Bidding works package with total estimated cost of more than P1,250,000.
Direct Contracting small package with total estimated cost not more than
P250,000.00
6. It is important that the specifications of required materials for purchase are clearly
indicated in the PCPP for the reason that other Procurement Team members that
will prepare the canvass form and/or Invitation to Quote/Bid will copy the
procurement packages.
7. Once the packages are determined, sum-up all the costs of each package to
determine the amount and percent of tranches to be requested. The normal
tranche is 50%-40%-10% of the total KC Grant for the community project. Flexible
tranches as a result of appropriate packaging are allowed by the Project; 60-30-10;
70-20-10; or 80-10-10 for community project that will require big initial
investment.
8. Schedules of local counterpart delivery must also be considered. If the community,
barangay and municipal LCC can be delivered on the first, second tranches, it must
be clearly indicated on the respective column and form (Cash and in-kind LCC).
9. Group the packages subject for shopping and bidding.
10. Based on the implementation schedule, determine the activities and corresponding
package/s that will be needed to immediately start and will provide significant
accomplishment (will result to more than 30% which is the minimum requirement
for the second tranche) that the community or the contractor can undertake in the
given timeline.
11.Check the total amount of the package/s for the first tranche (with consideration to
the implementation schedule/Gantt chart). The total amount of package/s
grouped packages will dictate the amount of the first tranche.
If the amount needed for the first tranche exceeded the regular tranching which is
50%-40%-10%, analyze the PCPP and draft a justification based on the PCPP when
requesting for open tranche.
12. If the total amount of packages needed for the first tranche is below the regular 5040-10 tranching, the regular tranching will be applied.
Shown in the succeeding page is an example in projecting the request for
tranching (Estimators Guide)
Example: COMMUNITY PROJECT : HEALTH STATION
B A R
C H A R T
ITEM
NO.
DESCRIPTION
EARTHWORKS
QUANTITY
UNIT
S-CURVE
AMOUNT
WEIGHT
MONTH 1
WEEK 1
PESO
P
2,310.00
sq.m.
7,808.00
MONTH 2
WEEK
2
WEEK 3
WEEK
4
18.816
%
18.816%
18.816
%
0.346%
0.346%
WEEK
1
MONTH 3
WEEK
2
WEEK
3
WEEK
4
0.096%
0.096%
0.096%
0.183%
0.183%
1.001%
1.001%
WEEK
1
WEEK
2
0.183%
0.183%
WEEK
3
WEEK 4
0.831%
0.831%
II
FORMS
AND
SCAFOLDINGS
III
MASONRY
74.00
cu.m.
IV
CONCRETING
33.25
cu.m.
VI
ROOFING/ROO
F FRAMING
7,400.00
sq.m.
VII
PLUMBING
575.00
cu.m.
VIII
DOORS
AND
WINDOWS
IX
18,429.00
cu.m.
10.00
set
ELECTRICAL
1.00
lot
SEPTIC VAULT
1.00
unit
XI
PAINTING
TOTAL
150.00
sq,m,
530,432.00
9,760.00
3,600.00
6,896.00
94,700.00
37,634.50
69,047.00
27,593.00
152,225.00
939,695.50
56.447%
P
A
1.039%
0.346%
A
0.383%
0.096%
A
0.734%
P
A
10.078%
5.039%
5.039%
A
4.005%
1.001%
1.001%
A
7.348%
7.348%
A
2.936%
2.936%
A
16.199%
4.050%
4.050%
4.050%
4.050%
A
100.00%
P
A
CALENDAR
MONTHLY PROGRESS
CUMMULATIVE
PLANNED
ACTUAL
PLANNED
ACTUAL
WEEK 1
WEEK
2
WEEK 3
WEEK
4
WEEK
5
WEEK
6
WEEK
7
WEEK
8
WEEK
9
WEEK
10
WEEK
11
WEEK 12
0.83%
26.16%
24.20%
24.20%
1.44%
1.10%
1.28%
1.28%
7.17%
4.23%
4.05%
4.05%
0.83%
26.99%
75.40%
76.84%
77.94%
79.22%
80.50%
87.67%
91.90%
95.95%
100.00%
51.20%
In the given example, assuming that the community project can be completed
in 90 calendar days, based on the projection it may be noticed that at the end of
the first month the accomplishment is 75.40%. This will determine the first
tranche that will be requested. The first tranche request could either be 70 or
80%. It is safe to request 80% first tranche.
6.5 Monitoring Procurement Compliance

1. The Community Facilitator (CF) has been designated to conduct procurement
review in order to monitor procurement compliance. The purpose of
monitoring procurement compliance is to ensure that all procurement
transactions are done in accordance with the Revised KALAHI-CIDSS
Community Procurement Manual. The CF must have the working knowledge
of procurement to help them detect the red flags and abnormalities. The
community may also refer to the CF procurement issues and problems. The
CF must refer to the DAC engineering related issues and problems.
2. The CF will conduct procurement review 100% of all procurement of each
BSPMC. The objective of the procurement review is not to find faults in
community procurement but to find areas where improvements can be made
for more efficient implementation.
What is procurement review?
Procurement review is the process of checking the conduct of procurement
activity if it was done in accordance to the KC Procurement Policies and its
Procedure of Procurement Methods. There are two parts in the procurement
review, namely:
a. Checking the completeness of the Procurement and Finance Documents by
filling up the simplified Community Project Implementation Procurement and
Finance Documents Filing Checklist.
b. Detecting the Red Flag of Abnormalities in order to provide signals for field
and regional staff to intensify supervision and undertake corrective measures
by filling up the CF Procurement Red Flags Monitoring Form.
PROC.
STAGE
Planning
Stage
PreProcurement
Stage
Procurement
Stage
Contract
Review
MATRIX OF PROCUREMENT FUNCTIONS OF COMMUNITY VOLUNTEERS, ACT & RPMT

Community BAC
BSPMC
Storekeeper
BSPMC Chairman
Bookkeeper
-Prepares CPP
-approves Community
Procurement Plan (CPP)
-attends procurement
-attends
-attends
-attend
-attends procurement training
training workshop
procurement
procurement
procurement
workshop
training workshop
training
training
workshop
workshop
-prepares canvass forms
-advertise/post
-records
-receive the
-approves PO
-delivers canvass forms
invitation to bid
transaction
goods by
-review and sign Resolution to
to supplier
and files the
signing the PO
Award (RTA)
-conduct pre-bid
-receives sealed envelop
documents
-store the
-issue notice of award
conference
-prepares PO
(see checklist goods and
-issue Notice to Proceed
-determines
-delivers PO to supplier
of
-request clearance from AC prior
prepare stock
eligibility of
-prepares invitation to
cards.
signing of PO ( for DC for goods )
prospective bidders procurement
quote
documents )
-request clearance from RPMT
-conduct of
-delivers invitation to
prior signing of PO ( For DC for
evaluation of bids
quote
works )
-undertake post
-prepares Invitation to
-request NOL from RPMO for
qualification
Bid
contract above P 500,000.00
-posting of Invitation to
Bid
-make all procurement
documents available
Community PT
Barangay
Treasurer
-attends
procurement
training
workshop
Certifies on Fund
availability
Prepares
disbursement
voucher and
check
PROC.
STAGE
Community BAC-TWG
Community
Facilitator
Planning
Stage
PreProcurement
Stage
-attend procurement training

workshop
-attend procurement
training workshop
Procurement
Stage
-provide technical assistance

to BAC during evaluation of
quotation and bids.
-assist procurement team in
drafting contract
-monitor red flag of

abnormalities using
CF Procurement
Monitoring Form.
Contract
Review
- provide guidance to
the BSPMC in the
preparation of
minutes of meeting
and to ensure that
minutes are properly
prepared, in order
and filed.
-conduct contract
review by ensuring
completeness of
documents using
checklist
Roving
Book
keeper
-Maintain
copies of
procurement
documents
at ACTs.
Deputy Area
Coordinator
-assist in the
preparation of
CPP
-conduct
training on
procurement to
volunteers
-provide
technical
assistance
during bid
evaluation
-attend pre-bid
conference
-attend bid
opening
-provide action
regarding red
flag of
abnormalities
as per
instruction of
AC.
Area
Coordinat
or
-provide
action
regarding
red flag of
abnormaliti
es
-issue
clearance
to direct
contracting
for goods.
RIE/DRIE
/RPO
-conduct
coaching on
procurement to
ACTs
-attend all prebid conference
-attend all bid
opening.
-consolidation
of action taken
regarding red
flag of
abnormality
Regional
Project
Manager
-provide action
regarding red
flag of
abnormalities not
resolve in the
ACT.
-issue clearance
for direct
contracting for
works.
-issue no
objection letter
to contract above
P500,000.00
6.6
Billboards
It is a policy of the project that billboards should be installed for each community
project for transparency purposes.
It must be placed at least 5 meters away from any commercial or political
billboard/s.
No political names should be indicated.
The A/MCT will remind the BSPMC on monthly updating of billboards for
transparency purposes. Likewise, A/MCT should coach the volunteers on how to
present the rates of accomplishment for better understanding of all community
members and the public.
CHAPTER 7 |
MODE OF IMPLEMENTATION
By Contract
By Community Force Account
7.1
By Contract
One or more packages undertaken by one or more contractors using his available
resources will provide labor, materials and equipment in order to effect timely
completion of the works. The BSPMC the representative of the owner
community, will supervise the implementation of the community project.
7.2

Community Force Account (CFA) refers to the community itself executing the
work. This mode is appropriate when the community has the resources and
capacity to perform the works. Portion of the work items maybe contracted if
the community does not have capability and resources to undertake for the work
items.
What does capacity means under KALAHI-CIDSS?
Capacity means the community has the ability to manage the
implementation of the community project by hiring the services of skilled
worker in the area. Technical Staff is available in the Community or they are
willing to engage the services of a service provider who will supervise the
project implementation.
Resources include available local materials, labor, equipment in the
community and other resources they can mobilize from the LGUs and other
donors.
Under the CFA mode of implementing, the barangay under the overall
supervision of the Barangay Community Project Management Committee
undertakes the following activities:
1.
2.
3.
4.
5.
6.
Procurement of construction materials, NRM inputs, tools and equipment

Management of labor (skilled and unskilled)
Execution of some of the work items in the POW
Disbursement of Funds
Preparation of monitoring reports
Full Accounting to community members
Since implementation of an infrastructure community project involves certain

highly technical work, the community will need assistance in:
1. Engineering design preparation, NRM planning;
2. Project supervision; and
3. Preparation of Physical and Financial Progress Reports.
This can be provided by:

a. Municipal Engineer, Municipal Agriculturist or Municipal Agricultural
Officer (MAO), Community Environment and Natural Resources Officer
(CENRO), Provincial Environment Officer (PENRO), Municipal
Environment Officer (MENRO)
b. Technical Advisers from national government agencies such as the
National Irrigation Administration (NIA), Department of Agriculture
(DA), Department of Environment and Natural Resources (DENR), for
certain specialized 14 community projects such as small water
impounding or communal irrigation community project and Natural
Resource Management projects.
c. Community-hired private service provider/s using the budget of the
community project for the supervision or the Technical Assistance Fund
(TAF) 15.
In the case of labor, it is important to know how the community project was
estimated and funded because it will be the basis for engaging workers for labor.
The two possible cases are given below:
Case 1: Labor Cost is not fully funded out of KALAHI-CIDSS funds or portion of
labor cost is part of community counterpart (Bayanihan or other form).
This is the case in almost all community projects. The communities
provide labor counterparts to increase the chances of being prioritized.
Counter part is either in a form of cash or in-kind.
Case 2: Labor Cost is 100% funded out of KALAHI-CIDSS funds or by the local
counterpart (w/ assistance from the LGU).
On both CASE 1 and 2, the community will purchase construction materials and
inputs needed for community projects. This will be done through appropriate
procurement method (e.g. local shopping, local bidding or direct contracting).
For labor under CASE 1, the community (BSPMC) through the assistance of
skilled worker will manage and supervise community workers participating in the
implementation of the community project. The BSPMC will pay the workers in
accordance with the agreed rate for skilled and unskilled labor. The actual cash
to be paid and the equity (bayanihan) monetized cost will be indicated in the
Community Employment Record. It is important that bookkeeper regularly tracks
the monetized counterparts.
For labor under CASE 2, the community (BSPMC) will invite interested laborers
to work in the community project. Payment will be made by the BSPMC based on
the actual accomplishments of the laborers.
In both CASE 1 and 2, the BSPMC will utilize the technical assistance of
municipal engineer and or technical service provider. It is important that records
to monetize the services rendered by municipal/provincial staff is regularly
updated by the community.
14
Specialized community projects are those that requires structural analysis for infra community projects and
new technologies introduced by other agencies.
15
TAF eligibility and requirements shall be based on the guidelines set by the NPMO.
CHAPTER 8 |
PROCUREMENT METHODS
The different procurement methods that may be used by the community in

community project implementation are the following:
Expenditure
Category
1. GOODS
2. WORKS
Conditions
Recommended
Methods
Goods are available locally and

there are several suppliers.
Contract is valued at less than or
around PhP 500,000.001
Local Shopping
Same condition as above except

that value of the contract is and
above or more than
P500,000.00
Small amount of purchase
required and only one local
supplier available. Cheaper to
purchase because of reduced
transportation cost. Contract value
does not exceed P125,000.00
Local Bidding
Small works amounting to not

more than US$25,000 or
PhP1.25M Several local licensed
contractors are available. Rental of
equipment and manufacturing
works are under this method.
Only one local licensed contractor
is available and the value of
contract is not more than
P250,000.00
Shopping for
Work
This procurement method is also

applicable for the Direct
Contracting of Labor only
(Pakyaw).
Several local licensed contractors
are available but contract price
exceeds P1.25M.
Direct
Contracting
Description
Community solicits at
least three separate price
canvass from suppliers.
Among the factors to be
considered in choosing
the potential suppliers
are quality, availability,
reliability and hauling
costs.
Simplified bidding
process.
Lone local supplier can
be chosen without any
shopping for goods,
provided cost are in line
with local market rates
as shown in the Regional
Project Management
Team Unit Cost
Database. The AC should
have a copy of this
database. Clearance from
AC is required prior to
contracting.
Written quotations from
at least three qualified
licensed local contractors
shall be obtained.
Direct
Contracting
Lone local contractor can

be chosen without any
shopping for works,
provided within approved
Program of Works (POW).
Clearance from RPMT is
required prior to
contracting.
Local Bidding
for Works
Simplified1 open bidding

procedure.
Prior Review Requirements

Prior review of the procurement documents by RPMO, NPMO and World Bank, MCA-P,
others, is a requirement for Contract/Purchase Order amounting to PhP 500,000 or
more or different contracts/purchase orders but with the same supplier or
contractor, whose total aggregate amount is PhP 500,000 or more. Review will be
done by the RPMO, NPMO or MCA-P, depending on the threshold, upon submission
by the BSPMC of the request of No Objection Letter (NOL) together with the attached
documents specified in the NOL review report.
Any NOL issued by the RPMO is presumed to be thoroughly reviewed. Any
contract/purchase order perfected without prior review and without issuance of NOL
will be declared misprocured. The amount covered in the misprocurement will be

deducted from the cost of the grant fund.
Before entering into Contracts with the Contractors or serving Purchase Order to the
suppliers the BSPMC shall secure NOL for the following:
1. Subject to prior review by the Regional Project Management Office
(RPMO).
Before the BSPMC issues Notice of Award and sign the contract or sign
Purchase Order, all documents must first be submitted to the Regional Project
Management Team for review and if found to be in order, the Regional
Project Manager shall issue No Objection Letter.
For GOODS:
a. Individual purchase order amounting to PhP 500,000 but not to exceed
PhP 1,000,000.
b. Aggregate POs amounting to more than PhP1,000,000.00 within the
Municipality proposed for award to a single supplier.
Sample Case: Two Barangays (say Barangays Poblacion East and Poblacion
West) conducted serving of Invitation to different suppliers within the
Municipality. Supplier X offered PhP560,000.00 to Poblacion East and offered
PhP550,000 to Poblacion West, thus, the aggregated amount is
PhP1,110,000. In this case, a NOL must be secured from the Regional Project
Management Office (RPMO) before issuance or approval of Purchase Order.
c. If the amount of a single PO/Contract is below PhP500,000, no need to
secure NOL but the Area Coordinating Team shall ensure that the
procurements made at the Barangay are done in accordance with the KC
procurement procedures.
For WORKS:
a. Individual contract under Local Shopping of Works amounting to
PhP500,000.00 or more but not to exceed PhP 1,250,000.
b. All contracts under Direct Contracting for Works regardless of the amount.
PO/Contracts under Local Shopping for Goods and Works below
PhP500,000.00 do not need prior approval by the RPMT but one out of every
five community-based procurement contracts nationwide shall be subject to
post-review. The Procurement Team should therefore make sure that all
supporting documents of every contract are properly filed to facilitate
submission in case it is selected for post-review.
2. Subject to prior review by the National Project Management Office
(NPMO).
Before BSPMC issues Notice of Award and sign the contract, all documents
must first be submitted to the National Project Management Office for review
and if found to be in order, the NPMO shall issue No Objection Letter.
a. Individual PO under Local Bidding for Goods amounting to more than
PhP1,000,000.00 but not more than PhP2,500,000.
b. All Contract/s under Local Bidding for Works but not more than
PhP2,500,000.
3. Subject to Funding Donorss No Objection.

Before the BSPMC issues Notice of Award and sign the contract, it must first
secure the approval of the funding donor e.g. World Bank, MCA-Philippines ,
through the Regional Project Management Team (RPMT). The RPMT shall
review the documents before forwarding them to the National Project
Management Team. In all cases, it shall be the National Project Management
Team who shall secure and coordinate with the funding donor for NOL. For
MCC-funded project/s, MCA-P shall then conduct an eligibility verification
procedure to determine whether the contractor or vendor is eligible to
proceed with the proposed contract.
a. Individual Purchase Order/Contract amounting to more than PhP2.5
Million per community project.
b. Aggregate Contracts amounting to PhP2,500,000.00 or more within the
Municipality proposed for award to a single supplier.
For MCC-funded project/s: Contracts below PhP 2,500,000 generally do not
need prior approval by the MCA-Philippines but during each Kalahi-CIDSS
cycle, fifty (50) randomly-chosen community-based procurement contracts in
part or whole area of coverage, regardless of amount, shall be subject to MCAPhilippines review proceedings. The procurement Team should therefore make
sure that all supporting documents of every contract are properly filed to
facilitate submission in case it is selected for review.
4. Prioritizing review of contracts
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 longer period for the
issuance of NOL considering the review at the A/MCT, RPMO and NMPO.
Normally, 14 days is allotted for the review from the A/MCT (2-days), RPMO (5
days), NMPO (5-days) and 2 days transmission.
In cases of deficiencies, compliance to such defects or clarification must be given
priority and immediate action.
CHAPTER 9 |
PROCUREMENT PROCEDURES
Local Shopping
Direct Contracting
Local Bidding
9.1
Local Shopping
This procurement method is adopted when there are several local suppliers or
contractors and the value of each contract or procurement is:
1. Less than PhP500,000.00 for purchase of goods (materials, supply and
equipment); and,
2. Less than or approximately PhP1.25 M for works {construction, NRM
contracts and services (hauling, trucking, and equipment rental) }.
Given the ceilings for this procurement method, local shopping for goods is
expected to be the most frequently used among the different methods.
9.1.1 Local Shopping Goods Contract Less Than or Approx. PhP
500,000.00)
PROCEDURES
1.
Conduct of pre-procurement conference.

This is an internal meeting with the BSPMC.
TIME FRAME
1 Calendar
Day (CD)
Tips in filing up canvass:

date ( prepared & opening)
by package/pick up
date of canvassing &where to solicit
dont forget to write specifications of
materials.
a.
DISCUSSION
Discuss the items of materials for
procurement using the Planned
Community Procurement Packaging
b.
PREPARATION
The BSPMC will discuss the preparation
and filling up of the following forms:
RESPONSIBLE
UNIT
BSPMC
Procurement
Team, BAC &
PIT
same day
Procurement
Team, BAC &
PIT
same day
BSPMC
Chairperson
same day
Procurement
Team
Canvass forms at least three

Acknowledgement receipt
Abstract of Canvass
Purchase Order
Tip:
If the BSPMC has to procure goods with
different packages, it is best to hold just
one pre-procurement conference to save
time.
Things to remember in filling up the
canvass:
- Indicate Date (prepared & schedule of
opening)
- Indicate if the items will be procured
by package/pick up
- Date of canvassing & where to solicit
- Do not forget to write specifications of
the goods/ materials.
c.
REVIEW AND SIGNING

The entries in the canvass form will be
reviewed before the signing.
Prepares minutes of pre-procurement
ACT
PARTICIPATION
CF will facilitate
meeting. DAC will act
as resource person.
(Particularly if the
community are
situated on a far flung
areas.)
PROCEDURES
conference.
2.
Keeping of all documents

Solicits Sealed Canvass
Delivers Canvass Forms to at least three
suppliers
a.
b.
RESPONSIBLE
UNIT
BSPMCBookkeeper
ACT
PARTICIPATION
2 CD
@ least 2
Procurement
Team members
CF should accompany
during the first serving
of canvass.
2 CD
Suppliers
w/ in 3 CD
upon signing
acknowledgem
ent receipt
Procurement
Team
1 CD
(On date and
time indicated
in the
BAC, PT
(Invited: TWG,
Audit
Committee
TIME FRAME
same day
Either wait for the supplier to

accomplish the form and seal it in an
envelope, or
Asks the suppliers to submit their
quotation in a sealed envelope to the
BSPMC at the barangay hall within 3
days. The PT should ask the supplier to
acknowledge receipt of the canvass
form by signing the acknowledgement
receipt.
The following should be written outside the

sealed envelope:
NAME OF SUPPLIER
ADDRESS
Quotation for:_________________
KALAHI-CIDSS Barangay Community
Project Management Committee
Address of Barangay
3.
4.
Fill up Canvass Form and submit in sealed

envelope
Receives sealed envelope at the barangay
hall. If submitted in the Brgy hall before the
deadline stipulated in the canvass forms.
Procurement Team member records receipt
in the logbook with the following
information:
Name of Goods for procurement
Name of Supplier
Date Received
Name & Signature of team member who
received the sealed envelope
The sealed envelope and the logbook will
be kept inside the filing cabinet at BSPMC.
If during the deadline of submission of
quotation/s
three
envelopes
were
received but only one or two are
responsive/complying
(quoted
all
items), award the contract to the
supplier offering the lowest calculated
and responsive quotation. If the lowest
supplier refuse to accept the quotation,
consider the second lowest. If the
second lowest refuse to accept, consider
the third lowest quotation provided his
quoted price is within 110% of the price
of the second lowest, otherwise proceed
to direct contracting or re-canvass.
5.
Deadline of submission and opening of

canvass.
BAC to declare quorum before the opening
CF observes the
process.
PROCEDURES
of canvass. Open the padlock of the box
and open one by one the sealed envelopes
and read aloud in public the name of
supplier and the total amount of prices.
BAC to initial the canvass forms.
TIME FRAME
canvass.)
RESPONSIBLE
UNIT
Head if
necessary)
ACT
PARTICIPATION
If supplier/s submitted canvass after the

deadline of submission, the same will be
automatically rejected.
Q: What is a quorum?
A: The BAC is composed of a Head and 2
members. Two (2) out of the 3 persons
constitutes a quorum.
Q: What if the BAC Head/Chairperson is
not present during the opening of
quotation?
A: It is not a requirement for the
head/chairperson of the BAC to be
present. The requirement is 2 out of 3
persons.
6.
Prepare minutes of opening of canvass
same day
PT
same day
Evaluate canvasses and choose the supplier

who offers the lowest calculated and
responsive canvass based on the condition
set forth on the canvass.
1 CD
BSPMC
Bookkeeper
BAC, TWG
Prepares minutes of the evaluation of

canvass.
same day
PT
same day
BSPMCBookkeeper
a.
Evaluation
Evaluate if canvass is responsive, i.e.,:
Specifications
Delivery or pick up price
By package or by item
If canvass is not responsive declare the

supplier disqualified. Do not include
disqualified canvass in the ranking.
ACT to have local

prices certification as
reference. DAC to
attend in the
evaluation.
PROCEDURES
TIME FRAME
RESPONSIBLE
UNIT
ACT
PARTICIPATION
If during the deadline of submission of

quotation/s three envelopes were
received, the opening will push
through. If only one or two suppliers
quoted on all items, the BAC will
proceed with the evaluation. If one or
two supplier/s is found responsive, the
BAC should recommend the award to
the supplier offering the lowest
calculated and responsive quotation. If
the lowest supplier refuses to accept
the award, consider the second lowest
quotation with the quoted price. If the
second lowest refuses to accept the
award, re-canvass.
As a general rule, in order for the
opening to be successful, the minimum
of three envelopes should be received.
The BAC should not declare failure if
one or two envelopes are not
completely quoted. The BAC can
declare failure of opening if only one or
two envelopes were received (in the
first attempt). However, in the second
attempt and still one or two envelopes
are received, the opening will push
through provided more than three sets
of canvass were served. The proof is
the acknowledgement receipt.
In cases of awards that are being
waived
by
suppliers
without
acceptable/valid
reasons,
said
suppliers will be blacklisted in KALAHICIDSS future procurements or can be
recommended for blacklisting to the
Government Procurement Policy Board
(GPPB).
7.
Recommends the lowest calculated and

responsive canvass.
a.
Prepare Abstract of Canvass
b.
Encircle the name and amount of the

winning supplier in the Abstract of
Canvass and affix signature.
1 CD
Procurement
Team
same day
BAC
same day
BSPMC
Chairperson
If the supplier with lowest canvass

waive, what will be the option?
The BSPMC should ask the second
lowest to accept the award at his quoted
price.
If the second lowest refuse to accept,
consider the third lowest quotation
provided his quoted price is within
110% of the price of the second lowest,
otherwise proceed to direct contracting.
c. Reviews and approves the Abstract of
Canvass
DAC to ensure that the

lowest calculated and
responsive canvass is
the one indicated in
the minutes of
evaluation of canvass.
PROCEDURES
8.
9.
TIME FRAME
RESPONSIBLE
UNIT
BSPMCBookkeeper
Procurement
Team
d. Keeping of all documents
same day
Prepares three (3) copies of Purchase Order

(copy the specifications stated in the
canvass form)
1 CD
a. Agree on date of delivery.
same day
MIT
b. Certifies on Fund Availability
same day
c. Approves Purchase Order
14 CD
Barangay
Treasurer
Delivers Purchase Order to supplier
1 CD
10. Signs conforme and returns two copies to

the Procurement Team
same day
Furnishes one copy to Brgy Bookkeeper

Furnishes one copy to MIT
11. Delivery of the goods
Keeping of all the documents
12. Inspects the goods against the delivery
receipt and the purchase order.
1 CD
(As scheduled
in the PO)
same day
1 CD
Signs the Purchase Order if accepted &

stamps Inspected on the delivery receipt,
otherwise prepares report to the BSPMC
Chairperson (incomplete delivery or does
not comply with specifications).
BSPMC
Chairperson
Procurement
Team
Supplier
Procurement
Team
Procurement
Team
Supplier
BSPMCBookkeeper
MIT with
concerned TWG
member
(depends on the
type of items to
be inspected)
MIT
If accepted, turn over the goods to the

Storekeeper
same day
BSPMCBookkeeper
Storekeeper
Forwards PO and delivery receipt to

Barangay Treasurer
same day
Storekeeper
same day
BSPMCBookkeeper

13. Receives the goods by signing the Purchase
Order; stores the goods and prepares stock
cards
14. Process Payment on delivered items.

Reviews the documents.
a.
Processing @ Barangay DV & cheque

signing
1 CD
Brgy Treasurer
& BSPMC
b.
Cheque signing @ ACT

Review Documents
Initial duplicate copy of cheque to
Indicate documents in order
Sign cheque
same day
Chairperson
1 CD
Supplier
same day
BSPMCBookkeeper
1 CD
BSPMCBookkeeper
Signs the Logbook and Issues Official

Receipt.
15. Filing and Record Keeping
Compilation of all documents with
community project implementation
procurement and finance document filing
ACT
PARTICIPATION
MRB
MRB
AC
Community Facilitator
PROCEDURES
TIME FRAME
checklist on top of the folder. Original copy

of the documents compiled and reviewed by
the CF will be turn-over to the MRB for
reproduction at the ACT or RPMT.
Distribution of the copies will be original
copy for COA, duplicate copy for Barangay
and Xerox copies for ACT and RPMT.
RESPONSIBLE
UNIT
ACT
PARTICIPATION
9.1.2 Local Shopping Works Contract Below PhP 1,250,000.00

PROCEDURES
Preparation of Documents
1. Conduct pre-procurement
conference. This is an internal
meeting with the BSPMC.
The
objective
of
the
Preprocurement Conference is to
ensure that the procurement is in
accordance with the approved
PCPP;
properly
schedule
the
succeeding procurement activities;
and, to determine the availability
of the approved budget for the
package. The activities involved
are:
A. Discussion.
Discuss the items of works for
Community Procurement
Packaging.
TIME FRAME
2 CD
same day
PT
same day
BSPMC
Chairperson
Tip: If the BSPMC has to procure

different/several packages, it is best to
hold
just
one
pre-procurement
conference to save time.
B.
RESPONSIBLE
UNIT
BSPMC, PT &
BAC
Preparation.
The Procurement Team will
prepare the following forms:
Invitation to Quote
Abstract of Quotation
Notice of Award
Contract Agreement
Notice to Commence
Performance bank
Technical Specifications
Drawing (if applicable)
Bank Guarantee (Advance
Payment)
Things to remember:
- Indicate the date prepared & schedule
of opening
- Do not forget to attach the specification
ACT
PARTICIPATION
CF will facilitate
meeting. DAC will
act as resource
person.
PROCEDURES
2.
TIME FRAME
RESPONSIBLE
UNIT
ACT
PARTICIPATION
Review & signing

The entries in the invitation to
quote will be reviewed before the
signing. The BSPMC Chairperson
will sign the invitation.
The PT will prepare the minutes of
pre-procurement conference. The
documents must be filed and
ready for distribution.
Delivery of Invitation to Quote

2. Delivers Invitation to Quote (with
attached specifications, drawings,
bill of materials) to at least three
licensed contractors.
1 CD
@ least 2
members of
Procurement
Team
Contractors Conference
Required for all contracts under local
shopping for works. To be done at least 5
days before the deadline of submission of
quotation. The purpose of the contractors
conference is to discuss the details of the
contract and clarify documents.
1 CD
BSPMC,BAC &
PT
Ask the contractor to submit their quotation

in a sealed envelope to the BSPMC @ the
barangay hall. The PT should ask the
contractor to acknowledge receipt of the
Invitation to Quote by signing the
acknowledgement receipt form
same day
PT
same day
5 CD
PT
Contractor
1 CD
BAC, PT, TWG
3.
CF should
accompany during
first serving of
canvass. (For
communities that
are situated on farflung areas.)
DAC to act as
resource person

envelope
Name of Contractor
Address
Quotation for:__________________
KALAHI-CIDSS Barangay Community
Project Committee
Address of Barangay
Prepare minutes of the conference.

4.
5.
Fill up the Invitation to Quote and submit in

sealed envelope.
Receives sealed envelope in the barangay
hall. If submitted in the barangay hall
before the deadline stipulated in the
Invitation to Quote, Procurement Team
members record receipt in the logbook with
the following information:
Date and Time Received
Name of Contractor:
Name of Works Procured:
Name & signature of team member who
received the sealed envelope.
Deadline of submission and opening of
quotations
same day
1 CD
BAC, PT, BSPMC

(Invite Mun.
DAC to act as
resource person.
PROCEDURES
6.
TIME FRAME
Convene in the Barangay Hall on the

opening of quotations. Deliver the logbook
and sealed quotations to the BAC. Declare
quorum before the opening of quotation.
Open the padlock of the box and open the
sealed envelope and read aloud in public
the name of the contractor and the amount
of quotation. The same procedure will be
done for the remaining sealed envelopes.
RESPONSIBLE
UNIT
COA Auditor,
Mun. Engr.,
DAC,
Contractors)
ACT
PARTICIPATION
If the contractor submitted quotation

after the deadline of submission, the
same will be automatically rejected.
Name of late contractor must be
recorded on the minutes of meeting.
In cases of conduct of shopping for

works in the second attempt, due
to failure in the first attempt and
only one (1) bidder/contractor
submitted quotation in the second
attempt, the BSPMC has the
option to proceed with the opening
and evaluation provided at least
three contractor was invited as
manifested
by
the
Acknowledgement Receipt. If the
quotation of the lone contractor is
within the approved estimated
budget for the contract and the
contractor
passed
the
postqualification evaluation, award the
contract.
7.
Prepares minutes of opening of quotation.
same day
PT
Keeping of all records
same day
Document Examination
Examine documents using the pass/fail
criteria specified in the Instruction to
Bidders:
I.
Technical Documents;
II.
Legal Documents; and,
III.
Financial Documents except
Bid Security
1 CD
(Immediately
after the Bid
Opening)
BSPMCBookkeeper
BAC & TWG, PT
If examination is not completed in one day,

keeps all documents in a lock filing cabinet
in the barangay hall.
8.
Evaluate the quotation and choose the

contractor who offers the lowest calculated
and responsive quotation.
A.
1 CD
Evaluation
Evaluate if quotation is responsive,
i.e.,:
Specifications
BAC
BAC, TWG
ACT to have local

prices certification
as reference. DAC to
act as resource
person.
PROCEDURES
Pass/Fail Criteria
If quotation is not responsive declare the

contractor disqualified. Do not include
disqualified quotation in the ranking.
Prepares minutes of the evaluation of
quotation.
9.
TIME FRAME

Conducts post-qualification of the lowest
calculated responsive quotation by
validating contractors documents. Submits
post-qualification report to BAC
RESPONSIBLE
UNIT
ACT
PARTICIPATION
w/ in same
day
PT
same day
BSPMCBookkeeper
within 3 CD
after
completion of
bid evaluation
Procurement
Team
DAC to provide
assistance
1 CD
BAC
w/ in same
day
BAC
DAC to provide
technical assistance.
same day
BSPMC
Chairperson
Post-qualification is the process of

verifying, validating and ascertaining all
the statements made and documents
submitted by the bidder with the LCRQ,
which includes ascertaining the said
bidders compliance with the legal,
financial and technical requirements of
the bid.
Who conducts Post-qualification
evaluation?
Procurement Team with the assistance
of TWG.
10. Recommends award of contract to Lowest

Calculated and Responsive Quotation.
A.
B.
Prepare Abstract of Quotation

Encircle the name and the amount of
quotation of the winning contractor and
affix signatures
If the lowest bidder will waive will

the second lowest can match the
price of the lowest?
The BSPMC should ask the second

lowest to match the price of the
lowest bidder.
If the second lowest refuse to
accept the price of the lowest then
conduct another serving of
quotations.
C.
Reviews and approves the Abstract of

Quotation
PROCEDURES
TIME FRAME
Contract Preparation
11. Drafts contract
1 CD
12. Reviews contract
same day
Prior Review by RPMT
13. Reviews contract and all supporting

documents
14. Issues No Objection Letter (NOL)
17. Issues Notice of Award (3 copies)

18. Delivers Notice of Award to Contractor
19. Signs Conforme and returns two copies to
Procurement team
Posting of Performance Security
If contract is P1M or more:
20. Contractor is required to post
Performance Security in the name of
BSPMC (Name of Barangay) in any of
the following forms:
Cash, cashiers check, managers
check 5% of contract price
Bank guarantee 10% of contract
price
RESPONSIBLE
UNIT
Procurement
Team
BSPMC
Chairperson
1 CD
BSPMC
Chairperson
3 CD
RPMT (Infra
Engr. for infra
contracts.)
1 CD
1 CD after
receipt of NOL
The Regional
Project Director
or the Regional
Project Manager
in case the RPD
is on official
travel or on
leave.
BSPMC
Chairperson
w/ in same
day
Procurement
Team
2 CD
5 CD
Contractor
contractor
2 CD
Contractor,
BSPMC
Chairperson
with Punong
Barangay &
Area
ACT
PARTICIPATION
DAC to act as
resource person.
DAC to provide
technical assistance
DAC to provide T.A.
This is in addition to the 10% retention

money on all progress billing.
If contract is less than P1M:
Chooses between performance security or
retention money.
If security is in the form of cash or check, it
should be deposited in the BSPMC account.
Performance Securities in the form of cash or
certified check (managers check or cashiers
check) must be deposited in the BSPMC
Account.
Retention money is 10% on all progress
billing. Retention money will be replaced by a
bank guarantee of equivalent amount after
the 100% completion of the community
project. Retention money will only be
returned after the lapsed of the defects and
liability period of six (6) months for
community projects below one million and 12
months for above one million.
Contract Signing
21. Signs the contract
AC to provide
assistance
PROCEDURES
TIME FRAME
22. Furnish copy of the signed contract to LGU

COA Auditor and RPMO
1 CD
Issuance of Notice to Commence

23. Issues Notice to Commence
Immediately
upon contract
signing
Within 7 CD
Starts the work

24. Mobilize equipment and workers
Advance Payment
25. Contractor has the option to claim advance
payment equivalent to 15% of the contract
price subject to compliance of the following
requirement:
Certification from DAC that equipment
and materials are already mobilized on
the jobsite.
Bank guarantee equivalent to the amount
requested.
Inspection and Provision of Technical

Assistance During Contract
Implementation
26. Conduct regular visits to the project sites
and provide technical assistance
A.
Processing @ Barangay
DV & cheque signing
B.
Cheque signing @ ACT

Review Documents
Initial duplicate copy of cheque to
Indicate documents in order
Sign cheque
Contractor
Within 3 CD
Mun. Engr.,
DAC, Regional
Infra Engr.,
Area
Coordinating
Team.
2 CD
Brgy Treasurer
& BSPMC
Chairperson
same day
DAC to provide TA
DAC to certify
mobilization of
equipment, workers
and materials.
MRB
MRB
AC
Signs the Logbook and Issues Official

Receipt
1 CD
Contractor
same day
BSPMCBookkeeper
1 CD
BSPMCBookkeeper
Filing of Procurement Documents

28. Filing and Record Keeping.
community project implementation
and photocopies for ACT and RPMT.
ACT
PARTICIPATION
MRB to review the

documents
As frequent as
necessary
Payment
27. Process Payment on accomplishments
certified by the Project Supervisor noted by
the Project Implementation Team/Mun.
Engr.
Reviews the documents
RESPONSIBLE
UNIT
Coordinator as
witnesses
Project
Implementation
Team
BSPMC
Chairperson
Community
Facilitator
PERIOD OF ACTIONS of PROCUREMENT ACTIVITIES

(LOCAL SHOPPING)
PERIODS
ACTIVITIES
DEADLINE
Pre-procurement
Serving of Canvass
w/in 7 days
/ Invitation to
for works
Quote
5 days
Contractors
before
Conference
submission
Submission and
Opening of Bids
Evaluation of
Quotation
GOODS
WORKS
Min
Max
Min
Max
1 CD
1 CD
1 CD
1 CD
1 CD
2 CD
7 CD
14 CD
1 CD
1 CD
7 CD
7 CD
1 CD
3 CD
3 CD
5 CD
3 CD
7 CD
3 CD
5 CD
1 CD
2 CD
1 CD
1 CD
3 CD
1 CD
Post Qualification
Issuance of NOL
and Notice to
Award
Signing of PO/
Prepn of
Resolution to
Award /Contract
Preparation
Issuance of PO /
Notice to proceed
2 CD
2 CD
1 CD
TOTAL
7 CD
9 CD
27 CD
45 CD
9.2
DIRECT CONTRACTING
9.2.1 Direct Contracting for Goods shall be used using the following
procedures:
1.
2.
3.
4.
5.
Draw up a list of qualified suppliers within the municipality

Serve canvass or invitation to quote
Opening of canvass/quotation
Evaluation of canvass/quotation
Approval of Purchase Order
Supporting documents:
1. DAC certification (that it is cheaper to purchase from a local supplier)
2. ACT unit cost data base.
a. Only one exclusive distributor of the good to be procured.
b. Repeat Order of additional goods of a similar nature previously
acquired through local shopping or bidding. Repeat Orders shall be
subject to the following conditions:
Unit prices of the repeat order must be the same as or lower than
those in the original contract, provided that such contract is still
the most advantageous to the BSPMC after price verification;
The repeat order may be availed of only within three (3) months
from the date of the original purchase; and
The quantity shall not exceed the quantity in the original contract
c. Purchase value under this method should not exceed PhP 125,000.
d. If after failure of canvass, direct contracting is allowed subject to
amount in the threshold.
9.2.1 Direct Contracting For Goods Detailed Procedures
PROCEDURES
1.
TIME FRAME
RESP. UNIT
B. Discussion
BSPMC to discuss items of materials for
procurement using the Planned Community
Procurement Package. The Municipal
Engineer and Deputy Area Coordinator will
certify that there is only one supplier in the
municipality.
1 CD
BSPMC,
BAC,PT,PIT
C.
same day
PT
Pre-procurement Conference
Preparation
The Procurement Team will prepare the
following:
D.
CF will facilitate the

meeting while DAC
will act as resource
person and will
provide technical
assistance
DAC to provide
technical assistance
Computation it is cheaper to
purchase from the lone supplier
compared to supplier outside the
municipality.
Canvass form
Purchase Order
Review and signing
ACT
PARTICIPATION
same day
BSPMC
PROCEDURES
TIME FRAME
Review and signing the canvass form.
2.
RESP. UNIT
Chairperson
PT
Prepares minutes of the Pre-Procurement

Conference
same day
Keeping of all the records
same day
Delivers canvass form to the lone supplier
1 CD
BSPMCBookkeeper
PT
2 CD
Supplier
1 CD
Supplier
Deadline of Submission and Opening of

Canvass BAC to declare quorum before the
opening of canvass. Open the padlock of
the box and open the sealed envelope and
read aloud in public the name of supplier
and the amount of canvass.
1 CD (On the
date & time
indicated in
the canvass)
BAC, PT
(Invited: TWG,
Audit
Committee
Head if
necessary)
Prepares minutes of opening of canvass
same day
PT

Evaluation of canvass.
Evaluate canvass if it is responsive, i.e.,:
a. Specification
b. Delivery or pick up price
c. By package or item award
DAC to provide certification there is
only 1 supplier
same day
1 CD
Bookkeeper
BAC
w/assistance of
TWG
1 CDafter
receipt of NOL
BSPMC
Chairperson
1 CD
a.
b.
ACT
PARTICIPATION
Either waits for the supplier to

accomplish the form and seals it in an
envelope.
Asks the supplier to submit the
canvass to BSPMC at the barangay hall.

envelope;
Name of Supplier
Address
Quotation
for:________________________
KALAHI-CIDSS: Barangay Community
3.
4.
Fill up in canvass form and submit it in

sealed envelope
Receives sealed envelope and place inside
the box. If submitted in the barangay hall
canvass form, Procurement Team member
records receipt in the logbook with the
following information:
Name of goods for
procurement:____________
Name of
Supplier:_______________________
Date
5.
6.
7.
8.
Approves Purchase Order

Delivers Purchase Order to supplier
9.
Signs conforme and returns two copies to

the Procurement Team
1 CD
Procurement
Team
Supplier
Furnishes one copy to Brgy Bookkeeper
same day
PT
Furnishes one copy to MIT
same day
PT
CF observe the
process
DAC to provide T.A.
PROCEDURES
Delivery of Goods
10. Delivers the goods
11. Inspects the goods against the delivery
receipt and the purchase order.
TIME FRAME
RESP. UNIT
same day
As scheduled
in the PO
w/ in same
day
PT
Supplier
w/ in same
day
Storekeeper
w/ in same
day
1 CD
Storekeeper
One day
BSPMCBookkeeper
Signs the Purchase Order if accepted &

stamps Inspected on the delivery receipt,
otherwise prepares report to the BSPMC
Chairperson (if incomplete delivery or does
not conform with specifications)
If accepted, turn over the goods to the
Storekeeper
12. Receives the goods by signing the Purchase
Order; stores the goods and prepares stock
cards
Forwards PO and delivery receipt to
Barangay Treasurer
13. Reviews the documents and process
payment on delivered items only.
A.
DV & Check signing of Treasurer &
BSPMC Chairperson
B.
Check signing @ ACT

MRB review documents
MRB to initial duplicate copy of
check to indicate documents in
order
ACT signs the cheque.
Note: For the case of fuel the delivery of

goods will be done on staggered basis.
Withdrawal slip will be used each time
withdrawal
is
made.
Supplementary
agreement (see page 113) between BSPMC
and the gasoline dealer will be entered into.
Withdrawal of fuel will be made per
demand by the BSPMC. The stocks will be
subject to spot checking by the BSPMC
anytime.
Compilation
of
all
documents
with
community
project
implementation
and photo copies for ACT and RPMT.
ACT
PARTICIPATION
MIT with
concerned TWG
member
(depends on the
type of items to
be inspected)
MIT
Brgy Treasurer
Community
Facilitator
9.2.2 Direct Contracting For Works Application and Detailed Procedures

This involves small contracts at the community such as but not limited to:
fabrication works of steel trusses, doors and windows, construction of furniture,
installation of water pump, fabrication and installlation of railings in buildings or
bridge, and other activities that will boost economic activities at the community.
9.2.2.1 Direct Contracting for Works shall only be used under the
following cases
1. Only one local contractor (in the barangay/municipality or adjacent

muniicplaity) is available and the cost is in line with prevailing local
market as shown in the Regional Project Management Team (RPMT) unit
cost database. RPMT NOL is required prior to contracting.
2. Contract under this method should not exceed PhP 250,000.00
3. Repeat Order of Works of a similar nature previously acquired through
Local Shopping or bidding. Repeat Order shall be subject to the following
conditions:
a. Unit prices of the repeat order must be the same as or lower than
those in the original contract, provided that such contract is still the
most advantageous to the BSPMC after price verification;
b. The repeat order may be availed only within three (3) months from
the date of original contract;
c. The quantity shall not exceed the quantity in the original contract;
d. Contract under this method should not exceed PhP 250,000.
PROCEDURE
1.
TIME FRAME
A.
Discussion
Discuss items of works for procurement
using the Planned Community
Procurement Package. The
Procurement Team should submit
certification to the BAC that there is
only one contractor in the municipality.
B.
Preparation
The Procurement Team will prepare the
following:
RESPONSIBLE
UNIT
1 CD
BSPMC, BAC,
PIT, PT
same day
Procurement
Team
same day
BSPMC
Chairperson
same day
PT
same day
BSPMCBookkeeper
a. Computation it is cheaper to
purchase from the lone contractor
compared to supplier outside the
municipality.
b. Invitation to Quote
c. Notice of Award
d. Contract Agreement
e. Technical Specifications
f. Drawing (if applicable)
C.
Review and signing

Review and signing of the Invitation to
Quote before signing.
Prepares minutes of the Pre-Procurement

Conference
2.
Delivers Invitation to Quote (with attached

technical specifications, drawings) to the
lone contractor.
Ask the contractor to submit their quotation
in a sealed envelope to the BSPMC @ the
barangay hall. The following should be
written outside the envelope.
1 CD
Procurement
Team assisted
by DAC
ACT
PARTICIPATION
CF will facilitate
meeting. DAC will
act as resource
person.
PROCEDURE
TIME FRAME
RESPONSIBLE
UNIT
ACT
PARTICIPATION
Name of Contractor
Address
Quotation
for:________________________
KALAHI-CIDSS: Barangay Community
Project Management Committee
Address of Barangay
3.
Fill up the Invitation to Quote and submit in

sealed envelope
4. Receives sealed envelope and place inside
the box. If submitted in the barangay hall
Invitation to Quote, Procurement Team
member records receipt in the logbook with
the following information:
1 CD
Contractor
2 CD (As
provided in the
request)
Procurement
Team
1 CD (on the
date & time
indicated in
the Invitation
to Quotation)
BAC, PT
(Invited: TWG,
Audit
Committee
Head if
necessary)
same day
1 CD
PT
BAC
w/assistance of
TWG
DAC to provide
assistance
3 CD after
completion of
bid evaluation
Procurement
Team
DAC to provide
assistance
8. Drafts contract
1 CD
9. Reviews contract
same day
Procurement
Team
BSPMC
Chairperson
DAC to act as
resource person.
10. Request NOL from RPMO prior to signing of

contract (use-proforma contract for work).
To be attached to the request are:
a. Minutes of pre-procurement conference
b. Plans and Technical Specification
c. Quotation submitted by contractor
d. Draft Contract
e. Post Qualification Report
Review by RPMT
11. Review the documents and recommend
issuance of No Objection Letter
1 CD
BSPMC
Chairperson
ACT to provide
assistance
3 CD
ACT to follow up
NOL
Review and issue No Objection Letter
2 CD
Regional Infra
Engr /
concerned staff
Regional Project
Manager
Name of goods for

procurement:____________
Name of
Contractor:_____________________
Date received:_________________
Name & Signature of team member who
receive the sealed envelope.
5.
Deadline of Submission and Opening of

Quotation BAC to declare quorum before
the opening of Invitation to Quote. Open
the padlock of the box and open the sealed
envelope and read aloud in public the name
of contractor and the amount of quotation.
CF observe the
process
If contractor submitted quotation after

the deadline of submission, the same
will be automatically rejected.
Prepares minutes of opening of quotation
6.
7.
Evaluation of quotation.
Evaluate quotation if it is responsive, i.e.,:
a. Specification
b. Pass/Fail Criteria
Conducts post-qualification of the lowest
calculated responsive quotation by
validating contractors documents. Submits
post-qualification report to BAC
PROCEDURE
Approves Notice of Award

12. Approves Notice of Award
Deliver Notice of Award (see pro-forma
page)
13. Delivers Notice of Award (3 copies) to
Contractor
TIME FRAME
RESPONSIBLE
UNIT
1 CD after
receipt of NOL
BSPMC
Chairperson
w/ in same
day
Procurement
Team
2 CD
Contractor
5 CD
Contractor
Signs Conforme and returns two copies to

Procurement team

14. Since contract amount is below P1M, the
Contractor chooses between performance
security or retention money
a.
If Contractor chooses to post

Performance Security, it should be in
the name of BSPMC (Name of
Barangay) in any of the following
forms:
Cash, cashiers check, managers
check 5% of contract price
Bank guarantee 10% of contract
price
Performance Securities in the form of
cash or certified check (managers
check or cashiers check) must be
deposited in the BSPMC Account.
b.
If the Contractor chooses retention

money, 10% retention money will be
retained on all progress billings.
Contract Signing
15. Signs the contract
16. Furnishes copy of signed contract to LGU
COA Auditor and RPMO

17. Issues Notice to Commence
Starts the work

18. Mobilizes equipment and workers

Implementation
Payment
20. Processes payment based on
accomplishments certified by the Project
Supervisor noted by Project
Implementation Team.
A.
DV & Check signing
B.
Check signing @ ACT

order
ACT sign the check
Signs voucher, logbook and issues Official

Receipt
2 CD
same day
1 CD upon
contract
signing
Contractor,
BSPMC
Chairman,
witnesses
Procurement
Team
BSPMC
Chairperson
Within 7 CD
Contractor
As frequent as
necessary
Mun. Engr.,
DAC, RIE, Area
Coordinating
Team.
2 CD
Brgy Treasurer
1 CD
MRB
MRB
AC
Immediately
upon payment
Contractor
ACT
PARTICIPATION
PROCEDURE
Filing of Procurement Documents

Community Project Implementation
Procurement and Finance Document Filing
Checklist on top of the folder. Original copy
of the documents will be compiled and
reviewed by the CF and turned-over to MRB
for reproduction at the ACT or RPMT.
TIME FRAME
1 CD
RESPONSIBLE
UNIT
BSPMCBookkeeper
ACT
PARTICIPATION
Community
Facilitator
9.3. Community Force Account - Detailed Procedures For

Procurement Of Labor and Materials
Direct Contracting of labor may be used under the following conditions:
a. If the work requires more skilled workers of which the community could
not provide.
b. If the laborers committed by the community in the Community
Employment Record Sheet did not materialize.
Organization of the Group
1. The formation of Group should be the responsibility of the BSPMC with the
assistance of the Community Facilitator.
Supervision
1. The Project Supervisor hired by the BSPMC will oversee the selection of
the contract group and be a witness to the agreement.
2. The Project Supervisor / Foreman will ensure compliance with the design
standards and specifications.
3. The group leader will assist the Project Supervisor in setting out the task
and distributing tools; assure that the work the work is undertaken as
directed.
Tools
1. Hand tools will be supplied by the BSPMC through the Project Supervisor.
2. The Project Supervisor will be responsible for keeping the tools in working
order by sharpening / repairing them.
3. Tools will be issued by the workforce and the issuance will be documented
in the contract documents.
4. Worn-out tools should be returned to the storekeeper for replacement.
These should be returned from the project site to the property custodian for
write off or replacement for tools lost.
5. On completion of the Direct Contract Agreement all tools and implements,
whether serviceable or not, shall be returned to the storekeeper. This shall be
made a condition for payment of the Contract Agreement. Any loss will be
deducted at replacement value from the contract sum and the amount
recovered will be used for the purpose of replacement for the tools lost.
6. No tools shall be offered or sold to the workers.
PAYMENT
1.Before commencing the work, the barangay treasurer has to certify the
availability of funds.
2.Payment will be made after the completion of the work only as certified
by the Project Supervisor.
DIRECT CONTRACT DOCUMENTS.
1.Proposal
2.Direct Contract Agreement
3.List of Tools to the provided to the Group
PROCEDURES
1.
2.
3.
4.
5.
Convene and discuss the details of the
project to be implemented by the
community under CFA.
a.
Confirms the resources and capability

of the community.
b.
Validate participation of project

supervisor, Municipal Engineer, skilled
and unskilled workers listed in the
Community Employment Record
c.
Discuss participation of Direct

Contracting of Labor (if any)
d.
Timetable for the implementation and

the payment arrangement
TIME FRAME
1 CD
RESPONSIBLE
UNIT
BAC, PT, PIT,
MIT, AIT
Invited: Project
Supervisor,
Mun. Engineer,
DAC
Prepares minutes of pre-procurement

conference highlighting the execution of the
community project using Community Force
Account Mode
Procurement
Team
Approves minutes of the meeting
BSPMC
Chairperson
BAC
Procurement of Materials Needed for

the Project
Procure materials needed for the community
project using the appropriate
procurement method (see LS, LB or
DC)
Delivery schedule of the materials shall be
synchronized with the actual
implementation of the project
Start and implement program of works
Start implementation and supervise the day
to day activities in the sites.
Regular Inspection and Provision of
Technical Assistance During
Implementation
Conduct regular visits to the project sites
and provide technical assistance.
Payments for labor
CASE 1. Prepares payroll and Community
Employment and Record Sheet every pay
day. Submit payroll and CERS to the Heads
of PT, PIT and BSPMC Chairperson for
signature
Awarded 2 wks
before the
work starts
Delivered 1 wk
before the
work starts
PIT, PT
As scheduled
Project
Supervisor/
Group Leader
As frequent as
necessary
Mun. Engr.
DAC, Area
Coordinating
Team, RIE
Frequency as
agreed by the
community
Brgy Treasurer
ACT
PARTICIPATION
CF to facilitate the
meeting. DAC as
resource person
PROCEDURES
TIME FRAME
RESPONSIBLE
UNIT
ACT
PARTICIPATION
CASE 2. Prepare payment after receipt of

request for payment from Direct
Contracting Group
6.
Pays the workers based on agreed rates
Brgy Treasurer
7.
Signs the payroll and CERS

Give copy of signed payroll to Brgy
Treasurer
Brgy Treasurer
8.
Gives the payroll and CERS to the Brgy

Bookkeeper
Workers
Group Leader
9.
Records the transaction and files the

documents
Brgy.
Bookkeeper
9.4. LOCAL BIDDING

This procurement method will probably be the least used procurement method
given the high minimum amount set for its mandatory adoption. This method
will be used when there are several local suppliers or contractors and the value
of each contract is:
1. PhP 500,000 above for goods and
2. PhP 1.25 M and above for works
Since under this method requires prior approval of the NPMT, the Regional
Community Infrastructure Specialist (RCIS) or Deputy Area Coordinator
(Municipal Engineer) should be invited in the important procurement activities in
order to facilitate immediate issuance of No Objection by the NPMT.
9.4.1 Local Bidding For Goods - Detailed Procedures
PROCEDURES
1.
TIME FRAME
Pre-Procurement Conference
Conduct of pre-procurement conference .
RESPONSIBLE
UNIT
A.
Discussion
BSPMC will discuss the items of
materials for procurement using the
Planned Community Procurement
Package.
1 CD
BSPMC, BAC &

PT
B.
Preparation
The procurement team will prepare the
following forms.
a. Invitation to Bid
b. Abstract of Bids
c. Form of Bid
d. Purchase Order
e. Form of Bid Security (Bank
Guarantee)
same day
PT
ACT
PARTICIPATION
CF to facilitate
meeting. DAC to act
as resource person.
PROCEDURES
TIME FRAME
f. Drawings (if applicable)

g. Technical Specifications
h. Form of Performance Security (Bank
Guarantee)
i. Notice of Award
C.
Review & signing

Review & signing of the Invitation to
Bid.
Prepare minutes of Pre-Procurement

Conference
Posting and Direct Invitation (personal
serving by PT) of Invitation to Bid
Posts Invitation to Bid in the
provincial/municipal/ barangay hall
billboards, Kalahi-CIDSS: KKB billboard or
bulletin board, offices of MIAC and PIAC
members, NGO offices and personal serving
of Invitation to Bid to at least 3 suppliers
2.
Issuance of Bidding Documents

Issues bid documents to interested bidders
free of charge.
3.
Contents of Bid Documents:

(To be issued to bidders)
a. Invitation to Bid
b. Form of Bid
c. Form of Bid Security (Bank Guarantee)
d. Drawings (if applicable)
e. Technical Specifications
f.
Form of Performance Security (Bank
Guarantee)
Pre-Bidding Conference
Required for all contracts under local
bidding for goods. To be done at least 7
days before the deadline for submission of
bids. The purpose of pre-bidding conference
is to discuss the details of the contract and
clarify the bidding documents.
4.
RESPONSIBLE
UNIT
same day
BSPMC
Chairperson
same day
Procurement
Team
same day
BSPMC Bookkeeper
2 CD
It must be
posted for two
weeks
Procurement
Team
CF to ensure wider
circulation
For a period of
two weeks
from date of
posting of
Invitation to
Bid
Procurement
Team
DAC to provide TA
1 CD
BAC, PT, PIT,

MIT
Invited: Mun,.
Engr., DAC,
Bidders
DAC to act as
resource person
same day
Procurement
Team
same day
Bookkeeper
same day
BAC, PT, PIT,

MIT, Mun.
Engr., DAC,
bidders
What if the bidder did not attend

the pre-bid conference.?
Attendance in the pre-bid conference of
the bidder is not compulsory and should
not be a ground for disqualification.
Pre-bid conference must be conducted at
the community level
Records the minutes of the conference. The
minutes shall be issued to all bidders 5
days before the bid opening
5.
Conducts group site visit (if this is critical

for costing and delivery of goods)
ACT
PARTICIPATION
PROCEDURES
TIME FRAME
RESPONSIBLE
UNIT
What if the bidder did not conduct

site visit?
The conduct of site visit is compulsory.
This will enable the bidder to make a
good offer of bid price.
6.
7.
The BSPMC to issue Certificate of Site

Inspection (if required)
Preparation, submission and receipt of
bids
Prepare and submit sealed bid
Receives sealed bid by BSPMC-PT at the
barangay hall. If submitted before the
deadline stipulated in the Invitation to Bid,
PT members record receipt in the logbook
with the following information:
w/ in 7 CD
Contractor
On or before
the date and
time specified
on the
Invitation to
Bid.
Procurement
Team
1 CD (Send
written
invitation one
(1) week
before bid
opening)
A day before
bid opening
On the date
specified in
the invitation
to bid.
1 CD
BAC
Initial the bids and other supporting

documents
same day
BAC Chairman
Prepares minutes of Bid Opening
same day
PT
Review & sign minutes of bid opening
same day
BSPMC
a.
b.
c.
d.

Name of Goods for procurement
Name of Supplier
Name and signature of procurement
team member receiving the sealed
enveloped
The sealed bids and logbook will be placed

at BSPMC office inside the filing cabinet.
What if the bidder submitted late
bid?
Late bid is automatically rejected and
returned to the bidder.
8.
Bid Opening and Examination

Invites Mun. Engr. DAC, COA
representative, concerned TWG member,
Regional Infrastructure Engineer to witness
the bid opening.
9.
Prepares the barangay hall for the public

opening of bids.
10. Brings the logbook and sealed bid envelopes
and place inside the bid box in the
barangay hall.
11. BAC to declare quorum 16 before the
opening of bids. Open the padlock of the
bid box and open the first envelope, read
aloud the name of the supplier, bid amount,
amount and form of bid security and record
the attached documents using the checklist
of bidding documents. The same procedure
will be done for the remaining sealed
envelopes. Forwards bid documents to
other BAC members for review.
16
Quorum consists of 2 out of the 3 BAC composition.
Procurement
Team
Procurement
Team
BAC Chairman
ACT
PARTICIPATION
PROCEDURES
same day
RESPONSIBLE
UNIT
Chairperson
Bookkeeper
Right after bid

opening
Procurement
Team
1 CD
(Immediately
after the Bid
Opening)
BAC & TWG, PT
TIME FRAME
ACT
PARTICIPATION
What are grounds for automatic

disqualification?
Late bids and no bid security attached to
the bid.
12. Prepares Abstract of Bids
(see pro-forma)
a. Name of Contract and its location
b. Time, date and place of bid opening
c. Names of bidders and their bids
d. Bid security
13. Bid Examination
Examines bid documents using the pass/fail
criteria.
Bid security must conform to the
requirements.
Specifications must conform to the
requirements.
Bid Form is signed by the
bidder/representative.
DTI Business Name Registration/SEC
Registration
Authority of the signatory
Price Schedule
PS Mark License for pipes
If bid examination is not completed in one
day, keeps all documents in a lock filing
cabinet in the barangay hall.
Note: Bid Securities in the form of cash or
(managers check or cashiers check) must
be deposited in the BSPMC Account. Bank
Guarantee as Bid Security shall be
submitted as part of the bid documents. Bid
Securities of the non-winning bidders will
be returned only after the winning bidder
has signed contract with the BSPMC.
Personal Check is not acceptable.
14. Evaluation of bids.
Evaluate bid if it is responsive, i.e.,:
1.1 Applied correction on prices
1.2 Pass/fail Criteria
1.3 Ranking of bids
BAC
w/assistance of
TWG
If bid is not responsive declare the bidder

disqualified. Do not include disqualified
bidder in the ranking.
Prepares minutes of the evaluation of bids
same day
PT

Post Qualification of Bidder with
Lowest Calculated and Complying Bid
15. Conduct post qualification to the lowest
calculated and complying bidder by
validating bidders compliance with
qualification requirements (Technical,
Financial and Legal). Submits postqualification report to BAC
same day
Bookkeeper
2 CD (after
completion of
bid evaluation)
Procurement
Team
BAC
Passes Resolution to Award (RTA). The RTA

will indicate that the bidder is the Lowest
1 CD
DAC to provide
technical assistance.
PROCEDURES
Calculated and Responsive Bid (LCRB).
Review and signs the RTA
16. Drafts Purchase Order
Prior Review by NPMT

17. All contract regardless of the amount under
TIME FRAME
RESPONSIBLE
UNIT
W/ in same
day
1 CD
BSPM
Chairperson
Procurement
Team
a.
Request NOL for RPMT or NPMT. To be

attached to the request are: Draft
Purchase Order and all other
supporting documents (send only photo
copy except the request letter).
1 CD
BSPMC
Chairperson
b.
Reviews the Purchase Order and

supporting documents and
recommends issuance of NOL
2 CD
NPMO Staff
c.
Issues No Objection Letter (NOL)
1 CD
National Project
Manager
1 CD
(Immediately
upon receipt of
NOL)
w/ in same
day
Procurement
Team
w/ in same
day
BSPMC
Chairperson
Procurement
Team
Supplier
Approval and issuance of Notice of

Award
18. Prepares Notice of Award
Approves Notice of Award

Delivers the Notice of Award
Signs Conforme on the Notice of Award and
returns it to Procurement Team

19. Posts Performance Security
Forms of performance security:
a. Cash, certified check, cashiers check,
managers check, 5% of contract price
b. Bank guarantee, 10% of contract price
Signing of Purchase Order

20. Approves the Purchase Order (three copies)
Signs in the conforme on the PO and
returns two copies to Procurement Team
Forwards the PO together with the rest of
the supporting documents to the Brgy
Bookkeeper
Files the documents
Furnishing Contract Documents to LGU
COA and RPMO
21. Provides LGU COA, RPMO a duplicate copy
of approved Purchase Order and supporting
documents
Start Delivery of Goods

22. Delivers goods
Monitoring
23. Monitors delivery of goods
1 CD
w/ in 5 CD
from receipt of
NOA
Supplier
Upon
submission of
Performance
Security
BSPMC
Chairperson
w/ in 1 CD
upon receipt of
PO
Supplier
1 CD
Procurement
Team
1 CD
Brgy
Bookkeeper
2 CD
Procurement
Team
As provided in
the delivery
schedule.
Supplier
As scheduled
MIT with
ACT
PARTICIPATION
PROCEDURES
Regular Inspection and Provision of

Technical Assistance During Contract
Implementation
TIME FRAME
RESPONSIBLE
UNIT
assistance from
Mun. Engr.,
concerned MIAC
member, DAC
(if necessary)
As often as
necessary
Mun. Engr.
DAC, AC Reg.
Infra Engineer
ACT
PARTICIPATION
25. Processes payment based on delivered item.

A.
BSPMC Chairperson
2 CD
Brgy. Treasurer
B.
Check signing @ ACT

order
ACT sign the check
same day
Contractor
Immediately
upon payment
1 CD
Brgy Treasurer

Receipt
26.
Filing and Record Keeping.

the CF will be turn-over to MRB for
Community
Facilitator
BSPMCBookkeeper
9.4.2 Local Bidding For Works - Detailed Procedures

PROCEDURES
1.
TIME FRAME
Pre-Procurement Conference
Conduct pre-procurement conference. This
is an internal meeting with the BSPMC.
A.
B.
Discussion.
Discuss the item of works for
Community Procurement Packaging
(PCCP).
Preparation
Prepare the following:
Invitation to Bid for works
Instruction to Bidders
Bidding Data
Contract Agreement
Engineering Drawings
Technical Specifications
Form of Bid
Form of Bank Guarantee for
Advance Payment
Form of Bid Security(Bank
Guarantee)
RESPONSIBLE
UNIT
1 CD
BAC,BSPMC,PT,
TWG
same day
Procurement
Team
ACT
PARTICIPATION
CF will facilitate
meeting. DAC will
act as resource
person.
PROCEDURES
Form of Performance Security (Bank

Guarantee)
C. Review and signing

Review & signing of the Invitation to Bid.
Prepare minutes of the pre-procurement
conference
2.
3.
4.
TIME FRAME
Publication and Posting of Invitation to

Bid and Direct Invitation (personal
serving of Invitation by the PT)
Publish in regional newspaper minimum of
1 week and maximum of two weeks and
post Invitation to Bid in the
provincial/municipal/barangay hall
billboards, or bulletin board offices of
A/MCTMIAC and PIAC members, NGO/CSO
offices and conspicuous public places e.g.
bus, jeep, tricycle terminals, public
markets, etc.
Issuance of Bidding Documents
Issues bid documents to interested bidders
RESPONSIBLE
UNIT
same day
BSPMC
Chairperson
same day
PT
same day
BSPMC Bookkeeper
@ least 2
Procurement
Team members
For a period of
two weeks
from date of
posting of
Invitation to
Bid
Procurement
Team
1 CD
BAC, PT, PIT,

MIT,
Invited:
Mun,. Engr.,
DAC, bidders
same day
Records the minutes of the conference. The

minutes shall be issued to all bidders 5
days before the bid opening
Procurement
Team
same day
Keeping of all the records
same day
BSPMCBookkeeper
free of charge
Contents of Bid Documents

(to be issued to bidders)
a. Invitation to Bid (for works)
b. Instruction to Bidders
c. Bidding Data
d. Conditions of Contract
e. Forms of Contract Agreement (draft)
f. Engineering Drawings
g. Technical Specifications
h. Form of Bid
i. Form of Bank Guarantee for Advance
Payment
j. Form of Bid Security(Bank Guarantee)
k. Form of Performance Security (Bank
Guarantee)
Pre-Bidding Conference
Required for all contracts regardless of the
amount under Local Bidding for Works. To
be done at least 10 days before the
deadline for submission of bids. The
purpose of pre-bidding conference is to
discuss the details of the contract and
clarify the bidding documents.
If the bidder did not attend the prebid conference, is it a ground for
disqualification?
Attendance in the pre-bid conference is
not compulsory and should not be a
ground for disqualification.
5.
Conducts group site visit
BAC, PT, PIT,

MIT, Mun Engr,
ACT
PARTICIPATION
PROCEDURES
What if the bidder did not conduct

site visit?
TIME FRAME
RESPONSIBLE
UNIT
DAC, Bidders
same day
Procurement
Team
w/ in 7 CD
bidders
1 wd (On or
before the
date and time
specified on
the invitation
of bid.)
Procurement
Team
1 CD (Send
written
invitation one
(1) week
before bid
opening)
1 CD (One day
before bid
opening)
1 CD (Right
after the
deadline for
submission of
bid)
1 CD (w/ in
same day)
BAC
Initial the bids and the attached supporting

documents.
same day
BAC
Prepares the minutes of Bid Opening
same day
PT
Review and approve the Minutes of Bid

Opening
same day
BSPMC
Chairperson
same day
BSPMCBookkeeper
Procurement
Team
Conduct of site visit is compulsory. This

will enable the contractor to make a
good offer of bid price.
What if the contractor/s did not conduct
the inspection during the scheduled prebid conference can they inspect on
another day?
YES. They can do it before the
submission of bid proposal/s.
6.
7.
Issue Certificate of Site Inspection (if

applicable)
Preparation, submission and receipt of
bids
Prepare and submit sealed bid
Receives sealed bid at the barangay hall.
Records the following in a logbook:
a.
b.
c.
8.
9.

Name of Bidder
Name and signature of procurement
team member receiving the sealed
enveloped
d. Keeps them in a locked filing cabinet
Bid Opening and Examination
Invites Mun. Engr. DAC, COA Auditor,
concerned TWG member, RIE to attend the
bid opening.
Prepares the barangay hall for the public

opening of bids.
10. Brings the logbook and sealed bid

envelopes to the BAC in the barangay hall.
11. Declare quorum before the opening of bids.

Opens the padlock of the bid box and open
first envelope read aloud the name of the
bidder, bid amount, amount and form of bid
security. The same procedure will be done
for the remaining envelope. Forwards bid
documents to other BAC members
12. Prepares Abstract of Bids:

a. Name of contract and its location
Right after bid

opening.
Procurement
Team
BAC
ACT
PARTICIPATION
PROCEDURES
b.
c.
d.
TIME FRAME
Time, date and place of bid opening

Names of bidders and their bids
Bid Security
Bid Examination
13. Examines bids using the pass/fail criteria.
check the technical, legal and
financial documents indicated in the
Instructions to bidders
RESPONSIBLE
UNIT
1 CD (Right
after the Bid
Opening)
BAC & TWG, PT
same day
TWG
1 CD
BAC
same day
Procurement
Team
If bid examination is not completed in one

day, keeps all documents in a filing cabinet
in the barangay hall and locked.
Prepare and fill-up the pass/fail criteria
sheet
Note:
Bid Securities in the form of cash
,managers check or cashiers check must
be deposited in the BSPMC Account. Bank
Guarantee as Bid Security shall be
submitted as part of the bid documents. Bid
Securities of the non-winning bidders will
be returned only after the winning bidder
has signed contract with the BSPMC.
14. Evaluation of bids
Evaluate bid if it is responsive, i.e.,:
A. Applied correction on prices
B. Pass/fail Criteria
C. Ranking of bids
What is a responsive bid?
Responsive bid is a bid that has passed
both in the Pass/Fail Criteria and in the
post qualification evaluation.
What if bid is not responsive?
Declare the bidder disqualified.
What if bidder is already
disqualified?
Do not include disqualified bidder in the
ranking.
same day
BSPMCBookkeeper
Prepares minutes of the evaluation of bids

15. Conducts post-qualification of the lowest
calculated and responsive bidder by
validating on the documents. Submits postqualification report to BAC
Passes Resolution to Award (RTA). The RTA
will indicate the Lowest Calculated
Responsive Bid (LCRB).
Review and signs the RTA
2 CD after
completion of
bid evaluation
Procurement
Team with the
assistance of
TWG
same day
BAC
W/ in same
day
BSPM
Chairperson
ACT
PARTICIPATION
PROCEDURES
TIME FRAME
RESPONSIBLE
UNIT
Post-qualification is the process of

verifying, validating and ascertaining all
the statements made and documents
submitted by the bidder with the LCRQ,
which includes ascertaining the said
bidders compliance with the legal,
financial and technical requirements of
the bid.
Who conducts
evaluation?
Post-qualification
Procurement Team with the assistance

of TWG.
16. Drafts Contract (use proforma contract for
works)
Prior Review by NPMT
17. Required for all contracts regardless of the
amount for all Local bidding for Works.
a. Request for NOL from NPMO. To be
attached to the request are: RTA, draft
contract, form of bids, bidding
documents and all other supporting
documents (send only photo copy
except for request letter).
b.
Reviews the contract and supporting

documents and recommends issuance
of NOL
c. Issues No Objection Letter (NOL)
Issuance of Notice of Award

18. Prepares Notice of Award
a.
Approves Notice of Award(NOA)
b.
Delivers Notice of Award and contract

to successful bidder
c.
Signs Conforme on the Notice of Award

19. Posts Performance Security
Forms of performance security:
a. Cash, certified check, cashiers check,
managers check, 5% of contract price
b. Bank guarantee, 10% of contract price
1 CD
Procurement
Team with
assistance from
DAC
1 CD
BSPMC
Chairperson
1 CD
NPMO Staff
5 CD
NPM
1 CD upon
receipt of NOL
Procurement
Team
w/ in same
day
1 CD
BSPMC
Chairman
Procurement
Team
2 CD
Contractor
5 CD from
receipt of NOA
Contractor
5 WD upon
receipt of NOA
Contractor
witness
1 CD
BSPMC Chair
Note:
If security is in the form of cash or check, then
it should be deposited in the BSPMC account by
the winning bidder and submit to BSPMC the
deposit slip with bank validation.
For performance guarantees in the form of

cash for contracts that are nearing the end of
KALAHI-CIDSS project, such guarantee shall
be replaced with a bank guarantee from a
reputable commercial bank.
Contract Signing/Approval
20. Signs the contract and returns it to BSPMC
Sign as witness
Approves the Contract
1 CD
ACT
PARTICIPATION
PROCEDURES

21. Prepares Notice to Commence;
Signs Notice to Commence
Delivers Notice to Commence
Provides LGU COA, RPMO and Contractor
copy of signed and notarized contract
Mobilization and Starts of Works

22. Mobilizes and starts works
Advance Payment
23. Contractor has the option to claim advance
payment equivalent to 15% of the contract
price subject to compliance of the ff:
requirement:
a. Certification from DAC that equipment
and materials are already on the
jobsite.
b. Bank guarantee equivalent to the
amount requested.
Monitoring and Supervision

24. Monitor execution of the contract
Implementation
Payment
26. Process payment based on accomplishment
approved by BSPMC Chairperson as
recommended by PIT noted by Municipal
Engineer
TIME FRAME
1 CD
1 CD
w/ in same
day
1 CD
w/ in 7 days
from receipt of
Notice To
Commence
Within 3 CD
RESPONSIBLE
UNIT
ACT
PARTICIPATION
Procurement
Team
BSPMC
Chairperson
Procurement
Team
Procurement
Team
Contractor
Barangay
Treasurer
daily
PIT, MIT
As often as
necessary
Mun. Engr.
DAC, RIE, AC
A.
BSPMC Chairperson
2 CD
Brgy. Treasurer
MRB
B.
Check signing @ ACT

order
ACT sign the check
same day
Contractor
MRB

Receipt
the CF will be turn-over to MRB for
AC
Immediately
upon payment
One day
BSPMCBookkeeper
Community
Facilitator
PERIOD OF ACTIONS OF PROCUREMENT ACTIVITIES

(LOCAL BIDDING)
PERIODS
GOODS
DEADLINE
ACTIVITIES
WORKS
Min
Max
Min
Max
1 CD
1 CD
1 CD
1 CD
7 CD
14 CD
7 CD
14 CD
1 CD
1 CD
1 CD
1 CD
7 CD
7 CD
7 CD
7 CD
1 CD
1 CD
7 CD
7 CD
1 CD
1 CD
1 CD
3 CD
1 CD
3 CD
1 CD
3 CD
21 CD
28 CD
27 CD
38 CD
5 (RPMO)
5 (NPMO)
15 (WB)
26 CD
5 (RPMO)
5 (NPMO)
15 (WB)
38 CD
5 (RPMO)
5 (NPMO)
15 (WB)
37 CD
5 (RPMO)
5 (NPMO)
15 (WB)
48 CD
3 CD
7 CD
3 CD
7 CD
2 CD
5 CD
2 CD
5 CD
Issuance of Notice to
Proceed
1 CD
3 CD
1 CD
3 CD
TOTAL
32 CD
53 CD
43 CD
53 CD
Pre-procurement
Advertisement/Posting
of Invitation
Pre-bid Conference and
Site visit
Issuance of bidding
documents
Submission and Opening
of Bids
7 CD before
deadline of
submission of
bids
Bid Evaluation
Post Qualification
SUB- T O T A L
Issuance of NOL
SUB- T O T A L
Issuance of Notice of
Award
Contract Preparation and
Signing
9.4.3 DEFINITION OF TERMS USED IN LOCAL BIDDING

1. Bid
Bid is a signed offer coming from a supplier/contractor interested to
provide goods or undertake infrastructure work for the community.
2. Evaluated Bid
This refers to the corrected bid after evaluation has been completed.
3. Bid Security
a. Bid security is required to ensure that the successful bidder shall,
within five calendar days from receipt of the Notice of Award, sign the
contract with the BSPMC. It could be in the form of cash, check, bank
draft, letter of credit or bank guarantee that serves as a guarantee that
the successful bidder shall not default on his offer, and shall enter into
contract with the BSPMC and furnish the performance security.
b. The bid security shall be returned to the bidders only after the
successful bidder has signed the Contract and posted the performance
security, except if the bidder fails to comply with all the requirements and
the bid is marked failed.
c. Bidder, who wants to present cash as bid security, shall be instructed to
deposit the amount to the communitys bank account and to attach the
machine validated deposit slip to the bid documents to be placed in a
sealed envelope.
4. Defects Liability Period
This refers to the period from the date of issuance of Certificate of
Completion of the works as certified by the BSPMC Chairman up to the
date within which, the contractor shall still be liable for defects, shrinkage
or other faults as determined by BSPMC. The contractor shall execute all
such work needed to amend, reconstruct, or remedy at his own cost.
5. Eligibility Requirements
These refer to qualifications set by the BAC for participating bidders.
Some examples of qualifications are:
a. Suppliers must have a SEC Registration, mayors permit or municipal
license, or the Cooperative Development Authority, if a cooperative;
b. Contractors for works must be either a duly licensed Filipino citizen or
a sole proprietorship, or a duly registered partnership or corporation.
6. Minor Deviations
These are deviations in the bid that can be corrected. Some examples are
the following:
a. Computational error such as when the total amount is not equal to the
unit cost times the number of units. In this case, it is the unit cost,
which should be taken as the correct amount, and the total price
should be corrected.
b. Discounts which do not have pre-conditions should be applied to the
total price to get the net amount.
c. Minor deviations shall be corrected and
computed to determine the calculated price.
adjustments
shall
be
d. For MCC-funded sub-project/s: Where applicable, contractors must

also pass the revised eligibility verification review, which will ensure
that the contractor is not prohibited from receiving U.S. funds.
7. Major Deviations
These are deviations which substantially affect the scope, quality or
performance of the works; which limits the communitys rights under the
contract; or one that if corrected would affect unfairly the comparative
position of other bidders.
The following are examples:
a. Bid contains a different design that does not respond to the contract
plans and specifications;
b. Stipulates price adjustment when bid price should be fixed given the
short duration of the contract;
c. Proposed timeframe of implementation does not conform to the
required period;
d. Bid contains provision to exempt the bidder from some critical
provisions of the contract.
8. Retention Money
Retention fee refers to the 10% amount retained from all progress billings
to cover uncorrected discovered defects and third party liabilities. This is
mandatory for all contracts with PhP 1M or more in addition to
performance Security. For contracts with less than PhP 1M, retention fee
is only deducted from the progress billing when there is no Performance
Security posted. The retention fee, if not called shall be refunded to the
contractor after the expiration of the warranty period. The refund shall not
be subjected to Withholding Tax.
In case where closing of community account is mandated by the project,
the BSPMC shall require the Contractor to convert to Bank Guarantee or
Managers Check or Cashiers Check from a reputable bank. Upon
receipt of the Bank Guarantee or Managers Check or Cashiers Check,
the treasurer shall prepare a Disbursement Voucher and issue a check
equal to the amount of retention.
9.4.4 ADDITIONAL GUIDELINES ON LOCAL BIDDING (also applies to
Shopping for Works)
1. On receiving sealed bids
a. The BSPMC Chairperson authorizes the Procurement Team members to
receive the sealed bids.
b. At least one Procurement Team member shall be stationed at the
barangay hall to receive the bids.
c. Receiving Procurement Team member should be advised to accept
only bid documents that are contained in one sealed envelope with the
name of the bidder written outside. Furthermore, that he/she is not
authorized to open the envelope.
d. Bids received after the deadline set shall automatically be rejected.
2. Modification and Withdrawal of Bids
a. No bid shall be changed after the deadline for submission of bids.
b. Withdrawal of bid between the deadline for submission and of bids and
the expiration of the validity of bid will result in the contractor being
disqualified from participating in any KALAHI-CIDSS Project for two
(2) years.
3. Bid Opening (On the same day just after the time set as deadline
for submission of bids)
a. The Procurement Team prepares a checklist of all the documents
required to be submitted. There should be as many copies of the
checklist as the number of participating bidders.
b. Bidders or their representatives and interested barangay residents
may observe the bid opening.
c. Bids with incomplete requirements specified in the Invitation to Bid
shall be marked failed. All bids with complete requirements shall be
marked passed and shall be considered for evaluation.
d. Bid security submitted by bidders whose bids were marked failed
should be returned.
Let us clarify things:
What if a calamity such as typhoon or flash flood or other fortuitous event
happened during the scheduled submission opening of bids?
In such cases, postponing or re-scheduling is allowed for all methods of procurement.
However, a certification coming from the A/MCT signed by the Area/Municipal
Coordinator shall be attached to minutes during the re-scheduled opening stating the
reasons for postponement/re-scheduling. The BAC should give at least 2 days for
shopping for goods, at least 5 calendar days to a maximum of 7 calendar days for
bidding for goods, shopping for works and bidding for goods as allowance before the rescheduled opening. The BSPMC Chair should then prepare a Supplemental or Bid
Bulletin following the procedures for publication (for bidding for works), posting,
personal dissemination to bidders or other possible means to inform service providers
of the postponement/re-scheduling.
4. Bid Evaluation
a. The TWG shall assist the BAC in the evaluation of bids. The TWG
should explain fully every step in the evaluation process as part of the
capacity building of the BSPMC.
b. The following shall be considered in the evaluation:
The bid must be complete. This means that all the required
items in the bidding documents should be addressed.
Bid security must conform to the requirements of the

Instruction to Bidders, as to type, amount, form and wording,
and validity period.
Minor and major deviations from the terms and conditions

specified in the Instruction to Bidders.
5. Other Bids which should automatically be rejected

a. Late bid submission
b. Unsigned bid (using the Form of Bid)
c. No acceptable bid security submitted or attached or insufficient bid
security amount (if required)
d. After examining all the bids, which have initially been marked
passed, and after correcting for minor deviations, the bids shall be
ranked from the lowest calculated bid to the highest.

What do we mean by late bid submission and what is the basis of the time?
For example the time set is 10:00 in the morning and a bidder submitted a bid at
10:01 in the morning then it is clear that the bidder is late by 1 minute. The bid must
be rejected by the BAC or the Procurement Team receiving the bids. The basis of time
shall be based on a watch or clock at the Barangay agreed, set and synchronized
during the pre-bid conference. There is no such thing as Filipino time!

What do we mean by insufficient bid security?
The project requires 2% Cash or Check (Managers Check or Cashiers Check or 2%
Bank Guarantee from a commercial bank based on the offered bid price. For example:
If
the
bid
amount
offered
is
PhP
1,255,000
and
the
bidder
enclosed/submitted/attached an amount of PhP 25,000.00. The amount is lacking by
PhP 100.00 that was found out during the preliminary examination using the pas/fail
criteria checklist, thus, the bid security is insufficient. The bid offered will be rejected
and will not be subjected for evaluation.

What if the submitted bid security submitted is lacking by 1 peso?
The term insufficient referred to in this community procurement manual means
below the minimum bid security requirement therefore, if it is lacking by 1 peso the
bid security is INSUFFICIENT and should be rejected. It is however clarified that the
limit of computation is in pesos so lacking 1 centavo to 99 centavos is negligible.
What if the bid security submitted was found to be insufficient as a result of
re-calculation during the bid evaluation?
In this case, the submitted bid security can be considered since the shortage was not
intentional. The lacking amount shall be paid by the bidder or its representative to
the BSPMC treasurer. Failure to pay the additional will be a ground for rejection.
The treasurer will deposit the additional amount to the BSPMC account.
What if only one bidder submitted a bid?

One of the principles of procurement is fairness to mean there should be fair competition
from amongst the service providers. The project would like to ensure that every service
provider is given the opportunity to compete in KALAHI-CIDSS-funded projects. It is
then recommended that all possible efforts to invite service providers through
publication to regional, local newspapers or even national newspapers, radio, television,
internet posting, posting in bulleting boards at the adjacent Provincial, Municipal or
Barangay where the community project is located. Personal serving is also encouraged.
The BSPMC should not limit preparation of three invitations for quotations/bids.
However, under circumstances where limited service providers or if they are
disinterested to participate then a single//lone bid can be accepted. If a single/lone bid
is submitted, it should not be a ground for declaring a failure of bidding and the BSPMC
shall conduct the following:
The BAC will conduct bid evaluation.

If bidder passed in the bid evaluation, the lone bidder will be subjected to post
qualification evaluation.
If he passed in the post qualification evaluation , he will be declared as the Lowest
Calculated and Responsive Bidder.
If the bidder failed in the bid evaluation, failure of bidding will be

declared. In this case, the BAC shall prepare a resolution declaring the
failure stating among others, result of the evaluation and/or postqualification evaluation. Re-bidding will be conducted.
6. Post-Qualification (Within three days after declaration of bidder

with the lowest calculated bid)
a. The BAC, assisted by the Procurement Team shall validate the
truthfulness of the eligibility requirements submitted by the bidder
with the lowest calculated price. This may involve verifying the
availability and condition of the equipment to be used by the bidder.
This should be completed within two days from the determination of
the lowest calculated bidder. It should be noted that this postqualification procedure will no longer include an eligibility check of the
contractor against the blacklist maintained by the Philippine
Contractors Accreditation Board (PCAB).
b. If the bidder passes the post qualification, he/she shall be declared as
the bidder with the Lowest Calculated and Responsive Bid (LCRB). If
the bidder fails, the BAC shall immediately notify him in writing.
c. If the lowest bidder failed in the post-qualification, then the second
lowest bidder will be subjected to post qualification. If the second
lowest bidder passed in the post qualification, it will be declared as
the Lowest Calculated and Responsive Bid.
d. Even if there is a pending request for reconsideration, the BAC shall
undertake post qualification of the next in rank bidder.
e. If the post disqualified bidder submits a request for reconsideration,
the BAC shall immediately convene to make a decision taking into
consideration the justification or explanation of the bidder. The BAC
shall notify the bidder of the decision in writing.
f.
If the request for reconsideration is denied and the next in rank bidder
passes the post qualification, the latter shall be declared the bidder
with the Lowest Calculated and Responsive Bid.
g. If the second lowest bidder fails in the post qualification, the process
will be repeated for the bidder with the next lowest calculated bid and
again be repeated until a bidder is declared as the bidder with the
LCRB.
h. If no bidder passes the post qualification, the bidding shall be declared
a failure. Re-bidding will be conducted. If the same situation results
from the second bidding, the BSPMC can enter into negotiated
contract.
What does Post Qualification entail?
A: Postqualification involves the BAC verifying, validating and ascertaining that the bidder satisfies the
following:
1. LEGAL Requirements. The post-qualification process under this criterion involves the verification, validation
and ascertaining of the contractors claim that ii is not included in any government blacklist, as well as all the
licenses, permits and other documents it submitted, including the following: a. PCAB License; SEC registration
or the DTI name registration; Mayors permit; BIR Certification which contains the TIN; Authority of the
Signatory; contracts for the last 2 years, and, Affidavit of compliance with the Disclosure Provision and other
documents specified in the invitation to bid.
2. TECHNICAL Requirements. The BAC would have to verify, validate and ascertain the veracity of the
documents submitted by a contractor to prove compliance of the infra project it offered with the requirements
of the contract and bidding documents. This involves the following:
a. Verification of the bidders stated competence and experience, as well as the competence
and experience of its key personnel to be assigned to the project, to ensure that these
meet the minimum requirements;
b. Verification of availability and commitment, and/or inspection and testing, of equipment
units to be owned or leased by the bidder, as well as checking the performance of the
bidder in its ongoing govt or private contracts, e.g. examine the Construction Schedule,
Construction Methods, Equipment Utilization Schedule, List of projects undertaken or
ongoing and to be started.
c. Verification if any bidders on-going contracts show:
A reported negative slippage of at least 15%;
Substandard quality of work per contract plans and specifications;
Unsatisfactory performance of his obligations as per contract terms and conditions, at
the time of inspection; or
That the minimum required experience of the bidders key personnel were not met;
All of which will be grounds for disqualification if found by the BAC to be due to the
bidders fault or negligence.
d. Ascertain of the sufficiency of the Bid Security as to type, amount, form and wording, and
validity period.
e. other documents specified in the invitation to quote.
3. FINANCIAL Requirements. The BAC ought to verify, validate and ascertain the bid price proposal of the
bidder and, whenever applicable, the required bank commitment to provide a credit line to the bidder in the
amount specified and over the period stipulated. It also means verifying, validating and ascertaining, the
bidders stated net worth and liquid assets, net working capital , the value of all outstanding or unfinished works
under ongoing contracts, and the bidders NFCC, as recalculated considering developments in the bidders other
projects. This is also done to ensure that the bidder can sustain the operating cash flow of the transaction. The
process involves:
a. Examination of the Bill of Quantities, Detailed Estimates and Cash Flow;
b. Ascertaining of the sufficiency of the Bid Security (if required) as to type, amount, form and
wording, and validity period;
Ascertain the NFCC, credit line, or cash deposit; and,
c.
d. Examination of the BIR-audited financial statement.
7. Award of Contract (Within five days from post-qualification and

declaration of bidder with Lowest Calculated and Responsive Bid)
The Notice of Award should be issued within five days after the final
declaration of the bidder with LCRB or a day after the receipt of the No
Objection from the Regional Project Director. If the first in rank bidder has
been disqualified, the BSPMC/BAC shall wait for seven days to determine
if the bidder will file a request for reconsideration. If none is received on
the eight day, and the next in rank has been post qualified, the Notice of
Award can be issued on that eight day.
8. Can the contractor ask for an advance payment?
The BSPMC should only allow this if the contractor posts a bank guarantee
for the advance payment, which is usually 15% of the total approved
contract price.
9. Progress Payments
Progress Payment shall be made upon request for payment for every
substantial accomplishment not below 20% of the whole contract price as
certified by the Project Supervisor noted by Project Implementation Team
and or Municipal Engineer and approved by the BSPMC.
CHAPTER 10 |
PROCUREMENT FORMS and
MONITORING FORMS
The Barangay Sub-Project Management Committee Chairman shall submit
to the Area Coordinating Team the Actual Community Procurement
Packaging and Community Employment Record status on a monthly basis
or when making a request for the release of funds. This shall be prepared
by the Procurement Team, noted by SP Implementation Team and Brgy.
Treasurer and approved by the BSPMC Chairperson. As part of enhanced
oversight and support mechanisms, the Regional Project Management
Office will also be conducting unannounced visits to barangays to ensure
that the ACTs have sufficient support for any issues that may arise, and to
conduct spot reviews to ensure correct implementation of KALAHI-CIDSS
procedures, particularly with regard to procurement.
SECTION 1 INSTRUCTIONS TO BIDDERS (for Works Contract Only)

1. Scope of Work:
The Barangay Community Project Management Committee of (name of
Barangay), as the Owner, invites bids for the completion of the works indicated
in the Invitation To Bid in accordance with the Conditions of Contract (CC). The
successful contractor will be expected to complete the works by the Required
Completion Date specified in the CC.
2. Eligibility to Bid:
Filipino private registered or licensed single proprietors, partnerships or
corporations, or cooperatives engaged in construction of infrastructure projects
can participate. Local Government Units or other agencies of government are
disqualified from participating.
Each bidder shall submit only one Bid. All Bids submitted in violation of this rule
shall be rejected. In addition, bidders are subject to eligibility verification
procedures to ensure that the bidder has not been blacklisted from receiving U.S.
Government funds (for MCC-funded sub-project/s). Blacklisted Contractors or
Suppliers under the PCAB are not allowed to participate.
3. Qualification of the Bidder:
To qualify for award of the Contract, a bidder shall meet the following minimum
qualifying criteria (to be determined by the BSPMC):
a) Experience in the work similar in nature to the works in this Invitation;
b) Financial capability to successfully complete the works.
4. Site Visit:
The Contractor is invited to a group site visit to examine the site of the works
and its surroundings and obtain all information that may be necessary for
preparing the bid and entering into a contract.
5. Contents of Bidding Documents for Distribution to Interested Bidders:
The set of bidding documents comprises the documents listed below:
Invitation to Bid
Section 1
Instructions to Bidders
Section 2
Section 3
Drawings
Section 4
Specifications
Section 5
Program of Works (Scope of Works/Bill of Quantities)
Section 6
Form of Bid
Section 7
Form of Contract Agreement
Section 8
Form of Bank Guarantee for Advance Payment
Section 9
Form of Bid Security (Bank Guarantee)
Section 10
Form of Performance Security
6. Documents Comprising the Bid:
The Bid to be submitted by the Contractor shall comprise the following
documents (as applicable):
I. TECHNICAL DOCUMENTS
Form of Bid (in prescribe form)
Program of Works
Plans
Detailed Estimates including summary sheet showing unit prices of
materials, labor rates and rentals
List of equipment owned/leased
Official Receipt (to support owning the equipment for equipment proposed
for use for the contract only)
Certificate of registration (to support owning the equipment for proposed
equipment for use for the contract only)
Schedule of utilization of equipment
List of similar projects undertaken for the last 2 years
Certification that each document submitted is an original or true copy of
the original
Certification from the bidder under oath of its compliance to labor laws
and standards and to utilize unskilled labor in the area
Notarized Affidavit for Defect Liability Commitment
List of Technical personnel
Site Visit Certificate
Detailed Construction method indicating the detailed methodology in
complying with Environmental Laws for the each Item of Work
involved, Safety measures
Bidding data sheet
Product Standard Certification Mark PS Mark License (for pipe materials)
II. FINANCIAL DOCUMENTS
Latest Income Tax Return w/ audited statement with Taxpayers
Identification Number
NFCC
Bid Security form, amount and validity period; only the following are
acceptable:
Cash, cashiers check, managers check, bank draft or irrevocable letter of
credit - 2 % of bid price
Bank Guarantee 2% of bid price
III. LEGAL DOCUMENTS
Contractors License or Temporary Certificate of Renewal (for expired
License)
SEC registration w/ articles of Incorporation (for Corporations)
Contracts (similar contracts for the last two years only)
Certificate of Acceptance (contracts for the last 2 years only)
Affidavit of Undertaking
7. Price Bid:
The Contract shall be for the whole works as described in the Invitation and shall
be based on the unit and total price on portion of work items indicated in the Bill
of Quantities. The Contractor shall fill in the rates and prices for all items of the
Works described in the drawings and specifications listed in the Bill of Quantities.
The Owner will not pay for items, which were left blank by the Contractor, if
executed. They shall be deemed covered by the other rates and prices in the Bill
of Quantities. All fees and taxes payable by the Contractor under the Contract
shall be included in the rates, prices, and total price bid submitted by the
Contractor. The contract price quoted by the Contractor shall be fixed for the
duration of the Contract and shall not be subject to any price adjustment.
8. Bid Security:
The Bidder shall furnish as part of the Bid, a Bid Security in local currency or in a
freely convertible currency, in the amount specified in the Bidding Data.
The Bid Security shall, at the Bidders option, be in the form of a certified
check, bank draft, or bank guarantee from a reputable bank located in the
region of the BSPMC.
Any bid not accompanied by an acceptable Bid Security of a joint venture

must be define as bidder all joint venture partners and list them in the
following manner: a joint venture consisting of _____:, _______, and
_______.
The Bid Security of unsuccessful bidders will be returned within 28 days of

the end of the Bid validity period specified in item 9
The Bid Security of the successful Bidder will be discharged when the Bidder
has signed the Agreement and furnished the required Performance Security.
The Bid Security may be forfeited

a) if the Bidder withdraws the Bid after Bid opening during the period of Bid
validity;
b) if the Bidder does not accept the correction of the Bid Price
c) if the successful bidder fails to sign the contract within the specified time
limit to
sign the contract agreement; or
furnish the required Performance Security.
9. Validity of Bid:
The price bid shall remain valid for the period of sixty (60) calendar days
counted from the date of the Bid. The BSPMC may request in writing the
Contractor/s to extend the period of validity for a specified additional period. The
Owners request and the Contractors responses shall be made in writing. A
Contractor may refuse the request for extension of bid validity in which case he
may withdraw his Bid without any penalty. A Contractor agreeing to the request
will not be required or permitted to change its Bid.
10. Preparation and Sealing of Bids:
The Contractor shall prepare one original and one duplicate copy of the
documents comprising the Price Bid. The contractor or person duly authorized by
the contractor shall sign the original and duplicate copy of the Price Bid.
The person or persons signing the Price Bid shall initial all the pages of the Bid
where entries or amendments or corrections have been made. The Contractor
shall seal the documents in one envelope addressed to the BSPMC at the
specified address and shall provide a warning not to open before the specified
time and date for Price Bids opening.
On the upper left-hand corner of the envelope, the contractor shall indicate
his/her name and full address. If the envelope is not sealed and marked as
above, the Owner will assume no responsibility for the misplacement or
premature opening of the Price Bid.
11. Place and Deadline for Submission of Price Bids:

The Price Bids shall be delivered to the Owner NO LATER than ____________
(time, date) at the address given in the Invitation to Bid. Any Bid received
by the Owner after the deadline will be returned unopened to the Bidder.
12. Modification and Withdrawal of Bids:
No bids shall be changed after the deadline for submission of Bids specified
above. Withdrawal of a Bid between the deadline for submission of Bids and the
expiration of the validity of the Bid as specified above will result in the forfeiture
of his bid security.
13. Opening of Bids:
The BAC will open the Bids in the presence of the bidders representatives who
choose to attend, at the time, date, and in the place specified in the Invitation to
Bid. The BAC Chairperson shall announce the bidders names, the Bid prices, the
total amount of each Bid, any discounts, and bid modifications and withdrawals
at the Bid opening.
14. Late Bids:
Any Bid received by the BSPMC after the deadline prescribed will be returned
unopened.
15. Process to be Confidential:
Information relating to the examination, clarification, evaluation and comparison
of quotations and recommendation for the contract award shall not be disclosed
until the award to the successful Contractor has been announced.
16. Evaluation and Comparison of Bids:
The BSPMC will award the Contract to the Contractor whose Bid has been
determined to be responsive to the specifications of the contract and who has
offered the lowest calculated price bid. In evaluating the bids, the BAC will
determine for each proposal the calculated price bid by correcting the price bid
for any arithmetic errors as follows:
if there is a discrepancy between amounts in figures and in words, the
amount in words will prevail;
if there is a discrepancy between the unit rate and the line item amount
resulting from multiplying the unit rate by the quantity, the unit rate as
quoted will prevail;
If a Contractor refuses to accept the correction, his Bid will be rejected.
17. Award Criteria.
The BSPMC will award the contract to the Bidder whose Bid has been determined
to be the Lowest Calculated and Responsive Bid.
18. BSPMCs Right to Accept Any Bid and to Reject any or all Bids:
The BSPMC has the right to accept or reject any bid/quotation, and to cancel the
bidding process and reject all bids, at any time prior to the award of the
Contract. The affected Contractor(s) will not hold the BSPMC liable. It is not
also obliged to inform the affected Contractor(s) of the grounds for its decision.
19. Notification of Award and Signing of Contract:
The BSPMC shall notify the Contractor of the award in writing prior to the
expiration of the validity period of the Bid. This Notice, together with a contract
will state the amount that the BSPMC will pay the Contractor in consideration of
the execution, completion, and maintenance of the Works by the Contractor as
prescribed by the Contract.
20. Performance Security
20.1 Within 21 days after receipt of the Letter of Acceptance the successful
Bidder shall deliver to the BSPMC a Performance Security in the amount
stipulated in the Contract data and in the form stipulated in the bidding
Data.
20.2
20.3
Failure of the successful bidder to comply with the requirement of item

20.1 shall constitute sufficient grounds for the cancellation of the award
and forfeiture of the Bid Security.
Performance security in the form of cash or check withheld at the BSPMC
account or by the treasurer as the case maybe, shall be replaced with
Bank Guarantee or a Managers Check or Cashiers Check after the
completion of the contract.
21. Advance Payment:

The BSPMC will only consider providing an Advance Payment if the contractor
posts a bank guarantee, or cash for such advance payment.
SECTION 2 CONDITIONS OF CONTRACT (CC)
1. Definitions:
a) Owner refers to the Community through the Barangay Community Project
Management Committee (BSPMC) as represented by its Chairman,
a
recipient community of KALAHI-CIDSS Project.
b) Contractor is a person, firm or corporate body whose Bid/Quotation to carry
out the Work has been accepted by the BSPMC.
c) Bill of Quantities specifies BSPMCs estimate quantity for each item of work.
d) Activity Schedule means the schedule of execution and completion for a
particular activity.
e) The Completion Date is the date of completion of the Works as certified by
the BSPMC.
f) The Contract is the Contract between the BSPMC and the Contractor to
execute, complete, and maintain the Works as specified in the specifications
or in other sections of the Contract. The name and identification number of
the Contract is given in the Invitation to Bid/Quote.
g) The Contractors Price Bid is the completed document (Invitation to

Bid/Quote together with attachments) submitted by the Contractor to the
BSPMC.
h) Contract Price is ___________________________ (P_________).
i)
Days are calendar days; months are calendar months.
j)
A Defect is any part of the Works not completed in accordance with the
Contract.
k) The Defects Liability Period for infrastructure projects shall be one year
from project completion up to final acceptance by the BSPMC. During this
period the contractor shall undertake the repair work at his own expenses, of
any damage to the infrastructure projects on the account of the use of
materials of inferior quality within 45 days from the time the BSPMC
Chairperson has issued an order to undertake repair. In case of failure or
refusal to comply with this mandate, the BSPMC shall undertake the repair
works and shall be entitled to full reimbursement of expenses incurred
thereon upon demand.
Any contractor who fails to comply with the preceding paragraph shall be
perpetually disqualified from participating in any public bidding and his
property or properties will be subjected to attachment or garnishment
proceedings to recover the costs. All payable of the BSPMC, in the
contractors favor shall be offset to recover the costs.
l)
Equipment is the Contractors machinery and vehicles brought temporarily

to the Site to construct the Works.
m) Materials are all supplies, including consumables, used by the Contractor for
incorporation in the Works.
n)
Project Supervisor is the person appointed by the BSPMC and who is

responsible for day to day supervising the execution of the Works and
administering the Contract.
The
designated
Project
Supervisor
for
this
contract
is
___________________
The Required Completion Date is the date on which it is required that

the Contractor shall complete the Works.
The Required Completion date is __________________. The BSPMC may

agree to revise The Required Completion Date subject to prior clearance
from the Regional Project Management Office (RPMO).
o) Specification means the description of the Works included in the Contract.

and any modification or addition made or approved by the BSPMC.
p) The Site is ______________________________________________.
q) The Start Date is _________________________. It is the date indicated in
the Notice to Proceed for commencement of the Works.
r) The Variation is an instruction given by the BSPMC, which changes the
scope of the original Work requirements. In case of materials and drawings
alteration this should have prior clearance from RPMO.
2. Conformity to Government Regulations:

The Contract shall conform with the provisions of any national or local
Government laws and regulations which may be applicable to the works Among
such regulations or laws are:
Employment of unskilled local labor. 1OO% unskilled labor force shall
come from the barangay where the community project is located. The
contractor shall also comply with the rules on hours and conditions of work,
general health regulations, and safety and health precautions.
Traffic regulations, including provision of adequate warning signs and traffic
barriers.
Environmental protection. The Contractor shall carefully plan and conduct
his works in a manner, which will minimize the negative impact on the
environment. In particular, the Contractor shall not interfere with or pollute
in any way irrigation channels or watercourses. Borrow pits shall only be
worked at the location and in particular, the pits shall be left in a condition
that it is not a safety or a health hazard due to stagnant water collection.
3. Communications:
Communications between parties that are referred to in these Conditions shall be
effective only when made in writing. A notice shall be effective only when it is
delivered.
4. Contractors Risks:
From the Starting Date until the Project Supervisor has issued a certificate for
the correction of any Defects, the risks of personal injury, death, and loss or
damage to property and adjacent property (including, without limitation, the
Works, materials and equipment) are Contractors risks.
5. Works to be completed by the Completion Date:
The Contractor shall start execution of the Works on the Start Date and shall
carry out the Works in accordance with the work schedule submitted by the
Contractor, as updated with the approval of the Project Supervisor, and complete
them by the Required Completion Date.
6. Safety:
The Contractor shall be responsible for the safety of all activities on the Site.
7. Extension of the Completion Date:
The BSPMC shall extend the completion date subject to prior clearance from
RPMO.
8. Delays Ordered by the Project Supervisor:
The BSPMC may instruct the Contractor through the Project Supervisor to delay
the start or progress of any activity within the Works, provided consultation has
been made with the Regional Project Management Office (RPMO).
9. Defects:
The BSPMC shall give notice to the Contractor of any defects before the end of
the Defects Liability Period, which begins at Project Completion and Acceptance.
The Defects Liability Period shall be extended for as long as defects remain
uncorrected. Every time notice of a defect is given, the Contractor shall correct
the notified defect within the length of time specified in the Project Supervisors
notice.
If the Contractor has not corrected a defect within the time specified by the
Project Supervisors notice, the Project Supervisor will assess the cost of having
the defect corrected. The Contractor will pay this amount. BSPMC shall recover
these amounts by deducting from the amounts due to the Contractor. Failure by
the Contractor to pay the BSPMC will be a ground to disqualify him from
participating from other KALAHI-CIDSS community project.
After final acceptance of the project, the contractor shall be held responsible for
structural defects and/or failure of the completed project within the warranty
period (as provided in Sec 62 of the Revised IRR 9184) from final acceptance,
except those occasioned by force majeure and those caused by other parties.
10. Program:
Within seven (7) days of the written notification of award, the Contractor shall
submit to the Project Supervisor for approval a Program showing the general
methods, arrangements, order, and timing for all activities of the Works. The
BSPMC approval of the Program shall not change the Contractors obligations.
The Contractor may revise the Program and submit it to the Project Supervisor
again at any time. A revised Program will show the effect of the changes.
11. Activity Schedule:
The Contractor shall provide updated Activity Schedules within ten (10) days of
being instructed by the Project Supervisor. The activities on the Activity
Schedule will be coordinated with the activities of the Program.
12. Changes in Quantities:
The Contractor shall carry out all the activities and complete them in accordance
with the scope of works specified in the Contract as part of the prices in the
Activity Schedule, which shall not be subject to any change. In the case of unit
rate contracts no adjustment in the unit rate shall be made if the variation in
quantity does not exceed 25% of the entire estimated quantity. If the variation
exceeds 25%, the Project Supervisor will determine if there is any justification to
revise the unit price, based on information provided by the Contractor, and will
fix such rate as he deems appropriate with the approval of the BSPMC. The BSPM
shall secure clearance from RPMO prior to any changes in quantities.
13.
Payment Certificate:
The Project Supervisor shall check the Contractors executed work and certify the
amount to be paid to the Contractor. The value of work executed shall comprise
the value of completed items of work or activities in the Activity Schedule.
14. Payments:
Payments shall be adjusted for deductions on account of advance payments and
retention money. The BSPMC shall pay the Contractor the amounts certified by
the Project Supervisor within thirty (30) days of the date of each certificate. The
Contractor may request payment every substantial accomplishment not below
20% of total contract amount.
15. Retention:
Retention fee refers to the 10% amount retained from all progress billings to
cover uncorrected discovered defects and third party liabilities. This is mandatory
for all contracts with PhP 1M or more in addition to performance Security. For
contracts with less than PhP 1M, retention fee is only deducted from the progress
billing when there is no Performance Security posted. The retentionfee, if not
called shall be refunded to the contractor after the expiration of the warranty
period. The refund shall not be subjected to Withholding Tax.
In case where closing of community account is mandated by the project, the
BSPMC shall require the Contractor to convert to Bank Guarantee or
Managers Check or Cashiers Check from a reputable bank. Upon receipt of
the Bank Guarantee or Managers Check or Cashiers Check, the treasurer shall
prepare a Disbursement Voucher and issue a check equal to the amount of
retention.
16. Taxes:
The Contractor is responsible for all taxes in accordance with Philippine laws and
ordinances of the local government units.
17. Advance Payment:
The BSPMC may make advance payment to the Contractor in the amount up to
fifteen (15) percent of the Initial Contract Price only after the DAC had certified
materials and equipment presence on site and the Contractor has provided Bank
Guarantee of equal amount. If there is no Bank Guarantee posted by the
Contractor, at his request the BSPMC may make payment directly to the supplier
after the delivery and acceptance of materials.
The advance payment shall be repaid by making deductions for every progress
billing with consideration that it is fully recoup upon reaching 80% physical
accomplishment. The first recoupment shall start when accomplishment has
reached 20% of the total contract price.
18. Completion and Taking Over:
The Contractor shall request the BSPMC to issue a certificate of completion of the
Works. The Project Supervisor will recommend such a certificate when he
determines that the work is satisfactorily completed. The BSPMC shall take
possession of the site within seven (7) days upon issuance of certificate of
completion of the Works.
19. Final Account:
The Contractor shall supply the Project Supervisor with a detailed account of the
total amount that the Contractor considers payable under the Contract before the
end of the Defects Liability Period. The Project Supervisor shall issue a Defects
Liability Certificate after the Contractor has fulfilled its obligation under the
Contract to this end and certify any final payment that is due to the Contractor
within fifteen (15) days of receiving the Contractors account if it is correct and
complete.
If it is not, the Project Supervisor shall issue within fifteen (15) days a schedule
that states the scope of the corrections or changes that are necessary. If the
Final Account is still unsatisfactory after it has been resubmitted, the Project
Supervisor shall decide on the amount payable to the Contractor and issue a
payment certificate.
20. Suspension:
The Contractor may suspend the Contract if a payment certified by the Project
Supervisor is not paid by the BSPMC to the Contractor within thirty (30) days of
the date of the Project Supervisors Certificate
21. Termination:
The BSPMC or the Contractor may terminate the Contract if the either party
causes a fundamental breach of the Contract. Fundamental breaches of Contract
shall include, but shall not be limited to, the following:
a) The Contractor stops work for ten (10) days when the stoppage has not been
authorized by the Project Supervisor;
b) The Project Supervisor gives notice that the Contractor has failed to correct a
Defect within twenty one (21) days as determined by the Project Supervisor;
and
c) The Contractor has delayed the completion of the works by thirty (30)
calendar days.
d) If payment certified by the Project Supervisor is not paid by BSPMC within
ninety (90) days.
e) If the contractor incurred a minimum of negative fifteen percent (-15%)
slippage but remains dormant for 21 calendar days despite receipt of the
warning letter from the BSPMC.
f) If the termination is due to failure of the contractor to complete the

works within the specified duration in the contract agreement or any
extended period approved by the BSPMC, the performance security and
retention money shall be forfeited in favor of the BSPMC and shall be
used for the community project.
g) If the contractor is terminated due to breach of contract, the contractor
will be blacklisted in all DSWD- KALAHI-CIDSS-funded projects. The
CIAP-PCAB will also be furnished about the termination.
Notwithstanding the above, the BSPMC with the concurrence of the RPMT may
terminate the Contract for its convenience by giving the Contractor a fifteen
(15) days notice in writing. If the Contract is terminated, the Contractor shall
stop work immediately, make the Site safe and secure, and leave the Site within
seven (7) days of the completion of the notice period.
22. Force Majeure:
Either party may terminate the Contract by giving a thirty (30) days notice to
the other for events beyond the partys control, such as Wars and acts of God
such as earthquakes, floods, fires, etc.
23. Payment upon Termination:
If the Contract is terminated because of a fundamental breach of Contract by the

Contractor, the Project Supervisor shall issue a certificate for the value of the
work completed and for the materials already ordered LESS the advance
payments received up to the date of the issue of the certificate. If the total
amount payable to the BSPMC exceeds any payment due to the Contractor, the
difference shall be a debt payable by the Contractor to the BSPMC. . As such,
the performance security will be forfeited and shall be used by the BSPMC
for the remaining works or for further improvement of the community
project.
24. Property:
All materials and construction equipment on the site, temporary works, and
Works shall be deemed to be the property of the BSPMC if the Contract is
terminated because of the Contractors default.
25. Penalties:
Failure by the Contractor to complete the works within the implementation
period or any extended period approved by the BSPMC shall render the
Contractor liable to forfeit 1/10 of 1% of the value of uncompleted works per
calendar day of delay. Total penalty shall not exceed 10% of the total contract
price.
26. Resolution of Disputes:
The BSPMC and the Contractor shall make every effort to resolve amicably by
direct negotiations any disagreement or dispute arising between them under or
in connection with the Contract. The disagreement may also be presented to
appropriate Grievance Officer/Unit of KALAHI-CIDSS. In case of further
disagreement either party can take the matter to arbitration in accordance with
the Law governing the Contract.
SECTION 3 DRAWINGS TO ATTACH DRAWINGS
SECTION 4 TECHNICAL SPECIFICATION TO ATTACH SPECIFICATIONS
SECTION 5 PROGRAM OF WORKS /SCOPE OF WORK
SECTION 6 FORM OF BID

Date: ___________________
To:
Barangay Community Project Management Committee

Barangay Hall (Employers Address)
Barangay _____________, Municipality of ___________________
Province of ___________________________
We offer to execute the _____________________________________________ (name

of Community Project) in accordance with the Conditions of Contract accompanying this
Bid for the Contract Price of ____________________________ (amount in words and
in figures) (__________) Philippine Pesos. We propose to complete the Contract within
a period of _______________ (words and numbers) _______________calendar days
from the Start Date.
This Bid and your written acceptance will constitute a binding Contract between us. We
understand that you are not bound to accept the lowest or any Bid receive.
We hereby confirm that this Bid complies with the Validity of the Bid required by the
proposal documents.
Address
_________________________
Authorized Signature:
_________________________
Name and Title of Signatory:
_________________________
Name of Firm:
_________________________
Address:
_________________________
Phone Number:
_________________________
Fax number
_________________________
SECTION 7 FORM OF CONTRACT AGREEMENT

FOR WORKS
(PROCURED UNDER LS, LB, DC)
AGREEMENT
This Agreement, made the _____ day of ___________ 200__, by and between
Barangay
_________________________ (name of Barangay) Community Project
Management
Committee
(BSPMC)
with
official
address
at
__________________________________
(address)
herein
represented
by
______________________ (name of BSPMC Chairperson) hereinafter called the
Owner)
and
________________________________________________ (name of firm) with official
address
at
__________________________________________________
_________________ represented by _____________________________
(name of
manager) hereinafter called the Contractor) of the other part.
Whereas
the
Owner
is
desirous
that
the
Contractor
execute
the
______________________________________________________________________
______________________________________________________________________
__________ (name of Contract hereinafter called the Works)
And the Owner has accepted the bid/quotation submitted by the Contractor for the
execution and completion of such Works and remedying of any defects therein.
Now this Agreement witnesseth as follows:
1. In this Agreement, words and expressions shall have the same meanings as are
respectively assigned to them in the Conditions of Contract hereinafter referred
to, and they shall be deemed to form and be read and construed as part of this
Agreement.
2. The following document shall be deemed to form and be read and construed as
part of this Agreement, viz: (Note: select only appropriate method and applicable
documents):
For Local Bidding (LB)
- Form of Bid (incl. detailed costing)
- Invitation to Bid
- Instruction To Bidders (for works)
- Conditions of Contract
(for works)
- Engineering Drawings
- Technical Specification
- Program of Works/Scope of Works
- Bid Security
- Schedule of Construction
- List of Equipment/Personnel
- Resolution of Award
- Abstract of Bids
- No Objection Letter (NOL)
For Local Shopping (LS) & Direct

Contracting (DC)
- Invitation to Quote
- Abstract of Quotation
- Conditions of the Contract
- No Objection Letter (NOL)
- Notice of Award (with conforme)
- Notice to Proceed
- Performance Security
- Bank Guarantee (if any)
- List of Equipment/Personnel
Notice of Award (conforme signed)

Notice to Proceed
Performance Security
Bank Guarantee (if any)
Credit Line from Supplier/Bank (if reqd)
Addenda to Instruction (if any)
3. In consideration of the payments to be made by the Owner to the Contractor as

hereinafter mentioned, the Contractor hereby covenents with Owner to execute
and complete the works within ___ calendar days and remedy any defects
therein inconformity in all respects with the provisions of the Contract.
4. The Owner hereby covenants to commits to pay the Contractor in consideration
and completion of the Works and remedying of defects wherein the Contract
Price or such other sum as may become payable under the provisions of the
Contract at the time and in the manner prescribed by the Contract.
In Witness whereof the parties thereto have caused this Agreement to be executed
this _____ day of _____________ 200_.
For the Contract Group
_________________________
Group Leader
Funds Available
_________________________
Barangay Treasurer
For the Owner
_________________________
BSPMC Chairperson
Republic of the Philippines

Municipality of ____________
ACKNOWLEDGEMENT
BEFORE ME, Notary Public for and the Municipality of

____________________,
personally appeared ___________________________ (name of BSPM Chairman) with
residence certificate No. _________________ issued on _________________ at
________________________ in his capacity as Chairman of Community Project
Management Committee of Barangay _______________________ (name of barangay)
and ___________________________ (name of manager/owner) with residence
certificate
No.
__________________
issued
on
_________________
at
__________________________
in
his
capacity
as
manager/owner
of
_______________________ (name of firm) known to me to be the same person who
executed the foregoing Contract and Agreement and they acknowledge to me that the
same is their true act and deeds for and behalf of the party they represent.
This instrument consists of (three) pages including this page on which the
ACKNOWLEDGEMENT is written duly signed by the Contracting Parties and their
witnesses.
IN WITNESS WHEREOF, I have hereunto affixed my signature and seals this ______
day of _____________________, 200_ at ______________________.
NOTARY PUBLIC
Until December ___, 200___
PTR NO.
______________
Issued at
______________
Issued on
______________
Doc. No.
Page No.
Book No.
Series of
______________
______________
______________
______________
SECTION 8 BANK GUARANTEE FOR ADVANCE PAYMENT

Bank
Letterhead
To:
(Name of Owner)
(Address of Owner)
(Name of Contract)
Gentlemen:
1. In accordance with the provisions of the above mentioned Contract,
___________________________ {name and address of the Contractor}(hereinafter
called the Contractor) shall deposit in favor of ________________________
{name of BSPMC} a Bank Guarantee to guarantee his proper and faithful
performance under the said Clause of the Contract in an amount of
__________{amount of Guarantee} _______________________{amount in
words}.
2. We, the _______________________ {Bank or Financial Institution}, as instructed
by the Contractor, agree unconditionally and irrevocable to guarantee as primary
obligator
and
not
as
Surety
merely,
the
payment
to
___________________________ {name of BSPMC} on his first demand without
whatsoever right of objection on our part and without his first claim to the
Contractor, in the amount not exceeding _______________________ {amount of
Guarantee}______________________________ {amount in words}.
3. We further agree that no change or addition to or other modification of the terms of
the Contract or of the Works to be performed under the Contract which may be
made between ______________________ {name of BSPMC} and the Contractor,
shall in any way release us from any liability under this Guarantee, and we hereby
waive notice of any such change, addition, or modification.
4. The Guarantee shall remain valid and in full effect from the date of the advance
payment under the Contract until ___________________{name of BSPMC} receives
full payment of the same amount from the Contractor.
Yours truly,
SIGNATURE AND SEAL
_________________________
Name of Bank/Financial Institution

Address
Date
_________________________
_________________________
_________________________
NOTED:
Authorized Signature of the Firm
_________________________
Name of Contractor
_________________________
Date
_________________________
Bank
Letterhead
ANNEX 7
FORM OF BID SECURITY (BANK GUARANTEE)
WHEREAS, ___________________________________ (hereinafter called the
Bidder) has submitted his bid dated _____________________ for the execution of
_________________________________________ (name of contract) (hereinafter
called the Bid)
KNOW ALL MEN by these presents that We _________________________ (name of
bank)
having
our
registered
office
at
________________________________________________ (hereinafter called the
Bank) are bound unto the __________________ Barangay Community Project
Management Committee (hereinafter called the Owner) in the sum of
_____________________________________ (P__________) for which payment well
and truly to be made to the said Owner, the Bank binds himself, his successors and
assigns by these presents.
SEALED with the Common Seal of the said Bank this _____day of ________, 200_.
THE CONDITIONS of this Obligation are:
1. If the Bidder withdraws his Bid during the period of bid validity specified in the Bid
Form; or
2. If the bidder having been notified of the acceptance of his Bid by the Owner during
the period of bid validity:
a. fails or refuses to execute the Contract in accordance with the Bidding
Documents, if required; or
b. fails or refuses to furnish the Performance Security, in accordance with the
Bidding Documents.
3. If the bidder refuses to accept the correction of error in his bid;
We undertake to pay to the Owner up to the above amount upon receipt of his first
written demand, without the Owner having to substantiate his demand, provided that in
his demand, the Owner will note that the amount claimed by him is due to him owing to
the occurrence of one or both of the two conditions, specifying the occurred condition or
conditions.
This Guarantee will remain in force up to and including the date, ____________ 28
days after the closing date for submission of bids as stated in the Bidding Documents or
as extended by you at any time prior to this date, notice of which extension to the Bank
being hereby waived, and any demand in respect thereof should reach the Bank not
later than the above date.
Date:
_________________________
Signature and Seal: _________________________

Name of Bank:
_________________________
Address:
_________________________
Witness:
_________________________
ANNEX 8
KALAHI-CIDSS PROJECT
PROCUREMENT OF WORKS EVALUATION FORM
Barangay:
___________________________
Municipality:
Province:
1. Community Project Title:
2. Name Contract:
___________________________
___________________________
_________________________
_________________________
3. Indicative Estimate: _________________________

4. Contract Duration:
_________________________
5. Bidders
CONTRACTORS NAME
SUBMITTED BID
PRICE
EVALUATED
BID PRICE
RANKING
6. Any issues (to be) discussed or clarified with the bidder before finalization of
contract. Give details.
Signatures of Evaluators:
TWG Members Present
_________________________ _________________________
_________________________ _________________________
_________________________ _________________________
Date: ___________________
ANNEX 9
BIDS AND AWARDS COMMITTEE
Barangay:
___________________________
Municipality:
Province:
___________________________
___________________________
Date: ___________________
RESOLUTION TO AWARD
WHEREAS, the Invitation to Bid for this contract has been issued to interested bidders.
WHEREAS, in response to the invitation, ___________ (number of contractors)
submitted their bids.
WHEREAS, the result of the evaluation is as follows:
NAME OF BIDDERS
BID AMOUNT
AS EVALUATED
1.
2.
3.
WHEREAS,
the
indicative
estimate
for
this
contract
_____________________________________________ (P_________).
is
WHEREAS,
in
the
evaluation
of
the
BAC,
the
bid
of
_______________________________
in
the
amount
of
____________________________________ (P _________) is found to be the lowest
calculated and responsive bid, and is the most advantageous to the Barangay.
WHEREAS, this community project is partly financed by the __________________
(state name of donor e.g. World Bank, Millennium Challenge Corporation, PODER,
etc..).
NOW, THEREFORE, THE BIDS AND AWARDS COMMITTEE AFTER A THOROUGH
DELIBERATION, RESOLVED TO RECOMMEND AS IT HEREBY RECOMMENDS TO ACCEPT
THE
BID
AND
AWARD
THE
CONTRACT
TO:
______________________________________________________________________
_______________________________________
IN THE TOTAL AMOUNT OF
____________________________________________ PESOS (P__________).
Done in the Barangay of __________________________ this _________ day of
200_.
_________________________
BAC Chairperson
Approved By:
_________________________
BSPMC Chairperson
Date: ___________________
ANNEX 10
Barangay:
___________________________
Municipality:
Province:
___________________________
___________________________
Date: ___________________
NOTICE OF AWARD
Sir/Madam:
Contract Title: ___________________________
The above contract is hereby awarded to you according to the terms and conditions of
your bid as contained in your proposal submitted to us in the of amount of
_______________________________________________ (P________).
In accordance with the provisions of the Tender Documents, you are instructed to enter
into and execute the Contract Agreement with us and to furnish us the following
documents, which will form part of the Contract Agreement within five (5) calendar
days upon receipt of this Notice of Award.
(If contract price is P1Million or more)
a. Performance Security shall be callable on demand, co-terminus with the
community project and shall either be in the form prescribed as follows:
i.
Cash, Managers Check, Cashiers Check, Irrevocable Letter of Credit Five

Percent (5%) of the total contract price
ii. Bank Draft/Guarantee Ten Percent (10%) of the total contract cost price
b. Construction Schedule and S curve.
Very truly yours,
CONFORME:
_________________________
_________________________
Chairperson,
Barangay Community Project
Management Committee
ANNEX 11
BARANGAY COMMUNITY PROJECTS MANAGEMENT COMMITTEE
Barangay:
___________________________
Municipality:
Province:
___________________________
___________________________
Date: ___________________
NOTICE TO COMMENCE
Sir/Madam:
Community Project Title: _________________________
Pursuant to your Contract Agreement dated ____________________ with the
____________________________
Barangay
Community
Project
Management
Committee for the _________________(Name of Community Project__________ under
the Kalahi-CIDSS: KKB Project, you are hereby directed to start the work within 7 days
upon receipt of this notice in accordance with the provisions of the Contract Documents.
Please acknowledge receipt of this Notice to Commence.
_________________________
BSPMC Chairperson
Date: ___________________
Received Original on: _________________________ (Date)
By: ________________________________________________
(Name, Signature and Position of authorized representative)
ANNEX 12
PERFORMANCE SECURITY
BANK GUARANTEE
To: The __________________________
______(Address of BSPMC)_______
__________________________
WHEREAS ________________________________ (Name and Address of Contractor),
hereinafter called the Contractor has undertaken, in pursuance of Contract No.
__________
dated
_________________
to
execute
______________________________________________________________ (Name of
Contract and brief description of works), hereinafter called the Contract;
AND WHEREAS it has been stipulated by you in the said Contract that the Contractor
shall furnish you with a Bank Guarantee by a recognized bank for the sum specified
therein as security for compliance with his obligation in accordance with the Contract;
AND WHEREAS we have agreed to give the Contract such a Bank Guarantee;
NOW THEREFORE, we hereby affirm that we are the Guarantor and responsible to you,
on
behalf
of
the
Contractor,
up
to
a
total
of
____________________________________
____________________ (amount of Guarantee in words), such sum being payable in
the types and proportions of currencies in which the Contract Price is payable, and we
undertake to pay you, upon your first written demand and without cavil or argument,
any sum or sums within the limits of ________________________________ (amount
of Guarantee) as aforesaid without your needing to prove or to show grounds or
reasons for your demand for the sum specified therein.
We hereby waive the necessity of your demanding the said debt from the Contractor
before presenting us with the demand.
We further agree that no change or addition to or other modifications of the terms of
the Contract or of the Works to be performed hereunder or of any of the Contract
documents which may be made between you and the Contractor shall in any way
release us from any liability under this guarantee, and we hereby waive notice of any
such change, addition or modification.
This guarantee shall be valid until the date of issue of the Defects Liability Certificate.
Signature and Seal of Guarantor
_________________________
Name of Bank
_________________________
Address
_________________________
Bidding Data
Name of Community Project:
_____________________________________________
The Grantee is the Government of the Philippines
The Owner is the (Barangay Community Project Committee)
III.b.2
III.a.1(a),
III.a.1(b)
III.b.1(b)
The Project Implementation Unit is the Barangay Community

Project Committee, LGU of __________________________.
(Name of Mun./ City)
The project Engineer is
___________________________________________
( Name of Engineer to be assigned)
Invitation to Bid Number (Project Number from POW )
The Location of the Works is in:
________________________________________________
_
(Name of BSPMC-, Brgy. , Municipality/City, Province )
The works are:
Item No. Works Breakdown Structure Quantity
( Refer to the Approved Program of Work )
III.b.1
[ x ] Site Visit is Obligatory on ( exact date, time and

place of assembly)
III.b.4
Bids must be address as follows

The BSPMC Chairperson
Barangay Community Project Committee-Name of
Barangay _________________
Municipality/ City/ Province
III.b.6
Bids may be delivered by hand, mail, or messenger/courier

and must be received by the above address not later than
(Bidding Date and Time as published on the Invitation
to Bid )
Alternative Proposal are not acceptable
III.c.2
The language of the bid shall be in English
III.c.3
Program to train very small contractor [ ] Yes
III.c.4
The currency of the bid is Philippine Pesos
[ ] No
III.c.5
Payment will be made in

[ X ] Local Currency Only
The period of Bid validity shall be [60] days after the
deadline for Bid submission specified in the Bidding Data.
III.c.6
The minimum amount of Bid Security shall be [Bid amount

as provided in the Invitation to Bid] or an equivalent
amount in a freely convertible currency.
Validity or bid security _______(date) _____________
[note: this should be 28 days after the validity period of the
bids, as shown in III.c.5
Form of Bid Security shall be 2% Cash [ ]; managers
Check[ ]; Bank Draft[ ]; Certified Check [ ]
III.d.1
Opening of Bids: ( Date, Time and place as indicated on

the Invitation to Bid publication )
III.d.4(a)
Minimum requirements for staff, plant & equipment and

construction schedule: ( to be decided by the BSPMC BAC ) itemized: Example
1. Staff
2. Plant and Equipment
3. Construction Schedule
4. others
III.c.2; IV.a.4
Bids should be offered in:

[ ] Unit Prices [ ] Lump Sum [ ] Combination of both
III.f.3;
IV.d.6(b)
[ ] Performance Security 10% of contract price using

Bank Guarantee
[ Retention of Payments
III.f.5(a)
Advance Payment: 15% of contract price
III.Doc.#6(4)
Bill of Quantity
and IV.d.1(a)
Day works [No of days] should be quoted
Note: To be filled-up by the BSPMC before the Issuance of Invitation to Bid,

issuance of bidding documents and will form part of the Tender Documents.
Figures on parenthesis (bold and italic) should be deleted and replaced with
the required data.
CANVASS FORM/Request for Quotation
(for GOODS)
Barangay: ___________________________
Municipality: _________________________
Province: ____________________________
DATE: ______________
To: _______________________ (Name of Supplier/Store)
Address:______________________________
Tel. No. :______________________________
May we request you to indicate your prices for the items listed below? Please
return this form to the canvasser in sealed envelope or submit it to the Barangay
Community Project Management Committee at the Barangay hall on or before
_______ (time), _____________ (date).Immediately after the deadline of
submission, canvass will be opened.
Item
Description
QTY
Unit
Unit
Total
No.
Price
Price
TOTAL AMOUNT
MODE OF PAYMENT
DELIVERY PERIOD : __________ cal. Days
Canvassers Names and Signatures
1. _________________________________
2. _________________________________
Note:
1. Quotation must be valid for 15 calendar days.
2. Prices quoted must include taxes and other incidental expenses.
3. Price quoted must be fixed for 15 calendar days.
4. Cost of delivery:
to include
not to include
5. Award shall be made: on per item basis on per package basis
________________
BSPMC Chairperson
Canvass Submitted by:
______________________
Signature over Printed Name
Owner/Manager
Date: __________
Kalahi-CIDSS Project
ABSTRACT OF CANVASS/Quotation
(Local Shopping for Goods)
Barangay: ___________________________
Municipality: _________________________
Province: ____________________________
Ite
m
No.
1.
2.
3
4
5
6
7
Description/Specifications
Qty.
Unit
Name of Supplier
Unit
Total
Price
Name of Supplier
Unit Price
Total
Name of Supplier
Unit
Total
Price
TOTAL
Encircled is/are the price/s evaluated to be the lowest calculated and responsive quotations/s Award is hereby
recommended to this/these supplier/s.
____________________________
____________________________
____________________________
BAC Chairman
APPROVED BY:
_________________________
BSPMC CHAIRPERSON
DATE: ___________________
Barangay: ____________________________
Municipality: ___________________________
Province: _____________________________
PURCHASE ORDER
Name of Supplier:
P.O. No.
_________________
Address:
Date:___________________
In accordance
with the canvass dated ___________, the Community Project
Management Committee (BSPMC) off Barangay
______________________________
requests you to supply and deliver the items detailed below:
Item
No.
Description / Specification
Quantity
Unit Unit Price Total Amount
TOTAL AMOUNT OF THIS PURCHASE ORDER

TERMS
&
CONDITIONS:
Deliver
to
_______________
(Place)
________________________ on or before _______ (Date) __________. In case of
delay in delivery, 1/10 of 1% of the price of each item not delivered will be deducted from
the total amount due for each day of delay (weekends, and holidays included). Payment
Mode is by Check upon acceptance of completed delivery.
BSPMC reserves the right to accept or reject any part of the items delivered which are not
in accordance with the specifications.
Very truly yours,
Chairperson, BSPMC
Funds Available:
Conforme:
Date ________
Date
________
___________________________________________ Date
________
Treasurer
______________________________________________
(Name and signature of Supplier)
Inspected/Tested
by:
___________________________________________ Date
Received by:
___________________________________________ Date
LOCAL SHOPPING FORM

INVITATION TO QUOTE
FOR WORKS CONTRACT
Barangay: ___________________________
Municipality: _________________________
Province: ____________________________
Date: _________________
To:
_____________________________________________
_____________________________________________
Tel. No. __________________
Sir/Madam:
Our community has received a grant from the Department of Social Welfare and
Developments KALAHI-CIDSS Project.
The Barangay Community Project Management Committee invites you to submit
a quotation to construct and complete, on behalf of the community and
according to the conditions of this Invitation, the whole of the work items for
said project broken down as follows:
_____________________________________________________
Work
Item
No.
Scope of Works
Qty
Unit
Unit
Cost
Total
TOTAL
To assist you in the preparation of your price quotation, we enclosed the necessary
drawings and specifications. Your quotation should be sealed in an envelope and
addressed to the undersigned at the following address:
The Barangay Community Project Management Committee
Attention: Bids and Awards Committee
Barangay Hall, Barangay ______________________
Municipality of _________________, Province of ________________

Your quotation shall be valid for a period of forty five (45) days from the date of
submission of the quotation. Quotation shall be fixed for four (4) months. Price quoted
must include taxes and other incidental expenses. It is understood that the contractor
shall complete all works enumerated at the total quoted price. Minor works not listed
therein but are necessary to execute the work items are deemed part of these work
items. Likewise, the contractor agree to utilize local labor incase the contract is awarded
to the firm.
A contractor who withdraws his quotation during the validity period and/or refuses to
accept the award of the contract will be permanently disqualified from participating in
any Kalahi-CIDSS funded community projects:
Attached for your information and guidance is the Draft Contract with its Terms and
Conditions.
Your quotation should be received by the BSPMC on or before _______________ (date
and time). The Quotations shall be opened in public in your or your representatives
presence if you choose to attend, on ___________________ (same date as deadline for
bid submission) at ____ (time) (same as the deadline for bid submission) at the given
address:
Please attach to your quotation with the following documents:
Please attach to your quotation with the requirements provided in the Instructions to
Bidders containing the following:
I.
II. Legal Documents; and,
III. Financial Documents except Bid Security
Very truly yours,
__________________________
BSMPC Chairperson
Quotation Submitted by:
____________________
___________
Name of Firm
________________________
Owner/Manager
Date
LOCAL SHOPPING for WORKS

ABSTRACT OF QUOTATION
Barangay: _____________________
Municipality: ___________________
Province: ______________________
Name of Project/Contract: _________________________________________
NAME OF CONTRACTOR
AMOUNT
REMARKS
1.
2.
3.
4.
Based on the quotations opened on _________________ (date). The quotation
submitted by ___________________________ (name of contractor) in the
amount of ____________________________________________ (amount in
words) P ______ (in figures) was determined after evaluation to be the lowest
calculated complying quotation. Therefore, award of the contract is hereby
recommended to the said contractor.
__________________________
__________________________
__________________________
BAC Chairperson
APPROVED BY:
__________________________
BSPMC CHAIRPERSON
Date: __________
CFA
INVITATION
FOR DIRECT CONTRACTING OF LABOR
Barangay: ___________________________
Municipality: _________________________
Province: ____________________________
Date: __________________
To:
_____________________________________________
_____________________________________________
Sir/Madam:
The Barangay Community Project Management Committee invites you to submit a
proposal to construct and complete, on behalf of the community and according to the
conditions of this Invitation, the whole of the work items for said community project
broken down as follows:
Name of Project:
________________________________________________________
Work
Item
No.
Description of Works
Qty
Unit
Unit
Cost
Total
TOTAL
To assist you in the preparation of your proposal quotation, we enclosed the necessary
drawings and specifications. Your quotation should be sealed in an envelope and
addressed to the undersigned at the following address:
Your proposal shall be valid for a period of forty five (45) days from the date of
submission. Proposal shall be fixed for four (4) months. Price quoted must include taxes
and other incidental expenses. It is understood that the Group shall complete all works
enumerated at the total quoted price. Minor works not listed therein but are necessary
to execute the work items are deemed part of these work items.
A Group who withdraws his proposal during the validity period and/or refuses to accept
award or complete the contract will be disqualified from participating in any KalahiCIDSS: KKB funded community project for two years.
Attached for your information and guidance is the Draft Contract.
Your proposal should be received by the BSPMC on or before _______________ (date
and time). The proposal shall be opened in public in your or your representatives
proposal submission) at ____ (time) (same as the deadline for bid submission) at the
given address:
The Contract Time for this contract is _____________ calendar days
Please attach to your proposal the following documents:
Composition of Group (with their names and signature, address, work
assignment, rate per day)
It is understood that the Group shall coordinate with the BSPMC in the execution of the
works herein indicated
Very truly yours,
_________________________
BAC Chairman
Proposal Submitted by:
____________________
____________
Name of Group Leader
________________________
Signature
Date
Recommended by:
__________________
Member
Approved by:
__________________
Member
__________________
BSPMC Chairperson
Date: ___________
____________________
BAC Chairman
CFA- DIRECT CONTRACT OF LABOR

AGREEMENT
This Agreement, made this _____ day of ___________ 20___, by and between
Barangay _________________________ (name of Barangay) Barangay Sub-project
Management
Committee
(BSPMC)
with
official
address
at
__________________________________
(address)
herein
represented
by
______________________ (name of BSPMC Chairperson) hereinafter called the
Owner (the party of the first part),
And
________________________________________________ (name of Group Leader)
and with official address at Barangay _____________________ Municipality of
___________________________, Province of _____________________________
hereinafter called Contract Group (the party of the other part).
Whereas the Owner is desirous that the Contract Group execute the works described in
the Invitation issued on _______________________ (date) hereinafter called the
Works
And the Owner has accepted the proposal submitted by the Contract Group for the
execution and completion of such Works and remedying of any defects therein.
Now this Agreement witnesseth as follows:
1. In this Agreement, words and expressions shall have the same meanings as are
respectively assigned to them.
part of this Agreement:
- Approved Proposal (for Direct Contracting of Labor)
- Composition of Contract Group
- General Condition of Contract Agreement
- List of Tools provided to the Contract Group
- Engineering Drawings
- Technical Specification
3. In consideration of the payments to be made by the Owner to the Contract Group
as hereinafter mentioned, the Group hereby covenants with the owner to execute
and complete the works and remedy any defects therein inconformity in all
respects with the provisions of the Contract.
4. The Owner hereby covenants to commits to pay the Group in consideration and
completion of the Works and remedying of defects wherein the Contract Price or
such other sum as may become payable under the provisions of the Contract at
the times and in the manner prescribed by the Contract.
5. The Owner shall pay the Group upon completion of the work; the check will be in
the name of the treasurer.
6. The Group commits to complete all the works within _______ (calendar days)
In Witness whereof the parties thereto have caused this Agreement to be executed
this _____ day of _____________ 200_.
For the Contract Group
___________________________
Group Leader
____________________________
Witness
Funds Available
___________________________
Barangay Treasurer
For the Owner

____________________________
Chairperson BSPMC
LOCAL BIDDING FOR WORKS

Office of the Barangay Community Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
INVITATION TO BID
(For Advertisement in Regional Newspaper and Personal Delivery)
Date: __________________
The community of (Name of Barangay) has received assistance from the DSWD KALAHICIDSS Project.
Interested bidders are requested to submit their offered price for the contract indicated
below:
Construction and completion of the works listed below:
_____________________________________
Items
No.
Items of Work/Description of
Work
TOTAL
Amount in Words:
Qty
Unit
Unit
Cost
Total
We will only accept an offered price that is fixed and is not subject to any adjustment.
Bid shall be valid for a period of sixty (60) days from the date of submission.
Bidding documents may be obtained from the Barangay Treasurer in the Barangay Hall
after payment of a non-refundable fee in the amount of ____________.
A pre-bid conference will be held at the Barangay Hall on (date) ___________ at
_________ (time).
All bids must be accompanied by a bid security in any of the following forms:
Cash, Cashiers check, managers check, bank draft or bank guarantee = 2 % of bid
price.
All bids must be received on _________________ (date and time) and will be opened
in public in the presence of bidders representatives who choose to attend at the
following address:
Kalahi-CIDSS: KKB Project
Barangay Hall
Barangay ____________, Municipality of ________________
Province of _________________________________________
Please attach to your quotation with the requirements provided in the Instructions to
Bidders containing the following:
I.
II.
III.
Legal Documents; and,
Financial Documents
The community reserves the right to reject any bid or waive any defect or formality.
The lowest calculated and responsive bid shall be used as the criterion in the selection
of the contractor. The community will not reimburse any expenses related to the
preparation of bids.
(SGD.) ____________________________________
Chairperson, Barangay Community Project Management Committee
BID SUBMITTED BY:

___________________________________
Signature Over Printed Name of Contractor
Date: _______________

Barangay: _________________________
Municipality: ________________________
Province: __________________________
INVITATION TO BID
FOR GOODS CONTRACT
(For Posting and Personal Delivery)
Date: __________________
The community of (Name of Barangay) has received assistance from the DSWD KALAHICIDSS Project.
Interested bidders are requested to submit their offered price for the supply of the
items listed below:
Items
No.
Description/Specs of Items
TOTAL
Amount in Words:
Qty
Unit
Unit
Cost
Total
We will only accept an offered price that is fixed and is not subject to any adjustment.
Bid shall be valid for a period of sixty (60) days from the date of submission.
Bidding documents may be obtained from the Barangay Treasurer in the Barangay Hall
after payment of a non-refundable fee in the amount of ____________.
A pre-bid conference will be held at the Barangay Hall on (date) ___________ at
_________ (time).
The Bid shall include the following documents:
Form of Bid (using prescribed form)

Price Schedule
Bid security - form, amount and validity period; only the followings are
acceptable:
(i) Cash, cashiers check, managers check, bank draft or irrevocable letter of
credit, or bank guarantee - (2% of bid price)
DTI Business Name Registration or SEC registration certificate
Authority of the signatory;
After Sales Service/Parts
Technical Specifications of the goods being offered (brochures/manual to be
attached)
Delivery Schedule
Certification that each document submitted is an original or a true copy of the

original
Warranty/
List of Service Centers (if applicable)
Other document required in the instruction to bidders (if any)
All bids must be received on _________________ (date and time) and will be
immediately opened in public in the presence of bidders representatives who choose to
attend at the following address:
Barangay ____________, Municipality of ________________
Province of _________________________________________
The community reserves the right to reject any bid or waive any defect or formality.
The lowest calculated and responsive bid shall be used as the criterion in the award.
The community will not reimburse any expenses related to the preparation of bids.
(SGD.) _______________________
Chairperson, BSPMC
BID SUBMITTED BY:
___________________________________
Signature Over Printed Name of Supplier
Date: _______________
LB for Goods & Works
ABSTRACT OF BIDS
Barangay:
___________________________
Municipality:
___________________________
Province:
___________________________
Community Project:
ITEMS
NO.
DESCRIPTION
QTY
1.
2.
3.
4.
5.
6.
Total
UNIT
NAME OF BIDDER
BID
BID SECURITY
AMOUNT
TYPE
AMOUNT
___________________________
BID
AMOUNT
NAME OF BIDDER
BID SECURITY
TYPE
AMOUNT
BID
AMOUNT
NAME OF BIDDER
BID SECURITY
TYPE
APPROVED BY:
_________________________
_________________________
BSPMC CHAIRPERSON
_________________________
_________________________
BAC Chairman
DATE : ___________________
AMOUNT
EMPLOYMENT RECORD SHEET

FOR COMMUNITY FORCE ACCOUNT LABOR
AS END OF ____________, 200___
Community Project:
Barangay: ___________________
GENDER
NAME
MALE
FEMALE
Municipality: ___________________
TYPE:
SKILLED
___________________________
UNSKILLED
RATE PER
HOUR
DAY
Province: ___________________
NO. OF WORKING
TOTAL
HOURS
LABOR
DAYS
PLAN PAYMENT
CASH
BAYANIHAN
ACTUAL PAYMENT
(ACCUM.)
CASH
BAYANIHAN
1
2
3
4
5
6
7
8
9
10
TOTAL
NOTE:
Rate - Is the rate per day or per hour of the community worker (cash plus "bayanihan" monetized)
Cash - Is the cash amount to be paid to community members for labor
Bayanihan- Cost of Labor not to be paid (Community Equity)
Noted:
_________________________
Head, Procurement Team
Brgy. Treasurer
Approved by:
_________________________
Head, Project Implementation Team
BSPMC Chairperson
SIGNATURE
LOCAL SHOPPING FOR GOODS (For fuel purchase only)

SUPPLEMENTAL AGREEMENT
This
agreement,
made
the
______
day
of
______
200__
by
and
between
BSPMC_________________________________
(Name
of
Barangay)
____________________________________
(Address)
herein
represented
by
_________________________________________ (Name of BSPMC Chairperson) herein after
called CONSUMER as party of the first part
And
____________________________ (Name of Supplier) and company with official address at
Barangay
___________
Municipality
of
_________________
province
of
_______________________ here in after called DEALER as party of the other part.
Whereas the DEALER
canvass form.
is the desirous to sell diesel fuel
to the CONSUMER
described in the
And the CONSUMER has accepted the proposal of the DEALER for the supply of the diesel fuel and
remedying of any defects therein.
Now this agreement witnesseth as follows:
1. In this agreement, words and expressions shall have the same meanings as respectively
assigned to them.
2. The following document shall be deemed to form and be read and construed as part of this
agreement:
Canvass form
Abstract of Canvass
Minutes of evaluation of Canvass
Purchase Order
3. In consideration of the payments to be made in full amount by the consumer and of the
fact that the CONSUMER does not have a safe depository tank for the flammable materials,
the
DEALER hereby covenants with the CONSUMER to supply and take custody of the
stocks of diesel fuel and be held liable for whatever damages it may incur during its
custody.
4. The DEALER allows partial withdrawal of stocks using withdrawal slip duly signed by the
BSPMC Chairperson and inspected by the Monitoring and Inspection Team (MIT) and
accepted by the storekeeper.
5. The DEALER allows on the spot reconciliation and checking of stocks by the Monitoring and
Inspection Team (MIT).
In witness whereof the parties thereto have caused this Agreement to be executed this _______
day of _______ 200__.
FOR THE CONSUMER
FOR THE DEALER
______________________
BSPMC Chairperson
______________________
Gasoline Dealer
Funds Available
______________________
Barangay Treasurer
Witnesses
______________________
LOCAL SHOPPING FOR WORKS (For Fabrication works)

CONTRACT AGREEMENT
This agreement, made this ______ day of ______ 200__ by and between
BSPMC___________________________________________________
(Name
of
Barangay) ____________________________________ (Address) herein represented
by _________________________________________ (Name of BSPMC Chairperson)
herein after called BUYER as party of the first part
And
______________________________________ (Name of Contractor/Fabricator) and
company with official address at Barangay ________________, Municipality of
_________________, Province of _______________________ here in after called
FABRICATOR as party of the other part.
Whereas the FABRICATOR is desirous to execute the works described in the invitation to
quote.
And the BUYER has accepted the proposal of the FABRICATOR for the execution and
completion of such works and remedying of any defects therein.
Now this agreement witnesseth as follows:
1. In this agreement, words and expressions shall have the same meanings as
respectively assigned to them.
part of this agreement:
a.
b.
c.
d.
Invitation to Quote
Minutes of evaluation of quotation
Contract Agreement
3. In consideration of the payments to be made by the BUYER to the FABRICATOR

as hereinafter mentioned, the BUYER hereby covenants with the FABRICATOR
to execute and complete the works within ______ calendar days and remedy
any defects therein in conformity in all respects with the provision of the
contract .
4. The FABRICATOR is allowed to collect partial payment or down payment
equivalent to 15% of the contract after posting bank guarantee of equivalent
amount.
5. The FABRICATOR is entitled to claim partial billing subject to the percentage of
accomplishment of the work.
In witness whereof the parties thereto have caused this Agreement to be executed
this_____ day of______201__
FOR THE BUYER
________________
BSPMC Chairperson
Funds Available
________________________
Barangay Treasurer
FOR THE FABRICATOR

________________________
Fabricator
Witnesses:
____________________
CANVASS FORM FOR LEASE OF EQUIPMENT
(GOODS)
Barangay: ___________________________
Municipality: _________________________
Province: ____________________________
To:
(Name of Contractor/Supplier/Owner)
DATE: ______________
Address:_________________________________________
Tel. No. : ______________
May we request you to indicate your quotations for the rental of equipment indicated
below. Please return this form to the canvasser in sealed envelope or submit it to the
Barangay Community Project Management Committee at the Barangay hall on or before
_______ (time), _____________ (date).Immediately after the deadline of submission,
canvass will be opened.
Item No.
/
Package
No.
Equipment Needed (Type of

Equipment)
TOTAL AMOUNT
MODE OF PAYMENT
DELIVERY PERIOD : __________ cal. Days
Canvassers Names and Signatures
1. _________________________________
2. _________________________________
3._________________________________
Number of No. of
Unit
equipment (Days / Rate Per
/ No. of Hours) (Day /
Unit
Hour)
Total
Rental
Cost
EQUIPMENT LEASE
Terms and Conditions:
1. In case of unacceptable/unreasonable delay in delivery of services as
required, 1/10 of 1% of the rental will be deducted from the total amount
due for each day of delay (weekends, and holidays included)
2. Quotation must be valid and fixed for 30 calendar days.
4. The Equipment Operators wages cost of equipment maintenance and repairs
shall be for the account of the lessor.
5. The lessor shall ensure that the equipment is in operating condition at all
times during the duration of the contract agreement.
6. Fuel, oil and lubricants shall be supplied by the LESSOR. The lessor shall
ensure the equipment for third party liability and for total loss or partial
damage to the equipment while on transport or at the designated area of
operation.
7. The lessor binds itself to protect and immune the LESSEE from any suit or
liability resulting from claims of any nature, whether for death, injuries or
damages that maybe suffered by the LESSORS Operator and/or third
parties, arising from or in connection with the transport of the equipment or
performance of the work.
8. Damages caused by the lessors party shall be charged/deducted from the
lessor.
9. Payment shall be through CHECK.
____________________
BSPMC Chairperson
Date: __________
Canvass Submitted by:
______________________
Owner/Manager
Date: __________
PURCHASE ORDER (for equipment services)

Barangay: _____________________________
Municipality: ___________________________
Province: ______________________________
Name of Supplier:
Address:
Date:___________________
P.O. No. _________
In accordance with the canvass dated ___________, the Community Project Management
Committee (BSPMC) off
Barangay
____________________ requests you to provide
services as stated below:
Item No. /
Package No.
Equipment Needed (Type of

Equipment)
Number of No. of Unit Rate

Total
equipment (Days Per (Day / Rental
/ No. of
/
Hour)
Cost
Unit
Hours)
TOTAL AMOUNT OF THIS PURCHASE ORDER

TERMS & CONDITIONS:
1. Provide the services at ___________________________________ (Location) on or before

_____________________ (Date). In case of delay in delivery of services, 1/10 of 1% of
the rental will be deducted from the total amount due for each day of delay (weekends, and
holidays included).
2. Quotation must be valid and fixed for 30 calendar days.
4. The Equipment Operators wages, cost of equipment maintenance and repairs shall be for the
account of the lessor.
5. The lessor shall ensure that the equipment is in operating condition at all times during the
duration of the contract agreement.
6. Fuel, oil and lubricants shall be supplied by the LESSOR.
7. The lessor shall insure the equipment for third party liability and for total loss or partial damage
to the equipment while on transport or at the designated area of operation.
8. The lessor binds itself to protect and immune the LESSEE from any suit or liability resulting
from claims of any nature, whether for death, injuries or damages that maybe suffered by the
LESSORS Operator and/or third parties, arising from or in connection with the transport of the
equipment or performance of the work.
9. Damages caused by the lessors party shall be charged/deducted from the lessor.
10. Payment shall be through CHECK.
BSPMC reserves the right to accept or reject the equipment if found not capable of delivering the
required services.
Very truly yours,

________________________________
Chairperson, BSPMC
Date: __________
Funds Available:
___________________________________________
Treasurer
Conforme:
________
______________________________________________
(Name and signature of Lessor)

Inspected / Tested by: ________________________________
Date: ________________
Received by: ________________________________
Date: __________________
Date
________
Date
EQUIPMENT LEASE AGREEMENT (FOR WORKS)

KNOW ALL MEN BY THESE PRESENTS:
This LEASE AGREEMENT, made and entered into this _____day of ___________,
200__ at _________________________________, _______________________,
Philippines,
By and between:
_______________________________________ (name of owner/construction firm)
with its address at________________________________________ hereinafter
referred to as the LESSOR.
-AndThe BARANGAY COMMUNITY PROJECT MANAGEMENT COMMITTEE
(BSPMC) of Barangay _______________________ with its principal office address
at Barangay __________________________________, _____________________,
represented herein by its BSPMC Chairperson,
_____________________________ (name of Chairperson), hereinafter referred to
as the LESSEE,
WITNESSETH THAT
WHEREAS,
____________________________________
(name
of
owner/construction
firm)
owns
the
following
equipments
___________________________ (type and description of equipment/s to be
rented) that is for lease to any interested LESSEE;
WHEREAS, the BSPMC of Barangay ________________________ is in need
of
a
_______________________________
(type
of
equipment)
for
its
_________________________ (type of community project);
NOW,
THEREFORE,
for
and
in
consideration
of
the
_____________________ (Lessor) and BSPMC have agreed as follows:
foregoing,
SECTION 1.0. TERMS and CONDITIONS:

1.1
The Equipment Operators wages, cost of equipment maintenance and repairs

shall be for the account of the LESSOR.
1.2
The LESSOR shall ensure that the equipment is in operating condition at all
times during the duration of the contract agreement.
1.3
Fuel, oil and lubricants shall be supplied by the LESSOR.
1.4
The LESSOR shall insure the equipment for third party liability and for total loss
or partial damage to the equipment while on transport or at the designated area
of operation.
1.5
The LESSOR binds itself to protect and immune the LESSEE from any suit or
liability resulting from claims of any nature, whether for death, injuries or
damages that maybe suffered by the LESSORS Operator and/or third parties,
arising from or in connection with the transport of the equipment or performance
of the work.
1.6
Utilization
of
the
equipment
for
the
community
project,
the
________________________________ (name of community project) shall
be under the supervision of the LESSEE; therefore, the LESSEE shall be
responsible for the scope of work of the equipment.
1.7
The LESSOR shall have the right at any time to inspect his equipment. For this
purpose, the LESSEE agrees to provide free access and facilities to the LESSOR
to accomplish such inspection.
1.8
The LESSEE shall not sublease, pledge, encumber, dispose or place the
equipment in the possession and/or use and supervision of any other person
other than his duly authorized representative.
1.9
The Equipment Operator shall maintain a Daily Time Record to be checked and
signed by the PIT/BSPMC at the end of each day. This shall be part of the
attachments for payment.
SECTION 2.0. SCOPE OF WORKS TO BE DONE BY THE EQUIPMENT/S:
Scope of Works
Item
Qty
Unit
Description
SECTION 3.0.
3.1
Equipment
Needed
Unit Cost (Per

Cubic/Sq.M.)
Total Rental
Cost
CONTRACT AMOUNT:
The total contract amount shall be Pesos, not to exceed the amount of
____________________________________________________ pesos
(PhP: ______________).
SECTION 4.0.
TIME OF COMMENCEMENT AND END OF CONTRACT:
4.1 The contract shall commence on ______________________ (specific date) and

shall terminate on _____________________________________________ (specific
date).
4.2 The contract duration shall be ________________________________________
(number of calendar days), subject to the conditions in Section 5.0.
SECTION 5.0.
TERMS OF PAYMENT
5.1 The LESSOR may request for partial payments up to fifteen (15) percent of the
Contract Price only after the DAC and/or Municipal Engineer had certified that the
equipment is delivered at the project site; the equipment is in good running
condition; and, the Lessor has submitted to the BSPMC a Bank Guarantee of equal
amount. The advance payment shall be repaid by making deductions for every
progress billing with consideration that it is fully recoup upon reaching 80% physical
accomplishment. The first recoupment shall start when accomplishment has reached
20% of the total contract price.
5.2. Total Rental cost of the contracted equipment shall be based on the total actual
quantity accomplished in the project specified herein.
SECTION 6.0. TERMINATION
6.1 The LESSOR shall have the right to terminate the Agreement and withdraw the
equipment for the following reasons:
a. If in LESSORS opinion continued operation will result in accelerated damage
to the equipment.
b. If the LESSEE has violated any provision(s) of the Lease Agreement and/or
due to non-payment of the stipulated rental fees.
6.2 The LESSEE shall have the right to terminate this Agreement after giving for any of
the following causes:
a. The LESSOR fails to mobilize the contracted equipment as instructed by the
BSPMC.
b. Failure of the LESSOR to fulfill its obligations such as non-operation due to
breakdown, absence of POL, or upon assessment of the lessee, the LESSOR
cannot deliver the work on time;
c. Assignment of the equipment by the LESSOR to any job site other than the
_________________________________________ (name of the community
project).
d. The LESSOR is willfully violating any of the material conditions, stipulations
and covenants of this Agreement.
6.3 In case of termination of this agreement due to the above stated causes, the cost of
returning the equipment to the yard of the LESSOR shall be for the account of the
LESSOR.
6.4 In cases where the Scope Works in the community project have been completed
ahead of the contract period and the equipment is not any more of use to the
LESSEE, or where community project has to be terminated for reasons beyond its
control, the LESSEE has the option to terminate this Agreement.
SECTION 7.0.
BREACH AND VENUE
7.1 A material breach by either party of any of the warranty, representation of covenant
herein made entitle the aggrieved party, at its option, to rescind the Agreement upon
written notice to this effect. Any suit or legal proceeding which either party may in
virtue of, or in relation to, or in any way connected with this Agreement, shall be filed
with the proper courts of ___________________, _________________________.
SECTION 8.0.
EFFECTIVITY
8.1 This Lease Agreement shall take effect immediately upon signing of the Agreement.
8.2 The Notice to Commence shall be issued within three (3) calendar days upon
signing of the contract agreement.
IN WITNESS WHEREOF, the parties aforesaid have hereunto affixed their

signatures this ___ day of _________, 201__ at the Municipality of
__________________, ___________________________________.
BARANGAY COMMUNITY PROJECT MANAGEMENT COMMITTEE BSPMC) OF

BARANGAY__________________
____________________________
Bspmc Chairperson
_____________________
Lessor
SIGNED IN THE PRESENCE OF:

__________________________
Witness
______________________
Witness
ACKNOWLEDGEMENT
REPUBLIC OF THE PHILIPPINES
MUNICIPALITY OF _____________, ______________
BEFORE ME, a Notary Public for and in the above jurisdiction, personally
appeared this ____ day of __________, 20____ at ______________, ____________,
Philippines.
Name
Res. Cert. No.
Date / Place Issued
___________________
______________
_______________
____________________
______________
_______________
__________________
______________
_______________
Known to me to be the same persons who executed the foregoing LEASE AGREEMENT
consisting of five (5) pages including this page on which the Acknowledgement appears
and they acknowledged to me that the same is their free and voluntary act and deed
and those of the principals they respectfully represent.
IN WITNESS WHEREOF, I have hereunto set my hand and seal on the date and
at the place first abovementioned.
_____________________
Notary Public
PTR No.______________
Until December 31, 200___
Doc. No. ____________;
Page No. ____________;
Book No. ____________;
Series of ____________.
Request for Quotation for TAF

REQUEST FOR QUOTATION
Technical Assistance for the __________________________________
(Name of Community Project)
Barangay: ___________________________
Municipality: _________________________
Province: ____________________________
Date: ___________________
To:
_____________________________________________
_____________________________________________
Tel. / Cell phone No. __________________
Sir/Madam:
The Barangay Community Project Management Committee invites you to submit a
quotation for the preparation of _________________________________________
(name/type of activity); on behalf of the community.
To assist you in the preparation of your price quotation, we enclosed the terms of
reference (TOR) and qualification standards for your reference. Your quotation should be
sealed in an envelope and addressed to the undersigned at the following address:
Your quotation shall be valid for a period of forty five (45) days from the date of
submission of the quotation. Quotation shall be fixed within the period stated in the
contract agreement. Price quoted must include taxes and other incidental expenses. It
is understood that the consultant/service provider shall complete all activities
enumerated at the total quoted price. The consultant/service provider agrees to use its
own materials and resources to complete the activities in case the contract is awarded.
A consultant/service provider who will not be able to provide the requirements during
the validity of the contract will be permanently disqualified from participating in any
DSWD-KALAHI-CIDSS - funded projects:
Your quotation should be received by the BSPMC on or before _______________ (date
and time). The Quotations shall be opened in public in your or your representatives
bid submission) at ____ (time) (same as the deadline for bid submission) at the given
address:
Please attach to your quotation with the breakdown of your quotations and attach proof
of your experience in similar activity.
Very truly yours,
____________________________
BSMPC Chairperson
Quotation Submitted by:
____________________________________
Signature over Printed Name of Consultant
_______________
Date
SERVICE CONTRACT AGREEMENT

This agreement made and entered this _______day of __________________ 201___
at _____________________ by and between Barangay ___________________
community, a barangay consisting of community residents thru its Project Preparation
Team (PPT) Organized Committee, herein represented by its Chairperson
____________________
with
official
address
at
__________________________________________
herein
represented
by
______________________________ herein called the Owner
And
_______________________________________, a Filipino Citizen, a graduate of
Bachelor of Science in _________________________________________ with official
address at ________________________________________________ and business
address at ____________________, hereinafter referred to as the Service Provider
WITNESSETH
WHEREAS, the Owner will be providing assistance in rendering the necessary services
for the preparation of complete technical assistance documents in relation to the
proposed community projects;
WHEREAS, the Owner to comply with the needed documents as required by the
Municipal Inter-Barangay Forum, the Owner employ the assistance of the Service
Provider to handle the engineering and other technical requirements needed as
attachment to the packaged proposals for the following community projects:
1. ___________________________________
2. ___________________________________
3. ___________________________________
WHEREAS, the Owner has contracted the work to the Service Provider at the price in
accordance with the Technical Assistance Fund;
NOW WHEREFORE, for and in consideration of the foregoing premises, both parties
have hereto agree and contract as follows:
SECTION I
AGREEMENT DOCUMENTS
The following documents shall form part of this agreement:
a.
b.
c.
d.
e.
f.
BA Resolution requesting to avail of the TAF and its purpose;

Accomplished TAF Eligibility Checklist;
Complete detailed engineering drawings and specifications;
Design computations ands considerations;
Detailed estimates to include derivation of unit cost;
Program of works
SECTION II
SCOPE OF WORKS
1. The Service provider agrees and binds itself to fully and faithfully provide for its
account all needed materials, instruments necessary or required to finish, and
complete the work, based on the given timeframe to complete the community
project/s (Section II, Clause 2) and requirements stipulated in the Terms of
Reference attached to this contract.
2. The work called for under this contract shall be completed and submitted on or
before _________________, 2010. Failure to comply with the said date shall cause
the Owner to impose the necessary penalty.
3. The Service provider shall provide and do everything necessary to conform to its
obligation under the Agreement to the true intent and meaning of the other
Agreement documents taken together, whether the same may or may not be shown
or described particularly in the supporting documents as part of this contract
(Section 1), provide that the same shall be informed there from. Should the Service
Provider find any discrepancy in the said documents, he shall immediately refer the
same to the Owner whose decision shall be followed.
4. The Service provider guarantees the quality of the workmanship of all its work under
the Agreement and shall undertake at his own expense all revisions, adjustments as
a result of the technical review of the Deputy Area Coordinator and Municipal
Engineer relative to the work.
SECTION III
CONTRACT PRICE
The Owner and in consideration of the faithful performance by the service provider of
the terms and conditions of this agreement, agrees to pay the service provider in a
manner provided under Section IV of this Service Agreement, the amount of
______________________________________ (PhP _________). It is understood that
any increase in the cost related to the service contract shall be the sole account of the
service provider.
SECTION IV
MANNER OF PAYMENT
1. Upon satisfactory completion and submission of the required documents by the
Service Provider as supported by the final acceptance of Project Preparation
Team full payment will be released to the service provider.
2. It is the intention of the parties that there shall be no employer-employee
relationship between the owner and the service provider, and between the
service providers employees and / or laborers, it being understood that the
relationship between the parties hereto shall be one of an independent
contractor. In the event or any official or legislated increase in the minimum
wage and / or compulsory allowances during the contract period, the same shall
be likewise be for the account of the service provider.
SECTION V
PERIOD OF COMPLETION
1. The work stipulated in the Agreement shall be completed within the given period
as provided in the Scope of Works (Section III)
In case the service provider encounters any justifiable cause or reason for delay,
the same shall within two (2) days after encountering such cause of delay submit
to the Owner in writing a request for time extension. Failure by the service
provider to comply with this requirement will be considered an express waiver by
the service provider for the owner not to grant the time extension.
2. Since time is of the essence in this Agreement, the completion period herein
stipulated may be extended only for any of the following causes not attributable
to the fault of negligence of the service provider, namely:
a. Natural calamities resulting from destructive earthquakes, typhoons,

prolong floods;
b. Act of any government authority, domestic or foreign which has coercive
effect to law such as quarantines, embargoes and licensing controls; and,
c. Acts which restrain or restrict preparation activities such as war
insurrection and rebellion.
3. If at any time the cumulative delay is all disruption in the normal progress of the
works due to any cause, other than the Owners fault or negligence, shall be in
excess of Five (5) days, the Owner shall have the right to terminate the
Agreement and pay the service provider duly authorized representative and
concurred by the service provider, less whatever damages may have been
incurred by the Owner including liquidated damages as provided by Section VI.
The Owner and the service provider will negotiate in good faith as to the amount
of payments due to the service provider. If the parties cannot agree within five
(5) days after commencing discussions, either party may resort to arbitration
proceedings pursuant to the Arbitration Law and / or judicial remedies if both
parties could not resolve through the grievance redress system of the KALAHICIDSS project. This section is without prejudice to the Owners right of
termination or other rights in case of delay or disruption of the normal progress
of the work due to the fault or negligence of the service provider.
SECTION VI
LIQUIDATED DAMAGES
Failure by the Service Provider to complete the works within the implementation period
or any extended period approved by the PPT shall render the Service Provider liable to
forfeit 1/10 of 1% of the value of uncompleted works per calendar day of delay. Total
penalty shall not exceed 10% of the total contract price.
To be entitled to such liquidated damages, the Owner does not have to prove that it has
incurred actual damages, such amount shall be deducted from any money due or which
may become due the service provider under the Agreement and / or collect such
liquidated from the final payment to the service provider.
Incase the delay in the completion of the work exceed a time duration equivalent to
twenty percent (20%) of the specified contract time plus any time extension duly
granted to the service provider the first party may forfeit the second partys due
collectibles and take over the prosecution of the project and award the same to qualified
service provider.
In no case, however, shall the total sum of the liquidated damages exceed ten percent
(10%) of the total contract price in which event the agreement shall automatically be
taken over by the Owner or award the same to a qualified service provider through
negotiation and the service providers accomplishments due for billing shall be forfeited.
The amount forfeited due for billing shall be aside from the amount of the liquidated
damages that the service provider shall pay the Owner under the provisions of this
clause.
SECTION VII
COMPLETION AND FINAL ACCEPTANCE
1. When the work required and called for under this contract is totally completed,
the service provider shall submit to the Owner through the Area/Municipal
Coordinating Team for review and evaluation of the Deputy Area Coordinator and
/ or Municipal Engineer of the documents. The review shall be completed within
two (2) days upon submission of the complete documents by the service
provider.
2. Should the work be found satisfactory with the agreements, the Owner shall
within five (5) calendar days from the last day of review by the DAC, issue the
Certificate of Final Acceptance of the submitted documents and the dull payment
due to the service provider shall be paid immediately. Provided that no such
certificate shall be issued the service provider has first submitted an affidavit
attesting that any and all obligations /liabilities incumbent upon it have been
fully satisfied and settled.
3. If the work is found unsatisfactory however, the first party shall within two (2)
working days from the last day of review, advice the service provider of the
revisions to be done.
4. Upon the correction of the items, the service provider shall again submit to the
Owner the corrected documents.
5. Should the correction made by the service provider of the items be found
satisfactory, payment found to be due to the service provider shall be paid
immediately and the Owner shall not later than three (3) working days after the
last day of submission issue the certificate of final acceptance.
SECTION VIII
ASSIGNMENT AND SUB-CONTRACTING
The service provider shall not assign, transfer or make any other disposition of the
agreement any part or interest therein except with the written approval of the Owner.
Approval of the sub-contract shall not relieve the service provider from any liability or
obligation under its agreement with the Owner, nor shall it create any contractual
relation between the sub-contractor and the Owner.
SECTION IX
SERVICE PROVIDERS DUTIES AND RESPONSIBILITIES
The service providers duties and responsibilities are found in the TOR in connection to
this agreement to include the following:
1. Conduct site validation and survey
The service provider shall solely responsible for all expenses to be incurred
during the preparation of all pertinent required documents as stipulated in this
contract agreement.
2. Supplies, Materials, Equipment, etc.
The service provider shall be solely responsible in the provision of all required
supplies, materials, equipment, machineries, transportation and or among others
for the proper and satisfactory completion of the work in accordance to the
content of this agreement.
3. Assistance to the Project Preparation Team (PPT)
The service provider shall be assisting the PPT during the preparation of the
attachments for the package proposed by his/her attendance to the following:
a.
b.
c.
d.
e.
Project Development Workshop

Detailed preparation of Project Proposal
Finalization of Community Project Concept
Municipal Inter-Barangay Forum
Special MIBF if necessary
The service provider shall also assist the Owner explain the content and details of
the POW and design of the community project in the barangay assemblies to be
conducted prior to the conduct of project approval.
4. Indemnification and Hold Harmless Agreement
The service provider agrees to indemnify and hold harmless the Owner and its
constituents including the KALAHI-CIDSS employees from and against all claims,
damages, losses and expenses including reasonable attorneys fees in case any
litigation arising out of the performance of the works herein.
SECTION X
GENERAL PROVISIONS
The parties have herein agrees that the present agreement does not create any
obligations, legal, financial or otherwise on the part of the Owner to any persons
claiming entitlement to compensation or other remedies relating to personal injuries,
economic-harm or otherwise including but not limited to any contractor, sub-contractor
or beneficiary and / or other project users before, during and after the completion of
the contract. In the event any claim is asserted against the Owner, the service provider
shall defend the Owner from all costs occasioned thereby, including any assessment of
damages or imposition of legal; obligations.
SECTION XI
ARBITRATION
The parties hereto agree to settle any dispute arising from this agreement amicably in
accordance to the Grievance Redress System of the KALAHI-CIDSS project. In the event
that any judicial proceedings brought by either party against the other arising out from
this agreement, the venue of the same shall be the appropriate Court in the area.
IN WITNESS WHEREOF, the parties have hereunto signed this SERVICE AGREEMENT
this _________________ of _______ 2010.
BARANGAY ___________ COMMUNITY
The First Party
_________________________
BSPMC Chairperson
CTC No. _______________
Issued On _____________
Issued at ______________
SERVICE PROVIDER
Second Party
______________________
Service Provider
CTC No. ________________
Issued On ______________
Issued at _______________
SIGNED IN THE PRESENCE OF:

_____________________
PPT Head/Chairperson
CTC No. _______________
_____________________
Area Coordinator
CTC No. ________________
Issued On _____________
Issued at ______________
Issued on ______________
Issued at _______________
TERMS OF REFERENCE
SERVICE PROVIDER
(Pre-Engineering Works for Water System)
An Individual or Engineering/Consulting Firm that can provide technical assistance in

the implementation of community water supply projects in KALAHI-CIDSS areas.
Technical assistance shall include specialized advice to implementers along preparation
of appropriate designs and engineering plans, cost estimates and Program of Works.
Specifically, the Service Provider will assist the project municipal staffs and community
volunteers in the following areas:
1. Provide guidance and assistance to Project Preparation Team (PPT) on the
conduct of the following specific activities to come-up with study, design and
plans required for the proposed water supply project, to wit:
Execute detailed field survey (horizontal and vertical control) to
determine the following:
i.
Source of water available near the target service area.
ii.
Water sampling to determine its physical, chemical or bacteriological
properties
iii.
Demography and mapping of households
Preparation of engineering designs, technical drawings/plans drawn on a
500mm x 800mm tracing paper, with the following outputs;
i.
Hydraulic analysis showing design data and calculations
ii.
Location plan showing the vicinity map of the proposed system
iii.
Traverse plan showing the route/direction of pipelines; design pipe
sizes and specifications; length of pipes; location and description of
the structures (i.e. intake, reservoir, supports/pedestals, etc);
iv.
Profile plan showing elevation and grades of pipeline, reservoir,
nodes/junctions;
v.
Spot map showing the location of households and tapstands;
vi.
Detailed plans for reservoir, intake box and tapstand;
vii.
If elevated tank shall be constructed, provide structural analysis;
viii.
Detailed cost estimates showing quantity take-off and capability
outputs of labor and equipment, bill of materials for materials
ix.
Materials and construction specifications
Operation and maintenance activities should be considered in the choice
of design options;
Consultation with community members and project staffs as to the
existing cultural practices and users preference must be properly
coordinated.
Close coordination with project technical staff as to the format of POW
and other project standards.
2. Submit draft of design considerations and hydraulic analysis before the

finalization of engineering drawings and plans. In cases there are conflicts or
unclear standard on technical parameters, KC standard designs shall prevail.
3. Prepare billing request together with the acceptable outputs as stated in parag. 1
for payment.
4. Payment/s will be made upon submission of acceptable outputs checked and
reviewed by the DAC/Mun. Engineer and approved by the PPT Head and noted by
the Area Coordinator.
QUALIFICATIONS STANDARD
1. A Civil Engineer with 3 years minimum relevant work experience on community

water supply projects, preferably with formal training and knowledgeable on
ground water-related projects
2. Skilled in computer operation with some knowledge on CAD softwares related to
community water supply system design and spreadsheet.
DURATION
: 1 Months
(1-week survey works and data gathering;
1 week preliminary design consideration/consultation;
3 weeks drafting of plans;
1 week preparation/finalization of cost estimates)
TERMS OF REFERENCE
SERVICE PROVIDER
(Pre-Engineering for Road Construction community project)
the implementation of rural road access in KALAHI-CIDSS areas. Technical assistance
shall include specialized advice to implementers along preparation of appropriate
designs and engineering plans, cost estimates and Program of Works.
conduct of the following specific activities to come-up with the project
requirements for the approval of proposed improvement of barangay road, to
wit:
Execute detailed field survey using instruments such as engineers transit,
theodolite, total station and other appropriate instruments to establish
horizontal and vertical controls;
500mm x 1000mm appropriate paper, with the following outputs;
i.
Location plan showing the vicinity map of the proposed road section
ii.
Traverse and Profile plan drawn on a half-section drawing paper
scaled at 1:100 vertical and 1:1000 horizontal. Plans must indicate
the existing and proposed structures with corresponding station
limits. The elements of curves, bench marks and match line of
traverse plan must equal to the length of profile plan. Elevations of
ground and design grade must be indicated on the profile plan.
iii.
Cross-section plan at every 20 meter station interval drawn on full
cross section with a scale of 1:100 (preferably). Actual ground
elevation shall be indicated and inked. Designed ground elevation
shall be indicated and penciled
iv.
Detailed plans of road structures e.g. reinforced concrete pipe
culverts (RCPC), reinforced concrete box culvert (RCBC) headwalls
and cross-drains. At critical slope, provision of portland cement
concrete pavement (PCCP) and slope protection as may be required;
v.
vi.
Materials specifications and method of construction;
vii.
Others that may be specified in the contract depending on the need
of the community.
Type and traffic volume should be considered in the choice of design
options;

2. Submit draft designs for review and approval before the finalization of
engineering drawings and plans.
for payment.
4. Payment/s will be made upon submission of acceptable outputs, checked and
1. A Civil Engineer or Geodetic Engineer with 3 years minimum relevant work
experience on the survey works and implementation of rural roads, preferably
with formal training and knowledgeable road project design.
2. Preferably with skills in computer operation such as CAD operations and
spreadsheet
DURATION
: 1 Months
TERMS OF REFERENCE
SERVICE PROVIDER
(Pre-Engineering for Road Improvement community project)
KALAHI-CIDSS: KKB Project is assisting various rural communities to improve their
governance through active participation to reduce poverty. One of the basic needs of
these communities is access. The project allows the improvement of rural access to
improve the delivery of services. Road improvement involves the implementation of
selected work items only. This will not cover entire works for the rural road access
(construction) but only those work items that will make the rural road access passable
for vehicular traffic the whole year round. This can be applied on all roads that already
exist and can be implemented in all types of terrain.
The Project is looking for an Individual or Engineering/Consulting Firm that can provide
technical assistance in the improvement of rural barangay road access in KALAHI-CIDSS
areas. Technical assistance shall include specialized advice to implementers along
preparation of appropriate designs and engineering plans, cost estimates and Program
of Works.
conduct of the following specific activities to come-up with the study, design
options and plans required for the proposed improvement of barangay road, to
wit:
Execute detailed field survey using instruments such as engineers transit,
theodolite, total station and other appropriate instruments to establish
horizontal and vertical controls;
Assess the existing road and evaluate the possible improvement,
extension or expansion needed for the road to be passable for vehicular
traffic year round. Since the proposed road section will only requires
improvement, it is expected that no major earthworks will be made.
i. Location plan showing the vicinity map of the proposed road section
ii. Traverse and Profile plan drawn on a half-section drawing paper
scaled at 1:100 vertical and 1:1000 horizontal. Plans must indicate
the existing and proposed structures with corresponding station
limits. The elements of curves, bench marks and match line of
traverse plan must equal to the length of profile plan. Elevations of
existing ground and design grade must be indicated on the profile
plan.
iii. Cross-section plan for selected stations that may require earth
moving activities have to be drawn on full cross section with a scale
of 1:100. Actual ground elevation shall be indicated and inked.
Designed ground elevation shall be indicated and pencilled.
iv. Schedules and detailed plans of road structures e.g. reinforced
concrete pipe culverts (RCPC), reinforced concrete box culvert
(RCBC) headwalls and cross-drains. At critical slope, provision of
portland cement concrete pavement (PCCP) and slope protection as
may be required;
v. Detailed cost estimates showing quantity take-off and capability
vi. Materials specifications and method of construction;
vii. Others that may be specified in the contract depending on the need
of the community.
Type and traffic volume should be considered in the choice of design
options;
5. Submit draft designs for review and approval before the finalization of
engineering drawings and plans.
for payment.
3. Skilled in computer operation with some knowledge on CAD operations and
spreadsheet
DURATION
: 1 Months
TERMS OF REFERENCE
SERVICE PROVIDER
(Pre-Engineering for Barangay Electrification community project)
the implementation of rural electrification in KALAHI-CIDSS areas. Technical assistance
shall include specialized advice to implementers along preparation of appropriate
designs and engineering plans, cost estimates and Program of Works.
conduct of the following specific activities to come-up with the project
requirements for the approval of proposed improvement of barangay road, to
wit:
a. Execute detailed field survey using instruments such as engineers transit,
theodolite, total station and other appropriate instruments;
b. Preparation of engineering designs, technical drawings/plans drawn on a
i.
Location plan showing the vicinity map of the proposed site
ii.
Traverse plan or schematic plan drawn on a drawing paper scaled at
1:1000 horizontal. Plans must indicate the existing and proposed
households with corresponding station limits.
The elements of
curves, bench marks and match line of traverse plan must equal to
the length of profile plan. Elevations of ground and design grade
must be indicated on the profile plan.
iii.
Cross-section plan with a scale of 1:100 (preferably). Actual ground
elevation shall be indicated and inked. Designed ground elevation
shall be indicated and penciled
iv.
Detailed plans of road structures e.g. reinforced concrete pipe
culverts (RCPC), reinforced concrete box culvert (RCBC) headwalls
and cross-drains. At critical slope, provision of portland cement
concrete pavement (PCCP) and slope protection as may be required;
v.
vi.
Materials and construction specifications;
vii.
Others that may be specified in the contract depending on the need
of the community.
c. Operation and maintenance activities should be considered in the choice
of design options;
d. Consultation with community members and project staffs as to the
existing cultural practices and users preference must be properly
coordinated.
Close coordination with project technical staff as to the format of
POW and other project standards.
5. Submit draft of design considerations before the finalization of engineering
drawings and plans.
for payment.

9. Skilled in computer operation with some knowledge on softwares related to
community water supply system design
10. Skilled in computer operation involving spreadsheet and other related softwares
11. Experience in foreign-assisted projects is an advantage
MONTHLY RATE :
DURATION
P ________ (Prevailing rate at the local level)
: 1 Months
1 week preparation of cost estimates)
PASS/FAIL CHECKLIST
Form to be used in conducting Preliminary Examination of Bidding Documents
(For shopping for works and bidding of works)
Name of Contractor: ________________________________
REQUIREMENTS
I.
i.
ii.
iii.
PASS or
FAIL?
Remarks
TECHNICAL DOCUMENTS
Form of Bid (in prescribe form)
Program of Works of the bidder
Plans
iv. Detailed Estimates including summary sheet showing unit prices

of materials, labor rates and rentals ( submitted by the bidder)
v. List of equipment owned/leased proposed for use for the

sub-project
vi. Official Receipt (to support owning the equipment
proposed for use for the sub-project)
vii. Certificate of registration (to support owning the
equipment)
viii. Schedule of utilization of equipment
ix. List of similar projects undertaken for the last 2 years
x. Certification that each document submitted is an
original or true copy of the original
xi. Certification from the bidder under oath of its
compliance to labor laws and standards and to utilize
unskilled labor in the area
xii. Notarized Affidavit for Defects Liability Commitment
xiii. Certificate of Site Inspection
xiv. List of Technical personnel
xv. Construction method with detailed procedures in
complying environmental laws for every item
xvi. Bidding data sheet (for Bidding only)
xvii. PS Mark License (for pipe materials)
Income Tax Return w/ audited statement and TIN

Number
NFCC
Bid Security (for Bidding only)

Contractors License / Temporary Certificate of

Renewal (for expired License)
SEC registration w/ articles of Incorporation
Contracts (similar contracts for the last two years)
Certificate of Acceptance (similar contracts for the last

2 years)
Note: In case one is missing based on the checklist, verification can be done
during the post-qualification evaluation. If the missing requirement is the bid
security, it will be a ground for automatic disqualification.
No Objection Letter (NOL) REVIEW REPORT

(For Local Shopping for Works & all Local Bidding)
A. DOCUMENTS SUBMITTED
Item
No.
Date
submitted @
ACT
DOCUMENTS
TECHNICAL
Approved POW, DE & Approved Engineering Plans
Minutes of the Pre-Procurement Conference
Invitation to Quote/Bid (Newspaper clippings or a
copy of the posted invitation)
Official Receipt (Of the Publication)
Affidavit of Publication (From the Newspaper
Company)
Minutes of Pre-Bid Conference
Minutes of Bid Opening
Abstract of Bids
Minutes of the Evaluation of Bids
Post qualification Report
Form of bid
Program
of
Works
of
Recommended
Contractor/Bidder to include summary sheet
showing unit prices of materials, labor rates and
rentals
Plans
Official Receipt (equipment proposed to be used for
the contract)
Certificate of registration (to support owning the
equipment for proposed equipment to be used)
Schedule of Utilization of Equipment
List of similar projects undertaken for the last two
years
Certification that each document submitted is an
original or true copy of the original
Certification from the bidder under oath of its
compliance to labor laws and standards and to
utilize unskilled labor in the area
Notarized Affidavit for Defects Liability Commitment
Certificate of Site Inspection (Of the bidder
recommended for award)
List of Technical Personnel
Construction Methods (itemized and wwith with
safety procedures)
Bidding Data Sheet
PS Mark License (for Pipes)
FINANCIAL
ITR Audit Statement( Of the bidder recommended
for award )
Bid Security (of the bidder recommended for award
)
NFCC (Prepared by the bidder recommended for
award )
REMARKS
Credit Line (For bidder recommended for award who

did not passed NFCC )
LEGAL
Contractors License or Temporary Certificate of
Renewal (For expired license)
Resolution to Award
SEC Registration with Articles of Incorporation (for
Corporations)
Authority of the Signatory (in case of
representative)
Contracts (To support projects undertaken for the
last 2 years )
Certificate of Acceptance (To support projects
undertaken for the last 2 yrs )
Affidavit of Undertaking ( To support in the list of
Technical Personnel )
Other Pre- C Documents of the bidder recommended
for award as specified below:
________________________________
________________________________
* include PRE-C of lower bidders in case the
contract was not awarded to lowest.
B. COMMUNITY PROJECT INFORMATION:
I. Background
A. Name of Community Project:
_________________________________________________
B. Physical Description/Indicators: _______________________________________
C. Location: _________________________________________________________
D. Items/Package Procured subject for NOL:
Item
Description of Work or Goods
No.
Quantit
y
E. Method of Procurement Used:

__________________________________________
F. Approved Budget for this package: P
____________________________________
G. Name of bidder recommended for award:
_________________________________
H. Amount in this contract:
P_____________________________________________
I. Aggregate Contract Amount for this contractor as of ____________:
P __________
Unit
RPMO NOL
NPMO NOL
WB/MCA-P NOL
II. Pre-Procurement Conference

________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
____
(To be taken from the minutes of the pre-procurement conference. Capture all
the necessary information like items to be procured, method of procurement,
dates of procurement processes, etc.)
III. Invitation to Bid
________________________________________________________________
_
(Date of Publication, Name of Newspaper, Details of Pre-bid Conference & Bid
Opening)
IV. Pre-bid Conference
________________________________________________________________
________________________________________________________________
__
(To be taken from the minutes of the Pre-bid Conference. Capture all the
necessary information like the technical requirements of the bidding, date and
place of the pre-bid conference)
V. Opening of Bids
________________________________________________________________
________________________________________________________________
__
(To be taken from the minutes of the Bid Conference. Capture all the necessary
information like what transpire in the bidding like are there late bidders, are there
complaints, date and place of the bid opening, etc.)
Name
Bidders
of
Bid Offered
Bid Security
Amount
REMARKS
Form
VI. Evaluation of Bids

(To be taken from the minutes of the Evaluation of Bids. Capture all the
necessary information like are there disqualified bidders, bid security not
conforming to the requirement, etc)
Name
Bidders
of
Price
Corrected
Pass/Fail
Criteria
Conclusion
Bid Evaluation
Remarks
VII. Post-Qualification Evaluation

_________________________________________________________________
_________________________________________________________________
__
(What, Who, When, Where, How was the post qua conducted? Summarize the
post-qualification activity conducted, indicate pour overall assessment and
conclusion). Attach minutes/Proceedings of Post-Qualification Evaluation.
VIII. Recommendation of Award
_________________________________________________________________
_________________________________________________________________
__
(To be taken from the Resolution to Award) What are the bases for award or
disqualifying the bidders? Mention the circumstances why it was not awarded to
the lowest, second lowest, etc. as the case maybe.)
C. OBSERVATION/S
_________________________________________________________________
_________________________________________________________________
__
(Are there complaints? what are they? Is the procurement process followed? If
not what are the deviations? What other information/s you want to know? )
Prepared by:
Note:
_______________
Deputy Area Coordinator/LGU Engineer
Date: ______________
________________________
Area Coordinator
Date: ___________________
DRCIS/RCIS SECTION:
VALIDATION REPORT:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
RECOMMENDATION:
______________________________________________________________________
______________________________________________________________________
Reviewed:
__________________
RCIS
Date: ______________
Endorsed by:
_________________________________
Community Procurement Specialist
Date: ______________
GUIDES IN FILLING UP NOL REVIEW FORM:

A. Indicate what are the technical, financial and legal documents submitted by the
bidder in reference to the checklist of documents for NPMO/MCAP NOL.
B.
I.
II
a. Indicate the title of the community project and its project type
b. Describe the physical aspect of the community project and its indicators
(How many units, what is the length, thickness, width, etc.)
c. Indicate the barangay, municipality and province.
d. Indicate the item number, Description of the Items of Work, Quantity and
Unit of the package/s procured subject for NOL.
e. Indicate the method of procurement used
f. Indicate the approved budget for the package/s subject for NOL
g. Indicate the name of the bidder recommended for award
h. Indicate the amount in this contract
i. Indicate the aggregate amount (Total amount of contracts of the bidder
recommended for award from the previous KALAHI contracts within the
municipality to include this contract subjected for NOL.
j. Indicate if the NOL issuance is for RPMO, NPMO or World Bank.
Extract from the minutes of the Pre-Procurement Conference useful
information such as items to be procured, method of procurement, dates for
the publication of the ITB, dates of the pre-bid conference, dates of the
opening of bids, etc )
III
Describe what newspaper it was published, check if all of the items of

works subjected for NOL was published, official receipt of the publication,
affidavit from the publisher that it was published.
IV
Extract from the minutes of the pre-bid conference useful information such
as date, time and place of the bid opening, technical requirements of the
bidding, agreement made, criteria for the award, etc.
Extract from the minutes of the bid opening useful information such as late
bidders, bid offered, bid security, complaints, date and time of actual
bidding, etc..
Fill up in the matrix with the name of bidders, bid offered, bid security
(amount & form), remarks (other information not found in the matrix)
VI
Extract from the minutes of the Evaluation of Bids necessary information

such as criteria for award, disqualified bidders and its reason for
disqualification, etc.
Fill up in the matrix with name of bidders, bid price corrected, results of
the pass/fail criteria, result on the bid evaluation, remarks (other
information not found in the matrix)
VII
Make a conclusion regarding the process and result of the bid evaluation.
Post-Qualification
Examples:
Documents
I.TECHNICAL
a. List of
Community
Projects
undertaken
b. List of
Technical
Personnel
c. List of
Equipment
Owned
d. List of
equipment lease
II. FINANCIAL
a. Income Tax
Return
Based on
Documentary
Review
Based on PostQualification.
Status ( Pass/fail )
Check if the
community projects
undertaken are
supported with
contract and
certificate of
acceptance
Interview the
client if it is true
that the bidder has
a project with
them and what is
his performance.
Pass: If the bidder was able to

support with contract and
certificate of acceptance for
every community project
undertaken and if it is true upon
validation that he has a project
undertaken based on the list and
has a positive feedback from
their client.
Interview with the

person listed in
the Technical
Personnel, if it is
true that they
connected to the
bidder.
Fail: If the bidder was not able

to support with contract and
certificate of acceptance of the
community projects undertaken
and if found out in validation
that he has no project
undertaken or if there is
negative feedback from their
client.
Pass: If the bidder was able to
support with affidavit of
undertaking for every person
listed in the Technical Personnel
and if found out in the validation
that they are employed to the
bidder.
Check if there is a
deed of sale, Official
Receipt and
Certificate of
Registration ( For
dump trucks and
other equipment
which is registered
in the LTO )
Check if supported
with lease contract
and Official Receipt
and Certificate of
Registration.
Check with the

LTO if equipment
in the list are
registered.
Fail: If the bidder was not able

to support with affidavit of
undertaking and found out in the
validation that the persons listed
are not employed to the bidder.
Pass: If bidder was able to
support with deed of sale,
Certificate of Registration and
Official Receipt.
Check if supported
with Financial Audit
Statement
Check BIR if the

Income Tax Return
Copy is authentic.
Check if it is
supported with
affidavit of
undertaking from
the persons listed in
the Technical
Personnel
Interview the
lessor if the rental
is true.
Fail : If bidder failed to support

it with deed of sale, Certificate
of Registration (For Dump Truck)
and Official Receipt (For DT)
Pass: If bidder was able to
support it with Lease Contract,
Official Receipt (For DT & others
), Certificate of Registration (For
DT & others)
Pass: If bidder has an authentic
ITR
b. Bid Security
Check if the form

and amount is
acceptable.
c. Net Financial
Contracting
Capacity ( NFCC
)
Check the
computation, if his
NFCC is equal or
more than the
contract for bid.
d. Credit Line
Check its substance

and amount should
not be less than
10% of the contract
III. LEGAL
a. Contractors
License
Check it with the

bank or bonding
company if the bid
security is
authentic
Check if bidder
has on-going
community project
not included in the
computation, ITR
and Audit
Statement are
authentic.
Check with the
bank the
authenticity of the
credit line
Check if the
contractors license
is expired and if
expired did he
attach certificate of
temporary renewal
of license.
Check if bidder
has license and if
expired license he
has certificate of
temporary
renewal.
b. SEC
Registration
Check if supported
with articles of
incorporation
c. Authority of
the signatory
Check if the
authority of the
signatory is signed
by the owner if
owned by the
individual or board
resolution if it is a
corporation.
Check if in the
articles of
incorporation its
business is within
their primary and
secondary
purpose.
Validate if the
owner has issued
an authority or if
corporation has
issued a board
resolution allowing
its employee to
represent the
corporation.
Fail: If bidder failed to support

it with Audit Statement and has
inauthentic ITR.
Pass: If the bidder has
submitted an acceptable and
authentic bid security.
Fail: If the bidder has not
submitted acceptable and
authentic bid security.
Pass: If the NFCC is equal or
more than the contract for bid.
Fail: If NFCC is less than the
contract for bid, then require
credit line.
Pass: If the bidder has an
authentic and acceptable credit
line
Fail: If the bidder has no
authentic and acceptable credit
line.
Pass: If the bidder has
contractor license and if expired
it was supported with certificate
of temporary renewal of license.
Fail: If the bidder has no license
or expired license but not
supported with certificate of
temporary renewal.
Pass: If the SEC registration is
supported with Articles of
Incorporation and validated that
their business is within their
primary and secondary purpose.
Pass: If validated that the owner
has issued an authority or
corporation has issued a board
resolution allowing employee to
represent the corporation.
Fail: If validated that the owner
has not issued an authority or
board of directors has not issued
a resolution allowing employee
to represent.
SUGGESTED FORMAT IN PREPARING THE POST-QUALIFICATION REPORT

I.
INTRODUCTION (optional)
State the facts why a post-qualification will be done
II. METHODOLOGY
A. Satisfy the ff:
1. WHO?
Who authorized the conduct of post-qua (the

BSPMC Chair)
Name/s of the contractor/s to be evaluated
The team composition (the TWG and volunteers)
Date and time

Duration
2. WHEN?
3. HOW?
Courtesy visit to the Contractors office

Conduct interview (owner, project manager,
personnel/workers)
Check authenticity of submitted documents
(companys records, financial records, conduct
inspection of its premises, construction equipment,
tools and facilities)
B. Check the ff:

Check recently completed projects (for the past 2 years) that are
similar to the project to be undertaken if they were completed
satisfactorily according to plans, specifications and duration
Check with local banks where the contractors account/credit line
facilities are maintained to determine if he/she has access to funds
to finance the execution of the contract
II.
RESULTS OF INVESTIGATION
A. Test of Contractors Qualification
Conduct review of awardees general eligibility qualifications based

on the Instruction to Bidders
B. Test of Contractors Technical & Organizational Capability
Check the minimum construction personnel, tools, equipment and

required schedule
Contractors experience (2 years) in similar project

C. Test of Contractors Financial Capability
Check the NFCC (NFCC should be more than Contract Cost)

D. Contractors Reputation in the Community
Check if the contractor has a good standing/reputation in the

community or nearby Municipalities
Check with the local courts and local arbitration commission (if
there were cases, was he cleared?)
Form to be filled up in conducting the Post-Qualification Evaluation:
REQUIREMENTS
Documentary Review (Check

whether the document
submitted matches the
original documents or in
accordance w/ required
documents)
I. TECHNICAL DOCUMENTS
i. Form of Bid (in prescribe form)
ii. Program of Works
iii. Plans
iv. Detailed Estimates including summary
sheet showing unit prices of materials, labor
rates and rentals (submitted by the bidder)
v. List of equipment owned/leased
vi. Official Receipt (to support owning the
equipment)
vii. Certificate of registration (to support
owning the equipment)
viii. Schedule of utilization of equipment
ix. List of similar projects undertaken for the
last 2 years
x. Certification that each document submitted
is an original or true copy of the original
xi. Certification from the bidder under oath of
its compliance to labor laws and standards and
to utilize unskilled labor in the area
xii. Notarized Affidavit for Defects Liability
Commitment
xiii. Certificate of Site Inspection
xiv. List of Technical personnel
xv.
Construction method
xvi.
Bidding data sheet
xvii. PS Mark License (for pipe materials)

Income Tax Return w/ audited

statement and TIN Number
NFCC
Bid Security
Contractors License / Temporary

Certificate of Renewal (for expired License)
SEC registration w/ articles of

Incorporation
Contracts (similar contracts for the last

two years)
Certificate of Acceptance (contracts for

the last 2 years)
POST-QUALIFICATION
(Review computation,
validate the submitted
documents at the office
who issued the documents,
and others)
PASS or
FAIL?
PLANNED COMMUNITY PROCUREMENT PACKAGING

Date Prepared: _____________
Barangay : __________________
Municipality : __________________
Province
: __________________
Name of proposed community project : ____________________________________

Total Estimated Cost
: _______________
KC Cost : __________
Community Project Duration: _______________
LCC (Cash): __________
Estimated Cost:
PACKA
GE
ITEMS
QTY.
UNIT
BY CONTRACT
TOTAL
PROC.
METH
OD
ESTIMATED COST INVOLVED and SCHEDULE OF DELIVERY

1ST Tranche
Grant
LCC
Cash
2ND Tranche
LCC
Grant
Cash
3RD Tranche
LCC
Grant
Cash
TOTAL
Gran
LCC
t
Cash
PROPOSED
IMPLEMENTATI
ON SCHEDULE
Month/Weeks
1
2 3 4
Package 2
Package 1
PACKAGES
Mode of Implementation: CFA
1st Tranche ______________

2nd Tranche ______________
3rd Tranche _______________
TOTAL
Workshop output of:

_____________________
Procurement Team Head
(Name and Signature)
Reviewed by:
________________________
DAC/Municipal Engineer
Submitted by:
___________________
BSPMC Chairperson
SCHEDULE OF IN-KIND LOCAL COUNTERPART CONTRIBUTION

Date Prepared: _______________
Barangay : __________________
Municipality : __________________
Province
: __________________
Name of proposed community project : _______________________________________

Total Estimated Cost
: _______________
Community Project Duration
: _______________
LCC (In-Kind)
: __________
Estimated Cost:
1st Tranche ______________
2nd Tranche ______________
3rd Tranche ______________
BY Contract
PACKA
GE
ITEMS
ESTIMATED COST INVOLVED and SCHEDULE OF

DELIVERY
QTY.
UNI
T
TOT
AL
PROC.
METHOD
1ST Tranche
2nd
Tranche
3rd
Tranche
In-Kind
In-Kind
In-Kind
PROPOSED
IMPLEMENTATION
SCHEDULE
Month/Weeks
TOTAL
1
2 3
4 5 6 7
Package 2
Package 1
PACKAGES
TOTAL
Workshop output of:
_____________________
Reviewed by:
_______________
DAC/Municipal Engineer
Submitted by:
_______________
BSPMC Chairperson
KC Cost: ______________
LCC: _________________
In-kind: _________
Cash:
_________
ESTIMATED COST INVOLVED and SCHEDULE OF DELIVERY

PACKAGE
ITEMS
QT
Y.
UNIT
TOTAL
PROC.
METHOD
1ST Tranche
LCC
Grant
Cash
2ND Tranche
Grant
LCC Cash
3RD Tranche
LCC
Grant
Cash
TOTAL
Gran
LCC
t
Cash
PROPOSED
IMPLEMENTAT
ION
SCHEDULE
Month/Weeks
1
2 3 4
Package 2
Package 1
PACKAGES
ACTUAL COMMUNITY PROCUREMENT PACKAGING

Date Prepared: ____________________
Barangay: _____________
Name of proposed community project: _______________
Municipality: __________
Total Estimated Cost: ______________________
Province: _____________
Community Project Duration: ______________________
Estimated Cost: 1st Tranche ______________
2nd Tranche ______________
3rd Trance _______________
BY CONTRACT
TOTAL
Workshop output of:
_____________________________
Name and Signature
Reviewed by:
________________________
DAC / Municipal Engineer
Submitted by:
________________
BSPMC Chairperson
Guides in filling up the Procurement Action Plan (PAP)

1. The Procurement Action Plan (PAP) will be prepared in lieu of the required readiness
filter documents for SPs undertaken by CFA. This will be supported by the Planned
Community Procurement Packages (PCPP). Inappropriate packaging or splitting must be
avoided to facilitate processing of grant funds.
2. The PAP and PCPP will be the basis of procurement monitoring and scheduling the
post fiduciary review.
3. Schedules should be observed by the community volunteers and project staff. The
PAP should be prepared following procurement activity duration of the procurement
manual.
4. Specific name of responsible volunteers and project staffs who will participate and
undertake the activity must be indicated on the plan. This is to observe the principle of
accountability. Please take note that during Ex-post fiduciary review, the names should
match with the corresponding documents such as the names of the PT members,
canvasser on the canvass, otherwise, representation or justification has to be made for
the deviations.
5. Venue of meetings and places where procurement activities are to be conducted must
be specific. Locations of potential suppliers where canvasses per package are to be
submitted must be indicated on the plan. It is very important that inventory of suppliers
and contractors are done during the identification stage for proper guidance. This will
observe the transparency principle of the project.
6. Under resource management, transportation expenses, reproduction costs that are
chargeable under administrative cost must also be indicated for monitoring and
accounting. These will practice the economy and effectiveness principle.
7. Under the remarks column, if the activities are already done prior to the submission,
provide comments or observation of the activity conducted.
8. Dates for the serving of P.O.s under the first tranche and other activities must be
specific while other packages under succeeding tranches must rationally follow the
implementation schedule as indicated on the PCPP.
9. If the package falls on Local Bidding for Goods and will require RPMT or NPMT NOL,
Purchase Order must not be issued unless No Objection Letter is issued. The transaction
will be declared miss-procured once the provision is ignored.
10. In cases where direct contracting for Works is required, (e.g. fabrication of steel
trusses, other specialized pay items), appropriate procurement procedures must be
observed and RPMT NOL must be secured first before the issuance of contract.
11. It is expected that the documentations like the preparation of minutes of meeting
will be more accurate and clear enough to understand what transpired during the
activity and the agreements and actions are clearly captured on the minutes.
12. Posting of the Procurement Action Plan at the BSPMC office is a must. This will
guide the volunteers on the activities to be performed on the given dates. This will also
observe the principle of transparency.
PROCUREMENT ACTION PLAN
Procurement Activities
Timeline to Complete
the Activity (Inclusive
Dates )
Responsible Volunteers
& Project Staff
Venue of meeting and

place/s to Conduct
Procurement
Name of Potential
Suppliers &
Contractors
Resource
Requirement
Expected Outputs/
Remarks
1.
2.
3.
4.
5.
6.
Preparation of PCPP
Finalization of Packages & PCPP
Conduct of Pre-procurement Conference
Preparation of Minutes of Meeting
Preparation of Procurement Documents
Serving of Canvass
- Package # 1
- Package # 2
- Package # 3
7. Opening of Canvass and Quotation
8. Preparation of Minutes of Opening
9. Evaluation of Canvass
10. Preparation of minutes of Evaluation
11. Conduct of Post Qualification Evaluation
(LSW , LBG)
12. Prepn of Minutes of Evaluation (Post-qua)
13. Issuance of RPMT NOL
14. Preparation of Purchase Order
15. Serving of PO/s or Award (Package #)
16. Delivery of Materials
Prepared by:
____________________________
Checked by:
_____________________
Deputy Area
Coordinator
Approved by:
Municipal Engineer
BSPMC Chairman
Noted by:
Area Coordinator
ANNEX
DIRECT CONTRACT AGREEMENT OF LABOR

LIST OF TOOLS PROVIDED TO THE DIRECT CONTRACT
GROUP BY THE PROJECT ENGINEER
ITEM
Axe *
Bolo (multi-purpose) *
Brush Hook*
Grass Cutting Bolo*
Grass Cutter *
Crow Bar *
Shovel *
Hoe *
Forked Hoe*
Pick Mattock*
Pickaxe*
Sledge Hammer&*
Rake Spreader*
Hand Rammer*
Wheel Barrow*
QUANTITY
* Including Handles
I certify that the above tools have been received by me in behalf of the CONTRACT
GROUP.
________________________
GROUP LEADER
I certify that the above tools have been returned by the PAKYAW GROUP in acceptable
condition.
________________________
Project Supervisor
Form for Bid Bulletin (for change in schedule)
Barangay _________________
Municipality of _____________
Date: ____________
BID BULLETIN
Bid Bulletin No. _____ for the ________________________ (Name of Community
Project)
To: All concerned participating prospective bidders:
The BSPMC-BAC of ____________________________________ (name of Barangay)
hereby announces the postponement of opening of bids on _______________ (date)
and hereby rescheduled the same on __________________ (date) at ______________
(time) at ____________________________________ (venue).
All other provisions not herein modified shall remain in full force and effect.
For guidance and information of all concerned.
Truly yours,
_____________________________
BSPMC Chairperson
Form for Bid Bulletin (for change in quantities or specifications)

Barangay _________________
Municipality of _____________
Date: ____________
BID BULLETIN
Bid Bulletin No. _____ for the _______________________ (Name of Community
Project)
To: All concerned participating prospective bidders:
This BID BULLETIN NO. _____ is hereby issued for your information and guidance in
connection with the above-mentioned bidding.
The following are the revisions: A revised Invitation to Bid and Bid Form are issued due
to changes in ________________ (quantity or specifications) of some items as follows:
Item
Description
Unit
Original
(Quantity /
Specifications)
Revised
(Quantity /
Specifications)
This BID BULLETIN NO. ___ shall form an integral part of the bid documents for this
public bidding.
All other provisions not herein modified shall remain in full force and effect.
For guidance and information of all concerned.
Truly yours,
_____________________________
BSPMC Chairperson
Date: __________________
ACKNOWLEDGEMENT RECEIPT
This is to acknowledge receipt of the canvass form/Invitation to Quote served by
______________,
______________,
_________________
Procurement
Team
members of BSPMC ______________________________________ (Name of Barangay
/Municipality).
________________________
Name & Signature of Contractor / Supplier
Date Served _________________
_________________________
Name & Signature of Contractor /Supplier
Date Served_________________
_________________________
Date Served_________________
_________________________
Date Served _________________
___________________________
Date Served _________________
_________________________
Date Served ________________
_________________________
Date Served _________________
SITE VISIT CERTIFICATE

This is to certify that the bidder together with the Barangay Community Project
Management Committee (BSPMC) of Barangay ___________ , Municipality of
______________,Province of _____________________,has conducted joint site
visit in the ______________________ (Name of Project).
This is to certify further that the bidder has also visited the known source of aggregates
and other indigenous construction materials and has scouted labor force available in the
area
This certification is issued to support his intent to bid the above community project
_________________________
BSPMC Chairperson
Date: __________________
ANNEX 2-A
CF PROCUREMENT RED FLAGS MONITORING FORM

(LOCAL BIDDING FOR GOODS)
(To be filled up by CF in two (2) copies of which one copy to be retained @ BSPMC and
the other copy to be kept in ACT. RPMT will be furnished a photocopy.)
Location:
_________________________
_________________________
Date of Monitoring: _________________________

I. PROCUREMENT
A. COST ESTIMATES/POW
YES
NO
OBSERVATIONS
Estimate within prevailing local prices
REMARKS
Others:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
B. PACKAGING1
PACKAGE
ITEMS
Package #1
TOTAL COST
W/IN THRESH
HOLD
ABOVE THRESH
HOLD
REMARKS
Package #2
Package #3
Package #4
Package #5
Package #6
Others:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
C. BID DOCUMENTS PREPARATION
YES
NO
OBSERVATIONS
Invitation to Bid prepared
Invitation to Bid posted in Barangay Hall
Bidding Documents prepared using pro-forma
Pre-bid conference conducted
OBSERVATIONS
D. SUBMISSION OF BIDS
YES
NO
OBSERVATIONS
Bids submitted place on sealed envelope
Sealed envelope place on bid box
REMARKS
Bids submitted on or before deadline of submission
E. BID OPENING
YES
NO
OBSERVATIONS
REMARKS
Bid opening immediately after the deadline of

submission of bids
Bids are placed inside bid box
Bids are read aloud in public
Minutes of bid opening prepared
F. SCRUTINY OF BIDS
YES
NO
OBSERVATIONS
Bid securities conform to the requirements
Bids are initialed by BAC members
Specifications conform to the requirements
Bids that comply are ranked from lowest to highest
Abstract of Bids was prepared
REMARKS
G. AWARDING
YES
NO
OBSERVATIONS
REMARKS
Post qualification conducted to lowest calculated

bidder
Passes Resolution to Award
Purchase Order prepared
No Objection Letter (NOL) issued
Acceptable Performance Security posted by winning
supplier.
H. DELIVERY OF GOODS
YES
NO
OBSERVATIONS
REMARKS
The goods were delivered to site.

Goods inspected by MIT
Delivery receipt received by the Storekeeper
Acceptance report by Storekeeper/MIT issued.
I. PAYMENT
YES
NO
OBSERVATIONS
Payment made after the delivery of goods
Checks were prepared before the delivery of goods.
REMARKS
II. COMMUNITY FINANCE RED FLAGS

YES
NO
OBSERVATION
Request for the release of 1st Tranche has been
received by the ACT from BSPMC ten (10) days
after 2nd MIBF approval of the community project.
RFR has stayed in particular station based on the
standard period for review.
Grant fund balance is 10% of the amount released
and RFR has been prepared and/or submitted by the
BSPMC within 5 days.
Actual delivery of LCC committed and reflected in
the detailed POW meet at least 50% when
requesting for the release of the 2nd tranche.
There is fund utilization one month after the release
of grant funds.
Variance of physical and financial accomplishment
did not exceeds 15%
Prepared by:
Noted by:
_________________________
Date: ___________________
REMARKS
_________________________
Area Coordinator
* Barangays certification need not have AC notation
Note: DAC to fill up this portion in the copy of report for the region.
Name & Signature of DAC
ANNEX 2-B CF PROCUREMENT RED FLAGS MONITORING FORM

(LOCAL SHOPPING FOR GOODS)
(To be filled up by CF in two (2) copies, one copy to be retained @ BSPMC and the other
copy to be kept in ACT. RPMT will be furnished a photocopy.)
Location:
_________________________
_________________________

I. PROCUREMENT
YES
NO
OBSERVATIONS
REMARKS
Estimate within local prices
Others:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
B. PACKAGING1
PACKAGE
Package
Package
Package
Package
Package
Package
ITEMS
#1
#2
#3
#4
#5
#6
TOTAL COST
W/IN THRESH
ABOVE THRESH
HOLD
HOLD
REMARKS
Others:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
C. CANVASSING
YES
NO
OBSERVATIONS
Canvass forms served to at least three separate
supplier for one package
Technical specifications is specified instead of
brand
Canvass served by designated canvasser of the
Procurement Team
D. SUBMISSION OF CANVASS2
REMARKS
YES
NO
OBSERVATIONS
Canvasses are sealed prior to opening.
Canvasses are placed inside bid box with lock or
makeshift box sealed or lock inside the cabinet.
Canvasses are personally hand carried by at least
two(2) PT members.
Canvasses are submitted by owner or
representative.
REMARKS
E. OPENING OF CANVASS.
YES
NO
OBSERVATIONS
Opening of canvass was conducted with the BAC in
quorum and presence of witnesses
Opening was conducted the day after the deadline
of submission except on Saturday, Sunday, &
Holidays
REMARKS
F. SCRUTINY OF CANVASS
YES
NO
OBSERVATIONS
Erasures of Canvass are initialed
Canvass Forms are signed by at least two PT
members
Canvass Forms are signed at least three copies per
package
Canvass Forms are initialed by BAC members
REMARKS
G. AWARDING OF CANVASS
YES
NO
OBSERVATIONS
Awarded to lowest calculated responsive canvass.
Winner conforms to specifications
Is the material to be supplied tested for quality?
For material to be supplied by informal suppliers,
they should also be tested for quality.
Awards are made to legitimate supplier3 (w/
business permit). If no, explain in remarks why?
REMARKS
YES
NO
OBSERVATIONS
Goods are completely delivered on site as per
purchase order
Goods delivered in accordance to specification
Goods delivered are used in the project
Goods delivered are inspected by MIT
Goods delivered are accepted by storekeeper
REMARKS
OBSERVATIONS
Payment is on time
Payment made only to goods delivered
Signatories of check are BSPMC, Brgy. Treasurer &
Area Coordinator
Is the penalty observed for late deliveries? (1/10 of
1% per day)
REMARKS
I. PAYMENT
YES
NO

YES
NO
OBSERVATIONS
Request for the release of 1st tranche has been
received by the ACT from BSPMC ten (10) after 2nd
MIBF approval of the community project
and RFR has been prepared and/or submitted by
the BSPMC within 5 days.
requesting for the release of 2nd tranche.
There is fund utilization one month after the
release of grant funds.
did not exceeds 15%.
Prepared by:
Noted by:
_________________________
Date: ___________________
Note:
REMARKS
_________________________
Area Coordinator
DAC to fill up this portion in the copy of report for the region.
ANNEX 2-C
CF PROCUREMENT RED FLAGS MONITORING FORM

(LOCAL SHOPPING FOR WORKS)
(To be filled up by CF in two (2) copies of which one (1) copy to be retained @ BSPMC
other copy to be kept in ACT. RPMT will be furnished one (1) photocopy.)
Location:
_________________________
_________________________

I. PROCUREMENT
YES
NO
OBSERVATIONS
Estimates within prevailing local prices
REMARKS
Others:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
B. PACKAGING1
PACKAGE
Package #1
ITEMS
TOTAL COST
W/IN THRESH
HOLD
ABOVE THRESH
HOLD
REMARKS
Package #2
Package #3
Package #4
Package #5
Others:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
C. QUOTATION
YES
NO
OBSERVATIONS
Quotations served to at least three (3) contractors.
Technical specifications are specified on the plans.
REMARKS
D. SUBMISSION OF QUOTATIONS2
YES
NO
OBSERVATIONS
Quotations are sealed during submission
Quotations are submitted by owner or
representative
Quotations are placed inside bid box with lock or
makeshift box sealed or locked inside cabinet
REMARKS
E. OPENING OF QUOTATION
YES
NO
OBSERVATIONS
Opening of quotation was conducted with BAC in
Opening was conducted immediately after the
deadline of submission
Quotations are sealed prior to opening
Open sealed envelopes and read aloud in public the
name of contractor and the documents attached.
REMARKS
F. SCRUTINY OF QUOTATION
YES
NO
OBSERVATIONS
Erasures of quotations are initialed
Quotations are signed by BSPMC Chairperson
Quotations are initialed by BAC
Documents are complete as per checklist
Quotations of at least three (3) contractors.
REMARKS
G. AWARDING OF QUOTATION
YES
NO
OBSERVATION
Abstract of Quotation prepared
Awarded to lowest calculated responsive quotation.
Award made to legitimate (with license) contractor 3
REMARKS
H. CONTRACT PREPARATION
YES
NO
OBSERVATIONS
No Objection Letter (NOL) secured if required (RPMT
threshold is above P 500,000.00)4
Notice of Award issued
Required Performance Security posted.
REMARKS
I. CONTRACT IMPLEMENTATION
YES
NO
OBSERVATIONS
Notice to Proceed issued by BSPMC
Retention money withheld
Bank Guarantee for Advance Payment appropriate
form
Technical assistance provided by RIE and DAC
Payments made based in actual percentage of
physical accomplishment
Payments are made w/complete supporting
documents attached.
REMARKS

YES
NO
OBSERVATIONS
of grant funds.
Prepared by:
Noted by:
_________________________
Date: __________________
REMARKS
_________________________
Area Coordinator
ANNEX 2-D CF PROCUREMENT RED FLAGS MONITORING FORM

(LOCAL BIDDING FOR WORKS)
the other copy to be kept in ACT. RPMT will be furnished one photocopy).
Name of Community Project: _________________________
Location:
_________________________

I. PROCUREMENT
YES
NO
OBSERVATIONS
REMARKS
Others:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
B. PACKAGING1
TOTAL COST
PACKAGE
ITEMS
Package #1
W/IN THRESH
HOLD
ABOVE THRESH
HOLD
REMARKS
Package #2
Package #3
Package #4
Package #5
Others:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
C. PRE PROCUREMENT
YES
NO
OBSERVATIONS
Pre-procurement conference conducted by the
Procurement Team
Bidding documents prepared by PT
Invitation to Bid posted at the Barangay Hall
REMARKS
billboards
Pre-bid conference conducted
Letters sent to COA inviting them to attend
Invitation to Bid announced at local radio stations.
D. SUBMISSION OF BIDS
YES
NO
OBSERVATIONS
All bids are submitted on or before the deadline
All bids are placed inside bid box with lock
All bids are placed in sealed envelopes
REMARKS
E. OPENING OF CANVASS
YES
NO
OBSERVATIONS
Opening was made when BAC is in quorum
Bids are sealed prior to opening deadline
Opening was done in the place stipulated in the
Invitation to Bid.
Opening was done in public
All bids are complete as per checklist of documents
Bid security is in acceptable form
REMARKS
F. EVALUATION
YES
NO
OBSERVATIONS
Erasures of bid are initialed by concerned
contractor.
Bid documents are initialed by BAC
Technical Working Group (TWG) provided technical
assistance
Abstract of Bids prepared
Specification conforms to the requirement
Complying Bids were ranked from lowest to highest
REMARKS
G. CONTRACT
YES
NO
OBSERVATIONS
Award of contract was given to the lowest calculated
responsive bidder
NOL secured/issued
Performance Security posted acceptable
Notice to Proceed issued
H. IMPLEMENTATION
YES
NO
OBSERVATIONS
Bank Guarantee for Advance Payment posted is
acceptable
Technical assistance provided by DAC and RIE
Progress report made base by actual physical
accomplishment
Payments were made with complete documents.
REMARKS
II. Community Finance Red Flags

YES
NO
OBSERVATIONS
REMARKS

of grant funds.
Prepared by:
Noted by:
_________________________
Date: __________________
_________________________
Area Coordinator
ANNEX 2-E
CF PROCUREMENT RED FLAG MONITORING FORM

(DIRECT CONTRACTING FOR WORKS)
the other copy to be kept in ACT. RPMT will be furnished a photocopy.)
Location:
_________________________
_________________________

I. PROCUREMENT
YES
NO
OBSERVATIONS
REMARKS
Others:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
B. PACKAGING
PACKAGE
Package
Package
Package
Package
ITEMS
1
2
3
4
TOTAL COST
W/IN
ABOVE
THRESHHOLD
THRESHHOLD
C.QUOTATION
YES
NO
OBSERVATIONS
Quotation served to lone supplier
Technical Specifications are specified
REMARKS
D. SUBMISSION OF QUOTATIONS
YES
NO
OBSERVATIONS
Quotation is sealed during submission
Quotation is submitted by owner
Quotation is placed inside bid box
REMARKS
E. OPENING OF QUOTATION
YES
NO
OBSERVATIONS
Opening of Quotation was conducted with BAC in
Opening was conducted immediately after the
deadline of submission
REMARKS
REMARKS
Open sealed envelop and read aloud in public the

name of the contractor and the documents attached.
G. SCRUTINY OF QUOTATIONS
YES
NO
OBSERVATIONS
Quotations are signed by BSPMC Chairperson
Quotations are initialed by BAC
Documents are complete as per checklist
REMARKS
H. AWARDING OF QUOTATION
YES
NO
OBSERVATIONS
Awarded to lowest calculated responsive quotation
Award made to legitimate (with license) contractor.
REMARKS
I. CONTRACT PREPARATION
YES
NO
OBSERVATIONS
RPMT Clearance secured
REMARKS
J. CONTRACT IMPLEMENTATION
YES
NO
OBSERVATIONS
Notice to Proceed issued by BSPMC
Retention money withheld
Bank guarantee for Advance Payment in appropriate
form
Technical Assistance provided by RIE and DAC
Payments made based in actual percentage of
physical accomplishment
Payments are made with complete supporting
documents attached.
REMARKS

YES
NO
OBSERVATIONS
of grant funds.
Prepared by:
Noted by:
_________________________
Date: __________________
REMARKS
_________________________
Area Coordinator
Note: DAC to fill up this portion in the copy of report for the region
Name & signature of DAC
ANNEX 2- F CF PROCUREMENT RED FLAG MONITORING FORM

(DIRECT CONTRACTING FOR GOODS)
the other copy to be kept in ACT. RPMT will furnished a photocopy)
Location:
_________________________
_________________________

I. PROCUREMENT
YES
NO
OBSERVATIONS
Estimates within prevailing local prices
REMARKS
Others:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
B. PACKAGING
PACKAGE
Package
Package
Package
Package
ITEMS
1
2
3
4
TOTAL COST
W/IN
ABOVE
THRESHOLD
THRESHHOLD
C. CANVASSING
YES
NO
OBSERVATIONS
Canvass form serve to lone supplier
Technical Specification is specified instead of brand
Canvass served by designated canvasser of the
Procurement Team
REMARKS
D.SUBMISSION OF CANVASS
YES
NO
OBSERVATIONS
Canvass are sealed prior to opening
Canvass are placed inside bid box
Canvass are personally hand carried by at least two
(2) PT members
Canvass are submitted by the owner representative
REMARKS
OBSERVATIONS
Opening of canvass was conducted with the BAC in
Opening was conducted on the date specified in the
canvass forms
REMARKS
E. OPENING OF CANVASS
YES
NO
REMARKS
F. SCRUTINY OF CANVASS
YES
NO
OBSERVATIONS
Erasures of canvass are initialed
Canvass form is signed by at least two (2) PT
members
Canvass form is initialed by BAC members
REMARKS
G. AWARDING OF CANVASS
YES
NO
OBSERVATIONS
Awarded to the lowest calculated responsive
canvass
Is the material to be supplied tested for quality? For
materials to be supplied by informal suppliers, they
also be tested for quality.
Awards are made to legitimate supplier(with
business permit). If no, explain in remarks why?
REMARKS
YES
NO
OBSERVATIONS
Goods are completely delivered on site as per
Purchase Order
Goods delivered are in accordance to specifications
Goods delivered are used in the project
Goods delivered are inspected by MIT
REMARKS
OBSERVATIONS
Payment is on time
Payment made only to goods delivered
Signatories of check are BSPMC Chair, Brgy
Treasurer & Area Coordinator
Is the penalty observed for the late deliveries?
(1/10 of 1% per day)
REMARKS
I. PAYMENT
YES
NO

YES
NO
OBSERVATIONS
of grant funds.
Prepared by:
REMARKS
Noted by:
_________________________
Date: __________________
_________________________
Area Coordinator
Note: DAC to fill up this portion in the copy of report for the region
(Suggested format for RPMO NOL)

REPUBLIC OF THE PHILIPPINES
DEPARTMENT OF SOCIAL WELFARE AND DEVELOPMENT
_______________________________________
(Address of Field Office)
Date: ___________________
Mr. / Mrs. / Ms. ______________________
Barangay _____________, ______________,(Municipality), ____________(province)
BSPMC CHAIRPERSON
Thru: ______________________
Area/Municipal Coordinator
Field Office _____
From :
Director ________________________
Regional Project Director or Manager
Subject: Request for No Objection Letter (NOL)

Dear Mr. / Mrs. / Ms. ______________:
This is to acknowledge receipt of your request for No Objection Letter for
_____________(name of sub-project) community project of
Brgy. __________,
________________(Municipality), ____________(Province), Region ___________.
.(if no deficiencies, the following will be stated)
Upon thorough review of all submitted documents, we found out that the procurement
was done in accordance with the KC Procurement Guidelines, therefore, we interpose no
objection to the award of contract to ________________________ (supplier/contractor)
in the amount not to exceed PhP. ________________ (amount of contract).
If with with deficiencies, the following will be stated
Based on your submission, the boxes with check are the documents we received,
we would like to clarify the following:
(State the clarification and/or lacking documents/information that needs to be
submitted).
Please comply the remaining requirements to facilitate the processing of your
NOL.
Very Truly yours,
_________________________
Regional Project Director or Regional Project Manager
COMMUNITY PROJECT IMPLEMENTATION PROCUREMENT AND FINANCE

DOCUMENTS FILING CHECKLIST (ANNEX 1-A)
Procurement Method:
___________________________
Location:
DATE
OF
FILING
___________________________
CHECK
MARKS
DOCUMENTS
Daily Rate Basis Laborers
Disbursement Voucher
Employment Record Sheet
Daily Time Record
Pakyaw Contracts
List of Workers
Certification of Accomplishment
Honoraria To Committee Members
Employment Record Sheet
Time Sheets
Training Expenses
Training Completion Report
Contract with the trainers(if applicable)
Training Design and Budget
Petty Cash Fund (Establishment)
Minutes of BSPMC Executive Committee
Meeting
Reimbursement of Petty Cash Fund
Petty Cash Liquidation Summary
Petty Cash Voucher w/supporting documents
Payment of Goods to Non-registered
Suppliers
Reimbursement Expense Receipt
Certification from the Project Engineer.
(Materials delivered on site and in accordance
to specs.
Certification from Punong Barangay(a.) No
legitimate or registered supplier in the area; b.)
Buying the materials from legitimate suppliers
in other areas would entail additional cost not
provided in the POW)
Purchase Order
Abstract of Canvass
Canvass Forms
PERSON
RESPONSIBLE
REMARKS

DOCUMENTS FILING CHECKLIST (ANNEX 1-B)
Procurement Method:
Direct Contracting of Works

___________________________
___________________________
Location:
DATE
OF
FILING
CHECK
MARKS
DOCUMENTS
1. Approved Program of Works

2 . Planned Community Procurement Packaging
3. Actual Community Procurement Packaging
4. Data Base of Prices ( Regional Office)
5. Minutes of Pre-Procurement Conference
6. Invitation to Quote
7. Minutes Opening of Quotation
8. Contractors License
9. Minutes of Evaluation of Quotation
10. RPMT NOL and MCA-Philippines eligibility
verification letter as applicable

11.
12.
13.
14.
15.
Notice of Award
Contract of Agreement
Drawing/Plan/Specifications
16. Notice to Commence

17. CF Proc Red Flag Monitoring Form
18. Contractors Billing
19. Joint Inspection Report
20. Disbursement Voucher with attached
photocopy of cheque
21. Official Receipt
PERSON
RESPONSIBLE
BSPMC
Chairperson/Co
m. Bookkeeper
(CB)
Procurement
Team/CB
Procurement
Team/CB
DAC/CB
PT/CB
PT/CB
PT/CB
PT/CB
PT/CB
BSPMC
Chairperson/CB
PT/CB
DAC/CB
PT/CB
PT/CB
DAC/CB
BSPMC
Chairperson/CB
DAC/CB
Barangay
Treasurer
PIT/CB
Barangay
Treasurer
Barangay
Treasurer
REMARKS
Note: 1. Items 1-15 to be attached to first payment only (or refer to finance manual)
2. Second and succeeding payments require items 17-21 only(or refer to Finance
manual)

DOCUMENT FILING CHECKLIST (ANNEX 1-C)
Procurement Method:

___________________________
___________________________
Location:
DATE
OF
FILING
CHECK
MARKS
DOCUMENTS
2 . Planned Community Procurement Packaging
4. Pre-Procurement Conference (Minutes)
6. Abstract of Quotation
7. Minutes of Opening of Quotation
9. Minutes of Evaluation of Quotation
10. RPMT NOL (If applicable)
11. Notice of Award
12. Condition of Contract
13. Contract of Agreement
16. Bank Guarantee for Advance Payment
17. Drawing/Plan/Specification
19.Contractors Billing
20.Joint Inspection Report
21. Disbursement Voucher w/ photocopy of
cheque
Note:
PERSON
RESPONSIBLE
BSPMC
Chairperson/CB
Procurement
Team /CB
Procurement
Team/CB
Procurement
Team /CB
Procurement
Team/CB
Procurement
Team/CB
PT/CB
DAC/CB
PT/CB
BSPMC
Chairperson/CB
BSPMC
Chairperson/CB
BSPMC
Chairperson/CB
PT/CB
PT/CB
BSPMC
Chairperson/CB
Barangay
Treasurer/CB
PT/CB
PT/CB
Barangay
Treasurer
DAC/CB
Barangays
Treasurer/CB
Barangay
Treasurer/CB
1. Items 1-17 to be attached to first payment only

2. Second and succeeding payments require items 18-22 only
REMARKS

DOCUMENT FILING CHECKLIST (ANNEX 1-C)
Procurement Method:
___________________________
Location:
DATE
OF
FILING
___________________________
CHECK
MARKS
DOCUMENTS
Finance Documents
1. Official Receipt
2. Disbursement Voucher
3. Sales/Charge Invoice or Statement of
Accounts
4. Delivery Receipts
5. Contract
6. Abstract of Quotation
Procurement Documents
1
Approved Program of Works
2
Community Procurement Plan
Pre-Procurement Conference (Minutes)
Invitation to Quote
5
6
7
8
9
Instruction to Bidders
Drawings/Plan
Technical Specification
Contractor's License
10
Minutes of Opening of Quotation
11
12
Minutes of Evaluation Quotation
13
14
15
16
Contract Agreement
No Objection Letter
Notice to Proceed
17
Bank Guarantee for Advance Payment
18
19
20
CF Proc Monitoring Form

Request for Fund Release
Physical Accomp. Reports (monthly)
PERSON
RESPONSIBLE
BSPMC Chairman
Procurement
Team (PT)
Procurement
Team (PT)
Procurement
Team (PT)
DAC/PPT/PT
DAC/PPT/PT
DAC
DAC
DAC
Procurement
Team (PT)
BAC/PT
Procurement
Team (PT)
BSPMC Chairman
BSPMC Chairman
BSPMC Chairman
BSPMC Chairman
Barangay
Treasurer
CF
BSPMC Chairman
PIT
REMARKS

DOCUMENT FILING CHECKLIST (ANNEX 1-D)
Procurement Method:
Local Bidding of Goods

___________________________
___________________________
Location:
DATE
OF
FILING
CHECK
MARK
DOCUMENTS
1 Approved Program of Works
2 Planned Community Procurement Packaging
4. Minutes of Pre-Procurement Conference
5 Invitation To Bid
6 Minutes of Pre-Bid Conference
7 Minutes of Bid Opening
8 Forms of Bid
9 Bid Security
10 Certificate of Business Registration
11. Minutes of Evaluation of Bids
12. Abstract of Bid
13.Post qualification Report
14.Resolution to Award
15. MCA-Philippines Eligibility Verification
Letter; No Objection Letter (NPMT)
17. Notice of Award
19. Purchase Order
20. Sales/Charge Invoice or Statement of
Accounts and/or Delivery Receipt
21. Certificate of Inspection and Acceptance*
22. Disbursement Voucher w/ attached
photocopy of cheque
23.Official Receipt
PERSON
RESPONSIBLE
REMARKS
BSPMC
Chairperson/CB
BSPMC
Chairperson/CB
BSPMC
Chairperson/CB
PT/CB
Procurement
Team /CB
Procurement
Team/CB
Procurement
Team /CB
Procurement
Team /CB
Barangay
Treasurer/CB
Procurement
Team/CB
Procurement
Team/CB
Procurement
Team/CB
PT/CB
PT/CB
BSPMC
Chairperson/CB
Procurement
Team/CB
BSPMC
Chairperson/CB
Procurement
Team/CB
PIT/CB
Barangay
Treasurer/CB
MIT/CB
Barangay
Treasurer/CB
Barangay
Treasurer/CB
*Certificate of Inspection could be indicated in the Purchase Order or Delivery Receipt.

DOCUMENT FILING CHECKLIST (ANNEX 1-E)
Procurement Method:
Local Bidding of Works
___________________________
Location:
___________________________
DATE
OF
FILING
CHECK
MARK
DOCUMENTS
Finance Documents
2.Planned Community Procurement Packaging
4 Minutes of Pre-Procurement Conference
5 Invitation To Bid
6. Minutes of Pre-bid conference
7. Minutes of Bid Opening
8. Instruction to Bidders
9. Drawings/Plan
10. Technical Specifications
11. Forms of Bid
12. Bid Security
13 Minutes of Bid Evaluation
14 Abstract of Bids
16 Post Qualification Report
17 Resolution to Award
18 No objection Letter (NPMT);
19 Notice of Award
20. Contract Agreement/Conditions of Contract
23. Bank Guarantee for Advance Payment
25. Contractors Billing
26. Joint Inspection Report
27. Disbursement Voucher w/ photocopy of
cheque
28.Officicial Receipt
PERSON
RESPONSIBLE
BSPMC
Chairperson/CB
BSPMC
Chairperson/CB
BSPMC
Chairperson/CB
Procurement
Team /CB
Procurement
Team/CB
Procurement
Team/CB
Procurement
Team/CB
PT/CB
PT/CB
PT/CB
Procurement
Team/CB
Barangay
Treasurer/BCB
PT/CB
PT/CB
PT/CB
PT/CB
BSPMC
Chairperson/CB
BSPMC
Chairperson/CB
BSPMC
Chairperson/CB
BSPMC
Chairperson/CB
BSPMC
Chairperson/CB
BSPMC
Chairperson/CB
Barangay
Treasurer/CB
CF/CB
Barangay
Treasurer/CB
Barangay
Treasurer/CB
Barangay
Treasurer/CB
Barangay
Treasurer/CB
Note: 1. Items 1-24 to be attached to first payment only

2. Second and succeeding payments require items 25-28 only
REMARKS

DOCUMENT FILING CHECKLIST (ANNEX 1-F)
Procurement Method:
Direct Contracting of Goods

___________________________
___________________________
Location:
DATE
OF
FILING
CHECK
MARK
DOCUMENTS
2. Planned Community Procurement Packaging
4. Data Base Price( Regional Office)
5. Minutes of Pre-Proc Conference
6. Certification from Procurement Team that no
other supplier is available in the area
7. Canvass form
8. Minutes of Opening of Canvass
9.Minutes of Evaluation of Canvass
10. No Objection Letter (RPMT)
11. Purchase Order
13. Sales/Charge Invoice and/or Delivery
Receipt
14. Certificate of Inspection and Acceptance*
photocopy of cheque
PERSON
RESPONSIBLE
BSPMC
Chairperson/CB
Procurement
Team/CB
Procurement
Team/CB
DAC/CB
PT/CB
Barangay
Treasurer/CB
PT/CB
PT/CB
PT/CB
BSPMC
Chairperson/CB
PIT/CB
CF/CB
Barangay
Treasurer/CB
Barangay
Treasurer/CB
Barangay
Treasurer/CB
Barangay
Treasurer/CB
REMARKS
*Certificate of Inspection and Acceptance could be indicated in the Purchase Order or

Delivery Receipt

DOCUMENT FILING CHECKLIST (ANNEX 1-G)
Procurement Method:
Direct Shopping of Goods

___________________________
___________________________
Location:
DATE
OF
FILING
CHECK
MARK
DOCUMENTS
2.
3.
4.
5.
6.
7.
7.
Planned Community Procurement Packaging

Actual Community Procurement Packaging
Minutes of Pre-Procurement Conference
Canvass form
Minutes of Opening of Canvass
Minutes of Evaluation of Canvass
Abstract of Canvass
8. No Objection Letter (RPMT)

9. Purchase Order
11. Sales/Charge Invoice and/or Delivery
Receipt
12. Certification of Acceptance and Inspection*
photocopy of cheque
PERSON
RESPONSIBLE
BSPMC
Chairperson/CB
PT/CB
PT/CB
PT/CB
PT/CB
PT/CB
PT/CB
PT/CB
BSPMC
Chairperson/CB
Barangay
Treasurer/CB
CF/CB
Barangay
Treasurer/CB
MIT/CB
Barangay
Treasurer/CB
Barangay
Treasure/CB
REMARKS
*Certificate of Inspection and Acceptance could be indicated in the Purchase Order and
Delivery Receipt
CHAPTER 11 |
GUIDELINES AND
CLARIFICATIONS

Direct Contracting of labor may be used under the following conditions:
c. If the work requires more skilled workers of which the community could not
provide
d. If the laborers committed by the community in the Community Employment
Record Sheet did not materialized
Organization of the Group
The formation of Group should be the responsibility of the BSPMC with the
assistance of the Community Facilitator.
Supervision
4. The Project Supervisor hired by the BSPMC will oversee the selection of the
contract group and be a witness to the agreement.
5. The Project Supervisor / Foreman will ensure compliance with the design
standards and specifications.
6. The group leader will assist the Project Supervisor in setting out the task and
distributing tools; assure that the work the work is undertaken as directed.
Tools
7. Hand tools will be supplied by the BSPMC through the Project Supervisor.
8. The Project Supervisor will be responsible for keeping the tools in working order
by sharpening / repairing them.
9. Tools will be issued by the workforce and the issuance will be documented in the
contract documents / Annex A
10. Worn-out tools should be returned to the storekeeper for replacement. These
should be returned from the project site to the property custodian for write off or
replacement for tools lost.
11. On completion of the Direct Contract Agreement all tools and implements,
whether serviceable or not, shall be returned to the storekeeper. This shall be
made a condition for payment of the Contract Agreement. Any loss will be
deducted at replacement value from the contract sum and the amount recovered
will be used for the purpose of replacement for the tools lost.
12. No tools shall be offered or sold to the workers
Payment
6. Before commencing the work, the barangay treasurer has to certify the
availability of funds.
7. Payment will be made after the completion of the work only as certified by the
Project Supervisor.
Direct Contract Documents
4. Proposal
5. Direct Contract Agreement.
6. List of Tools to the provided to the Group.
ANNEX
DIRECT CONTRACT AGREEMENT OF LABOR
LIST OF TOOLS PROVIDED TO THE DIRECT CONTRACT

GROUP BY THE PROJECT ENGINEER.
ITEM
Axe *
Bolo (multi-purpose) *
Brush Hook*
Grass Cutting Bolo*
Grass Cutter *
Crow Bar *
Shovel *
Hoe *
Forked Hoe*
Pick Mattock*
Pickaxe*
Sledge Hammer&*
Rake Spreader*
Hand Rammer*
Wheel Barrow*
QUANTITY
* Including Handles
I certify that the above tools have been received by me in behalf of the CONTRACT
GROUP.
______________________
GROUP LEADER
I certify that the above tools have been returned by the PAKYAW GROUP in acceptable
condition.
______________________
Project Supervisor
CLARIFICATION ON THE USE OF SPECIAL POWER OF ATTORNEY (SPA)

and SUB-CONTRACTING IN KALAHI-CIDSS PROJECT
It has been observed that various community procurement of civil works for KALAHICIDSS community community projects, are resorting to the use of Special Power of
Attorney (SPA).In some cases, SPAs are used for sub-contracting a project to one
another Contractor. Hence the need to clarify, to wit:
Section 4 of the government procurement Reform Act or R.A. 9184 provides that Any
treaty or international or executive agreement affecting the subject matter of this act to
which the Philippines is a signatory shall be observed.
For MCC-funded project/s: The Compact Agreement signed between MCC and the
Government of the Philippines provides that MCC Funding will be granted to DSWD to
plan and implement community-chosen sub-projects in accordance with the KalahiCIDSS Project manuals approved by MCC. Thus, the procurement procedures provided
for in this Community Procurement Manual, as acceptable to MCC shall be followed. It
includes this directive and other addendum provisions to the Community Procurement
Manual.
A Special Power of Attorney (SPA) is basically a contract known as Agency. By the
contract of Agency, a person binds himself to render some service or to do something
representation or on behalf of another, with the consent or authority of the latter (See;
Art.1868, Civil code of the Philippines). Accordingly, in a contract of Agency, the
principal allows an agent (Attorney-in-Fact) to do acts, service, or things for him as if
personally present in certain transactions.
Although the execution of an SPA is allowed under the law, the KALAHI-CIDSS: KKB
Project ONLY allows the SPA authorizing the Attorney-in-Fact to represent the principal
during the conduct of procurement transactions (i.e. submit bid, attend pre-bid
conference, bid opening); BUT NOT in the implementation and execution of the
contract, including bidding or shopping for works or goods. Moreover, the Attorney-inFact should be legally connected to or part of the Suppliers/Contractors firm.
Under an SPA, therefore, the Attorney-in-Fact is ONLY an AGENT of the PRINCIPAL and
is only authorized to represent the Principal during procurement proceedings in cases
the Principal is not available. As such, the Agent SHOULD ONLY USE THE ELIGIBILITY,
TECHNICAL, LEGAL and FINANCIAL DOCUMENTS OF ITS PRINCIPAL as required by R.A.
9184 and its IRR-A, and by KALAHI-CIDSS Community-Based Procurement Manual. It
should NOT be allowed to use other documents/requirements (including his own) to
prove the eligibility, technical and financial capacity of its principal. Even during
Contract implementation, the principal should be the one directly and entirely
responsible for the execution of the contract.
While sub-contracting may be allowed under the Civil Works Generic Procurement
Manual (See GPM Vol. III, p. 82) if given consent by the Procuring Entity, KALAHICIDSS does not ALLOW sub-contracting in any form, hence direct engagement
to the legitimate contractor/supplier shall be observed. Procedures on
procurement planning, packaging, implementation of the Planned Community
Procurement Packaging (PCCP), and monitoring procurement compliance are clearly
stipulated in the Community Procurement Manual. In cases where there is contradiction
of provisions and procedures, between, R.A. 9184 and the KALAHI-CIDSS: KKB
Community Procurement Manual, the latter and its addendum provisions shall be
observed.
Requirement for Philippine Standards (PS) Quality and/or Safety

Certification Mark of Construction Materials used for Community
Projects
Relative to the implementation of community projects, quality of construction materials
purchased are seldom verified if it passed the Philippine National Standard. As a result,
community projects making use of low-grade materials are at risk in terms of safety
and sustainability. As an example, for potable water system community projects,
communities using High Density Polyethylene (HDPE) Pipes or Polyethylene (PE) pipes
since it is easy to haul and install, but without PS Mark may cause harm to the water
users.
In this connection, we sought technical assistance from the Department of Trade and
Industry-Bureau of Product Standards (DTI-BPS), they cautioned us not to acquire
materials that did not pass BPS inspection, testing and certification requirements, as
these products are considered unsuitable if it does not bear PS Mark. The PS Mark
reveals a manufacturers compliance to the requirements of a Philippine National
Standard (PNS). As such, the BPS authorizes a manufacturer to affix the PS mark on its
product or its products packaging material, to let the buying public know that the
marketed product has successfully passed DTI requirements. As a PS License holder, a
manufacturer has shown evidence that it maintains a system according to the National
Standard. This assures the consumers that the PS License holder can consistently
satisfy them by making only safe and quality products.
In view of the foregoing, you are hereby directed to include the PS Mark License when
procuring goods especially pipes for potable water as a minimum requirement in the
eligibility of the supplier/manufacturer.
The intent of requiring the PS Mark License is to ensure product QUALITY, SAFETY and
RELIABILITY. This is line with the KALAHI-CIDSS: KKB principle of sustainability and
safeguard to ensure that materials supplied to the community projects complied with
the National Standards.
CLARIFICATION ON THE METHOD OF PROCUREMENT TO BE USED FOR

RENTAL AND PROCUREMENT OF HAND TOOLS FOR COMMUNITY
PROJECTS
Fiduciary reviews revealed that there were confusions on what method of procurement
to be used in renting hand tools for use in community projects. Form used is either
Canvass or Lease of Equipment. It was also observed that there were rentals for
hand tools that are more expensive than procuring such tool/s.
Hand tools such as Planer, Sander, Grinder, Drill/Drivers, Routers, Screw Gun,
Rivet Gun, and the like, are commonly used in the construction of building community
projects and these are normally included in the program of works. Some tools are
needed for a few days and some are to be used in the entire duration of the community
project. However, there are tools that costs more than the allowed budget for the tools
provided in the ACT manual that is PhP. 4,000.00 per community project for buildings,
thus, the community resorts to renting the needed tools.
In view of the foregoing, we would like to reiterate that tools are considered goods as
cited in the procurement manual (please refer to the example provided in the
procurement manual). Hence, the proper form to be used is Canvass for Goods. For
rental, the quantity indicated in the canvass form shall be in terms of the
Estimated number of hours or days that the tool/s will be utilized while the
Unit of measure to be used shall be in terms of hour/s or day/s. Using Canvass
for goods requires less paper works rather than using Lease of Equipment which
requires longer period of time and more paper works such as invitation to quote,
contract, supplemental agreement, among others.
In cases of rental of hand tools that are more expensive than the cost of the tool/s, it is
recommended that said equipment will be procured chargeable to either LCC or grant.
Provided, however, that Operation and Maintenance of the tool/s is established; and, a
cost comparison is submitted/attached as part of the readiness filter. Provided further
that utilization is discussed during Barangay Assemblies to discuss among others, turn
over to the association/organization or the BLGU after the completion of works.
In contrast, it is also reiterated that procurement of hand tools for water system
community projects such as pipe wrench, threaders, and other tools for pipe installation
is allowed for Operation and Maintenance.
CLARIFICATION AND ENHANCEMENT ON THE PROCUREMENT METHOD

FOR RENTAL OF EQUIPMENT USED IN COMMUNITY PROJECTS
Fiduciary reviews revealed that there were confusions on what procurement method
should be used for the rental of equipment. Under the provisions of the CommunityBased Procurement Manual, rental of equipment except for trucking for the delivery of
goods, is categorized as works. In the procurement process, documentary requirements
for both light and heavy equipment are the same. For rental of equipment, the
requirements include among others, the Invitation to Lease, Lease Agreement and
Conditions of Contract.
However, there are cases where categorization varies depending on the need as
specified in the program of works. Categorize as follows:
Equipment Rental as Goods if the equipment is to be used on an hourly or daily
basis inclusive of fuel, oil, lubricants and operatorfully operated for heavy equipment
e.g. bulldozer, grader, pay loader, etc The procurement form to be used in renting any
equipment categorized as goods shall be Canvass and Purchase Order (please see
attached format). This shall also apply to rental of light equipment such as concrete
mixer, portable/plate compactor, water pump, concrete vibrator, chain block,
welding machine, drilling machine, bar cutter, generator set, acetylene set,
chain saw, and the like that are commonly used in the community projects. The unit
and unit rate for any type of equipment shall be dependent on the requirement.
Trucking/hauling as defined in the enhanced procurement manual is considered as
goods. The unit and unit rate used shall be in terms of the quantity to be hauled e.g.
20 pieces Reinforced Concrete Pipes at PhP. 200 per piece, 50 rolls HDPE Pipes at PhP.
100 per roll, 40 cubic meters sand at PhP. 250 per cubic meter. The purchase order
form used for trucking shall be the same as provided in this guideline.
For purchase order amounting to PhP. 20,000.00 and below, payment shall be
made upon delivery/completion. For amount of purchase order amounting to more than
PhP. 20,000.00, the following conditions may be allowed:
1. The Lessor has the option to claim for advance payment up to fifteen (15)
percent provided a Bank Guarantee of equal amount from a reputable bank is

submitted to the BSPMC and a certification from the DAC or the Municipal Engineer
(if there is no DAC in the Municipality) the equipment is delivered at the project site.
2. The Lessor can claim partial payment if the accomplishment is at least twenty
(20) percent without submitting a bank guarantee provided the DAC or the Municipal
Engineer (if there is no DAC in the Municipality) certified that the equipment is
being utilized on the date claimed.
Equipment Rental as Works - if the utilization of the equipment is based on the
quantity of the item/s of work/s. Payment for rental under works is based on an
output that the equipment will complete. Similar with Equipment Rental as Goods,
equipment should be fully operated. The procurement form to be used in renting any
equipment categorized as works shall be Invitation to Lease Equipment and
Equipment Lease Agreement for Works (please see attached format).
For contract amounting to PhP. 30,000.00 and below, payment shall be made upon
completion of the contract. For contract amounting to more than PhP. 30,000.00 and
above, the BSPMC may make advance payment to the Lessor in the amount up to
fifteen (15) percent of the Contract Price only after the DAC had certified that the
equipment is delivered at the project site and the Lessor has submitted to the BSPMC a
Bank Guarantee of equal amount. The advance payment shall be repaid by making
deductions for every progress billing with consideration that it is fully recoup upon
reaching 80% physical accomplishment. Progress payment is allowed. The first
recoupment shall start when accomplishment has reached 20% of the total contract
price.
Full payment shall be made only upon completion of the services with certification of
the DAC and approval of the BSPMC.
There shall be no retention money withheld on any progress billing for rental of
equipment.
It is reiterated that the detailed procedures as provided in the manual shall be strictly
followed.
The threshold for the issuance of No Objection Letter shall also be strictly followed.
GUIDELINES ON CONTRACT TERMINATION

I. RATIONALE
One of the causes of delay in the implementation of contracted community projects is
the poor performance of the contractor/s or suppliers in delivering the expected output
as provided in the contract. This includes workmanship or poor quality of goods, delay
in the execution of works or delivery of goods, abandonment of works, and others.
Despite the existence of a provision on termination of the contract, such provision has
not been strictly enforced because of the absence of specific guidelines and procedures
on how to implement it.
Hence, the need to reiterate the Project guidelines in the implementation of Contract
Termination.
With reference to the provisions of Annex A of the Government Policy Procurement
Board (GPPB) Resolution No. 018-2004 dated December 22, 2004, hereunder are the
implementing guidelines.
II. PURPOSE, SCOPE, AND APPLICATION
This guideline aims to promote fairness in the termination of procurement contracts and
to prescribe contract conditions and measures to enable BSPMC to protect its interests.
For this purpose, policies and procedures relating to the whole or partial termination of
BSPMC procurement contracts of goods and infrastructure projects (works) are herein
established.
III. DEFINITION OF TERMS
1. Coercive Practice means harming or threatening to harm, directly or indirectly,
persons or their property to influence their participation in a procurement process, or
affect the execution of a contract.
2. Collusive Practice means a scheme or arrangement including practice among
bidders (prior to or after bid submission) designed to establish bid prices at artificial
non-competitive levels to prevent free and open competition.
3. Corrupt Practice means the offering, giving, receiving or soliciting of anything of
value to influence the action of a public official in the selection process or in contract
execution. It also means entering, on behalf of the BSPMC, into any contract or
transaction manifestly and grossly disadvantageous to the same, whether or not the
public officer profits or will profit thereby; and similar acts as provided in Republic Act
3019 also known as the Anti-Graft and Corrupt Practices Act.
4. Fraudulent Practice means a misrepresentation of facts in order to influence a
selection process or the execution of a contract to the detriment of the BSPMC.
5. Head of the BSPMC refers to the Chairperson of the BSPMC;
7. Termination in Part means the termination of a part but not all, of the work that as
not been completed and accepted under a contract.
8. Termination in Whole means the termination of all of the work that has not been
completed and accepted under a contract.
9. Show Cause refers to a notice which the BSPMC is required to issue prior to
terminating a contract. The purpose of a show cause notice is to enable the contractor
to present its position why the contract should not be terminated.
10. Verified Report refers to the report submitted by the Technical Working Group to
the BSPMC Chairperson setting forth its findings as to the existence of grounds or
causes for termination and explicitly stating its recommendation for the issuance of a
Notice to Terminate.
IV. GROUNDS FOR TERMINATION OF CONTRACTS
A. Termination for Default
1. In contracts for Goods:
The BSPMC shall terminate a contract for default when any of the following
conditions attend its implementation:
a) Outside of force majeure 17, the Supplier fails to deliver or perform any or all
of the Goods within the period(s) specified in the contract, or within any
extension thereof granted by the BVSPMC pursuant to a request made by the
Supplier prior to the delay, and such failure amounts to at least ten percent
(10%) of the contact price;
b) As a result of force majeure, the Supplier is unable to deliver or perform any
or all of the Goods, amounting to at least ten percent (10%) of the contract
price, for a period of not less than sixty (60) calendar days after receipt of the
notice from the BSPMC stating that the circumstance of force majeure is deemed
to have ceased; or
c) The Supplier fails to perform any other obligation under the Contract.
2. In contracts for Infrastructure Projects (Works):
The BSPMC may terminate the Contract for breach of contract. Fundamental
breaches of Contract shall include, but shall not be limited to, the following:
(a)
The Contractor stops work for ten (10) days when the stoppage has not
been authorized by the Project Supervisor;
(b) The Project Supervisor gives notice that the Contractor has failed to
correct a Defect within twenty one (21) days as determined by the Project
Supervisor;
(c) The Contractor has delayed the completion of the works by thirty (30)
calendar days;
(d) If the contractor incurred a minimum of negative fifteen percent
(15%) slippage but remains dormant for almost two months despite
receipt of the warning letter from the BSPMC; and,
(e) The Contractor:
17
Force majeure (French for "greater force") is a common clause in contracts which essentially frees one or both parties from
liabilities when an extraordinary event beyond the control of the parties, such as flood, war, riots, acts of God, et cetera prevents
one or both parties from fulfilling their obligations under the contract.
i. Abandons the contract works, refuses or fails to comply with a valid

instruction of the BSPMC or fails to proceed expeditiously and
without delay despite a written notice by the BSPMC;
ii. Does not actually have on the project site the minimum essential
equipment listed on the Bid necessary to prosecute the Works in
accordance with the approved work plan and equipment
deployment schedule as required for the project;
iii. Does not execute the Works in accordance with the contract or
persistently or flagrantly neglects to carry out its obligations under
the contract; or
iv. Neglects or refuses to remove materials or to perform a new work
that has been rejected as defective or unsuitable.
Notwithstanding the above, the BSPMC with the concurrence of the Regional
Project Management Team (RPMT) may terminate the Contract for its
convenience by giving the Contractor a fifteen (15) days notice in writing. If
the Contract is terminated, the Contractor shall stop work immediately, make
the Site safe and secure, and leave the Site within seven (7) days of the
completion of the notice period.
3. Sanctions for contracts terminated by Default
The rescission 18 (cancellation/termination) of the contract shall be accompanied by the
confiscation by the BSPMC of the contractors performance security. The contractor will
also be recommended for blacklisting. The contractor shall be paid on a quantum
meruit 19
B. Termination for Convenience
The BSPMC may terminate the Contract, in whole or in part, at any time for its
convenience. The BSPMC Chairperson may terminate a contract for the convenience of
the BSPMC if it determined the existence of conditions that make Project
Implementation economically, financially or technically impractical and/or unnecessary,
such as, but not limited to, fortuitous event(s) or changes in law and national
government policies.
C. Termination for Insolvency
The BSPMC shall terminate the Contract if the Supplier/Contractor is declared bankrupt
or insolvent as determined with finality by a court of competent jurisdiction. In this
event, termination will be without compensation to the Supplier/Contractor/Consultant,
provided that such termination will not prejudice or affect any right of action or remedy
which has accrued or will accrue thereafter to the BSPMC and/or the
Supplier/Contractor.
D. Termination for Unlawful Acts
The BSPMC may terminate the contract in case it is determined prima facie 20 that the
Supplier/Contractor has engaged, before or during the implementation of the contract,
Rescission - the cancellation/termination of a contract and the return of the parties to the positions they would have had if
the contract had not been made; " rescission may be brought about by decree or by mutual consent"
19
Quantum meruit is the amount that should be paid as merited by the extent and quality of the original service
performed in a contract or the reasonable value of services rendered.
20
Prima Facie - is a Latin word meaning at first sight, a fact presumed to be true until disproved.
18
in unlawful deeds and behaviors relative to contract acquisition and implementation.

Unlawful acts include, but are not limited to, the following:
a) Corrupt, fraudulent, collusive and coercive practices;
b) Drawing up or using forged documents;
c) Using adulterated materials, means or methods, or engaging in production
contrary to rules of science or the trade; and
d) Any other act analogous to the foregoing.
E. Termination by Contractor
1. In contracts for Infrastructure Projects:
The Contractor may terminate its contract with the BSPMC if the works are completely
stopped for a continuous period of at least thirty (30) calendar days through no fault
of its own, due to any of the following reasons:
a) Failure of the BSPMC to deliver, within a reasonable time, its obligations
stated under the terms of the contract (e.g. materials, right of way, nonpayment of billings and related others; or
b) The prosecution of the work is disrupted by the adverse peace and order
situation, as certified by the Armed Forces of the Philippines Provincial
Commander.
V. PROCEDURES FOR TERMINATION OF CONTRACTS
1. Verification. The Project Implementation Team (PIT) and/or the Monitoring and
Inspection Team (MIT) shall inform the BSPMC Chairperson that delivery of goods/works
has stopped based on the above conditions. The BSPMC Chairperson will convene for an
Executive Committee meeting to discuss the acts or causes which may constitute
ground(s) for termination as aforementioned. The BSPMC Chairperson shall order the
Procurement Team with assistance of the TWG to conduct within a period of five
(5) calendar days, verify the existence of such ground(s) and cause the execution of a
Verified Report, with all relevant evidence attached.
2. Notice to Terminate. Upon recommendation by the Procurement Team with
assistance of the TWG, the BSPMC Chairperson shall terminate contracts only by a
written notice to the Supplier/Contractor conveying the termination of the contract.
The notice shall state:
a) That the contract is being terminated for any of the ground(s) aforementioned, and a statement of the acts that constitute the ground(s)
constituting the same;
b) The extent of termination, whether in whole or in part;
c) An instruction to the Supplier/Contractor to show cause as to why the contract
should not be terminated; and
d) Special instructions of the BSPMC, if any.
The Notice to Terminate shall be accompanied by a copy of the Verified Report.
3. Show Cause. Within a period of seven (7) calendar days from receipt of the Notice
of Termination, the Supplier/Contractor shall submit to the BSPMC Chairperson a
verified position paper stating why the contract should not be terminated. If the
Supplier/Contractor/Consultant fails to show cause after the lapse of the seven (7) day
period, either by inaction or by default, the BSPMC Chairperson shall issue an order
terminating the contract.
4. Rescission of Notice of Termination. The BSPMC may, at anytime before receipt of

the Suppliers/Contractors verified position paper to withdraw the Notice to Terminate if
it is determined that certain items or works subject of the notice had been completed,
delivered, or performed before the Suppliers/Contractors receipt of the notice.
5. Decision. Within a non-extendible period of seven (7) calendar days from receipt of
the verified position paper, the BSPMC Chairperson shall decide whether or not to
terminate the contract. It shall serve a written notice to the Supplier/Contractor of its
decision and, unless otherwise provided, the Contract is deemed terminated from
receipt of the Supplier/Contractor of the notice of decision. The termination shall only
be based on the ground(s) stated in the Notice to Terminate.
6. Contract Termination Review Committee (CTRC). The BSPMC Chairperson shall
assign the Procurement Team with the assistance of the TWG to assist him in the
discharge of his function under this Guideline. All decisions recommended by the
Procurement Team shall be subject to the approval of the BSPMC Chairperson.
7. Take-over of Contracts. If a BSPMC terminates the contract due to default,
insolvency, or for cause, it may enter into a negotiated procurement pursuant to
Section 53(c) of R.A. 9184 and its Revised IRR or guidelines provided by the
project.
8. BSPMCs Options in Termination for Convenience in Contracts for Goods. The
goods that have been performed or are ready for delivery within thirty (30) calendar
days after the Suppliers receipt of Notice to Terminate shall be accepted by the BSPMC
at the PO/contract terms and prices. For goods not yet performed or ready for delivery,
the BSPMC may elect:
a) To have any portion delivered or performed and paid at the contract terms
and prices; and/or
b) To cancel the remainder and pay to the Supplier an agreed amount for
partially completed or performed goods and for materials and parts previously
procured by the Supplier. If the Supplier suffers loss in its initial performance of
the terminated contract, such as purchase of raw materials for goods specially
manufactured for the BSPMC which cannot be sold in open market, it shall be
allowed to recover partially from the contract, on a quantum meruit basis.
Before recovery may be made, the fact of loss must be established under oath by
the Supplier to the satisfaction of the BSPMC before recovery may be made.
9. Notice by Contractor. The Contractor must serve a written notice to the BSPMC of
its intention to terminate the contract at least fifteen (15) calendar days before its
intended termination. The Contract is deemed terminated if it is not resumed in thirty
(30) calendar days after the receipt of such notice by the BSPMC.
Attached is a matrix showing the period of action for termination.
VI. BLACKLISTING
The project reserves the right to blacklist suppliers/contractors as determined through
the guidelines provided by the project. The blacklisted suppliers shall be recommended
to the Government Procurement Policy Board - Technical Support Office (GPPB-TSO)
and blacklisted contactor shall be referred to the Philippine Contractors Accreditation
Board (PCAB) for license suspension/revocation.
VII. AMENDMENTS
1. In the implementation of this Guideline, the NPMO may introduce modifications
hereto through the amendment of its specific provisions as the need arises.
2. Any amendment to this Guideline shall be applicable to community projects

advertised for bid after the effectivity of the said amendment.
PERIOD OF ACTION FOR TERMINATING CONTRACTS DUE TO DEFAULT

BY SUPPLIER/CONTRACTOR
(GOODS and WORKS)
Note: CD Calendar Days

PERIOD OF ACTION (Calendar Days)
ACTIVITIES
Report of non-delivery of
expected goods/services
as provided in the
grounds for termination
Verification
Issuance of Notice of
Termination
Show Cause Order (The
Supplier/Contractor will
submit to the BSPMC a
position paper why the
contract should not be
terminated)
Rescission of Notice of
Termination (The BSPMC may, at
anytime before receipt of the
Suppliers/Contractors verified
position paper to withdraw the
Notice to Terminate if it is
determined that certain items or
works subject of the notice had
been completed, delivered, or
performed before the
Suppliers/Contractors receipt of
the notice.
Decision (The BSPMC

Chairperson shall decide
whether or not to terminate
the contract)
Blacklisting
Take-over of the Contract
Responsible Person Minimum

Project
Implementation
Team and/or the
Monitoring and
Inspection Team
Procurement
Team with
assistance of the
Technical Working
Group
Procurement
Team
The
Supplier/Contractor
The BSPMC
Chairperson to be
delivered by the
Procurement
Team
The BSPMC
Chairperson
The BSPMC
Chairperson or
the RPD/RPM
The BSPMC
MINIMUM NUMBER OF DAYS

MAXIMUM NUMBER OF DAYS
Max.
GOODS
Min.
Max.
WORKS
1 CD
1 CD
1 CD
1 CD
Within
2 CD
Within
5 CD
Within
2 CD
Within
5 CD
1 CD
1 CD
1 CD
1 CD
Within
7 CD
Within
7 CD
Within
7 CD
Within
7 CD
1 CD
1 CD
1 CD
1 CD
Within 2
CD
Within
7 CD
Within
2 CD
Within
7 CD
Within
2 CD
Within
2 CD
Within
2 CD
1 CD
1 CD
1CD
Within
CD
1 CD
17 CDs
17 CDs
25
CDs
25 CDs
GUIDELINES IN SUSPENSION / BACKLISTING / DELISTING OF

CONTRACTORS, MANUFACTURERS, SUPPLIERS AND DISTRIBUTORS
1. RATIONALE
One of the major causes of the delay in the implementation of community project is the
withdrawal of contractors or overdue implementation of the contract/s. In like manner,
untimely delivery of goods by the manufacturers, suppliers and distributors is also
contributing in the delay in the completion of the community projects.
Despite penalizing the contractors, manufacturers, suppliers and distributors by
imposing liquidated damages and forfeiture of performance security, the expected
quality and timely delivery services are not delivered.
Moreover, it has been discovered during the bidding process and fiduciary reviews that
Contractors, Manufacturer, Suppliers and Distributors are in cahoots as evidenced by
the bid documents submitted. Contractors, Manufacturer, Suppliers and Distributors
artificially create semblance of competition during the bidding process.
Hence, a need to impose sanctions to erring Contractors, Manufacturers, Suppliers and
Distributors.
2. PURPOSE
This guideline is issued to authorize the BSPMC through the RPMO (Regional Director or
Regional Project Manager) and to authorize the RPMO to issue blacklisting or suspension
orders to erring Contractors, Manufacturers, Suppliers and Distributors participating in
KALAHI-CIDSS: KKB funded projects.
3. RULES & REGULATIONS
3.1 The BSPMC shall submit the following within seven (7) calendar days from its
issuance.
A. Blacklisting Order duly signed by BSPMC Chairperson thru the Regional
Director or the Regional Project Manager; and,
B. Delisting Order duly signed by the blacklisting BSPMC or RPMO following the
procedures blacklisting.
3.2 The RPMO should also submit the abovementioned requirement with attached
supporting documents within two (2) calendar days to the following:
A. For Suppliers, Manufacturers, and Distributors to the Government
Procurement Policy Board (GPPB), through the GPPB-Technical Support Office
(TSO),
Unit 2506, Raffles Corporate Center, F. Ortigas Jr. Road, Ortigas Center,
Pasig
City
TeleFax: (632) 900-6741-44; and
B. For Constructors, to the Construction Industry Authority of the Philippines
(CIAP), 4F Jupiter 1 Bldg., 56 Jupiter St., Bel Air, Makati City. Fax:.
897.9336.
4. SCOPE
This guideline shall govern the blacklisting of manufacturers, suppliers, distributors and
contractors involved in KALAHI-CIDSS: KKB Project for offenses or violations committed
during competitive bidding and contract implementation.
This guideline shall apply to all KALAHI-CIDSS: KKB FUNDED Projects.
5. PROHIBITION ON BLACKLISTED PERSONS/ENTITIES TO PARTICIPATE IN
THE BIDDING OF KALAHI-CIDSS: KKB PROJECTS/CONTRACTS
A person/entity that is blacklisted by a procuring entity and/or included in the
Government Procurement Policy Board (GPPB) Consolidated Blacklisting Report shall not
be allowed to participate in the bidding of all KALAHI-CIDSS: KKB funded projects
during the period of disqualification unless it is delisted as provided for in these
guidelines.
6. DEFINITION OF TERMS
6.1 Appellate Authority. The BSPMC with concurrence of the RPMO.
6.2 Award. A written notice from the BSPMC accepting a bid or proposal.
6.3 Blacklisting. An administrative penalty disqualifying a person or an entity from
participating in any KALAHI-CIDSS: KKB procurement for a given period.
6.4 Suspension. The administrative penalty imposed for infractions 21 committed by a
contractor during the competitive bidding stage, whereby such contractor is prohibited
from further participation in the bidding process of an agency.
6.5 Consolidated Blacklisting Report. A report prepared by the GPPB containing the
list of suppliers, manufacturers, distributors, contractors or consultants blacklisted by
procuring entities.
6.6 Contract Implementation. A process of undertaking a project or contract in
accordance with the contract documents.
6.7 Termination of Contract. Extinction of contract by reason of resolution or
rescission under Articles 1191, 1380, 1381 of the Civil Code, Section 68 of the Revised
IRR of R.A. 9184 and provision of the Community-Based Procurement Manual and
other applicable laws arising from the default of the contractor.
6.8 Delist. Removal of a person/entity from the Consolidated Blacklisting Report.
6.9 Blacklisted Person/Entity. A person/entity who was disqualified by an agency
and/or is included in the GPPB Consolidated Blacklisting Report.
7. SANCTIONS AND GROUNDS FOR BLACKLISTING
7.1 Competitive Bidding Stage
During the competitive bidding stage, the BSPMC shall impose on bidders or
prospective bidders the penalty of suspension for one (1) year for the first offense,
suspension for two (2) years for the second offense from participating in KALAHICIDSS bidding process, without prejudice to the imposition of additional
administrative sanctions as the internal rules of the BSPMC may provide and/or further
criminal prosecution, as provided by applicable laws, for the following violations:
21
Infraction - means a violation of a rule, regulation, promise, obligation, or contract.
1. Submission of eligibility requirements containing false information or falsified

documents.
2. Submission of Bids that contain false information or falsified documents, or
the concealment of such information in the Bids in order to influence the
outcome of eligibility screening or any other stage of the public bidding.
3. Unauthorized use of ones name, or using the name of the name of another for
purpose of public bidding.
4. Withdrawal of a bid, or refusal to accept an award, or enter into contract with
the BSPMC without justifiable cause, after he had been adjudged as having
submitted the Lowest Calculated Responsive Bid.
5. Refusal or failure to post the required performance security within the
prescribed time.
6. Refusal to clarify or validate in writing its Bid during post qualification within a
period of seven (7) calendar days from receipt of the request for clarification.
7. Any documented unsolicited attempt by a bidder to unduly influence the
outcome of the bidding in his favor.
8. All other acts that tend to defeat the purpose of the competitive bidding, such
as but not limited to: an eligible contractor not buying bid documents or not
complying with the requirements during bid evaluation, and contractors
habitually withdrawing from bidding.
In addition to the penalty of suspension, the bid security posted by the
concerned bidder or prospective bidder shall also be forfeited.
7.2 Contract Implementation Stage
Pursuant to the provisions of the Guidelines on Contract Termination, and without
prejudice to the imposition of additional administrative sanctions as the internal rules
of the BSPMC may provide and/or further criminal prosecution as provided by
applicable laws, the BSPMC shall impose on contractors after the termination of the
contract the penalty of suspension for one (1) year for the first offense, suspension for
two (2) years for the second offense from participating in the public bidding process, for
violations committed during the contract implementation stage, which include but not
limited to the following:
a) Failure of the contractor, due solely to his fault or negligence, to mobilize and
start work or performance within the specified period in the Notice to Proceed (NTP);
b) Failure by the contractor to fully and faithfully comply with its contractual
obligations without valid cause, or failure by the contractor to comply with any
written lawful instruction of the procuring entity or its representative(s) pursuant to
the implementation of the contract. For the procurement of infrastructure projects,
lawful instructions include but are not limited to the following:
i. Employment of competent technical personnel, competent engineers and/or
work supervisors;
ii. Provision of warning signs and barricades in accordance with approved plans
and specifications and contract provisions;
iii. Stockpiling in proper places of all materials and removal from the project site
of waste and excess materials, including broken pavement and excavated debris
in accordance with approved plans and specifications and contract provisions;
iv. Deployment of committed equipment, facilities, support staff and manpower;
and
v. Renewal of the effectivity dates of the performance security after its
expiration during the course of contract implementation.
c) For the procurement of goods, unsatisfactory progress in the delivery of the
goods by the manufacturer, supplier or distributor arising from his fault or
negligence and/or unsatisfactory or inferior quality of goods, as may be provided in
the contract;
f) For the procurement of infrastructure projects, poor performance by the contractor
or unsatisfactory quality and/or progress of work arising from his fault or negligence
as reflected in the Constructor's Performance Evaluation System (CPES) rating
sheet provide by the GPPB. In the absence of the CPES rating sheet, the existing
performance monitoring system of the KALAHI-CIDSS shall be applied. Any of the
following acts by the constructor shall be construed as poor performance:
i. Negative slippage of 15% and above within the critical path of the project due
entirely to the fault or negligence of the contractor; and
ii. Quality of materials and workmanship not complying with the approved
specifications arising from the contractor's fault or negligence.
g) Willful or deliberate abandonment or non-performance of the project or contract
by the contractor resulting to substantial breach thereof without lawful and/or just
cause.
In addition to the penalty of suspension, the performance security posted by the
contractor shall also be forfeited.
8. PROCEDURE FOR SUSPENSION
COMPETITIVE BIDDING STAGE
AND
BLACKLISTING
DURING
THE
8.1 Initiation of Action

Any bidder/prospective bidder or duly authorized observer may initiate the suspension
and blacklisting proceedings by filing a written complaint with the Bids and Awards
Committee (BAC). The BAC may also by itself commence the proceedings upon prima
facie 22 (self-sufficient) determination that the contractor as a bidder or prospective
bidder has committed any of the grounds for blacklisting during the competitive bidding
stage. At the option of the BSPMC, a reasonable fee may be required for initiating the
suspension and blacklisting proceedings.
8.2 Notification
Upon verification of the existence of grounds for blacklisting, the BAC shall immediately
notify the contractor concerned in writing, advising him that:
a) a complaint for suspension and blacklisting has been filed against him, or he
has been considered by the BAC for suspension and blacklisting, stating the
grounds for such;
22
Prima Facie - is a Latin word meaning at first sight, a fact presumed to be true until disproved.
b) he has the opportunity to show cause why he should not be suspended and
blacklisted;
c) a hearing shall be conducted before the BAC, upon his request, where he may
present documentary evidence, verbal testimony and cross-examine the
witnesses presented against him; and
d) the consequences of being suspended and blacklisted.
Within seven (7) calendar days from receipt of notification, the contractor shall submit
its written answer with documentary evidence to the BAC with a manifestation for
request of hearing to determine questions of fact, if he so desires. No time extension
shall be allowed. Should the contractor fail to answer within the same period, the BAC
shall issue a resolution recommending to the BSPMC Chair to be assisted by
Area Coordinating Team or the Municipal Inter-Agency Committee to be
concurred by the RPMO thru the Regional Director or Regional Project Manager
the immediate suspension of the contractor from participating in any bidding process in
any KALAHI-CIDSS funded project and the forfeiture of his bid security.
8.3 Hearings
If a hearing is requested, the BAC shall immediately set the date and time for hearing.
The hearing shall be non-litigious and shall be terminated within five (5) calendar
days. The BAC may also invite a representative from a duly recognized private group,
NGOs, NGAs, religious group or discipline relevant to the procurement at hand as an
observer for each hearing. If no request is made, the BAC shall make a determination of
the case based on the complaint, answer, documentary evidence submitted and facts
verified. If the BAC is convinced that the contractor is at fault, it shall issue a resolution
recommending to the BSPMC Chairperson (assisted by Area Coordinating Team or
the Municipal Inter-Agency Committee) to be concurred by the RPMO thru the
Regional Director or Regional Project Manager the suspension of the contractor
from participating in any bidding process of the agency and the forfeiture of his bid
security.
8.4 Decision
The BSPMC Chairperson shall, within five (5) calendar days from receipt of the
resolution and the records of the BAC proceedings, determine whether reasonable cause
exists for the suspension of the contractor and the forfeiture of the latters bid security.
If the BSPMC Chairperson determines that such reasonable cause exists, he shall issue
a decision suspending the contractor from participating in any bidding process of the
KALAHI-CIDSS project, and further declaring that his bid security is forfeited.
Otherwise, he shall dismiss the case.
The decision shall clearly and distinctly state the facts, evidence and the law on which it
is based, as well as the date of effectivity of the penalty, if any.
The BSPMC Chairperson may delegate to the BAC the authority to impose the
corresponding sanction(s) provided for in these guidelines. In case a contractor commits
more than one offense or a combination of offenses for the same project/contract in a
particular KALAHI-CIDSS area, each violation shall be meted the corresponding penalty.
8.5 Notice of Decision
The BSPMC Chairperson shall furnish the suspended Contractor, Manufacturer, Supplier
and Distributor a copy of the decision immediately from its promulgation.
8.6 Effect of Decision

A Contractor, Manufacturer, Supplier and Distributor is suspended upon receipt of the
notice of decision prohibiting him from participating in the bidding process in any
KALAHI-CIDSS project. The suspension shall remain in effect during the period of
motion for reconsideration and protest and shall terminate only upon a reversal of the
decision by the BSPMC or appellate authority. If no motion for reconsideration or protest
is filed, the decision shall become final and executor after the lapse of seven (7)
calendar days from the receipt of the notice of decision. Thereafter, the BSPMC shall
issue a Blacklisting Order with concurrence of the RPMO disqualifying the erring
contractor from participating in the bidding of all KALAHI-CIDSS projects.
8.7 Motion for Reconsideration
A Motion for Reconsideration may be filed by the suspended person/entity within seven
(7) calendar days from receipt of the notice of decision and shall be for either or both of
the following causes, provided that only one (1) Motion for Reconsideration shall be
filed with the blacklisting BSPMC or Regional Project Management Office (RPMO):
a) The decision is not in conformity with the evidence and/or facts presented;
and
b) Newly discovered evidence or facts which could not be discovered and
produced at the investigation and which when presented would probably alter
the result of the investigation.
The BSPMC shall resolve with finality the motion for reconsideration within five (5)
calendar days from the filing thereof and furnish suspended contractor a copy of the
resolution immediately from its promulgation.
8.8 Protest from Decision
A protest may be filed by the suspended contractor/manufacturer/supplier/distributor
with the appellate authority within seven (7) calendar days from receipt of the
resolution on the Motion for Reconsideration.
8.9 Finality of Decision
The decision of the BSPMC shall become final and executory after the lapse of seven (7)
calendar days from the receipt of the notice of decision or resolution on the motion for
reconsideration. If a protest is filed, the affirmed, modified or reversed decision shall
become final and executory upon receipt thereof by the project and person/entity
concerned. Upon finality of the decision suspending the contractor, the BSPMC shall
issue a Blacklisting Order with concurrence of the RPMO disqualifying the erring
contractor from participating in the bidding of all government projects.
9. PROCEDURE FOR BLACKLISTING DURING THE CONTRACT IMPLEMENTATION
STAGE
Upon termination of contract due to default of the contractor / manufacturer / supplier /
distributor, the BSPMC or the RPMO shall immediately issue a Blacklisting Order
disqualifying the erring contractor from participating in the bidding in all KALAHI-CIDSS
Projects. The performance security of said contractor shall also be forfeited.
10. STATUS OF BLACKLISTED PERSON/ENTITY
Before the issuance of a Blacklisting Order, the erring contractor / manufacturer /
supplier / distributor may participate in the procurement of any government project
except in KALAHI-CIDSS unless otherwise blacklisted by any Government institution.
But if Blacklisting Order is issued prior to the date of the notice of award (NOA), the
blacklisted person/entity shall not be qualified for award and such project/contract shall
be awarded to another bidder pursuant to Community-Based Procurement Guidelines. If
the Blacklisting Order is issued after award of a government project/contract to the
blacklisted person/entity, the awarded project/contract shall not be prejudiced by the
said order. Provided, however, that the said offense(s) committed by the blacklisted
person/entity is/are not connected with the awarded project/contract.
11. DELISTING
11.1 A blacklisted person/entity shall be automatically delisted after the period for the
penalty shall have elapsed, unless the blacklisting agency requests the GPPB to
maintain the blacklisted person/entity in the GPPB Consolidated Blacklisting Report due
to justifiable reasons. In the latter case, the blacklisted person/entity shall be delisted
only upon the blacklisting agencys issuance of a Delisting Order.
12. METHODOLOGY FOR NOTIFICATION TO THE GPPB

12.1. Unless otherwise provided in these guidelines, the blacklisting agency concerned
shall submit to the GPPB, within seven (7) calendar days after the issuance of the
blacklisting order/delisting orders made by the agency, the following documents:
a) Blacklisting Order duly signed by the BSPMC Chairperson or RPMO/appellate
authority containing, among others, BSPMC-BAC Resolution number, name and
address of the blacklisted person/entity, license number, if applicable, Authorized
Managing Officer (AMO), name of project/contract and location/amount, specific
ground(s)/offense(s) committed, sanction imposed and its date of start and
completion, date of issuance of the order to blacklist, and other conditions which can
extend duration of sanctions in Sections 7 (Sanctions and Grounds for
Termination) hereof.
b) Delisting Order duly signed by the blacklisting BSPMC/RPMO containing, among
others, BSPMC-BAC Resolution or RPMO Order, name and address of the blacklisted
person/entity, name of project/contract and location, specific sanction being lifted
and the number of previously issued blacklisting Department/Office Orders or Board
Resolutions, effectivity date of delisting, and date of delisting approval.
12.2 In the case of procurement of infrastructure projects, should a blacklisting
BSPMC/RPMO decide to refer the case of its blacklisted person/entity to the Philippine
Contractors Accreditation Board (PCAB) for license suspension/revocation, it shall
submit to PCAB a copy of the decision accompanied with supporting documents.
13. AMENDMENTS
13.1 In the implementation of these guidelines, the project may introduce
modifications thereto through the amendment of its specific provisions as the need
arises.
13.2 Any amendment to these guidelines shall be applicable to all KALAHI-CIDSS
funded community projects posted/advertised to be procured after the effectivity of
the said amendment
PERIOD OF ACTION FOR BLACKLISTING CONTRACTORS, MANUFACTURERS,

SUPPLIERS and DISTRIBUTORS DURING:
I.
THE COMPETITIVE/BIDDING STAGE
ACTIVITIES
Initiation of
Action
Notification
Hearings
(NonLitigious)
Decision
Notice of
Decision
Responsible Person
The BAC commence the proceedings to
determine the grounds for blacklisting
The BAC to notify the contractor,
manufacturer, supplier or distributor
The BAC (can invite duly recognized
groups, NGOs NGAs, religious group)
If the BAC is convinced that the
contractor/supplier/distributor is at
fault, it shall issue resolution
recommending to the BSPMC
Chairperson the suspension. The
ACT/MIAC shall assist the BAC and
BSPMC.
The BSPMC to decide of the
suspension and declare forfeiture of
the bid security/performance
security. Otherwise, he shall dismiss
the case.
The BSPMC Chairperson may
delegate to the BAC the authority to
impose corresponding sanctions.
The BSPMC Chairperson shall furnish the
suspended contractor / manufacturer /
supplier / distributor
The contractor / manufacturer / supplier
/ distributor is suspended upon receipt of
the notice of decision prohibiting him in
participating in the bidding process in
any KC project
Effect of
Decision
SUB-TOTAL NUMBER OF DAYS

Motion for
Reconsideratio
n
Protest
from
Decision
Finality of
Decision and
submission to
the GPPB/CIAP
The contractor / manufacturer /

supplier / distributor may file motion
for reconsideration to the BSPMC
The BSPMC shall resolve with finality
the motion for reconsideration from
date of filing
PERIOD OF ACTION (Calendar Days)

MINIMUM
1 CD
Within 3 CD
to deliver the notice
Within 2 CD
Within 2 CD
Within 1 CD
Within 1 CD
10 Cal. Days
MAXIMUM
1 CD
Within 7 CD
Within 5 CD
Within 5 CD
Within 1 CD
Within 1 CD
20 Cal. Days
Within 7 CD from
filing + 5 Calendar
days to resolve from
the filing date
Within 7 CD from
filing + 5 Calendar
days to resolve
from the filing
date
The contractor / manufacturer / supplier

/ distributor may protest with the
appellate authority (BSPMC)
Within 7 CD from
receipt of the
resolution on the
motion for
reconsideration
Within 7 CD from
receipt of the
resolution on the
motion for
reconsideration
The BSPMCs decision shall be final and

executory.
1 CD after the lapse 1 CD after the lapse

of 7 CD from receipt of 7 CD from receipt
of Notice of Decision of Notice of Decision
TOTAL NUMBER OF DAYS
30 Cal. Days
40 Cal. Days
II. DURING CONTRACT IMPLEMENTATION STAGE

Upon termination of contract due to default of the contractor, the BSPMC or the RPMO shall
immediately issue a Blacklisting/Delisting Order disqualifying the erring contractor / manufacturer /
supplier / distributor from participating in the bidding in all KALAHI-CIDSS Projects. The
performance security of said contractor shall also be forfeited.
GUIDELINES IN UNDERTAKING VARIATION / CHANGE ORDER OF

COMMUNITY PROJECTS
Fiduciary reviews and audit conducted by the Commission on Audit (COA) revealed that
variations orders/change orders were made during the course of implementation of
community projects. It was found out that there were changes in quantities in the
actual implementation due to inadequate planning/validation and some with
considerable reasons. Variation/Change Order is allowed under KALAHI-CIDSS project
only in extreme cases and when deemed necessary to complete the community project.
For a better comprehension on Variation/Change Order, hereunder are the
implementation guidelines:
I. VARIATION ORDERS CHANGE ORDER / EXTRA WORK ORDER /
SUPPLEMENTAL AGREEMENT
1. Variation Orders may be issued by the BSPMC to cover any increase/decrease
in quantities, including the introduction of new work items that are not
included in the original contract or reclassification of work items that are
either due to change of plans, design or alignment to suit actual field
conditions resulting in disparity between the preconstruction plans used for
purposes of bidding and the "as staked plans" or construction drawings
prepared after a joint survey by the contractor and the BSPMC after award of
the contract, provided that the cumulative amount of the Variation Order
does not exceed ten percent (10%) of the original project cost. The
addition/deletion of works should be within the general scope of the project
as bid and awarded. A Variation Order may either be in the form of a change
order or extra work order.
2. A Change Order may be issued by the BSPMC Chairperson to cover any
increase/decrease in quantities of original work items in the contract.
3. An Extra Work Order may be issued by the BSPMC Chairperson to cover the
4.
introduction of new work necessary for the completion, improvement or

protection of the project which were not included as items of work in the
original contract, such as, where there are subsurface or latent physical
conditions at the site differing materially from those indicated in the contract,
or where there are duly unknown physical conditions at the site of an unusual
nature differing materially from those ordinarily encountered and generally
recognized as inherent in the work or character provided for in the contract.
Any cumulative Variation Order beyond ten percent (10%) shall be subject of
another contract to be bid out if the works are separable from the original
contract. In exceptional cases where it is urgently necessary to complete the
original scope of work, the BSPMC may authorize the variation order beyond
ten percent (10%) but not more than twenty percent (20%) subject to the
guidelines to be determined by the NPMO: Provided, however, That
appropriate sanctions shall be imposed on the designer, service provider,
consultant or official responsible for the original detailed engineering design
which failed to consider the Variation Order beyond ten percent (10%).
5. In claiming for any Variation Order, the contractor shall, within seven (7)
calendar days after such work has been commenced or after the
circumstances leading to such condition(s) leading to the extra cost, and
within fifteen days (15) calendar days deliver a written communication giving
full and detailed particulars of any extra cost in order that it may be
investigated at that time. Failure to provide either of such notices in the

time stipulated shall constitute a waiver by the contractor for any claim. The
preparation and submission of Variation Orders are as follows:
a. If the Project Engineer, DAC or Municipal Engineer (in cases of
community projects without KALAHI-CIDSS staff) and RIE, believes
that a Change Order or Extra Work Order should be issued, he shall
prepare the proposed Order accompanied with the notices submitted by
the contractor, the plans therefore, his computations as to the
quantities of the additional works involved per item indicating the
specific stations where such works are needed, the date of his
inspections and investigations thereon, and the log book thereof, and a
detailed estimate of the unit cost of such items of work, together with
his justifications for the need of such Change Order or Extra Work
Order, and shall submit the same to the Regional Project Manager.
b. The Regional Project Manager, upon receipt of the proposed Change
Order or Extra Work Order shall immediately instruct the technical staff
of the Region to conduct an on-the-spot investigation to verify the need
for the work to be prosecuted. A report of such verification shall be
submitted directly to the Regional Project Manager.
c. The Regional Project Manager, after being satisfied that such Change
Order or Extra Work Order is justified and necessary, shall review the
estimated quantities and prices and forward the proposal with the
supporting documentation to the BSPMC for consideration.
d. If, after review of the plans, quantities and estimated unit cost of the
items of work involved, the DAC and RIE to review and evaluate Change
Orders or Extra Work Orders recommends approval thereof, the BSPMC,
upon endorsement of the RPMO that the Change Order or Extra Work
Order to be in order, shall approve the same.
e. The timeframe for the processing of Variation Orders from the
preparation up to the approval by the procuring entity concerned shall
not exceed twenty one (21) calendar days.
II. ADDITIONAL / EXTRA WORK COSTING
1. For Variation Orders, the contractor shall be paid for additional work items whose
unit prices shall be derived based on the following:
a. For additional/extra works duly covered by Change Orders involving work
items which are exactly the same or similar to those in the original
contract, the applicable unit prices of work items original contract shall be
used.
b. For additional/extra works duly covered by Extra Work Orders involving
new work items that are not in the original contract, the unit prices of the
new work items shall be based on the direct unit costs used in the original
contract (e.g. unit cost of cement, rebars, form lumber, labor rate,
equipment rental, etc.). All new components of the new work item shall
be fixed prices, provided the same is acceptable to both the BSPMC and
the contractor, and provided further that the direct unit costs of new
components shall be based on the contractor's estimate as validated by
the procuring entity concerned via documented canvass in accordance
with existing rules and regulations. The direct cost of the new work item
shall then be combined with the mark-up factor (i.e. taxes and profit)
used by the contractor in his bid to determine the unit price of the new
work item.
2. Request for payment by the contractor for any extra work shall be accompanied
by a statement, with the approved supporting forms, giving a detailed
accounting and record of amount for which he claims payment. Said request for
payment shall be included with the contractor's statement for progress payment.
III. CONDITIONS UNDER WHICH CONTRACTOR IS TO START WORK UNDER

VARIATION ORDERS AND RECEIVE PAYMENTS
1. Under no circumstances shall a contractor proceed to commence work under any
Change Order or Extra Work Order unless it has been checked by the DAC and
the RIE and approved by the BSPMC Chairperson. Exceptions to the preceding
rule are the following:
a. The Regional Project Manager may, subject to the available community
project funds, authorize the immediate start of work under any Change or
Extra Work Order under any or all of the following conditions:
1. In the event of an emergency where the prosecution of the work is
urgent to avoid detriment to public service, or damage to life
and/or property; and/or
2. When time is of the essence;
Provided, however, That such approval is valid on work done up to the
point where the cumulative increase in value of work on the project which
has not yet been duly fully approved does not exceed five percent (5%)
of the adjusted original contract price whichever is less;
Provided, further, That immediately after the start of work, the
corresponding Change Order or Extra Work Order shall be prepared and
submitted for approval in accordance with the above rules herein set.
Payments for works satisfactorily accomplished on any Change Order or
Extra Work Order may be made only after approval of the BSPMC
Chairperson.
b. For a Change Order or Extra Work Order involving a cumulative amount
exceeding five percent (5%) of the original contract, no work thereon may
be commenced unless said Change Order or Extra Work Order has been
approved by the National Project Manger.
IV. ADVANCE PAYMENT
1. The procuring entity shall, upon a written request of the contractor which shall
be submitted as a contract document, make an advance payment to the
contractor in an amount equal to fifteen percent (15%) of the total contract
price, to be made in lump sum or, at the most two, installments according to a
schedule specified in the Instructions to Bidders and other relevant Tender
Documents.
2. The advance payment shall be made only upon the submission to and
acceptance by the procuring entity of an irrevocable standby letter of credit of
equivalent value from a commercial bank, or a bank guarantee callable upon
demand, issued by reputable bank and confirmed by the BSPMC.
3. The advance payment shall be repaid by the contractor by deducting fifteen
percent (15%) from his periodic progress payments.
V. PROGRESS PAYMENT
1. Once a month, the contractor may submit a request for payment for work
accomplished. Such request for payment shall be verified and certified by the
PIT, DAC and RIE concerned. Except as otherwise stipulated in the Instruction to
Bidders, materials and equipment delivered on the site but not completely put in
place shall not be included for payment.
2. The procuring entity shall have the right to deduct from the contractor's progress
billing such amount as may be necessary to cover third party liabilities, as well
as uncorrected discovered defects in the project.
VI. RETENTION MONEY FOR VARIATION/CHANGE ORDER
1. Progress payments are subject to retention of ten percent (10%) referred to as
the "retention money." Such retention shall be based on the total amount due to
the contractor prior to any deduction and shall be retained from every progress
payment until fifty percent (50%) of the value of works, as determined by the
BSPMC, are completed. If, after fifty percent (50%) completion, the work is
satisfactorily done and on schedule, no additional retention shall be made;
otherwise, the ten percent (10%) retention shall be imposed.
2. The total "retention money" shall be due for release upon final acceptance of the
works. The contractor may, however, request the substitution of the retention
money for each progress billing with irrevocable standby letters of credit of from
a commercial bank, or bank guarantees callable on demand, of amounts
equivalent to the retention money substituted for and acceptable to the BSPMC,
provided that the project is on schedule and is satisfactorily undertaken.
Otherwise, the ten percent (10%) retention shall be made. Said irrevocable
standby letters of credit or bank guarantees, to be posted in favor of the BSPMC
shall be valid for a duration to be determined by the concerned BSPMC and will
answer for the purpose for which the ten percent (10%) retention is intended,
i.e., to cover uncorrected discovered defects and third party liabilities.
VII. CONTRACT COMPLETION
Once the project reaches an accomplishment of ninety five (95%) of the total contract
amount, the inspectorate team to make preliminary inspection and submit a punch-list
to the contractor in preparation for the final turnover of the project. Said punch-list will
contain, among others, the remaining works, work deficiencies for necessary
corrections, and the specific duration/time to fully complete the project considering the
approved remaining contract time. This, however, shall not preclude the procuring
entity's claim for liquidated damages.
GUIDELINES ON NEGOTIATED PROCUREMENT

During the procurement stage, cases of failure of bidding may happen. Likewise, in the
implementation of the contract, cases of contract termination may also happen. Hence,
as mentioned in the additional guidelines in this manual, negotiated contracting may be
undertaken.
Conditions and Requirements for the use of the Negotiated Procurement
The selection of contractor through Negotiated Procurement is justified only in any of
the following cases:
i.
ii.
iii.
iv.
If there is twice failure of bidding;

If the contract was terminated or rescinded; and,
If there is variation order e.g. additional work
If time is of the essence to avert an imminent danger to life or property or
to restore destroyed community project arising from natural or man-made
calamity or emergency as declared by appropriate authorities 23.
Failure of bidding occurs in any of the following instances:

No bids are received;
All prospective bidders are declared ineligible;
All bids fail to comply with all the bid requirements or fail-post qualification;
The bidder with the lowest calculated and responsive bid refuses, without
justifiable cause, to accept the award of contract.
Contract termination may happen in any of the following instances:
There is breach of contract or termination for default (either BSPMC or the

contractor/supplier).
If the contract is abandoned by contractor.
The BSPMC terminated the contract for convenience, in whole or in part, at any
time for its convenience. The BSPMC Chairperson may terminate a contract for
the convenience of the BSPMC if it determined the existence of conditions that
make Project Implementation economically, financially or technically impractical
and/or unnecessary, such as, but not limited to, fortuitous event(s) or changes
in law and national government policies.
Due to unlawful acts to include, but are not limited to, the following:
a) Corrupt, fraudulent, collusive and coercive practices;
b) Drawing up or using forged documents; and,
c) Any other act analogous to the foregoing.
Procedures in negotiated contracting:

1. In cases of failure of bidding
1.1.
The BSPMC thru the BAC shall directly invite or get quotations/bid
proposals from at least three or more licensed contractors within the
municipality or adjacent municipalities that has satisfactorily completed a
contract of the same nature. This procedure will exempt the requirement
23
Appropriate authorities to mean the Sanggunian in the Municipality or Province declaring state of calamity inn the area where
the sub-project is located.
1.2.
1.3.
1.4.
2.
In cases of abandoned or terminated contract (also known as Take-Over of

Contract)
2.1
2.2
2.3
3.
for advertising or publication in the newspaper (in the case if bidding). It

is important to keep minutes of the two failed biddings as reference in
future audits. It is advised that the PT and BAC shall not limit invitation
to only 3 bidders to ensure wide competition. In case of failure or no bid
proposal submitted on the date specified, the BAC can negotiate with an
interested or single bidder. It is reiterated that minutes of the failed
bidding be kept at the BSPMC office. In the event that there is till failure
after undertaking the above, the BSPMC thru the TWG shall review the
program of works. If it requires re-programming, the process of
negotiated procurement will apply.
In comparison with the Revised IRR of RA 9184, it allows disclosure of
the approved budget for the contract (ABC). In KALAHI-CIDSS, it is
clarified that the estimated budget for the contract should not be
disclosed. Hence, the invitation to quote/bid should not include the
estimated budget for the contract so the bidders will competitively
prepare their own bid proposal.
The BSPMC shall allow at least 7 calendar days for bidders to prepare a
detailed bid proposal and thereafter, the timelines specified in each
procurement activity from opening to award of contract shall be strictly
followed to facilitate immediate implementation.
The invitation to quote/bid issued must contain specific requirements
such as the date, venue and complete documents to be submitted.
The contract may be negotiated starting from the second lowest rated
bidder under consideration at the bidders original price.
If negotiation fails, then negotiation shall be done with the third lowest
calculated rated bidder at his original price. If the negotiation fails again,
a short list of at least three (3) eligible contractors shall be invited to
submit their bids, and negotiation shall be made starting with the lowest
calculated rated bidder.
The BSPMC shall allow at least 7 calendar days for bidders to prepare a
detailed bid proposal and thereafter, the timelines specified in each
procurement activity from opening to award of contract shall be strictly
followed to facilitate immediate implementation.
If there is variation order
In the preceding guidelines, a procedure for variation order is provided. In the event
of a change order e.g. Extra Work order, the guidelines on undertaking change order
shall be followed. Limits and conditions shall also be referred to said guidelines.
Negotiation with the same contractor may be allowed in the following instances:
The extra or additional work is adjacent or contiguous to the ongoing

contract/community project.
The subject contracted item to be negotiated has similar or related scopes of
work.
If the item or works is within the contracting capacity of the contractor.
The contractor uses the same unit price or lower unit price as in the original
contract less mobilization cost 24.
The amount involved does not exceed the amount of the ongoing contract.
If the contractor has no negative slippage/delay.
24
Mobilization cost for extra work orders should not be considered since it is assumed to be incorporated in the original
contract.
Any cumulative Variation Order beyond ten percent (10%) shall be subject
of another contract to be bid out if the works are separable from the original
contract. In exceptional cases where it is urgently necessary to complete the
original scope of work, the BSPMC may authorize the variation order beyond
ten percent (10%) but not more than twenty percent (20%) subject to the
guidelines to be determined by the NPMO: Provided, however, That
appropriate sanctions shall be imposed on the designer, service provider,
consultant or official responsible for the original detailed engineering design
which failed to consider the Variation Order beyond ten percent (10%).
GUIDELINES IN
CONTRACTORS
EVALUATING
PERFORMANCE
of
SUPPLIERS
and
Rationale
The KALAHI-CIDSS is a fast-paced/time-bounded project. Community community
projects are funded as these are immediate needs of the communities. Therefore, in the
provision of goods and services, service providers such as suppliers and contractors
should comply strictly with the provisions of the contract to immediately expedite the
completion of the community projects.
In order to facilitate management of suppliers and contractors doing business with the
communities, the project shall establish procedures for evaluating, documenting, and
reporting the supplier/contractors performance under a contract for purchase of goods,
performance of services, consulting, construction or improvement of facilities. These
procedures shall include a process for performance appraisal, communication of
feedback to vendors, forms and documentation requirements.
Why Evaluate the Supplier/Contractor?
1. To improve communication and relationship with suppliers/contractors;
2. To improve supplier performance by way of awareness and feedback on key
performance criteria and service improvement areas;
3. To have more reliable material quality and availability and/or better service;
4. To document supplier performance to be used as basis for future transactions
and discussions with the supplier
Purposes
1. To provide the BSPMC with objective information on which judgments relating to
source selection can be based; and,
2. To enable the BSPMC to provide the supplier with an indication of his
performance rating and where improvements, if any, are required.
Criteria for Evaluation
1.
2.
3.
4.
5.
Quality
Delivery
Price
Technical Support
Management Attitude
Who will Evaluate?

The evaluators will come from the heads of the Procurement Team, Monitoring and
Inspection Team and from the Project Implementation Team. The evaluation report will
be approved by the BSPMC Chairperson to be collected by the CF and submitted to the
DAC for consolidation.
The Rating
The rating to be used will be a combination of weighted-point system and categorical
method. Depending on the established range based on the points assigned in each
criterion, a corresponding category will be assigned based on the total number of points.
Assigned Points:
Criteria
Quality
Delivery
Price
Compliance to Environmental Laws
Technical Support
Management Attitude
Total
Points
40
20
20
10
5
5
100
Categorical Rating:
Very Good - 90-100
Satisfactory- 50-89
Unsatisfactory
- 0-49
Blacklisting
The purpose of blacklisting is to protect the project from risks associated with awarding
contracts to persons or firms having exhibited an inability or unwillingness to fulfill
contractual obligations, and to protect the projects interests and the integrity of the
procurement process by preventing individuals or firms who have displayed improper
conduct from participating on project requirements for specific periods of time.
Sanction/s
1. Any supplier/contractor that has incurred an UNSATISFACTORY rating in a
particular barangay shall not be allowed to participate in any procurement in
that barangay;
2. Any supplier/contractors that has incurred two (2) UNSATISFACTORY ratings
in a particular Municipality shall not be allowed to participate in any KALAHICIDSS procurement in that Municipality; and,
3. Any supplier/contractors that has incurred three (3) UNSATISFACTORY ratings
in a particular region shall not be allowed to participate in any DSWD - KALAHICIDSS procurement in any region.
Discussion
The evaluation procedures must be discussed with the suppliers and or contractors
during contractors conference/meeting or pre-bidding conferences.
The Form and Guides in Filling-up
The evaluation form and guides is found on the succeeding page.
SUPPLIER / CONTRACTOR EVALUATION FORM

Date
: ___________________
Barangay : ___________________
Municipality
Province
Region
: ___________________
Contract for
: _________________
: _________________
: ____ GOODS ______WORKS (Please check what type of contract)
Method of Procurement Used: _______ Shopping ______(Bidding)

Name of Supplier/ Contactor
:
_________________________________________________
Address of Supplier/Contactor:
_________________________________________________
Assigned Points:
Criteria
Quality
Delivery
Price
Compliance to Environmental Laws
Technical Support
Management Attitude
Total
Points
40
20
20
10
5
5
100
Categorical Rating:
Very Good - 90-100
Satisfactory - 50-89
Unsatisfactory
- 0-49
Rated by:
__________________________________________
Head, Procurement Team (Name & Signature)
__________________________________________
Head, Project Implementation Team (Name & Signature)
___________________________________________
Head, Monitoring & Inspection Team (Name & Signature)
Approved by:
___________________________________________
BSPMC Chairperson
Rating
Guides in Rating:
1. Quality = 40 points
A. FOR GOODS:
BASIS
If the goods (materials) delivered are in accordance with

specifications (size or dimension, weight, with Product
Standards Certification Mark if required, etc) the
maximum of 40 points can be given.
If goods were delivered on time but there were rejected
items during the delivery
If there are significant rejection (say 80% or 8 out of 10
items)
If half of the total items were rejected and replaced (say 5
out of 10 items)
If no delivery
B. FOR WORKS :
BASIS
If the items under contract were constructed in accordance

with plans and specifications and on time
Any of the following:
If all works are completed but there are unacceptable
outputs based on the community and engineers
assessment;
If there replacements/repairs done during construction as
a result of inspection;
If completion is only 90% based on timeline
If completion is only 71-89% based on contract timeline
If completion is only 50-70% based on contract timeline
If accomplishment is ranging from 1-49%; or
If no accomplishment; or,
If test result shows that the quality did not pass
Corresponding
Points
40
35
25
20
0
Corresponding
Points
40
35
30
20
0
2. Delivery
A. GOODS
If
If
If
If
If
the
the
the
the
the
goods
goods
goods
goods
goods
B. WORKS
BASIS
are delivered within schedule
were delivered but 1 3 days delayed
were delivered but 3-5 days delayed
were delivered but more than 6 days delayed
were not delivered
BASIS
If the works were undertaken within schedule (to include
Corresponding
Points
20
15
10
5
0
Corresponding
Points
20
extension, if any, with approval of BSPMC)

If the works completed but 1-2 weeks delayed
If the works completed but 3-4 weeks delayed
If the works completed but more than 1 month delayed
If the goods were not delivered
3. Price Applies to Goods and Works
BASIS
If the amount of quotation/bid is within 80-85% of the
estimated budget (with savings generated)
If the amount of quotation/bid is within 86-95% of the
estimated budget (less savings generated)
If the amount of quotation/bid is above 96% of the
estimated budget (none or less savings generated)
15
10
5
0
Corresponding Points
20
15
10
4. Compliance to Environmental Laws

BASIS
If the supplier/contractor delivered the materials on the
designated drop points and no disturbance to or adverse
effect to the environment
If the supplier/contractor delivered the materials on the
designated drop points but has disturbance to the
environment example: canals were clogged, road were
inaccessible due to the improper dumping, the delivery
truck was very noisy, there were vegetations damaged,
etc
If the environmental compliance were not implemented
10
5
5. Technical Support
BASIS
Did the owner show concern with the BSPMC on the
immediate delivery?
Did the workers of the supplier or contractor assisted the
volunteers in terms of handling, proper installation, or
provided instructions in the usage of materials
If during the delivery there were no efforts shown by
the owner and their workers
5
6. Management Attitude
BASIS
Is the owner or their personnel provided quality service
by to the volunteers? Are they humble enough? If yes,
give the maximum score.
Do they give importance to the volunteers when they
are transacting business with the firm/company/office?
If they show less concern to the volunteers
5
GUIDELINES ON UNBALANCED QUOTATION/BIDS

Some community projects require services of contractors if the community does not
have the capacity to undertake the works. However, it was observed that some
quotations/bid proposals submitted by contractors are unbalanced and it is
disadvantageous to the BSPMC. Awarding a contract to the lowest bidder in a case
where the bid is clearly unbalanced has the potential in certain circumstances to expose
the BSPMC to an unnecessary and unacceptable financial risk. It is the responsibility of
BAC to evaluate all bids appropriately to ensure that the communitys interests are
protected.
Purpose of the Guidelines
In KC-1, there is no policy which precludes the submission of an unbalanced bid by a
bidder, nor is there any provision explicitly disqualifying any bid which may be
unbalanced. Thus, this guideline will provide provisions for disqualifying quotations or
bid proposals that are proven unbalanced.
Definition:
Unbalanced Quotation/Bid- is the shifting of a part of the cost of one work item to
another item of work. It occurs in circumstances where a bidder on a contract places an
unreasonably high price on certain items in a unit price contract and an unreasonably
low price on other items within the same bid.
Two Types of Unbalanced Quotation/Bid
1. A mathematically unbalanced bid - is one that contains lump sum or unit bid
items that do not appear to reflect reasonable actual costs plus a reasonable
proportionate share of the bidder's anticipated profit, overhead costs, and other indirect
costs, which he/she anticipates for the performance of the items in question. A common
example is Front End Loading, wherein activities scheduled to be performed early in the
project (Example: Clearing and Grubbing for a road community project) have values
quoted with an excessive proportion of planned overhead costs and anticipated profit.
This case shows and advance payment characteristic that is objectionable. If excess
funds are paid at an early stage of the contract, the potential exists for an inadequate
amount to properly complete the project and protect the owners (BSPMC) interests.
2. Materially unbalanced Bid - is one "based on prices significantly less than cost for
some work and prices which are significantly overstated in relation to cost for other
work, and . . . there is a reasonable doubt that the bid will result in the lowest overall
cost."
There are reasons why a Bidder may want to unbalance a Bid. The following are some reasons:
i. To get more money at the beginning of the Project by overpricing the Work done
early in the Project. This is called front loading the Contract.
ii. To maximize profits. This is done by overpricing bid items the Bidder believes will be
used in greater quantities than estimated and underpricing items that will be used in
significantly lesser quantities
The BAC and TWG shall use the following guidelines when evaluating Bids to identify materially
unbalanced Bids:
After Bid Opening, evaluate all bid item prices, as submitted by the Bidders, for
unreasonable deviations from the Engineers Estimate. The BSPMC deserves the right to
review all Bids for material unbalancing regardless of the deviation from the Engineers
Estimate.
If bid item prices deviate more than a reasonable amount from the Engineers Estimate,
re-check the bid item quantities.
Items that may contribute to material unbalancing are:
Obvious errors in the Plans or estimates.

Front-end loading where the Bids indicate that the Contractor will receive
disproportionate payment for work done during early stages of the Project.
Anticipated underruns or overruns of items.
Bids which indicate that the Bid(s) are disproportionately higher than the value of the
work to be done under the Contract.
Example:
Name of Community Project: Improvement of Farm to Market Road
Per Approved POW and PCPP
Item
No.
102
105
200
201
Description
Roadway &
Drainage
Excavation
Sub-Grade
Preparation
Aggregate
Sub-Base
Coarse
Aggregate
Base Coarse
TOTAL
F.B. Night Construction

Amount
Cost
Difference
Percenta
ge (Cost
Differenc
e)
Qty
Unit
Unit
Price
6,762.39
Cu.
m.
70.39
476,004.63
625,000.00
148,995.37
-31.30%
9,812.00
Sq.
M.
14.69
144,138.28
221,000.00
-76,861.72
-53.32%
1,417.80
Cu.
m.
225.81
320,153.42
224,000.00
94,153.42
29.41%
1,471.00
Cu.
m.
253.36
372,692.56
242,000.00
130,692.56
35.07%
Total
1,312,988.89
1,312,000.00
In the above example, assuming that profit, overhead costs and other considerations
were incorporated, it is clear that the bid is unbalanced as unit bid prices are front
loaded in Items 102 and 105 of the contract with minimal unrealistic costs attributed
to work required for Items 200 and 201 of the contract.
The risk in the above example is: What if the contractor abandoned the contract
after completing Item 102 and 105? Can the remaining amount complete the
remaining items of work?
Accuracy of Estimated Quantities:
When items are bid unusually high or low in relationship to the engineer's estimate, the
accuracy of the estimated quantities should be checked. If, after examination, the
estimated quantities are determined to be a reasonably accurate representation of
actual anticipated needs, then the low bid should be further evaluated for unbalancing.
On the other hand, in cases where it is concluded, after examination, that the estimated
quantities are not a reasonably accurate representation of actual anticipated needs, the
BAC with assistance of TWG should consider rejecting all bids, correcting the quantities,
and re-advertising. However, an error in estimated quantities should not cause an
automatic rejection of bids. Two factors need to be considered: (1) whether the
communitys interest would be best served by making the award and, (2) whether any
bidder would be treated in an unfair manner if the award were made.
Bid Analysis:
An analysis of unbalanced bids should be properly undertaken by the BAC and TWG.
However, the final analysis should not preclude the use of engineering judgment
especially at the RPMO who will issue NOL or in some cases endorsing procurement
documents for issuance of NOL at the NPMO or MCA-Philippines.
In analyzing bids, the following should be considered:
1. Is the bid mathematically unbalanced? Are the unit bid prices in reasonable
conformance with the engineer's estimate and other bids?
2. If awarded, what effect will unbalanced bid items have on the total contract
amount?
3. If quantities are incorrect, will the contract cost be increased when the quantities
are corrected?
4. On items where the quantities may vary, will the lower bidder remain as low
bidder?
5. If the bid is unbalanced, will the unbalance have a potential detrimental effect
upon the competitive process or cause contract administration problems after
award?
In cases where obvious unbalanced bid items exist, the BAC's recommendation to award
or reject a bid needs to be supported by written justification or stating clearly in the
minutes of evaluation. The justification should include the detrimental effect or lack of
detrimental effect. However, prior to concurrence in the award of any mathematically
unbalanced bid which is not materially unbalanced, the RPMO or NPMO, as the case
maybe, should determine the reason for the unbalancing and, when warranted, take
appropriate steps to protect the project. Hence, it is important that details of the
evaluation is clearly indicated in the minutes of evaluation. The action may take the
form of concurrence or no objection whether or not to award the contract to the
submitter of the unbalanced low bid.
A unbalanced bid analysis will be performed under two circumstances:
1. If the BSPMC becomes aware of an error in a quantity of an item shown in the
bidding documents; and,
2. If an item is found to be both significant to the contract and significantly
unbalanced.
The Unbalanced Bid Analysis shall consist of the following steps:
The estimated unit price for all items identified as being significantly
unbalanced will be reviewed for correctness. Corrections will be made as
needed and the low bidders unit price will re-evaluated to determine if the item
remains significantly unbalanced.
Quantities for all items found to be significant to the contract will be checked
and verified. Quantities will be determined based upon the bidding documents
and the construction methodologies depicted in the plan. These quantities will
be used only for the purpose of performing the Unbalanced Bid Analysis.
Finally, if unbalancing is found to be caused in part by questionable specifications or

procedures, the BSPMC should work with the A/MCT or RPMO to facilitate appropriate
and timely revisions.
Rejection of unbalanced bids
The bids should be rejected if the communitys interest would be best served in
canceling the defectively estimated proposal; and/or, if awarding the contract to the
apparent low bidder using a corrected quantity estimate would be unfair to the other
bidders.
Proposals will be considered irregular and may be rejected if the TWG or RPMO
determines that any of the unit bid prices are significantly unbalanced to the potential
detriment of the KALAHI-CIDSS project.
BAC and TWG performing bid analysis should be aware that signs of apparent
unbalancing in bidding may be an indication of more serious criminal activities such as
collusion and bid rigging. Studies of collusion and bid rigging show that such activities
are often accompanied by suspicious bidding patterns such as bids: "front loading,"
"identical bidding," "complimentary bidding."
An item will be considered significantly unbalanced if the following are observed:
1. The quotation/bid is higher by 25% against the approved engineers estimate;
or, if the quotation/bid is lower by 75% against the approved engineers
estimate.
2. During evaluation, a comparison of the calculated gross sum totals show that
the calculated gross sum for the contract low bid is found to be higher than
the calculated gross sum of another bidder, the low contract bid proposal
shall be determined to be materially unbalanced. If the calculated gross sum
of the contract low bid proposal is found to be less than the calculated gross
some of all other bidders, that bid shall be determined to be not materially
unbalanced.
3. If the initial contract low bid proposal is found to be not materially
unbalanced, the contract will be considered for award at the bid contract
amount in accordance to the Standard Specifications. The contract will be
based upon the bid amount and the quantities shown in the bidding
documents.
4. If the initial low bid contract proposal is found to be materially unbalanced it
will be considered irregular and will be rejected as non-responsive as
reasonable doubt exists that the bid does not represent the lowest cost to the
BSPMC.
5. If the initial low bid contract proposal is found to be materially unbalanced
and rejected, the BSPMC may award to the next low bid contract proposal at
the bid contract amount or may elect to reject all bids and re-let/re-bid.
Decisions will be made in the communitys interest and will consider
consequences of re-letting/re-bidding the project.
GUIDELINES ON WARRANTY, LIABILITY and SANCTIONS in KALAHICIDSS Procurement

1. Warranty
1.1. For the procurement of goods, in order to assure that the manufacturing defects
shall be corrected by the supplier, manufacturer, or distributor, as the case
maybe, a warranty shall be required from the contract awardee for a minimum
period of three (3) months, in the case of supplies, and one (1) year, in the
case of equipment, after performance of the contract. The obligation for the
warranty shall be covered by either retention money or in an amount
equivalent to at least ten percent (10%) of every progress payment or a
special bank guarantee equivalent to at least ten percent (10%) of the total
contract price. The said amounts shall only be released after the lapse of the
warranty period. Provided however, that the goods supplied are free from
patent and latent defects and all the conditions imposed under the contract
have been fully met.
1.2. For the procurement of infrastructure projects, the contractor shall assume full
responsibility for the contract work from the time project construction
commenced up to final acceptance by the community and shall be held
responsible for any damage or destruction of the works except those
occasioned by force majeure. The contractor shall be fully responsible for the
safety, protection, security and convenience of his personnel third parties, and
the public at large, as well as the works, equipment, installation and the like to
be affected by his construction work and shall be required to put up a warranty
security in the form of cash, bank guarantee or letter of credit callable on
demand in accordance with the following schedule:
Form of Warranty
1. Cash deposit, cash bond or
letter of credit
2. Bank Guarantee
Minimum amount in % of Total Contract

Price
Five percent (5%)
Ten percent (10%)
The warranty security shall be stated in Philippine Pesos, shall remain effective
during the applicability warranty period and shall be returned only after the
lapse of warranty period.
2. Liability (under contract)
The defects liability period for infrastructure projects shall be one year from
project completion up to final acceptance by the community. During this
period, the contractor shall undertake the repair works, at his own expense of
any damage to the infrastructure projects on account of the use of materials of
inferior quality within ninety (90) days from the time the BSPMC has issued
order to undertake repair. In case of failure or refusal to comply with this
mandate, the BSPMC shall undertake such repair works shall be entitled to full
reimbursement of expenses incurred therein upon demand.
Any contractor who fails to comply with the preceding paragraph shall suffer
perpetual disqualification from participating in any public bidding and his
property shall be subject to attachment or garnishment proceedings to recover
the costs. All payables of the BSPMC in his favor shall be offset to recover the
costs.
3. Sanctions against Bidders
3.1. The BSPMC being the representative of the barangay as the lowest political
structure in the government should impose administrative penalties to the
prospective bidders. The sanctions of one (1) year suspension for the first
offense, suspension of two (2) years for second offense from participating in
the public bidding process as well as disqualification from further participating
in the public bidding being undertaken by the project, for the following
violations:
2 Submission
of
eligibility
requirements
containing
false
information or falsified documents.
3
Submission of Bids that contain false information or falsified
documents, or the concealment of such information in the Bids in
order to influence the outcome of eligibility screening or any
stage of public bidding.
4 Withdrawal of a bid, or refusal to accept award, or enter into
contract with the BSPMC without justifiable cause, after he had
been adjudged as having submitted the Lowest Calculated
Responsive Bid.
5
Refusal or failure to post the required performance security
within the prescribed time.
6 Termination of the contract due to the default of the bidder.
7 Any documented unsolicited attempt by a bidder to unduly
influence the outcome of the bidding in his favor.
8 All other acts that tend to defeat the purpose of the competitive
bidding, such as an eligible contractor participating in the pre-bid
conference which does not buy bid documents and contractors
habitually withdrawing from bidding or submitting letters of nonparticipation for at least three (3) times within a year, except for
valid reasons.
3.3
3.4
3.5
In addition to the penalty of suspension, the Bid Security or the Performance

Security posted by the concerned bidder or prospective bidder shall also be
forfeited.
The BSPMC Chair may delegate to the BAC the authority to impose the
aforementioned administrative penalties.
The procedures for the blacklisting of manufacturers, suppliers, distributors,
contractors, or consultants for the Government projects shall be undertaken in
accordance with the guidelines issued by the project.
4. Sanctions against the BSPMC members

4.1. Since most of the community projects are implemented by the community
volunteers and some barangay officials, there is a possibility of procurement
violation. In order to safeguard the integrity of the procurement process
adopted by the Project, appropriate sanctions and penalties should be imposed
to them.
Sanctions and penalties may depend on the magnitude of offenses committed
by the BSPMC members. Accidental mistakes made by the BSPMC members
must be immediately corrected. Succeeding similar mistakes or offenses will
warrant for the imposition of sanctions and penalties to the individual, BSPMC
or the Barangay as a whole.
Listed below are some of the common mistakes that the BSPMC may commit
and must be address by the concerned ACTs or Procurement Officers to avoid
penalties and sanctions.
Under the Local Bidding/Shopping Method
a. Sets of Canvass Form were served or given to only one (1) or two
suppliers.
b. Opening of canvass without proper quorum of the BAC.
c. The awarding of contract or Purchase Order (PO) with only one (1) or two
(2) canvass received during the opening.
d. Payment was made before the delivery of materials and works.
e. Non-observance of the penalty to be imposed to supplier/contractor for
delayed delivery of materials and works.
f. Payroll padding of Labor payment.
g. Favoring supplier or contractor.
h. Awarding contract without posting the required performance security.
i. Purchasing without following our prescribed procurement method and its
detailed procedures.
GUIDELINES: PROCUREMENT OPTIONS

AFFECTED BY PRICE ESCALATION
ON
COMMUNITY
PROJECTS
Incessant price increases maybe experienced anytime and may have effect to approved
community projects. These include prices of construction materials resulting to high
quotations/bids of suppliers/contractors exceeding the programmed cost. The 5% markup in the estimates and 10% contingency costs may not be able cover such escalation.
To somehow address the above, a revised the readiness filter replacing the procurement
requirements into a procurement action plan (PAP) to eliminate cases on nonconformance of suppliers when the purchase order is served. This is effective when the
procurement benchmark/timeline (within 7-9 calendar days) is observed when shopping
for goods.
For shopping of works, bidding of goods and works, that will need 27-35 calendar days
to complete the procurement process that are affected by price escalation and the
resultant quotations or bids exceeds the approved estimated cost, automatic rebidding should NOT be the immediate action. There is a need to review whether the
bids are reasonable, i.e. within market ranges. If the BAC and TWG are convinced that
the prices are within market ranges and that the increase is based on the current trend,
the following shall be undertaken to augment the difference:
i. Use the savings/balance from other packages (if there are);
ii. Use the allotted contingency;
iii. If there are no savings/balances from other package/s and no allotted
contingency or if the contingency is not enough to cover the deficit, supplement
the budget by sourcing out additional LCC;
iv. If no LCC is produced, the last resort will be to reduce the scope of works to
fit within available budget. In reducing the scope of works below are suggested
considerations:
a. For buildings: Deletion of painting works, amenities such as chairs
and tables or other possible items that will not affect stability of the building;
b. For Roads: Reduction of the physical length may be necessary or
deletion of items of works that may be covered by future operation and
maintenance like provision of Item 201 (Aggregate Base Coarse) if Item 200
(Aggregate Sub-Base Coarse) will be provided, Item 311-Portland Cement
Concrete Pavement (PCPP), Item 504 (Grouted Riprap) in non-critical sections,
etc
c. For Water System: the engineer/s to review the hydraulic analysis
to check possible reduction of pipes that were overly designed and possible
reduction of overly designed reservoir or other structures, otherwise, increase
labor counterpart contribution; and,
d. For other type of community projects where there are no scope of work/s
to be reduced, reduction of programmed labor to be paid is
recommended.
It is reiterated that whenever there is reduction in scope of works, it should be
properly deliberated with the Barangay Assembly for transparency
purposes. The community must also agree to shoulder reduced scope of works as
part of the operation and maintenance activities. It should be considered that
whenever there is reduction of scope, the community project should be

functional.
In using any of the above provisions as basis for recommending the award to a
particular service provider (supplier/contractor), said basis must be properly
captured/indicated in the minutes of evaluation.
If there is substantial reduction (say more than 20%), a re-bidding with reduced
scope of works may be the best solution.
EVALUATION OF BIDS/QUOTATION USING EXCEL FORMAT

Background
An excel format of Abstract of Bids is prepared to simplify evaluation of quotation/bids
for both goods and works.
This may not be applicable to all Municipalities since technology may be limited
especially in the far-flung areas. However, for those areas with computers it is
recommended to use the formulated evaluation sheets to fast track evaluation and
submission.
Reminder
Quotation or Bid Examination has two levels, first is the preliminary examination using
the pass/fail criteria and the second is the evaluation proper. At the first level, as
provided in the procurement manual, quotations/bid proposals that are not compliant to
the requirement based on the checklist will not be evaluated. Thus, to be fair,
quotations or bid proposals that have lacking documents should not be evaluated and
should be marked failed. Bid proposals that have passed the pas/fail criteria will be
evaluated and rated.
The examples presented are established forms in the procurement manual. The example
presented is for bidding for goods and works but can be enhanced for shopping by
replacing the title Abstract of Bids to Abstract of Canvass and deleting the columns for
bid security since it is not required for shopping.
The evaluation process
We have 2 examples presented (1 for goods and 1 for works). With the assumption that
all documents were complied by the 3 bidders based on the pass/fail criteria, cost
evaluation will now take place.
Before going to the details of the evaluation 25, it is suggested that the evaluators should
review the contents of the package (based on the PCPP) in consideration.
The example shows 3 major columns with several sub-columns. Rows vary on the
number of items to be procured. The sub-columns under Per Approved POW and PCPP
have 6 sub-columns which are: Item Number, Description, Quantity, Unit, Unit Price
and Total were taken from the PCPP. For purposes of understanding, let us cut out the
first major column in example number 2 (abstract for works):
Per Approved POW and PCPP
25
The evaluation mentioned is based on the process in checking the required Technical, Financial and Legal documents and
other requirements indicated in the invitation for bids.
Item no.
Description
Qty
Unit
Unit
Price
Total
102
Roadway & Drainage Excavation
6,762.39
Cu.m.
70.39
476,004.63
105
Sub-Grade Preparation
9,812.00
Sq.M.
14.69
144,138.28
200
Aggregate Sub-Base Coarse
1,417.80
Cu.m.
225.81
320,153.42
201
Total
1,471.00
Cu.m.
253.36
372,692.56
1,312,988.89
The above data can be linked to the abstract of bids from the PCPP. Since the above
data are fixed and to avoid retyping during the evaluation, it is suggested that during
the programming the abstract of canvass and abstract bid form should prepared. It can
also be copied from the file to be uploaded thru the KC yahoo group
(superries@yahoo.com) 26 used by the project staff.
The second column is the bid/quotation offered by the contractor/supplier (as the case
maybe) with 4 sub columns namely: Unit Price, Amount, Type of Bid Security and
Amount of Bid Security. Below is the cut out columns and rows:
ABC DEVELOPMENT CONSTRUCTION
Bid Security
Unit price
Amount
Type
Amount
47.36
320,250.00
10.86
106,558.32
280.42
397,579.48
288.47
424,339.37
Cash
12,500.00
1,248,727.17
The figures found under the column amount was easily be taken using the excel formula
by pressing the equal sign (=) in each cell then multiplying the quantity (from the
PCPP) times the unit price in each row then press enter.
The third column is the cost analysis with 3 columns namely: within or above budget,
Percentage (cost difference) and Remarks as shown below:
COST ANALYSIS
Within or Above
Budget?
Percentage (Cost
Difference)
Remarks ( in
terms of cost)
Within Budget
48.64%
Responsive
Within Budget
35.27%
Responsive
Above Budget
Above Budget
-19.47%
-12.17%
Not Responsive
Not Responsive
Within Budget
5.15%
The result in each column has formula to automatically state whether it is within or
above budget, Percentage difference based on the approved cost and the remarks will
say if each item cost is responsive or not in terms of cost. It is however clarified that
the term responsive or not responsive as being evaluated in the abstract
sheet/form is only limited to the cost and not pertaining to the whole
26
A KC Procurement website will be created to directly answer queries (online).
evaluation process. It is further clarified that when we say RESPONSIVE, to mean that
the solicited bid is determined to be in substantial conformance with the conditions,
completion or delivery requirements, and specifications detailed in the invitation-to-bid
(ITB).
For better understanding of the formula, please proceed to the example presented and
click in each cell. The formula will be shown what column and row is involved. There are
limitations however in cases where a blank cell is not filled up especially the unit price.
If this is the case, the answer could either be error or may accept the formula and will
show a positive result which is wrong!
LB for Goods & Works

ABSTRACT OF BIDS
Barangay: Tomabe
Municipality: Villareal
Province : Samar
Name of Community Project: Improvement of Barangay Road
ABC HARDWARE
Items
No.
Description
Qty
Unit
Unit
Price
Total
Unit
price
Amount
COST
Bid Security
Type
Amount
ANALYSIS
Within or
Above
Budget?
Percentag
e (Cost
Difference
)
Remarks
Selected
Borrow
335
cu.m.
650
217,750.00
575.00
192,625.00
Within Budget
13.04%
Responsive
Ready Mixed
Aggregates
(Item 201)
1630
cu.m.
800
1,304,000.00
750.00
1,222,500.00
Within Budget
6.67%
Responsive
77
cu.m.
700
53,900.00
770.00
59,290.00
Above Budget
-9.09%
Not Responsive
139
cu.m.
850
118,150.00
1,450.00
201,550.00
Above Budget
-41.38%
Not Responsive
36
pcs
850
30,600.00
1,750.00
63,000.00
Above Budget
-51.43%
Not Responsive
1260
bags
230
289,800.00
240.00
302,400.00
Above Budget
-4.17%
Not Responsive
230
20
18
30
8
pcs
kilos
kilos
kilos
kilos
315
70
60
60
60
72,450.00
1,400.00
1,080.00
1,800.00
480.00
130.00
90.00
85.00
85.00
88.00
29,900.00
1,800.00
1,530.00
2,550.00
704.00
Within Budget
Above Budget
Above Budget
Above Budget
Above Budget
142.31%
-22.22%
-29.41%
-29.41%
-31.82%
Responsive
Not Responsive
Not Responsive
Not Responsive
Not Responsive
pcs
325
2,600.00
300.00
2,400.00
Within Budget
8.33%
Responsive
2,080,249.00
Within
Budget
0.66%
3
4
5
6
7
8
9
10
11
12
Washed
Sand
Washed
Gravel (G-1)
24" RCPC
Portland
Cement
10 MM RSB
#16 Tie wire
3" CWN
4" CWN
1 1/2" CWN
11/4 Thick
Ord.
plywood
Total
2,094,010.00
Managers
Check
20,805.00

________________________________
BSPMC CHAIRPERSON
Date: ___________________
Local Bidding for Goods & Works

ABSTRACT OF BIDS
Barangay: _________________, ______________(Municipality), ________________(Province)
Items
No.
1
2
3
4
Description
Selected
Borrow
Ready Mixed
Aggregates
(Item 201)
Washed
Sand
Washed
Gravel (G-1)
Qty
Unit
Unit
Price
335
cu.m.
650
1630
cu.m.
800
77
cu.m.
700
139
cu.m.
850
24" RCPC
36
pcs
850
Portland
Cement
1260
bags
230
10 MM RSB
230
pcs
315
#16 Tie wire
20
kilos
70
3" CWN
18
kilos
60
10
4" CWN
30
kilos
60
11
1 1/2" CWN
kilos
60
12
11/4 Thick
Ord.
plywood
pcs
325
Total
Name of Community Project: Improvement of Barangay Road

KEN GENERAL TRADING
Total
Unit
price
Amount
217,750.00
450.00
1,304,000.00
760.00
53,900.00
800.00
61,600.00
118,150.00
1,200.00
166,800.00
30,600.00
1,500.00
54,000.00
289,800.00
250.00
315,000.00
72,450.00
165.00
37,950.00
1,400.00
104.00
2,080.00
1,080.00
75.00
1,350.00
1,800.00
75.00
2,250.00
480.00
75.00
600.00
340.00
2,720.00
2,600.00
2,094,010.00
Bid Security
Type
Amount
150,750.00
1,238,800.00
Managers
Check
20,339.00
2,033,900.00
COST
Within or
Above
Budget?
ANALYSIS
Percentage
(Cost
Difference)
Remarks
Within Budget
44.44%
Responsive
Within Budget
5.26%
Responsive
Above Budget
-12.50%
Not Responsive
Above Budget
-29.17%
Not Responsive
Above Budget
-43.33%
Not Responsive
Above Budget
-8.00%
Not Responsive
Within Budget
90.91%
Responsive
Above Budget
-32.69%
Not Responsive
Above Budget
-20.00%
Not Responsive
Above Budget
-20.00%
Not Responsive
Above Budget
-20.00%
Not Responsive
Above Budget
-4.41%
Not Responsive
Within Budget
2.96%
__________________________ ________________________
BAC Member
BAC Member
_________________________
BAC Chairperson
___________________________
BSPMC Chairperson

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0 Community-Based Procurement Manual

1 Community-Based Procurement Manual

CHAPTER 2: Possible Types of Community projects Requiring Procurement 15

CHAPTER 5: PROCUREMENT ORGANIZATION AND FUNCTIONS

CHAPTER 6: PROCUREMENT PROCESS

CHAPTER 7: MODE OF IMPLEMENTATION

CHAPTER 8: PROCUREMENT METHODS

2 Community-Based Procurement Manual

CHAPTER 9: PROCUREMENT PROCEDURES BY METHODS

3 Community-Based Procurement Manual

CHAPTER 11: GUIDELINES AND CLARIFICATIONS

GUIDELINES ON THE USE OF DIRECT CONTRACTING OF LABOR

CLARIFICATION ON THE USE OF SPECIAL POWER OF ATTORNEY

REQUIREMENT FOR PHILIPPINE STANDARDS (PS) QUALITY

CLARIFICATION ON THE METHOD OF PROCUREMENT TO BE USED

CLARIFICATION AND ENHANCEMENT ON THE PROCUREMENT METHOD

GUIDELINES ON CONTRACT TERMINATION

GUIDELINES IN SUSPENSION / BLACKLISTING / DELISTING OF

GUIDELINES IN UDERTAKING VARIATION / CHANGE ORDER OF

GUIDELINES ON UNBALANCED QUOTATION/BIDS

GUIDELINES ON WARRANTY, LIABILITY and SANCTIONS in

GUIDELINES: PROCUREMENT OPTIONS ON COMMUNITY PROJECTS

4 Community-Based Procurement Manual

5 Community-Based Procurement Manual

6 Community-Based Procurement Manual

7 Community-Based Procurement Manual

Fraudulent practice Misrepresentation of facts in order to influence a procurement

These include supplies, materials and purchase of equipment, trucking and

Incidental Services services supplementary to the supply of the Goods, such as

Ineligible Bidder A contractor, manufacturer, supplier, distributor or consultant who

8 Community-Based Procurement Manual

Motion for Reconsideration In procurement, it is an application made to the BAC for

9 Community-Based Procurement Manual

10 Community-Based Procurement Manual

11 Community-Based Procurement Manual

12 Community-Based Procurement Manual

Since the Kalahi-CIDSS Project (KC Project) aims to

2. Scope, Coverage, and Application

13 Community-Based Procurement Manual

3. Principles in Community-Based Procurement

14 Community-Based Procurement Manual

15 Community-Based Procurement Manual

16 Community-Based Procurement Manual

Construction, repair and improvement / upgrading of

Common Service Facilities

17 Community-Based Procurement Manual

3.8 For MCC-funded subproject/s:

The Millennium Challenge Account-Philippines

18 Community-Based Procurement Manual

19 Community-Based Procurement Manual

Orientation, Organization and Workshop

Skills Training and Preliminary Procurement

Job Coaching and Practicum

Community Procurement Technical Assistance

Procurement Monitoring Of Red Flags

20 Community-Based Procurement Manual

21 Community-Based Procurement Manual

BARANGAY SUB-PROJECT ORGANIZATION

B aran g ay S u b P ro jec t Mg mt.

Prepares procurement documents

Assists in the presentation of PCPP and CERS during Barangay Assembly

Receives and records bids/quotations

Acts as Secretariat to the Bids and Awards Committee

Assists in updating the status of ACPP and CERS