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PR Preparation

This document discusses procurement planning and preparation of purchase requests. It explains that procurement planning should identify project needs that can be met through external sourcing and be done during project planning. Purchase requests must be aligned with the approved annual procurement plan and project procurement management plan. The document provides guidance on requirements for different types of purchase requests, including specifications, cost estimates, and supporting documents required for various goods, services, and infrastructure projects.

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NERI LLEN
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178 views29 pages

PR Preparation

This document discusses procurement planning and preparation of purchase requests. It explains that procurement planning should identify project needs that can be met through external sourcing and be done during project planning. Purchase requests must be aligned with the approved annual procurement plan and project procurement management plan. The document provides guidance on requirements for different types of purchase requests, including specifications, cost estimates, and supporting documents required for various goods, services, and infrastructure projects.

Uploaded by

NERI LLEN
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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PURCHASE

REQUEST
PREPARATION
PROCUREMENT PLANNING
PROCUREMENT PLANNING
“Process of identifying which project
needs can be best met by procuring
products and services outside the
project organization and should be
accomplished during the project
planning effort”

It is the government’s fiduciary


responsibility

− protect the taxpayers’ interests


− safeguard the resources allotted
to each department
SECTION 7.1 OF IRR

Within approved budget of procuring entity


Judiciously done
Consistent with government fiscal measures
Considered crucial to the efficient discharge of
governmental functions
No procurement unless in accordance with the Annual
Procurement Plan (APP)
 Approval of Head of Procuring Entity (HOPE) or
designated second-ranking official
PROJECT PROCUREMENT MANAGEMENT PLAN
(PPMP)

A guide document in the


procurement and contract
implementation process, as well as
a vital reference in procurement
monitoring.

 Tool allowing the PE the flexibility


to optimize the utilization of scarce
resources.

 Minimize the practice of doing


short-cuts

 Prepared by the end-user unit


during the budget preparation to
support the cost estimates in the
budget proposal.

4
* Adveartisement and Posting
PPMP vs PR
Purchase Request (P.R) – Request for purchase or
requisition of supplies, materials and equipment or its
equivalent shall be duly approved by proper authorities.
(Source: Training Handbook on Government Expenditures)

In no way that the End-user Unit submit their P.R ahead
of the approved PPMP item.

5
ANNUAL PROCUREMENT PLAN (APP)

All procurement should be meticulously and judiciously planned


by procuring entity

APP should be maintained and updated regularly


In the consolidation of PPMPs, the BAC may adopt a strategy
through where similar items of procurement are packaged into one
procurement undertaking.

A review and updating of the individual PPMPs and the APP shall
be done regularly, at least once every 6 mos. or as often as
necessary.

6
PHILIPPINE PROCUREMENT PARADIGM

Assess • Review studies • Post/Advertise Procure


• Consolidate into APP opportunity
• Decide procurement • Open and evaluate bids
method • Post-qualify
• Approve APP • Award and enter into
• Determine readiness contract

Identify • Cost-benefit analysis • Oversee Implement


• Feasibility study implementation
• Market study • Inspect and accept
• PPMP deliveries
• Release payment

NEEDS SATISFACTION
* Important Consideration
IDENTIFYING THE NEED

Suggested basis for identifying needs:


1. Core functions of the end-user unit in the organization,
i.e Accounting, Legal etc.
2. Historical data/Foreseen contingencies;
3. Identified purpose/goals/MFOs;
4. P.E’s Strategic Plans;
5. Current supply inventory;
6. Other maintenance and operating needs.

Take note: Consider the prevention of IUEEU


Expenditures ( COA Circular2012-003)
8
* TECHNICAL SPECIFICATIONS, SCOPE OF
WORK, AND TERMS OF REFERENCE

Consult Stakeholders
In developing the project requirements and TS/SOW/TOR, the
Procuring Entity may engage the services of technical experts,
whether in-house or consultants, to ensure that the requirements
and the TS/SOW/TOR are adequate to achieve the objectives of
the particular procurement.”
Set clear Specifications:
Generic and flexible
Clear and unambiguous
Reminder on Reference to Brand Names (Section 18)
Updated, where technology is taken into account
Fits the actual requirements of the PMO/End-user
* HOW TO WRITE TECHNICAL
SPECIFICATIONS?

Functional Description
a pen is expected to write 1.5 km of straight, continuous
lines
Performance Description
should do so continuously and smoothly, without skipping,
and with the color of the ink being consistent
Environmental Interface
on pad paper or bond paper, but not necessarily on wood or
on a white board
Design
Ballpoint, gel-tip, sign pen, technical pen, etc.
*
APPROVED
APPROVED BUDGET
BUDGET FOR
FOR THE
THE CONTRACT
CONTRACT (ABC)
(ABC)

The ABC reflected in the APP or PPMP shall be


consistent with the appropriations for the project
authorized in the GAA

End user to conduct market study

Market price, inflation and cost of money related to


the procurement time table must also be considered.

In determining the ABC, the end-user unit, with the


assistance of the TWG (when necessary)
COST COMPONENTS IN
DETERMINING ABC
Cost or market price of the product or service itself;
Freight, insurance, taxes, and other incidental expenses (For goods
only);

Cost of money, to account for government agencies usually buying


on credit terms;

Inflationary factor (For goods only);


Quantities, considering that buying in bulk usually means lower
unit prices;

Supply of spare parts and/or maintenance services, if part of the


contract package (For goods only);
Capacity Development Division
NOTES TO CONSIDER IN
PR PREPARATION
• All items in the PR should be taken
from PPMP/APP
• Reference to brandname is not allowed
• Cost per unit should be properly
estimated.
• Detailed Specifications of the item to
be procured should be indicated
• Unit of measurement should be clearly
identified
• Purpose of the PR should be specific
Splitting of requisitions is not
allowed. Items to be procured for the
same purpose should be consolidated
into one PR.

Under Section 2 (b) splitting of contracts means


the breaking up of contracts into smaller
quantities and amounts, or dividing contract
implementation into artificial phases or
subcontracts, for the purpose of making it fall
below the threshold for shopping or small value
procurement, or evading or circumventing the
requirement of public bidding. 
TRAINING EXPENSES(Catering services,
van rental, procurement of T-shirts,
training kits and supplies to be used
in the training)

• Food and accomodation


- no. of pax, live in/live out
- Purpose should be specific

• Van rental
- indicate itinerary (route) of
activity with date
- no. of vehicle, no. of days usage
• Office Supplies and other supplies
- Unit of measure should be clearly
identified

-Activity Design with budgetary


requirements approved by RED or his
authorized representative. Budgetary
requirements should have a detailed
breakdown per item.
• REPAIRS OF VEHICLE

1. Pre inspection Report- should


be indicated in the findings the
items that need to be replaced as
basis for the procurement
2. Waste Material Report

• LABOR SERVICES

1. Program of Work and estimates-


indicate no. of days/ period
covered
• INFRASTRUCTURE PROJECTS
(CONSTRUCTION/REHABILITATION)

1. Program of Works- indicate period


covered
2. Plans and drawings
3. Detailed Engineering design
4. Site Validation Report
5. Pre-implementatioN pictures
(geotagged)
Additional requirements per
Implementing Guidelines:

1. Road right of way


2. Proof of ownership(Title,Deed of
Donation,Deed of Usufruct)
3. Letter of Intent
4. MAO Endorsement
5. Project Proposal
6. SB Resolution
7. Memorandum of Agreement
8. CDA/DOLE Registration
FOR PROGRAM IMPLEMENTATION

• AGRICULTURAL SUPPLIES(seeds and


planting materials)

1. Validated Masterlist certified by


Program Coordinator

• MACHINERY AND EQUIPMENT

1. LOI
2. MAO endorsement
3. Project Proposal
4. SB Resolution
5. MOA
6. CDA/DOLE Registration
• VEHICLE ,4WD TRACTOR

- Authority to Procure
from DBM
SAMPLE PURCHASE REQUEST
THANK YOU!!

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