Revised NCDDP CBPM Book 4 March 2017

l
Community Based Procurement Manual: Book 4 (3rd Edition: March 2017) 1

Department of Social Welfare and Development
KALAHI-CIDSS
NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
(NCDDP)
COMMUNITY BASED
PROCUREMENT
MANUAL
BOOK 4:
Procurement of Technical
Services through
TECHNICAL ASSISTANCE FUND
(TAF)
(Revised March 2017)
(Third Edition)
2 Community Based Procurement Manual: Book 4 (3rd Edition: March 2017)

Table of Contents
ACRONYMS, ABBREVIATIONS ............................................................................................................. 1
GLOSSARY OF TERMS ......................................................................................................................... 3
CHAPTER ONE: THE TECHNICAL ASSISTANCE FUND ............................................................................. 6
1.1. The Technical Assistance Fund ..................................................................................................... 7
1.3. Objectives of this Manual ............................................................................................................ 7
1.4. Technical Assistance Fund (TAF) Allocation .................................................................................. 8
1.5. Management of Technical Assistance Fund (TAF) ......................................................................... 8
1.6. Eligible Expenditures ................................................................................................................... 8
1.7. Possible Schemes for Delivering Technical Assistance Support Using the TAF .............................. 11
1.8. Procedures for the Availment and Processing of the TAF ............................................................ 11
1.8.1 Community-Managed TAF ............................................................................................................. 11
1.8.2. Regionally-Managed TAF............................................................................................................... 14
CHAPTER TWO: PROCUREMENT PROCEDURES FOR TECHNICAL SERVICE PROVIDERS ......................... 15
2.1. Definition of Technical Service Providers ................................................................................... 16
2.2. Types of Technical Services ........................................................................................................ 16
2.3. Procurement Methods for Technical Service .............................................................................. 16
Providers ......................................................................................................................................... 16
Contract of Service (COS) ........................................................................................................................ 17
Job Order (JO).......................................................................................................................................... 17
2.4. Compensation for COS and JO .................................................................................................... 17
2.5. Preparatory Activities for the Procurement of Technical Service Providers .................................. 18
2.5.1. Decision to Hire Technical Service Providers .......................................................................... 18
2.5.2. Preparation of Terms of Reference ......................................................................................... 18
2.5.3. Technical Service Provider Selection Committee ...................................................................... 18
2.6. Procurement Procedures for Technical Service ........................................................................... 18
Providers ......................................................................................................................................... 18
2.6.1. Posting of Request for Expression of Interest (REOI) ................................................................ 19
2.6.2. Issuance of Request for Expression of Interest ......................................................................... 19
2.6.3. Submission, Receipt and Evaluation of application documents................................................. 19
2.6.4. Contract Award and Contract Signing ..................................................................................... 20
2.6.5. Contract Implementation........................................................................................................ 20
2.6.6. Payment................................................................................................................................. 20
CHAPTER THREE: PROCUREMENT PROCEDURES FOR CONSULTING SERVICES ..................................... 21
3.1. Definition of Consulting Services ............................................................................................... 22
3.2. Types of Consulting Services ..................................................................................................... 22
3.3. Procurement Methods for Consulting Services .......................................................................... 22
3.4. Preparatory Activities for the Procurement of Consulting Services .............................................. 23
3.4.1. Decision to Hire Consulting Services ...................................................................................... 23
3.4.2. Preparation of Terms of Reference ......................................................................................... 23
3.4.3. Request for Approval on Use of TAF ................................................................................. 23
3.4.4. Evaluation and Awards for Consulting Services ...................................................................... 24
3.4.5. Preparation of Request for Proposal/ Quotation..................................................................... 24
3.4.6. Conduct of Procurement Preparation Meeting .................................................................. 24
3.5. Procurement Procedures for Consulting Services ........................................................................ 25
3.5.1. Posting of Notice of Request for Proposal (NRP) ..................................................................... 25
3.5.2. Issuance of Request for Proposal ............................................................................................ 26
3.5.3. Submission, Receipt and Evaluation of Proposals for Consulting Services ................................. 26
3.5.4. Prior Review of Contract ........................................................................................................ 26
3.5.5. Contract Award and Contract Signing ..................................................................................... 26

ANNEX J: Procurement Documents for Consulting Services and Technical Service Providers .......... 30
REQUEST FOR PROPOSAL/EXPRESSION OF INTEREST ............................................................................. 31
TERMS OF REFERENCE............................................................................................................................. 33
Guide in Preparing the Terms of Reference ............................................................................................ 37
CONTRACT AGREEMENT FOR CONSULTING SERVICES ........................................................................... 38
Technical Assistance Fund Eligibility Checklist ........................................................................................ 43
MARKET SURVEY OF AVAILABLE SUPPLIERS, SERVICE PROVIDERS AND CONTRACTORS ....................... 44
Record of Procurement Preparation Meeting ........................................................................................ 45
ACKNOWLEDGEMENT RECEIPT ............................................................................................................... 46
Record of Service Providers’ Conference ................................................................................................ 47
Record of Opening of Proposals .............................................................................................................. 48
Record of Evaluation of Proposals .......................................................................................................... 49
ABSTRACT OF PROPOSALS ...................................................................................................................... 50
BAC RESOLUTION TO RECOMMEND AWARD.......................................................................................... 51
NOTICE OF AWARD/ENGAGEMENT ........................................................................................................ 52
NOTICE TO COMMENCE .......................................................................................................................... 53
CERTIFICATE OF COMPLETION AND FINAL ACCEPTANCE ....................................................................... 54
ANNEX K: Procurement Documents for Technical Service Providers ..................................................... 55
TERMS OF REFERENCE (ToR) ................................................................................................................... 56
CONTRACT OF SERVICE (COS) ................................................................................................................... 1
JOB ORDER CONTRACT .............................................................................................................................. 5
SCHEDULE OF PARTICULARS Job order contract ....................................................................................... 9

ACRONYMS, ABBREVIATIONS
ACT Area Coordinating Team
AhBAC Ad hoc Bids and Awards Committee
AhPT Ad hoc Procurement Team
BA Barangay Assembly
BAC Bids and Awards Committee
BDC Barangay Development Council
C/BSPMC Community/Barangay Sub-Project Management Committee
CBPM Community-Based Procurement Manual
CDD Community Driven Development
CEAC Community Empowerment Activity Cycle
CFA Community Force Account
CFMS Community Financial Management System
CIO Community Infrastructure Officer
COA Commission on Audit
CPO Community Procurement Officer
CPP Community Procurement Plan
DSWD Department of Social Welfare and Development
DTI Department of Trade and Industry
ECPP Emergency Community Procurement Plan
GOP Government of the Philippines
HRP Highest Rated Proposal
HRRP Highest Rated and Responsive Proposal
KALAHI- Kapit-bisig Laban sa Kahirapan - Comprehensive and
CIDSS Integrated Delivery of Social Services
KC-NCDDP KALAHI-CIDSS National Community Driven Development Program
LGU Local Government Unit
ME Municipal Engineer
MFA Municipal Financial Analyst
MIAC Municipal Inter Agency Committee
MIBF Municipal Inter-Barangay Forum
MIT Monitoring and Inspection Team
NDRRMC National Disaster Risk Reduction Management Council
NFCC Net Financial Contracting Capacity
NOA Notice of Award
NOL No Objection Letter
NPMO National Program Management Office
NPMT National Program Management Team
NRM Natural Resources Management
NTP Notice to Proceed
OR Official Receipt
PCAB Philippine Contractors Accreditation Board
PCMR Procurement Compliance Monitoring Report
PDNA Post-Disaster Needs Assessment
Phil-GEPS Philippine Government Electronic Procurement System
PIAC Provincial Inter Agency Committee
PIT Project Implementation Team
PNS Philippine National Standards
POW Program of Works
PPMR Procurement Performance Monitoring Report
PPT Project Preparation Team
PS Project Supervisor
PT Procurement Team
RCIS Regional Community Infrastructure Specialist

RFP Request for Proposal
RPM Regional Program Manager
RPMO Regional Program Management Office
RPMT Regional Program Management Team
RPO Regional Procurement Officer
RTA Resolution to Award
SEC Securities and Exchange Commission
SOW Scope of Work
SPA Special Power of Attorney
TA Technical Assistance
TAF Technical Assistance Fund
TF Technical Facilitator
TOR Terms of Reference
TWG Technical Working Group
WB World Bank

GLOSSARY OF TERMS
Abstract of Proposals – the corresponding document prepared by the BAC after the receipt,
opening, examination, evaluation and ranking of the proposals.
Barangay Assembly – for KC-NCDDP, the Barangay Assembly is composed of 80%

representatives of the total households of the barangay and quorum should not be lower than the
simple majority that is 50% plus 1.
Community Driven Development (CDD) - an approach that gives control over planning
decisions and investment resources for development projects to community groups based on the
principles of local empowerment, participatory governance, demand-responsiveness,
administrative autonomy, and greater downward accountability and enhanced local capacity.
Conference Notice – a formal written communication sent to the participants of the conference
(such as the Procurement Preparation Meeting, Pre-bid and Post-Award Conference) informing
them when and where the conference will be held.
Consultant – the individual/firm who undertakes a contract to perform a consulting work or

service, for the BSPMC.
Consulting Services – are specialized highly technical services requiring adequate external
technical and professional expertise from individual consultants or firm that are beyond the
capability and/or capacity of the C/BSPMC, Local Government Unit (LGU) and KC-NCDDP to
undertake such as but not limited to feasibility studies; design; construction supervision; services
for capability building types of community projects; and, special studies.
Contract – A signed agreement between the BSPMC and the winning bidder/contractor. It
contains the scope of works or list of goods including the terms and conditions as stated in the
Bidding Documents, Request for Quotation (RFQ) or Request for Proposal (RFP).
Contract Completion – project sign-off or acceptance of the works/goods by the end-user.
Contract Implementation – the execution of a contract, covering the following milestones:

effectivity of the contract; contractor’s performance of his contractual obligations; procuring
entity’s performance of its contractual obligations, as specified in the Contract; final acceptance or
project sign-off; all other related activities; and payment by the Procuring Entity.
Contract Termination – ending of a contract prior to its completion.
Estimated Budget for the Package (EBP) – the budget for the package duly approved by the
C/BSPMC which will serve as the agency estimate as reflected in the Community Procurement
Plan. The EBP is the basis of determining the procurement method.
Evaluation of Proposal – the process of determining the service provider with the Highest Rated
and Responsive Proposal (HRRP).
Goods and Non-consulting services - refer to all items, supplies, materials, and general
support services, which may be needed in undertaking the project related activities or in the
operations of the Barangay Sub-Project Management Committee (C/BSPMC).
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.

Inspection – examination and/or testing of merchandise to determine whether it is eligible for
acceptance or was received in the proper quantity and condition and to verify that it conforms to
the applicable specifications.
Liquidated Damages – damages agreed upon by the parties to a contract to be collected in case
of breach thereof.
Notice of Award – a document issued by the C/BSPMC to inform a successful consultant of the
award of the contract.
Notice to Commence – the document issued by the C/BSPMC to the winning consultant to start
with the implementation of the contract.
Procurement – the acquisition of Goods and Non-consulting Services, Works and Consulting
Services by the C/BSPMC.
Procurement Preparation Meeting – is the forum called by the BAC for all procurements, where
all officials involved in the procurement meet and discuss all aspects of the transaction.
Program refers to the KALAHI-CIDSS National Community Driven Development Program (KC-
NCDDP).
Proposal – is a signed offer from a service provider interested to provide the technical services
on the development and implementation of the community subproject.
Proposal Opening Date – the date specified in the Request for Proposal (RFP) for the opening
of proposals.
Request for Proposal (RFP) - serves as invitation to a service provider to submit a quotation for
the technical services on the development and implementation of the community subproject.
Responsive Bid – is a solicited bid 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.
Service Provider’s Conference – is the forum where the Procuring Entity’s representatives and
the prospective Service Providers discuss the different aspects of the procurement at hand. This
is similar to contractor’s conference.
Special Power of Attorney- A Special Power of Attorney (SPA) is a legal document where a
principal, in this case, a bidder, grants authority to an agent (Attorney-in-Fact) who is an officer or
staff of the firm to represent him/her in certain procurement related transactions in case he/she is
not available.
For KC NCDDDP, Procurement of WORKS/Infrastructure sub-projects and consulting

services, the SPA is used solely for representing the principal/registered owner during the
conduct of procurement activities (bid submission, attendance to pre-bid conference and
bid opening) but not in the signing of the bidding documents/Bid proposal and of the
contract agreement, its implementation and execution.
For Procurement of Goods, the Program allows the use of SPA for signing of bidding
documents/bid proposal and of the Purchase Order or contract. Provided that, the SPA
executed by the Registered Owner is to authorize a staff or officer of the company to
represent and sign in procurement transactions in his/her behalf. The SPA will form part of

the bid proposal or quotation with a Notarized Certificate of Employment signed by the
registered owner, otherwise absence of such will invalidate the bid.
Specification - a description of what the purchaser requires and what a bidder must offer. It is a
detailed description or design criteria for a piece of work or material.
Standard – the established and fixed measure used in assessing quality or performance.
Sub-Project (SP) – the community project prioritized through the Municipal Inter-Barangay Forum
(MIBF) identified through a social preparation process to respond to an identified problem/need.
Technical Services – non-consulting services from individuals or firms wherein the Program has
the expertise but do not have the capacity to perform the task/s due to limited workforce or human
resource for a particular output at a given time. In this case, the Field Office or the community
shall engage technical service providers to perform a job defined in the Terms of Reference for
the services or output needed.
Technical Service Provider – An Individual person or firm who has the capability to perform the
technical services required by the Program.

CHAPTER ONE: THE TECHNICAL ASSISTANCE
FUND
1.1. The Technical Assistance Fund
1.2. Background and Rationale
1.3. Objectives of this Manual
1.4. Technical Assistance Fund (TAF) Allocation
1.5. Use of Technical Assistance Fund (TAF)
1.6. Eligible Expenditures
1.7. Possible Schemes for Delivering Technical
Assistance Support Using the TAF
1.8. Procedures for the Availment and Processing of
the TAF

1.1. The Technical Assistance Fund
The Technical Assistance Fund (TAF) is a fund under community grants, Component 1, of the
KC-NCDDP that allows communities (a Barangay or lead Barangay in case of joint communities)
or the Regional Project Management Office (RPMO) to hire necessary technical service providers
to perform the services described in item 1.6 of this manual.
1.2. Background and Rationale

The provision of technical assistance fund is a critical support to communities in ensuring that
community driven development (CDD) principles and processes are carried out in the
implementation of the Community Empowerment Activity Cycle (CEAC). Under the KC-NCDDP,
there are technical and engineering professional staff and manuals that provide guidance to
communities in the design, pre-engineering and implementation phases. However, experience
shows that there are still limitations encountered by community volunteers in terms of ability,
capacity and resources to design technically sound community based subprojects. To support and
assist the community proponents and to ensure that subprojects are implemented responsive to
their needs based on technically acceptable quality standards, a Technical Assistance Fund
(TAF) was established under Program Component 1 (investment grant for Community Projects).
The TAF is also provided to augment the Area Coordinating Teams (ACTs) by engaging Service
Providers to assist them and the communities facilitate the CEAC activities. This is in view of the
increased scope, geographic coverage, enhanced implementation process, and anticipated
implementation risks and challenges.
In the past implementation of Kalahi-CIDSS, there were lessons drawn as well as issues and
concerns with regards to the use of the Technical Assistance Fund. The Kalahi-CIDSS NCDDP
has conducted a series of procurement trainings cum technical sessions with the Community
Procurement Officers (CPOs) and Regional Procurement Officers (RPOs). Likewise, different
technical sessions among RPOs, RCIS, RFAs, RCDS/RCBS and R/DRPM were conducted
during the Program Review and Evaluation Workshops (PREW) and Work and Financial Planning
(WFP). In these meetings/sessions, there were issues and concerns raised about the use of the
Technical Assistance Fund. Hence, the need to update these guidelines to provide more
clarification on the engagement of technical service providers.
1.3. Objectives of this Manual

This Manual is prepared to provide guidance and to update and clarify the coverage and
procedures in the engagement of consulting services and technical service providers utilizing the
Technical Assistance Fund (TAF). The TAF enables the Program to acquire consulting and
technical support services in the identification and implementation of subprojects through the
Community Empowerment Activity Cycle (CEAC).
Consulting and Technical Support Services covered under the TAF include but is not limited to the
following: (i) community facilitation; (ii) subproject feasibility studies or proposal development; (iii)
subproject supervision; (iv) community financial management; (v) capacity building to ensure
sustainability of subprojects e.g. Organizational Development and Management, technical
trainings on Operation and Maintenance (O&M); and, (vii) Other activities and technical support
that increase the capacity of communities to facilitate implementation of their projects and
development programs through community driven development approach.
This Manual aims to provide guidance to the RPMOs, Area/Municipal Coordinating Teams (ACTs)
and the Barangay Sub-project Management Committees (BSPMCs) on the use and management

of the Technical Assistance Fund of the KC-NCDDP, including procedures to be used in engaging
consulting and technical service providers (TSP) who shall assist communities in the design and
implementation of KC-NCDDP subprojects consistent with the Program’s technical standard, and
aligned with the Community Driven Development (CDD) principles. The procurement guidelines
are likewise be applicable to all technical services to be procured by the community for their
subproject including GOP co-funded foreign assisted community projects.
1.4. Technical Assistance Fund (TAF) Allocation

The RPMO shall determine their TAF requirement and reflect it in their Work and Financial Plan
(WFP), and in their Project/Program Procurement Management Plan (PPMP) as updated from
time to time.
1.5. Management of Technical Assistance Fund

(TAF)
The Technical Assistance Fund can be used in two (2) ways:
a. Community-Managed TAF
Under community managed TAF, communities through their BSPMCs will request for the TAF
based on their requirements as indicated in their TAF eligibility checklist and BA resolution. The
BSPMC through its BAC and PT shall oversee the processing and procurement of technical
services. Procedure is found in section 1.8 of this manual.
The Community-managed TAF scheme is appropriate in municipalities implementing KC-NCDDP

using the standard Community Empowerment Activity Cycle (CEAC). This in consideration of a
more flexible duration (about 2 mos.) in managing the procurement and implementation of TAF
during the social preparation and project development stage.
b. Regionally-Managed TAF
For regionally-managed TAF, the RPMO shall oversee the procurement and management of the
technical services as described under section 1.8.2 in this manual including consulting services
that may be needed to support the CEAC implementation.
1.6. Eligible Expenditures

The TAF may be used to support needed technical assistance (TA) requirements of communities
in preparing and implementing community subprojects, including relevant capability building
activities to develop technical competencies for operation and maintenance (O&M) in order to
ensure sustainability of implemented community projects.
Eligible expenditures include the following:
a. Payment of professional, non-professional and skilled services in facilitating the Community

Empowerment Activity Cycle (CEAC)
i. Social Preparation: Community mobilization and facilitation activities including

social investigation, problem analysis, LGU orientation and consultations.
ii. Community Planning and Proposal Development: survey works, feasibility and
other similar studies, technical designs and drawings, preparation of proposals,

preparation of computations and detailed program of works and other quality
assurance requirement.
iii. Community Managed Implementation: subproject monitoring and supervision,
conduct of capacity building on Organizational Development and Management
(ODM), technical training for operation and maintenance, quality control and other
activities necessary for the completion of subprojects.
b. Reimbursement of transportation expenses of service provider in case he/she is not

charging professional fee; purchase of materials and supplies for the preparation of
technical documents such as engineering survey plan, feasibility studies, proposals and
detailed estimates;
c. Reproduction of plans and other technical documents;
d. Other expenses related to community mobilization and facilitation, sub-project preparation,

construction supervision, quality assurance and quality control (QA/QC) activities.
Examples of deliverables during Social Preparation and Subproject Development stage for
specific subproject types that may be supported through the TAF, as applicable:
Key Activities Outputs/Deliverables Documentation

1) Community  Conduct of Barangay Assembly and various  Feedback report
facilitation and meetings that attained the purpose or objectives and with duly signed
mobilization for clearly discussed relevant issues and concerns with minutes of meetings
Social corresponding solutions, agreements and and attendance
investigation/Pre recommendations. (provide specific outputs e.g. what sheets
paration and were the issues, agreements and recommendations)
Subproject  Conduct of various coordination meetings with key  Feedback report
Development stakeholders (same as above, provide specific  Certificate of
outputs e.g. what were the concerns/issues, appearance or
agreements and recommendations) minutes of meetings,
as applicable
For non-infra subprojects  Copy of the
 Preparation of proposal/Feasibility Study proposal/FS
For infra subproject pre-engineering and proposal  Site validation report
development, conduct, gathering or preparation of:  Appropriate feedback
 Site validation report
 Survey Data (vertical and horizontal controls)  Copy of Draft/final
 Scope of Works documenetation of
 Technical plans and specifications the outputs
 Quantity Take-offs
 Program of Works (POW) and Detailed Cost
Estimates
 Other relevant output
2) Community Provide Technical Assistance to community  Monitoring and SP
mobilization for volunteers in the conduct, facilitation and monitoring of accomplishment
Community the following: report;
Managed  Pre-implementation activities that include pre-  Copy of
Implementation procurement and pre-construction meetings; documentation of
subproject  Community Procurement, infrastructure and finance activities
construction trainings with complete documentations submitted;
monitoring and  Capacity building relevant to subproject construction;
supervision  Monitoring and supervision of subprojects in
accordance with the guidelines and relevant

standards;
 Development of catch-up strategies for delayed SPs
and performance of subproject activities within a
given timeline;
 Capacity building on Organizational Development
and Management (ODM), operation and
maintenance;
 Quality control, quality assurance activities
necessary for the completion of subprojects.
 Appropriate coordination meetings relevant to SP
implementation;
• Close monitoring of physical progress of subprojects
and preparation and submission of updated
accomplishment reports;
• Effective resolution of issues and concerns pertaining
subproject construction;
• Provision of appropriate technical assistance to
community volunteers;
• Where applicable, provision of appropriate
documentations such as variation orders, revised
plans and specifications for any changes in the plans
and implementation arrangements, among others;
• Ensuring that quality control mechanisms are in-
place;
• Ensuring community participation in construction to
include women, as applicable;
• Strengthening partnerships with local development
councils and other stakeholders;
• Ensuring implementation activities are properly
documented in particular preparation and submission
of procurement, infrastructure, geotagging and
finance report requirements;
• Regular mentoring and coaching of community
volunteers;
• Preparation and submission of required reports on
time such as physical progress, procurement
monitoring, environmental and social safeguards,
and grievance reports;
• Timely processing of Request for Fund Release
(RFR) documents;
• Consolidation of documentations for completion and
closure of accounts;
• Compliance with sustainability arrangements where
identified O & M group and updated O & M plan are
established;
• Ensuring compliance with all CEAC activities and
relevant outputs;
 Fiduciary reviews, liquidation workshops and
availability of documents necessary for the SPCR
and closing of the SP implemenation

1.7. Possible Schemes for Delivering Technical
Assistance Support Using the TAF
It is recognized fact in KC-NCDDP that communities drive the process but may receive support
from various development actors, including local government units (provincial/municipal/barangay
LGUs), the national government agencies, private sectors and civil society/non-government
organizations. The following options will be considered in the delivery of technical assistance
depending on the situation in the region and the municipalities participating in the Program:
a. Engagement of Colleges and Universities: This will take form of engaging students of
pertinent technical courses to provide technical support as part of their on-the-job training
and field practice. These students will provide the service under the supervision of their
instructors/faculty. This will be covered by a Memorandum of Agreement (MOA) to detail
the scope of engagement and allowable remunerations.
b. Engagement of professional associations (e.g. PICE, PICPA, GEPI, others): This will
entail the engagement of professional association/s as represented by their individual
members who can provide the technical support as part of their community service
initiatives or professional practice/expertise. This will, likewise, be covered by a
Memorandum of Agreement (MOA) to detail the scope of engagement, delivery and
monitoring of outputs, allowable remunerations and other specialized arrangements;
c. Procurement of Consulting Services: This will require the procurement of specialized

highly technical services requiring adequate external technical and professional expertise
from individual consultants or firm that are beyond the capability and/or capacity of the
C/BSPMC, Local Government Unit (LGU) and KC-NCDDP to undertake such as but not
limited to feasibility studies; design, construction supervision, services for capability
building types of community projects, and special studies.
d. Procurement of Technical Services: This will require procurement of non-consulting

professional and non-professional or skilled services from individuals or firms wherein the
Program has the expertise but do not have the capacity to perform the task/s due to
limited workforce or human resource for a particular output at a given time. In this case,
the Field Office or the community shall engage technical service providers to perform a
job defined in the Terms of Reference for the services needed.
1.8. Procedures for the Availment and Processing of

the TAF
The TAF can be used in two (2) ways: (i) Community-Managed TAF, and (ii) Regionally-Managed
TAF.
1.8.1 Community-Managed TAF

The Communities can directly access and manage TA fund as set out in the provisions of
this Book. Under the community-managed TAF, community volunteers through the
BSPMC Chairperson, Adhoc Bids and Awards Committee (AhBAC) and Adhoc
Procurement Team (AhPT) in the case of social preparation where no BAC is established
yet, shall manage the selection process of the technical services. Once the BAC is
created, it will now oversee succeeding similar procurements.

The ACT particularly the Technical Facilitator (TF) shall provide the appropriate Technical
Assistance (TA) to the Community Volunteers (CVs); TA along the development of the
terms of reference (TOR) and selection of Technical Service Providers, implementation
and monitoring of contracts.
The Community-managed TAF procedures for pre-engineering and proposal development

within the standard CEAC are detailed below:
CEAC Steps Key Activities Activity Output Responsible

Persons
1. Municipal TAF disclosure: The TAF is Minutes/record of the ACT
Orientation explained during the MO, and the MO
(MO)` steps and other details of processing
TAF needs is discussed
2. Social Identification of potential TAF Survey of Service ACT
Investigation providers The Area Coordinator Providers using CBPM
(AC) and the Technical Facilitator Form A-1
(TF) facilitate identification of
potential TAF providers, in
coordination with the MLGU and
other stakeholders (Private Sector
groups)
3. 1st Barangay TAF disclosure: The TAF is Minutes/record of the ACT
Assembly explained during the BA, and the BA
(BA) steps and other details of processing
TAF needs is discussed
4. 2nd / 3rd TAF eligibility identification. At the  TAF eligibility TF/CEF/PPT
Barangay Barangay level, the TA requirement checklist filled-up
Assembly for the proposed subproject shall be  BA Resolution
determined after the proposed SP requesting for TAF
was identified based on the PSA
result. The TF and Community
Empowerment Facilitators (CEFs)
will discuss the requirements.
5. The concerned Barangay will submit  Letter to the ACT/PPT/ BRT
to the RPMO the request to avail Barangay for the
TAF, attached the TAF eligibility TAF, approval/ RPO
checklist and BA resolution disapproval and
requesting the TAF. recommendations, as
applicable
6. Opening of Bank Account. Once  Barangay Council AC, PPT head
the TAF request is approved by the resolution authorizing or BSMPC
RPMO, the Barangay to issue a the PPT Head or the chairperson
Council Resolution authorizing the BSPMC chairperson, and Barangay
PPT Head or the BSPMC Barangay Treasurer Treasurer
chairperson (in case already been and AC to open a
elected), Barangay Treasurer and AC bank account for the
to open a checking account with the TAF
nearest Land Bank of the Philippines  Bank certification/
branch. The account name must be statement indicating
“DSWD-KC-NCDDP/(Name of the community bank
Barangay)” account
7. Request for Fund Release (RFR)  Fund released PPT/ACT
for TAF. Gather all required
documents to support request for
TAF and submit to the ACT.
8. Selection of Service Providers  Abstract of Proposals TF/PPT/BAC

CEAC Steps Key Activities Activity Output Responsible
Persons
following applicable procedures in  Records of conference
section 8.7 of this book.  BAC resolutions on
the evaluation
 Resolution to award
 Contract
9. Payment shall follow the procedures Barangay
and requirements stipulated in the Treasurer/ TF/
Community-Based Finance Manual. Service
Provider
10. Recording and Filing PT/ ACT
The complete documentation shall be
recorded in the logbook.
Procurement and financial
documents shall be filed at the
BSPMC Filing Cabinet for
safekeeping and for review and audit.
For Technical Assistance needed during implementation, once the SP is prioritized,

the following stages
Responsible
Steps Key Activities Activity Output
Persons
Pre procurement meeting: BSPMC BSPMC, PT,
ExeCom meets to discuss the TA TF/CEF
needed; the Technical Facilitator or Minutes/record of the
1 CEF is expected to lead this meeting. MO
Details of the proposed engagement
are explained including the terms of
reference (ToR) or deliverabvles.
Preparation of request for PT, CEF/TF
proposal: The TF or CEF shall RFP
assist the PT in the preparation of
2
RFP
Identification of potential TAF Survey of Service PT, CEF/TF

providers The Area Coordinator Providers using CBPM
(AC) and the Technical Facilitator Form A-1
(TF) facilitate identification of
3
potential TAF providers, in
coordination with the MLGU and
other stakeholders (Private Sector
groups)
Procurement proper: follow PT, BAC,
4 applicable procedure in section 8.8 BSPMC, ACT
Contract management: execution of PIT, BSPMC,

contract by the Service Provider. ACT
5
Contract monitoring by the BSPMC
with TA from the ACT
Payment of services:
6
follow procedures in the Community
Based Financial Manual

1.8.2. Regionally-Managed TAF
The Regional Program Management Office (RPMO) can directly manage the acquisition
and implementation of technical services, under the following conditions:
a) Technical services needed to support the implementation and monitoring of the

CEAC in multiple municipalities; community facilitation and organizing,
community financial management system, community infrastructure
management; others
b) Facilitate the implementation of a disaster or emergency response operations;
c) Service Providers are not available or limited within the concerned municipality,
hence the need to expand the invitation to other areas or region, as applicable;
d) Complex procurement – procuring the services of a firm that requires

capacity/competency in the conduct of selection process; special studies relevant
to the identification and implementation of subprojects e.g. Feasibility studies,
conduct of georesistivity test, SP impact evaluation, others

CHAPTER TWO: PROCUREMENT PROCEDURES
FOR TECHNICAL SERVICE PROVIDERS
2.1. Definition of Technical Service Providers
2.2. Types of Technical Services
2.3. Procurement Methods for Technical Service
Providers
2.4. Preparatory Activities for the Procurement of
Technical Service Providers
2.5. Procurement Procedures for Technical Service
Providers

2.1. Definition of Technical Service Providers
Technical Service Providers (TSP) refer to non-consulting individuals offering professional, non-
professional or skilled services for a specified output and time duration that Program Staff or
personnel may have the capacity to undertake but are unable to perform due to limitations in work
force, human and financial resources, among others. These services cover activities under
community facilitation and mobilization for social investigation/preparation and subproject
development as well community managed implementation, subproject construction monitoring
and supervision as discussed in Section 1.6 of this Manual. This may also include the hiring of
resource persons, facilitators, coordinators and documenters with known capacity or expertise in
community based project activities particularly in capacity building. The Field Office or community
may avail of the TAF to provide support from these Technical Service Providers for subproject
activities within the CEAC where there are no adequate Program Staff to cover such activities.
2.2. Types of Technical Services

There are three types of technical services that may be procured using technical service providers
as follows:
a. Professional Service Providers – these include professionals involved in community

facilitation, mobilization and community managed implementation, subproject
construction monitoring and supervision as defined under the NCDDP Manuals as well
as those engaged in the practice of professions or callings required under the Program
such as but not limited to: lawyers, certified public accountants (CPA), doctor of
medicines (MD), civil, geodetic, mechanical, electrical, sanitary, mining engineers and
other professions requiring government licensure examinations or regulated by the
Professional Regulations Commission (PRC), Supreme Court, etc.; professional
entertainers and athletes; management/technical specialists; social/community
development and financial management practitioners; and, others as may be
determined by the NPMO/RPMO. Professional service providers should have the
capacity to provide Technical Assistance in their field of expertise.
b. Non-Professional Service Providers – those individually engaged in janitorial,

security, administrative support, utility, building maintenance, and other similar
services.
c. Skilled Service Providers – those individuals possessing a high level of expertise and
capability to assist communities in subproject planning, development, implementation,
operation and maintenance such as project/construction supervisors, welders,
electricians, plumbers, mechanics, among others.
2.3. Procurement Methods for Technical Service

Providers
There are two methods to be used for the procurement of Technical Service Providers. These are:

Contract of Service (COS)
This refers to the engagement of the services of an individual (as defined above) to
undertake a specific work or job requiring special or technical skills to be accomplished
within a period not exceeding one (1) year. The person engaged performs or
accomplishes the specific work or job under his own responsibility and with minimum
supervision by the Program. The scope of works, outputs or deliverables, terms and
conditions shall be specific and must be clearly defined in the terms of reference (ToR).
Payment is output-based as defined in the ToR and the schedule of output/deliverables.
Payment shall be made upon submission and acceptance of the accomplishment report
and billing request. COS shall be interchangeably used with the term “Contract of
Service”.
Job Order (JO)
This refers to the hiring of a worker for piecework or intermittent job of short duration not
exceeding six months and pay is on a daily or hourly basis. It is to be understood that the
piece work or job to be performed requires special or technical skills and the same is to
be accomplished under the worker's own responsibility and with minimum supervision by
the Program. Similar to COS, the scope of works, outputs or deliverables, terms and
conditions shall be specific and must be clearly defined in the terms of reference (ToR).
Payment shall be made upon submission and acceptance of the DTR/timesheet and
accomplishment report. JO shall use the attached “Job Order Contract”.
2.4. Compensation for COS and JO

The NPMO in consultation with relevant RPMOs shall establish acceptable rates for hiring of
Technical Service Providers under its various modalities based on prevailing market rates and
compensation for such services. The rates for resource persons, facilitators, coordinators and
documenters shall not exceed the amounts provided for under Section 11.5 of the Program
Procurement Manual. Payment of services shall be based on deliverables specified under the
Terms of Reference.
The monthly or daily compensation or remuneration package shall be determined by the

NPMO/RPMO based on the scope, tasks, outputs and deliverables stipulated in the Terms of
Reference with equivalent salary grade (SG) stated in the Executive Order 201 s2016 modifying
the salary schedule for civilian government personnel and authorizing the grant of additional
benefits for both civilian and uniformed personnel.
The compensation package shall include incidental expenses that the service provider may incur
in the performance of his/her contract such as but not limited to reimbursement of transportation
expenses, purchase of materials and supplies for the preparation of needed reports and technical
documents, among others.
For Job Order, the daily based rate shall be derived from the appropriate equivalent monthly
salary grade plus the incidental expenses (per diem, communication, transportation, others as
applicable) divided by 22 days.
For Contract of Service, compensation shall be derived from the appropriate equivalent monthly
salary grade plus incidental expenses (per diem, communication, transportation, others as

applicable). However, corresponding payment shall depend on the schedule of payment based on
the outputs/deliverables that will be stipulated in the contract. Payment of services shall be made
on a semi-monthly, monthly basis or as scheduled in the contract.

2.5.1. Decision to Hire Technical Service

Providers
A list of all the Technical Service Providers (TSP) requirements (including positions, period
of engagement, budgetary requirements) shall be submitted by end user or units needing
the services with the corresponding justification and approval by the Regional Director
(RD). The Regional Project Management Office (RPMO) shall discuss, review and
consolidate the request for Technical Assistance. Upon approval of the request, the list
shall be in accordance or updated in the Work and Financial Plan (WFP) and the Project
Procurement Management Plan (PPMP) of the RPMO.
2.5.2. Preparation of Terms of Reference

The Terms of Reference of each of the specific TSPs shall be prepared by the relevant
specialist at the Regional Office (e.g. RCIS for the engineering, supervision requirements)
and consolidated by the Regional Procurement Officer for approval by the RPM.
2.5.3. Technical Service Provider Selection

Committee
The Technical Service Provider Selection Committee (TSPSC) at the RPMO
shall process and review all requirements for Technical Service Providers at the regional
level. The TSPSC shall be composed of the following:
a. Assistant Regional Director/Regional Project Manager – Chairman

b. Regional Program Coordinator – Co-Chairman
c. Deputy Regional Program Manager (DRPM) – Member
d. Technical Specialist involved in the required service (e.g. for infrastructure and
engineering, Regional Community Infrastructure Specialist (RCIS), for financial
management, Regional Financial Analyst (RFA), social process, Regional
Community Development Specialist (RCDS), among others
The Regional Procurement Team (RPT) shall provide secretariat support to the TSPSC,
prepare the Request for Expression of Interest (REOI), post the requirements at the
DSWD web portal, draft Contract Agreement and facilitate other required processes and
documents.
2.6. Procurement Procedures for Technical Service

Providers

2.6.1. Posting of Request for Expression of Interest
(REOI)
The RPT shall post the Request for Expression of Interest (REOI) and Terms of Reference
for the required TSPs at the DSWD web portal for a period of at least three (3) days. The
REOI shall contain the following information:
i. Brief description of the services to be hired;

ii. The date, time and place for the submission, opening and evaluation
of Expressions of Interest (EOI), curriculum vitae and other
requirements specified in the TOR;
iii. Contract duration;
iv. The name, address of the designated contact person;
v. Such other necessary information deemed relevant by the TCPSC.
2.6.2. Issuance of Request for Expression of Interest

The RPT may directly issue the REOI to service providers known to them or qualified for
the engagement. The RPT may also prepare an initial shortlist of qualified TSPs who will
be allowed to submit their EOIs within a period of seven (7) days. The RPT shall ask the
service provider to acknowledge receipt of the REOI by signing the acknowledgement
receipt. Qualified Technical Service Providers who were not issued direct invitations may
submit their EOIs within the period prescribed in the REOI.
2.6.3. Submission, Receipt and Evaluation of

application documents
The RPT with the assistance of the Human Resource Team at the region shall receive the
Expressions of Interest (EOIs) within the deadline specified in the REOI. Preferably three
(3) or more application or expression of interest (EoI) shall be received; however, if after
the deadline, only one or two is received, evaluation shall proceed;
The TSPSC shall evaluate all the applications or expression of interests (EoIs) based on
the ToR and shall come up with a short list of eligible applicants based on the
requirements. If needed or as applicable, the RPT may administer a technical exam to the
qualified applicant. In all cases, the TSPSC shall interview the eligible applicants, come up
with its own selection criteria and evaluate qualifications based on the requirements
specified in the TOR. The selection process shall be completed within a period of fifteen
(15) days after receipt of EOIs. If only one TSP submitted an EOI, evaluation shall proceed
and the single applicant shall be hired. If no TSP submits an EOI, the RPT shall continue
to post the REOI until at least three EOIs are submitted.
Upon selection of the most qualified TSP, the RPT shall consolidate all evaluation results
and prepare the TSPSC resolution for the engagement of the most qualified service
provider (MQSP).
In the case of existing RPMO or ACT staff who will be engaged as TSP, the Regional
Program Manager (RPM) shall recommend and request concurrence from the National
Program Management Office (NPMO). Justification citing the advantages or reasons in
considering incumbent staffs for TSPs must be submitted. Once concurrence is issued,
proceed with contracting.

2.6.4. Contract Award and Contract Signing
Upon issuance of the TSPSC resolution for the engagement of the most qualified service
provider, the RPT shall prepare three (3) copies of the Notice of Engagement (NOE) and
the contract and shall issue the same to the MQSP who shall sign the contract. The MQSP
shall sign the contract (three copies) with the RPM within five (5) calendar days from
receipt of the NOE. The RPT shall file and maintain a copy of the contract and supporting
procurement documents at the RPMO for safekeeping.
2.6.5. Contract Implementation

The TSP shall implement the specified outputs and deliverables in accordance with the
terms and conditions stipulated in the Contract Agreement and its supporting documents.
Upon completion of all contractual arrangements, the end-user shall issue a Certificate of
Completion and Acceptance as supporting document for final payment of services.
2.6.6. Payment
Payment shall be carried out in accordance to the schedule of payment in the contract.
Procedures in the KC-NCDDP Community-Based Finance Manual shall be followed.
No payments shall be made to Service Providers without the acceptance of its outputs.
Authorized signatories shall ensure that outputs are complete and correct.

CHAPTER THREE: PROCUREMENT PROCEDURES
FOR CONSULTING SERVICES
3.1. Definition of Consulting Services
3.2. Types of Consulting Services
3.3. Procurement Methods for Consulting Services
Consulting Services
3.5. Procurement Procedures for Consulting Services

3.1. Definition of Consulting Services
Consulting Services refer to services offered by external technical service providers or experts in
the planning and implementation of project specific activities that are beyond the capability of
C/BSPMC or the local government unit (LGU) to undertake. Such services are generally funded
under the Technical Assistance Fund (TAF) to support sub-project proposals that are identified as
technically complicated for community volunteers to carry out.
Examples of consulting services that may be required include: Structural design analysis for
vertical and horizontal structures such as bridges and buildings as applicable; feasibility studies
for enterprise development projects, special research/studies among others. These are generally
individual consultants or consulting firms. Consulting firms may be hired through consultant
qualification selection (CQS) where there is more than one qualified consulting firm; single source
selection (SSS) where there is only one consulting firm, while individual consultants may be hired
through individual consultant selection (ICS).
The TF shall assist the communities in the preparation of the Terms of Reference (TOR) which
shall include the type of required expertise, qualification requirements, scope of work,
deliverables/outputs and duration of services, among others. The TAF-eligible communities shall
submit a request to the RPMO (for contracts below P 1M) and the NPMO (for contracts above P
1M) for the use of the TAF to procure consulting services. The request shall include the following
supporting documents: the TOR, the identification of the TAF-eligible communities, the type of
consulting service to be used (firm or individual), the appropriate method of procurement, the
estimated cost and schedule of fund releases, the project implementation schedule, the draft
contract agreement, among others. The RPMO/NPMO shall review the submitted documents and
once the documents are considered to be in order, they shall provide the necessary approval. It
shall also create a Technical Working Group for the purpose.
3.2. Types of Consulting Services

There are two types of consulting services that may be procured using the TAF. These are:
a. Consulting Firms – this involves the hiring of more than one professional belonging to a
duly registered consulting firm or professional association operating either nationally,
regionally or locally and possessing the appropriate educational qualifications and work
experience to deliver the required professional services;
b. Individuals - this involves the hiring of individual service providers usually based in
the area where the projects are located with the requisite qualifications as defined in the
terms of reference to make available the required professional services.
3.3. Procurement Methods for Consulting Services

There are three methods to be used for the procurement of consulting services under the TAF.
These are:
a. Consultant Qualification Selection (CQS) – consulting firms may be hired through this
method if there is more than one qualified consulting firm in the area.
b. Single Source Selection (SSS) - this is used when there is only one consulting firm in
the area as certified by the Regional Procurement Officer (RPO);

c. Individual Consultant Selection (ICS) – this is used if individual experts are to be hired.
The TFs, CPOs or Regional Procurement Officer (RPO) shall conduct a market survey for
available consulting services.
The Community or the RPMO may refer to the Program Procurement Manual for more detailed
discussions on each of these methods.

Consulting Services
3.4.1. Decision to Hire Consulting Services
a. Community Managed TAF
The decision to utilize consulting services for community managed TAF shall be made by
the Barangay Assembly (BA) during Community Planning, Project Proposal Development
and SP implementation. The Technical Facilitator (TF) and Community Empowerment
Facilitator (CEF) shall discuss the technical requirements to plan and implement the
project as well as the need to hire consultants to assist the community.
b. Regionally-Managed TAF
The ACT shall endorse to the RPMO any highly technical services identified for SP
proposal development or implementation as identified and decided through the BA. For
special studies or other consulting services which involves multiple municipalities, the
RPMO shall determine the appropriate consulting procedure.
3.4.2. Preparation of Terms of Reference

For both community-managed and regionally managed requirements for consulting services,
Area Coordinating Team (community level) or the RPMO (regional level) shall prepare the
Terms of Reference (TOR) which shall include the type of required expertise, qualification
requirements, scope of work, deliverables/outputs and duration of services, among others.
Depending on the focus of consulting service e.g. M&E, Community Infrastructure, CDD
Process and others, relevant sector/specialists in the RPMO shall lead the preparation of the
TOR. The Terms of Reference is prepared after the decision to hire consultants and to avail of
the TAF are made.
3.4.3. Request for Approval on Use of TAF

The TAF-eligible communities shall submit a request to the RPMO (for contracts below P 1M)
and the NPMO (for contracts above P 1M) for the use of the TAF to procure consulting
services. The request shall include the following supporting documents: the TOR, the
identification of the TAF-eligible communities, the type of consulting service to be used (firm or
individual), the appropriate method of procurement, the estimated cost and schedule of fund
releases, the project implementation schedule, the draft contract agreement, among others.
The RPMO/NPMO shall review the submitted documents and once the documents are
considered to be in order, they shall provide the necessary approval. It shall also create a
Technical Working Group for the purpose.

For community-managed TAF, a Lead Barangay shall be elected from among the TAF-eligible
barangays and will serve as the contracting party on behalf of the eligible barangays who may
need the services for their proposed community projects. The Lead Barangay will open a
community account where the TAF grant and the required local counterpart contributions from
the concerned barangays shall be deposited and withdrawn.
3.4.4. Evaluation and Awards for Consulting

Services
For community-managed TAF, the TAF-eligible communities shall decide among themselves
whether they will appoint an existing Bids and Awards Committee (BAC) and Procurement
Team (PT) under the KC NCDDP set-up or create a separate Adhoc Bids and Awards
Committee (AHBAC) composed of at least three (3) members including the chairperson.
Likewise, adhoc 3 PT members shall be designated from the eligible communities who shall
serve in an ad-hoc capacity for purposes of procuring the consulting services. The ad-hoc
BAC (AHBAC) and ad-hoc Procurement Team (AHPT) shall be responsible for undertaking
the procurement process.
For regionally managed TAF, the RPMO the Procurement Evaluation and Awards Committee
(PEAC) shall manage the procurement of the consulting services.
3.4.5. Preparation of Request for Proposal/

Quotation
Upon approval of the RPMO/NPMO of the request to utilize the TAF and to hire consultants,
the AHPT/Regional Procurement Officer shall prepare the following:
For Consulting Firms
i. A short list of eligible service providers for qualification selection (for firms to
be eligible, they must meet the qualification requirements stated in the TOR);
ii. Request for Proposal Forms;
iii. Consultancy Agreement/Contract;
iv. Abstract of Technical/Financial Proposals;
iv. Terms of Reference, as approved
For Individual Consultants
i. A short list of at least three (3) candidates (for individuals to be qualified, they must
meet the requirements stated in the TOR); in case, there is less than three
qualified candidates, evaluation may still proceed with the AHBAC resolution that
there is limited service providers in the area
ii. Curriculum Vitae/Resume Forms;
iii. Consultancy Agreement;
iv. Terms of Reference
3.4.6. Conduct of Procurement Preparation

Meeting
The AHPT, AHBAC, Lead Barangay/Regional Procurement Officer and Technical Working
Group (TWG) shall meet to discuss the procurement at hand and to ensure that all

requirements are in order. During the procurement preparation meeting, the firms/individuals
in the short list of eligible service providers/qualified candidates shall be invited and oriented
on the objectives of the project and the terms of reference, the number of barangays to be
covered, types of sub-projects requiring technical assistance, contract management and
payment arrangements. The conference shall also cover the following in the agenda:
i. Dates of submission and opening of proposals;

ii. Evaluation criteria, preparation and submission of work plan/schedule of
activities including the cost breakdown;
iii. CEAC schedule and procedures for MIBF-Project Development Planning and
Resource Allocation (PDPRA) where the technical outputs of the service providers
are critical in the identification and selection of sub-projects for the barangay to
avail of project grants.
iv. Process review of the technical outputs and leveling-off on the technical
standards of the Project;
v. Conditions of the contract, (e.g., schedule for submission of deliverables
and basis and mode of payment).
In the same meeting, the AHBAC will review and approve the proposal forms and contents of
the Notice of Request for Proposals (NRFP) and the Chairperson will sign the form for posting.
The AHPT/RPO will prepare the minutes of the procurement preparation meeting and the
Lead Barangay/RPMO will keep a copy of all the documents. The procurement preparation
meeting shall continue even if there is only one consulting firm/individual attending or
signifying interest to submit a proposal.
The AHBAC and the TWG shall decide on the criteria for the selection of consulting firms
based on qualification selection and may assign the weights to be provided as follows:
i. Experience of the firm related to the proposed projects (30%)

ii. Plan, approach, methodology or schedule (30%)
iii. Experience and qualification of individual experts based on the TOR (40%)
3.5. Procurement Procedures for Consulting

Services
3.5.1. Posting of Notice of Request for Proposal

(NRP)
The Procurement Team may post the Notice of Request for Proposal (NRFP) for a period of at
least three (3) days for information purposes only at any of the following: municipal/ barangay
hall bulletin boards, KC-NCDDP designated billboard or bulletin board, offices of Municipal
Inter-Agency Committee (MIAC). Where computer and internet facilities are available within or
in the vicinity of the municipality, the NRP shall also be posted in the Phil-GEPS website or in
the regional or national KC-NCDDP website.
The Notice of Request for Proposal shall contain the following information:
i. Brief description of the services to be procured;

ii. The date, time and place for the deadline for the submission, receipt and
opening of proposals;
iii. Contract duration;

iv. The name, address of the designated contact person;
v. Such other necessary information deemed relevant by the BAC.
3.5.2. Issuance of Request for Proposal

For community managed TAF, the AHPT issues the Request for Proposal (RFP) to the eligible
service providers/qualified candidates included in the shortlist who attended the procurement
preparation meeting. They shall request the consultants to submit the proposal/resume in a
sealed envelope at the duly designated municipal hall or at the barangay hall of the Lead
Barangay, whichever is applicable within three (3) days. The AHPT should ask the consultant
to acknowledge receipt of the proposal form by signing the acknowledgement receipt. Only
those consultants included in the short-list may submit proposals.
For regionally managed TAF, the RPMO Procurement Team shall manage the issuance of
RFPs.
3.5.3. Submission, Receipt and Evaluation of

Proposals for Consulting Services
Detailed procedures shall follow the process depending on what consulting method is used
i.e. ICS, CQS or SSS. Refer to the Program Procurement Manual.
3.5.4. Prior Review of Contract

Prior to the signing of the Contract, the Chairperson of the Lead Barangay shall request for
clearance to award and to conduct prior review for contracts within the following thresholds.
For contracts up to P 1M - Regional Project Management Office (RPMO)

For contracts above P 1M – National Project Management Office (NPMO)
In the request for No-Objection-Letter (NOL), attach the photocopies of all the contract
documents with the exception of the letter itself which should be submitted in its original form.
3.5.5. Contract Award and Contract Signing

Upon receipt of the NOL, prepare three (3) copies of the Notice of Award (NOA) and shall
submit the same to the Chairperson. The NOA shall be issued to the winning consulting
firm/individual who shall sign his/her conforme and returns two (2) copies to the PT.
Where computer and internet facilities are available within or in the vicinity of the community,
the NOA shall be posted in the Phil-GEPs website or in the KC-NCDDP regional or national
website.
Upon receipt of the NOA, the procuring entity (PE) schedules the signing of the contract with
the winning consultant. The Head of the procuring entity (HOPE) signs the contract (three
copies) with the winning consultant within ten (10) calendar days from receipt of the NOA. The
secretariat forwards the contract together with the rest of the supporting documents for filing
and safekeeping. No performance bond shall be required for these types of consultancy
contracts.

Upon signing of the contract, the PE shall issue the Notice to Proceed (NTP) together with a
copy or copies of the approved contract to the successful consultant within three (3) calendar
days from the date of signing. Unless otherwise specified in the contract, a contract is effective
upon receipt of the NTP. If an effectivity date is provided in the NTP, such date shall not be
later than seven (7) calendar days from issuance thereof.

Table 1. Matrix of Procedures for Qualification/Single Source/Individual Consultant
Selection for Consulting
Services with Functions of Various Procurement Personnel (Community Managed TAF)
Procedures Time CONSUL SECRETAR AHBAC LEAD TWG ACT RPMO/NP
Frame TANT IAT /AHPT BARANGAY MO
1. Submission of request to hire within TAF eligible TF to assist Relevant
consultants utilizing the TAF 5cd communities to in the RPMO
submit request to preparation specialist
RPMO to use of the TOR shall review
TAF for and
consulting endorse to
services the RPM for
Lead Barangay to approval
be elected as
contracting party
and open
community
account
2.Prepare Request for within 3 Prepare Assist in
Quotation cd procuremen the
t documents preparation
of the
documents
3.Conduct of Procurement 1cd Attend Discuss Discuss Discuss Discu CEF calls
Preparation Meeting conferenc procuremen procure procurement at ss for the
e t at hand ment at hand procu meeting
Prepare hand Sign NRFP for reme TF
minutes Review posting nt at provides
and hand technical
approve assistance
docume
nts
4. Posting of Notice of Request At least Posts NRFP Authoriz
for Proposal 3 cd es
posting
of
NRFP
5. Issuance of Request for Within 3 Secures Issues RFP TF to
Proposal (RFP) days RFP and to provide
from prepares shortlisted technical
posting requireme firms and assistance
of NRFP nts individuals
6. Submission, Receipt and At least Submits Receives Reviews Invites Auditor, Assis TF to
Evaluation of Proposals 3 days all proposals and RCDS, AC t in attend
after requireme evaluate the provide
issuance nts s revie support
of RFP proposa w and
ls and technical
evalu assistance
ation
of
propo
sals
7. Prior Review /NOL As Requests for Reviews
determin Clearance to documents
ed by Award and issues
RPMO NOL
and
NPMO
8. Contract Award Maximu Signs the Prepares Signs the NOA Assis
Procedures Time CONSUL SECRETAR AHBAC LEAD TWG ACT RPMO/NP
Frame TANT IAT /AHPT BARANGAY MO
m of 10 contract contract and contract ts the
cd Posts the documents Approves and AH
required and Notice signs the contract BAC
Performan of Award in the
ce Delivers the Prep
Security NOA aratio
Provides n of
LGU COA resol
and RPMO ution
with copies and
of contract notic
and e to
supporting awar
documents d
13. Contract Implementation As Starts the Compiles ACT
provided work as copies of all monitors
in the provided documents accomplish
contract for in the for ment of
contract consolidatio work and
n with other conducts
project regular
related review of
documents outputs

ANNEX J: Procurement Documents for Consulting
Services and Technical Service Providers
Request for Proposal/Expression of Interest Form (CBPM Form J-1)

Terms of Reference (CBPM Form J-2)
Contract Agreement (CBPM Form J-3)
Technical Assistance Fund Eligibility Checklist (CBPM Form J-4)
Market Survey of Available Suppliers, Service Providers and
Contractors (CBPM Form J-5)
Record of Procurement Preparation Meeting (CBPM Form J-6)
Acknowledgement Receipt (CBPM Form J-7)
Record of Service Providers’ Conference (CBPM Form J-8)
Record of Opening of Proposals (CBPM Form J-9)
Record of Evaluation of Proposals (CBPM Form J-10)
Abstract of Proposals (CBPM Form J-11)
AHBAC Resolution to Recommend Award (CBPM Form J-12)
Notice of Award/Engagement (CBPM Form J-13)
Notice to Commence (CBPM Form J-14)
Certificate of Inspection and Final Acceptance (CBPM Form J-15)
NOTE:
Forms are templates and shall be updated from time to time to
suit the requirements of the procurement at hand, as applicable

CBPM Form J-1
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM

Office of the Barangay Sub-Project Management Committee
Lead Barangay: _________________________
Municipality: ________________________
Province: __________________________
REQUEST FOR PROPOSAL/EXPRESSION OF INTEREST

(Technical Services for SP)
Date: _____________
To: (Name of Service Provider)

(Business Address)
Sir/Madam:
Our community has received a grant from the Department of Social Welfare and Development’s
Kalahi - CIDSS NCDD Program.
The Barangay Sub-project Management Committee of this Barangay as elected Lead Barangay in
the municipality invites you to submit a quotation for the preparation of (Engineering Survey,
Engineering Design, Technical Plans, Hydraulic Analysis, Structural Analysis, Program of Works,
Detailed Estimates, as applicable) and other related technical documents of the community sub-
projects. These sub-projects include (roads, hanging bridge, water system, irrigation system,
evacuation center, seawall, as applicable) and other small-scale infrastructure projects which were
identified by the community.
Sub-project titles and sites are the following:
Location (Barangay, Name of Sub-project Quantity and Offered Cost

Municipality, Unit
Province)
Napnot, Madalag, Improvement of 1.67km FMR 1.67 km Php
Aklan with Spot Concreting
To assist you in the preparation of your proposal, we enclosed the Terms of Reference (TOR) and
Contract Agreement for your reference. Your proposal/quotation should be sealed in an envelope
and submitted to the following address on or before (date and time of deadline for submission)
which shall be opened in public on (same date and time of deadline for bid submission):
The Barangay Sub-Project Management Committee

Attention: Bids and Awards Committee
Barangay Hall, Barangay ______________________

Municipality of _________________, Province of ________________
Your proposal/quotation shall be valid for a period of forty five (45) calendar 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, transportation, communication and other incidental
expenses necessary for the execution of the contract. It is understood that the consultant/service
provider shall complete all activities enumerated at the total quoted price.
A service providers’ conference will be held on (date) at (time) at the (venue) wherein
the details and requirements for the consulting/technical service will be discussed. Attendance of
the Service Provider or its representative to this conference is mandatory.
A service provider who refuses to accept the award of contract without justifiable reason will be
banned for one (1) year from participating in procurement of any KC-NCDDP funded projects.
Very truly yours,
_________________
BSMPC Chairperson of Lead Barangay
Proposal/ Quotation Submitted by:
____________________________________ _______________
Signature over Printed Name of Consultant Date

CBPM Form J-2

Lead Barangay: _________________________
Municipality: ________________________
Province: __________________________
TERMS OF REFERENCE
(For Consulting/Technical Services)
I. Background and Rationale
The Kapit-Bisig Laban sa Kahirapan-Comprehensive and Integrated Delivery of Social Services –

National Community Driven Development Program (Kalahi-CIDSS NCDDP) is a poverty alleviation
program of the Philippine Government being implemented by the Department of Social Welfare
and Development (DSWD).
The Program aims to empower communities to achieve improved access to services and to
participate in more inclusive local planning, budgeting and implementation. It uses the CDD
approach to empower ordinary citizens to actively participate in local governance by identifying
their own community needs, planning, implementing, and monitoring projects together to address
local poverty issues.
In view of the increased scale and geographic coverage, enhanced implementation process, and
anticipated implementation risks and challenges, the need to ensure sound, precise and timely
technical assistance to communities during the critical stages of Program implementation is critical
in ensuring Program objectives are effectively met.
Considering limitations and the tasks during project development, the BSPMC of Barangay (name
of lead barangay) as Lead Barangay, through a Technical Assistance Fund (TAF) from the KC-
NCDDP, shall engage Individual Consultant/Service Provider to provide technical assistance in the
(preparation of technical documents for the various community subproject proposals).
II. Objectives
The Consultant/Service Provider will provide technical assistance to support the communities in
preparing (Engineering Design, Technical Plans, Engineering Survey, Hydraulic Analysis,
Structural Analysis, Program of Works, Detailed Estimates) and other related technical documents
in the implementation of the community sub-projects. These sub-projects include (roads and
bridges, hanging bridge, water system, irrigation system, evacuation center, school building, multi-
purpose hall, seawall, drainage system) which were identified by the community.
III. Qualifications and Criteria for Rating of Service Providers
The Consultant/Service Provider shall have the following qualifications:

 Civil Engineer and/or Geodetic Engineer with 3 years minimum relevant work experience
on the above-cited sub-projects, preferably with related formal training and knowledgeable
on said sub-projects design;
 Preferably with skills in computer operation such as CAD operations and spreadsheet;

The proposal of the service provider shall include the following documents to be submitted to the
BAC:
a. Request for Proposal filled-up and duly signed by the service provider or consultant;
b. Curriculum Vitae or Resume with information on related work experiences and expertise.
c. Methodology and work plan for performing the services with schedule/timetable
The criteria for rating and ranking are as follows:
1. Experience relative to the services to be procured (50%)

a. Educational Attainment, relevant trainings - 20%
b. Experience relevant to the contract - 30%
2. Methodology, work plan and schedule (35%)
3. Financial offer/proposal (15%)
Note:
Government officials who are directly involved in the procurement who are having direct
access to information that may substantially affect the result of the bidding are disqualified
from participating as “suppliers/contractors/service providers” for any procurement relative to
the subproject. It will include their relatives up to the 1st degree of consanguinity or affinity. It
will include but not limited to the members of:
i Technical Working Group (TWG) in the procurement and in the sub-project proposal
preparation (TAF Service Provider/s or Technical Person/s who prepared the POW),
ii BSPMC Chairperson,
iii Bids and Awards Committee (BAC),
iv Procurement Team (PT) and
v Employee/staff of KC-NCDDP Regional Program Management Office (RPMO) or
National Program Management Office (NPMO)
IV. Scope of Services and Technical Specifications
Specifically, the Service Provider will assist the ACT/MCT staff and community volunteers by
performing the following tasks:
1. Provide guidance and assistance to the Project Preparation Team (PPT) on the conduct of the
following specific activities to come-up with study, design and plans required for the proposed
sub-projects, to wit:
 Execute detailed field survey (traverse, profile, cross-section, topographic, hydrologic, as

applicable);
 Preparation of detailed engineering designs, technical drawings/plans drawn on a 20
inches x 30 inches drawing paper. Operation and maintenance activities should be
considered in the choice of design options;
 Consultation with community members and Program staffs as to the existing cultural
practices and user’s preference must be properly coordinated;
 Close coordination with Program technical staff as to the format of program of works (POW)
and other project standards.

2. Submit draft of design considerations before the finalization of engineering drawings and plans.
In cases there are conflicts or unclear standard on technical parameters, NCDDP standard
designs shall prevail;
3. Prepare billing request together with the acceptable outputs and submit for processing of
payment.
Minor activities not listed herein but are necessary to execute the contract are deemed part of the
deliverables.
V. Deliverables and Payments
The following outputs shall be in three (3) copies, one original and two photo copies or blue prints
in case of technical plans and drawings.
For Road Subprojects:

1. Location plan showing the vicinity map of the proposed road section;
2. 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, benchmarks 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;
3. 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 in broken line.
Designed ground elevation shall be indicated and inked;
4. 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;
5. Detailed cost estimates showing quantity take-off and capability outputs of labor and
equipment, bill of materials for materials;
6. Materials specifications and method of construction;
7. (Others may be specified as deemed necessary)
For Water System Sub-projects:

1. Vicinity map showing the site of the proposed system;
2. Spot map showing the location of households and tap stands;
3. Demography and mapping of households;
4. 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) drawn on 20 inches x 30 inches drawing paper;
5. Profile plan showing elevation and grades of pipeline, reservoir, nodes/junctions drawn on
20 inches x 30 inches drawing paper;
6. Hydraulic analysis showing design data and calculations;
7. Detailed plans for reservoir, intake box and tap stand;
8. If elevated tank shall be constructed, provide structural analysis;
10. Materials and construction specifications
11. Laboratory test results from accredited laboratory;
For Electrification Sub-projects:

1. Vicinity map showing the proposed site of the sub-project;
2. Traverse plan or schematic plan. Plans must indicate the proposed beneficiary households
with corresponding station limits;

3. Detailed plans of electric posts and solar panels, as applicable;
5. Materials specification and installation/construction specifications;
Drainage System Sub-projects:

1. Traverse plan or drainage design;
2. Profile plan;
3. Cross-section plan;
4. Program of works and detailed estimates
Reinforced Concrete Box Culvert Sub-projects:

1. RCBC plan including longitudinal and cross section details;
2. Foundation Plans and Details, girder and slabs;
3. Plan of approaches and its details including protection works;
4. Structural Analysis design;
5. Summary of Quantities
6. Program of works and detailed estimates
Payment/s shall be in accordance with the procedures and requirements stipulated in the
Community-based Finance Manual.
VI. Duration
The deliverables shall be completed within ________ calendar days from date of start as stated in
the Contract Agreement.
VII. Reporting Requirement
The Service Provider or Consultant shall report to the BSPMC Chairperson of the Lead Barangay
in coordination with the Area Coordinating Team.
VIII. Fund Source: Technical Assistance Fund of Kalahi CIDSS- NCDDP
Prepared by: Reviewed by:
(Printed Name and Signature) (Printed Name and Signature)

Concerned RPMO staff Ad hoc Procurement Team
Approved:
(Printed Name and Signature)

BSPMC Chair of the Lead Barangay

Guide in Preparing the Terms of Reference
Prior to preparation of the TOR, the BSPMC of the Lead Barangay, ACT and/or the Field Office
must have familiarized with the guidelines in this book and shall have the following documents as
reference:
 Market Survey of Available Service Providers (CBPM Form A-1) and
prevailing tariff rates for particular expertise;
 Cost Estimates;
 Community Procurement Plan; and
The Field Office may pattern the TOR from the above sample format. Those italicized and
underlined words are to be filled-up carefully. Other requirements may be added as applicable
according to the TA needs and those not applicable should be deleted.
I. Background and Rationale: Indicate if the required technical assistance is from an

Individual Consultant or Consulting Firm depending on the identified need such as pre-
engineering works, supervision, etc.
II. Objectives: Indicate the services required for the specific contract package of consulting
and technical services and the types of subprojects requiring these services.
III. Qualifications and Criteria in Rating Service Providers: If procurement is consulting

service of an individual person, then choose those documentary requirements and criteria
for Individual Consultant. Otherwise, choose those enumerated under the Consulting Firm.
Do not forget to delete the other, as it is not applicable.
IV. Scope of Services and Technical Specifications: Technical specifications shall be

indicated in the TOR as basis of acceptance Other requirements may be added as deemed
necessary.
V. Deliverables and Payments: Deliverables are outputs to be submitted by the Service

Provider, thus, they have to be complete and specific. Choose the applicable items in the
sample, delete those not appropriate, and/or add other items as deemed necessary.
VI. Duration: Indicate the number of days in words and in figure for the duration of the
Contract Agreement.
VII. Fund Source: Indicate the source of fund from which payment for the consulting/technical
services shall be drawn.
VIII. The concerned RPMO staff shall sign the TOR under the ‘prepared by’, the PT or Adhoc
PT Head shall review the document and sign under the “reviewed by” portion prior to
approval by the BSPMC chairperson of the lead barangay.

CBPM Form J-3

Lead Barangay: _________________________
Municipality: ________________________
Province: __________________________
CONTRACT AGREEMENT FOR CONSULTING SERVICES
This agreement made and entered this _______day of __________________ 201___ by and
between C/BSPMC: (insert name of Barangay) with address at (insert address of barangay) herein
represented by (insert name of C/BSPMC Chairperson), herein after called the “OWNER”
and
(Insert the name of Service Provider) with official address at (insert the complete address of
Service Provider), herein after called 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 employs the assistance of the Service Provider to prepare the
engineering and other technical requirements needed as attachment to the packaged proposals for
the following community projects:
1. ___________________________________
2. ___________________________________
3. ___________________________________
4. ___________________________________
WHEREAS, the Owner has contracted the work to the Service Provider.
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. Accomplished TAF Eligibility Checklist;

b. Proposal submitted by the Service Provider;
c. Approved Terms of Reference;
d. Notice of Award, and
e. Notice to Commence

SECTION II
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 Contract Agreement, the amount of
______________________________________ (PhP _________). It is understood that any
increase in the cost related to the contract shall be the sole account of the Service Provider.
SECTION III
MANNER OF PAYMENT
Upon satisfactory completion and submission of the required outputs/deliverables by the Service
Provider as supported by the final acceptance of BSPMC of the Lead Barangay, full payment shall
be made in accordance with procedures and requirements indicated in the Community-based
Finance Manual.
SECTION IV
PERIOD OF COMPLETION
The services stipulated in the Contract shall be completed within (insert contract duration) calendar
days from date of receipt by the Service Provider of the Notice to Commence.
In case the Service Provider encounters any justifiable cause or reason for delay, the same shall
within two (2) calendar 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.
Since time is of the essence in this Contract, the completion period herein stipulated may be
extended only for any of the following causes:
a. Natural calamities such as destructive earthquakes, typhoons, prolonged 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.
If at any time the cumulative delay is all disruption in the normal progress of the works due to any
cause, other than the Owner’s fault or negligence, shall be in excess of Ten (10) Calendar Days,
the Owner shall have the right to terminate the Contract 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 V.
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
KC-NCDDP. This section is without prejudice to the Owner’s 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 V
LIQUIDATED DAMAGES
Failure by the Service Provider to complete the works within the contract duration or any extended
duration approved by the BSPMC shall render the Service Provider liable to forfeit 1% of the value
of uncompleted works per calendar day of delay. Total penalty shall not exceed 10% of the total
contract price, otherwise terminate the contract.
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 Contract and/or collect such liquidated damages from the final
payment to the Service Provider.
In case the delay in the completion of the work exceed a time duration equivalent to twenty percent
(20%) of the contract duration plus any time extension duly granted to the Service Provider, the
Owner may forfeit the Service Provider’s due collectibles and take over the contract and award the
same to qualified service provider.
In no case shall the total liquidated damages exceed ten percent (10%) of the total contract price in
which event the Contract shall automatically be taken over by the Owner or award the same to a
qualified service provider through negotiation. The Service Provider’s 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
Section.
SECTION VI
COMPLETION AND FINAL ACCEPTANCE
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 Technical Facilitator (TF) 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.
Should the work/outputs be found satisfactory with the agreements, the Owner shall within three
(3) calendar days from the last day of review by the TF, issue the Certificate of Completion and
Final Acceptance of the submitted documents and the full payment due to the Service Provider
shall be paid accordingly. However, if the work is found unsatisfactory, the Owner shall within two
(2) calendar days from the last day of review, advice the Service Provider of the revisions to be
done.
Upon correction of the items, the Service Provider shall submit the corrected documents to the
Owner. If found satisfactory, the Owner thru the ACT shall issue Certificate of Completion and
Final Acceptance and payment due to the Service Provider shall be paid accordingly.
SECTION VII
ASSIGNMENT AND SUB-CONTRACTING
The Service Provider shall not assign, transfer or subcontract any part or whole of the contract
except with the written approval of the Owner. Approval of sub-contracting any part of the contract
shall not relieve the Service Provider from any liability or obligation under its Contract Agreement

with the Owner, nor shall it create any contractual relation between the sub-contractor and the
Owner.
SECTION VIII
SERVICE PROVIDER’S DUTIES AND RESPONSIBILITIES
The service provider’s duties and responsibilities are found in the TOR in connection to this
Contract to include the following:
a. Conduct site validation and survey

The Service Provider shall solely be responsible for all expenses to be incurred during the
preparation of all pertinent required documents as stipulated in this Contract Agreement.
b. Supplies, Materials, Equipment, etc.

The Service Provider shall be solely responsible in the provision of all required supplies,
materials, equipment, machineries, transportation, among others for the proper and
satisfactory completion of the work in accordance to the content of this Contract.
c. Assistance to the Project Preparation Team (PPT)

The Service Provider shall be assisting the PPT during the preparation of the attachments
for the proposed subproject/s by his/her attendance to the following:
i Project Development Workshop

ii Detailed preparation of Project Proposal
iii Finalization of Community Project Concept
iv Municipal Inter-Barangay Forum
v 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 subproject/s in the barangay assemblies to be
conducted prior to the conduct of subproject approval.
d. Indemnification and Hold Harmless Agreement

The Service Provider agrees to indemnify and hold harmless the Owner and its
constituents including the KC-NCDDP employees from and against all claims, damages,
losses and expenses including reasonable attorney’s fees in case any litigation arising out
of the performance of the works herein.
SECTION IX
GENERAL PROVISIONS
The parties have herein agree that this Contract 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 X
ARBITRATION
The parties hereto agree to settle any dispute arising from this Contract amicably in accordance to
the Grievance Redress System of the KALAHI-CIDSS NCDD Program. In the event that any

judicial proceedings brought by either party against the other arising out from this Contract, the
venue of the same shall be the appropriate Court in the area.
IN WITNESS WHEREOF, the parties have hereunto signed this CONTRACT AGREEMENT this
_________________ of _______ 201__.
OWNER SERVICE PROVIDER

The First Party Second Party
_________________________ ______________________
BSPMC Chairperson Service Provider
CTC No. _______________ CTC No. ________________
Issued On _____________ Issued On ______________
Issued at ______________ Issued at _______________
SIGNED IN THE PRESENCE OF:
_____________________ _____________________
PPT Head Area Coordinator
CTC No. _______________ CTC No. ________________
Issued On _____________ Issued on ______________
Issued at ______________ Issued at _______________
ACKNOWLEDGEMENT
Republic of the Philippines)

Municipality of __________________ ) S.S.
Province of _____________________) S.S.
BEFORE ME, a Notary Public, for and in the (municipality and province), this _ (date)____
personally appeared:
Name Identification Card Issued On/At
(name of BSPMC Chairperson) _________________ _____________

(name of Service Provider)___ _________________ _____________
known to me to be the same persons who executed the foregoing instrument and hereby
acknowledged to me that the same is their free and voluntary act and deed.
WITNESS MY HAND AND NOTARIAL SEAL on the date and place first above written.
Notary Public
Doc. No. ____
Page No. ____
Book No. ____
Series of ______

CBPM Form J-4
Technical Assistance Fund Eligibility Checklist

(Community Managed TAF)
Barangay : _____________
Municipality : _____________
Province : _____________
Please check appropriate box and provide remarks, if necessary.
Yes No Remarks
1. Is there a resolution passed by the BA for the
availment of TAF?
2. Is the proposed sub-project fall under the category
of highly technical/specialized or complex due to
volume or geographical spread?
3. Is the expertise not available in the community?
4. Is the technical assistance beyond the capacity of
the existing Program and Municipal staffs?
5. Is there already an organized Project Preparation
Team?
6. Is the lead Barangay already selected to manage
the engagement of Service Provider/s?
7. Is the Lead Barangay willing to open a current
account and provide initial deposit of Php 1,000.00
as Local Community Contribution?
Prepared by:
_______________________
Technical Facilitator
Concurred by:
_______________________
Area Coordinator

CBPM Form J-5
MARKET SURVEY OF AVAILABLE SUPPLIERS, SERVICE PROVIDERS AND

CONTRACTORS
Name of Proposed Sub-Project: ____________________________
Date Prepared: _____________
Barangay:_______________Municipality:__________________Province:_______________
Names of Possible Suppliers, Service Providers and

Possible Items to be Procured Contractors for each Item to be Procured Prevailing Market Price
Portland Cement Supplier ABC P___.00/bag

Supplier EFG P___.00/bag
Pre-Engineering Works: Survey: P___/100km
a. Survey Service Provider A
b. Design & Analysis Service Provider B
Design & Analysis:
Service Provider C
Service Provider D
Construction Services Contractor A
Contractor B
Prepared by: Reviewed by: Approved by:
(Signature over printed Name) (Signature over printed name) (Signature over printed name)
Project Preparation Team Tech’l Facilitator/Municipal Engineer BSPMC Chairperson
Note: The Technical Facilitators (TF) shall consolidate this form into a municipal wide inventory list to be submitted to the SRPMO and RPMO.

CBPM Form J-6

Lead Barangay: _______________________
Municipality: ________________________
Province: _______________________
Record of Procurement Preparation Meeting

Present were:
_______________________ _____________________
_______________________ _____________________
The procurement preparation meeting for (insert the name of contract), held at (venue of the
meeting) was called to order at (time of start of meeting) on (date of meeting) and was presided by
(name of BAC chairperson/Vice chair).
1. Agenda:
▪ Discuss the overview of the consulting services to be procured, including the
Request for Proposal and Terms of Reference;
▪ Review of the approved CPP, the applicability and appropriateness of the
recommended method of procurement and the related milestones/schedules;
reflect revision if needed;
▪ Review of the list of possible Service Providers for the Package;
▪ Availability of the pertinent budget release for the consulting services
▪ Roles and functions of each Community Volunteer in the conduct of
procurement activities;
▪ Discuss the bid/proposal evaluation procedures and evaluation criteria;
▪ Identify possible causes of failure of procurement and devise mitigating
measures to prevent them;
▪ Review and signing of RFP and TOR for posting and issuance to eligible
service providers.
Others:
▪ Replies to possible queries of service providers about the requirements;
▪ ACT/MCT coaching and mentoring sessions for Community Volunteers (as
needed);
▪ Other matters relevant to the procurement.
There having no other topics for discussion, the meeting adjourned at (time of the adjournment).
Prepared by: Approved by:
SIGNATURE OVER PRINTED NAME SIGNATURE OVER PRINTED NAME

Procurement Team Member BAC Chairman
Noted by:
SIGNATURE OVER PRINTED NAME

BSPMC Chairperson

CBPM Form J-7

Lead Barangay: _______________________
Municipality: ________________________
Province: _______________________
Contract Package No.____

Consulting Services for: _________________________
ACKNOWLEDGEMENT RECEIPT
For Issuance of Request for Proposal
This is to acknowledge receipt of the Request for Proposal (RFP) and Terms of Reference (TOR)
issued by ________________________________________________Procurement Team
member of C/BSPMC (Name of Lead Barangay /Municipality).
(Signature over Printed Name of Consultant or Authorized Representative)

(Designation in the Consulting Firm)
_____________________________________________________
(Registered BUSINESS Name of the Consulting Firm, if it is a Firm)
Date Issued/Received: _________________
Note:
1. Every Service Provider shall have a separate AR in either half or whole bond paper.
2. Only those PT members who actually issued the RFP will be reflected in the “issued by”
portion.
3. Please use ball pen in filling-up this form, otherwise it will not be honored.

CBPM Form J-8

Lead Barangay: _______________________
Municipality: ________________________
Province: _______________________
Record of Service Providers’ Conference
Present were:
________________________ ______________________
________________________ ______________________
The Service Providers’ Conference for (insert the name of contract), held at (venue of the meeting)
was called to order at (time of start of meeting) on (date of meeting) and was presided by (name of
BAC chairperson/Vice chair).
Business Matters:
 Orientation on the overview and objectives of the project;
 Discussion of all the requirements indicated in the TOR for the consulting service to
be procured. Such TOR presents the objective, qualifications, criteria for rating,
deliverables, duration, technical specifications, and payment;
 Terms and conditions of the Contract Agreement;
 Date and time of deadline of submission of proposals;
 Other requirements and information to Service Providers that will be helpful in their
preparation of their proposals;
 Noted comments/reaction/clarification and agreements.
There having no other topics to discuss, the conference adjourned at (time of the adjournment).

Noted by:

BSPMC Chairperson

CBPM Form J-9

Lead Barangay: _______________________
Municipality: ________________________
Province: _______________________
Record of Opening of Proposals
Present were:
________________________ ______________________
________________________ ______________________
The Opening of Proposals for (insert the name of contract), held at (venue of the meeting) was
called to order at (time of start of meeting) on (date of meeting) and was presided by (name of
BAC chairperson/Vice chair).
1. Declaration of quorum of the BAC.

2. Business matters:
 Determination of number of proposals received before deadline, and late proposals,

if there is any;
 Opening of sealed envelopes one at a time and reading of technical and financial
proposals;
 The BAC members present initial each page of the proposals;
 Noted comments/observation and agreements.
There having no other topics to discuss, the opening of proposal adjourned at (time of the
adjournment).

Noted by:

BSPMC Chairperson

CBPM Form J-10

Lead Barangay: _______________________
Municipality: ________________________
Province: ______________________
Record of Evaluation of Proposals

Present were: _____________________ _______________________
_____________________ _______________________
The evaluation of proposals for (insert name of the contract), held at (venue of the valuation), was called to
order at (time of start of the evaluation) on (date of the evaluation), and was presided by the (name of BAC
Chairman / Vice Chairman).
1. Declaration of Quorum of the BAC and acknowledgment of TWG present.

2. Business Matters:
A. Checking the responsiveness of the proposal/s to all the requirements in the TOR.
B. Detailed computation of financial proposals.
C. Evaluation and rating of submitted technical and financial proposals based on the criteria
provided in the TOR.
Service Provider’s Score
Criteria for Rating (For Individual Consultants) % Wt SP 1 SP 2 SP 2
Experience relevant to the consulting services to be 50
procured
a. Educational Attainment, relevant trainings - 20%
b. Experience relevant to the contract - 30%
Methodology, work plan and schedule 35
Financial offer/proposal 15
Total 100
D. Ranking of all rated proposals from highest to lowest.

Amount of Financial Amount of Financial Rating Ranking
Consultant’s Name
Bid as Read Bid as Evaluated
1.
2.
3.
E. Declaration of Highest Rated and Responsive Proposal and determination of schedule of
negotiation;
F. Noted comment/findings of the BAC or TWG:
There being no other matters to discuss, the meeting adjourned at (time of adjournment).

Noted by:
BSPMC Chairperson

CBPM Form J-11

Lead Barangay: _______________________
Municipality: ________________________
Province: _______________________
ABSTRACT OF PROPOSALS
1. Consulting Services for: (description of the package as per CPP)

2. Estimated Budget for the Package: ______________________________
3. Contract Duration: ______ calendar days
4. Service Providers
Rating (%)
Service Provider’s Name (based on Criteria Ranking
set in the TOR)
Signature of Evaluators:
TWG Members Present
Date: __________________

CBPM Form J-12

Lead Barangay: _________________________
Municipality: ________________________
Province: __________________________
BAC RESOLUTION TO RECOMMEND AWARD

WHEREAS, the Request for Proposal for the contract (sample: Pre-engineering
Works for various Potable Water Supply subprojects) has been issued to (number of
Service Providers) identified Service Providers, namely:
1. ________________ , 2. ________________ , and 3. _________________
WHEREAS, in response to the RFP, _(number of proposals received)_ proposals

were received from Service Providers, namely:
_____________________________
_____________________________
_____________________________
WHEREAS, the result of detailed evaluation of proposals and ranking are as follows:
Name of Service Provider Rating Ranking Amount of Financial Proposal

____________________ __________ 1st ______________________________
____________________ __________ 2nd ______________________________
____________________ __________ 3rd ______________________________
WHEREAS, the Estimated Budget for the Package (EBP) for this contract is
____________________________ (P_________).
WHEREAS, as a result of negotiation with the (highest rated Service Provider), his proposal
was found to have been responsive to all the requirements under the Terms of Reference
(TOR).
NOW, THEREFORE, the Bids and Awards Committee hereby resolve as it is resolved to
recommend the award of contract to ____________________ as the highest rated and
responsive proposal with the contract amount of Pesos: ____________________________
(Php__________).
Done in the Barangay of ________________________ this________ day of 201_.
Bids and Awards Committee:
(Signature over Printed Name) (Signature over Printed Name) (Signature over Printed
Name)
BAC Member BAC Member BAC Chairperson
Approved by:
(Signature over Printed Name)
BSPMC Chairperson of the Lead Barangay
CBPM Form J-13

Lead Barangay: _________________________
Municipality: ________________________
Province: __________________________
NOTICE OF AWARD/ENGAGEMENT
Date: _____________
To: Name of Service Provider

Business Address
Sir/Madam:
Please be informed that, upon the recommendation of the Bids and Awards
Committee/Technical Service Provider Selection Committee in its Resolution No. ______ ,
dated ____________, the contract for the Procurement of Consulting/Technical Services for
___________________________ in the amount of ___________________
(Php______________) is hereby awarded to you.
You are hereby instructed to enter into and execute the Contract Agreement with us within
five (5) calendar days upon receipt of this Notice of Award.
Please affix your signature in the space provided below as indication of your acceptance of
the award.
Very truly yours,

BSPMC Chairperson of the Lead Barangay/Regional Project Manager
Date: ___________________
CONFORME:
(Signature over printed name)

Service Provider
Date: __________________
52
CBPM Form J-14

Lead Barangay: _________________________
Municipality: ________________________
Province: __________________________
NOTICE TO COMMENCE
Date: _____________
To: Name of Service Provider

Business Address
Sir/Madam:
Pursuant to your Contract Agreement dated (date as stated in the Contract Agreement) with
the Barangay Sub-Project Management Committee of (Name of Barangay) for the (Name of
Sub-Project) under the Kalahi CIDSS-NCDDP, you are hereby directed to start the
engagement within seven (7) days upon receipt of this notice in accordance with the
provisions of the Contract Agreement.
Please acknowledge receipt of this Notice to Commence.

BSPMC Chairperson
Date: ___________________
Received Original on: (Date received by the Service Provider)
By: (Signature over printed name)

Service Provider
CBPM Form J-15

Lead Barangay: _________________________
Municipality: ________________________
Province: __________________________
CERTIFICATE OF COMPLETION AND FINAL ACCEPTANCE

To whom it may concern:
THIS IS TO CERTIFY that the outputs/deliverables is 100% satisfactorily completed in

accordance with the terms and conditions of the Contract Agreement:
We hereby CERTIFY to have accepted each and every item submitted by (Name of Service
Provider) for the Contract Agreement dated (date of the contract agreement) which have
been inspected and were found to be in accordance with the approved Terms of Reference
and Technical Specifications of the Contract.
Issued this _ (date)____ at (barangay/municipality/province).
Certified by the Inspectorate Team:
(Printed Name and Signature) (Printed Name and Signature)

Municipal Engineer/Technical Facilitator Project Preparation Team Head
Accepted by:
(Printed Name and Signature)

BSPMC Chairperson of the Lead Barangay
54
ANNEX K: Procurement Documents for

CBPM FORM K-1
TECHNICAL SERVICE PROVIDER TERMS OF REFERENCE
Department of Social Welfare and Development

KALAHI CIDSS-NCDDP
TERMS OF REFERENCE (ToR)

Contract of Service: Technical Service Provider (TSP)
TSP Designation: __________________________
I. Overall Scope of Work (Responsibilities)
1.
2.
3.
.
.
.
Job Outputs:
1.
2.
3.
.
.
Primary Tasks:
1.
2.
3.
II. Qualifications:
1. Graduate of a Bachelor’s degree in (example: Engineering, Social Works,

Commerce, Accountancy, Business Administration/ Management) or related
course;
2. Relevant graduate studies (if applicable)
3. _____ years of experience in social development Projects/Programs; ____
years of which in foreign assisted development Projects/Programs with (specify
56
particular experience required, example: procurement, community organizing,
rural infrastructure related functions);
4. At least _____ hours of relevant trainings
5. Excellent interpersonal, organizational and coordination skills
6. Fluency in oral and written communication skills
7. Proficient in the use of MS Word, Excel and PowerPoint.
III. Duration of Engagement
The contract is for the duration of ___________________ (months/days) from ______

2017 to _______, 2017.
IV. Description of Relationships and Reporting Obligations
Relates with project funder, inter-agency partners, and LGUs. Reports to and directly
accountable to the Regional Program Manager. He/she shall submit, on a semi-
monthly basis (15th and 30th of the month) a written accomplishment report or as
requested by the RPMO.
V. Schedule of deliverables/outputs
Means of
Expected
Key Result Area Activities Timeline verifications
Output
(MOVs)1
VI. Remuneration and Terms of Payment
The Client shall pay the technical service provider for Services rendered an
amount not to exceed a monthly rate of ________________ Pesos (Php
__________.00).
Payment shall be made on a (example whichever is more applicable semi-monthly,

monthly), upon submission of written accomplishment reports, outputs or
deliverables.
VII. Source of Funds: Chargeable against NCDDP Fund.
Prepared by:
________________________
Recommending
Approval: ________________________ _______________________
1
Documentations, feedback reports, accomplishment reports, minutes, others
Approved by:
_______________________
Regional Director
58
CBPM FORM K-2
CONTRACT FORM
CONTRACT OF SERVICE (COS)
This CONTRACT (“Contract of Service”) is entered into this __________, 3017, by and between
the
DEPARTMENT OF SOCIAL WELFARE AND DEVELOPMENT through the KALAHI CIDSS-
NCDDP (“the Client”), a national government agency, having its principal office address at DSWD
Central Office, Batasan Complex, Constitution Hills, Quezon City, herein represented by
___________________________, Regional Program Director for KALAHI CIDSS-NCDDP and,
________________________ (“the Service Provider”) having its principal address located at
________________________________, Philippines
WHEREAS, the Client wishes to have the Technical Service Provider (TSP) perform the services
hereinafter referred to, and
WHEREAS, the Technical Service Provider is willing to perform these services,
NOW THEREFORE THE PARTIES hereby agree as follows:
1. Services (i) The Technical Service Provider shall perform the services
specified in Annex A, “Terms of Reference”, which is
made an integral part of this Contract (“the Services”).
(ii) The Technical Service Provider shall submit or deliver to
the Client the reports or outputs and within the time
periods specified in Annex A, “Terms of Reference”.
2. Term and The Technical Service Provider shall perform the Services for a
amendme period of ______ months from _______, 2017 to ________,
nt 2017, or any other period as may be subsequently agreed by the
parties in writing.
Renewal and any adjustment of this contract shall be made upon
the recommendation and endorsement of the Regional Program
Manager, and approved by the Regional Program Director.
Amendments to the contract shall be made accordingly.
The Technical Service Provider shall undergo performance
review as deemed necessary by the Regional Program Manager
(RPM).
3. Payment A. Ceiling
For Services rendered pursuant to Annex A, the Client shall pay
the Technical Service Provider an amount not to exceed
______________________Pesos (Php ________). This
amount has been established based on the understanding that it
includes all of the Technical Service Provider's costs (incidental
expense, communication, transportation, per diem and others as
applicable) and including any tax obligation that may be imposed
on the Technical Service Provider.
B. Schedule of Payments
The Client shall pay the Technical Service Provider for
Services rendered an amount not to exceed a monthly
rate of _______________ (Php______). Payment shall
be made on a semi-monthly or monthly basis upon

submission of written accomplishment reports and outputs
as stipulated in Annex A (Terms of Reference).
C. Transportation, communication and travelling expenses
incurred not covered by the contract but authorized by the
RPMO in the conduct of activities related to the
performance of the contract shall be charged against
Project Funds subject to usual government accounting
and auditing rules and regulations.
D. Payment Conditions
Payment shall be made in Philippine Peso, no later than
10 days following submission by the Technical Service
Provider of his/her billing statement for at least semi-
monthly billing period to the Coordinator designated in
paragraph 4.
4. Project A. Coordinator.
Administration The Client designates the Regional Program Manager, as
Client's Coordinator; the Coordinator will be responsible
for the coordination of activities under this Contract, for
acceptance and approval of the reports and of other
deliverables by the Client and for receiving and approving
invoices for the payment.
B. Reports.
The reports listed in Annex A, “Terms of Reference”, shall
be submitted in the course of the assignment, and will
constitute the basis for the payments to be made under
paragraph 3. The Technical Service Provider shall submit
a semi-monthly accomplishment report to the Regional
Program Manager.
5. Performance The Technical Service Provider undertakes to perform the

Standard Services with the highest standards of professional and ethical
competence and integrity.
6. Confidentiality The Technical Service Provider shall not, during the term of this
Contract and after its expiration, disclose any proprietary or
confidential information relating to the Services, this Contract or
the Client’s business or operations without the prior written
consent of the Client.
7. Ownership of Any studies, reports or other material, graphic, software or

Material otherwise, prepared by the Technical Service Provider for the
Client under the Contract shall belong to and remain the property
of the Client. The Technical Service Provider may retain a copy
of such documents and software provided there is prior written
consent of the Client.
8. Technical The Technical Service Provider agrees that, during the term of
Service this Contract, the Technical Service Provider and any entity
Provider Not to affiliated with the Technical Service Provider, shall be
be Engaged in disqualified from providing goods, works or services (other than
Certain services that would not give rise to a conflict of interest) resulting
Activities from or closely related to the Services covered in this contract.
9. Insurance The Technical Service Provider shall be responsible for any
appropriate insurance coverage.
2
10. Assignment The Technical Service Provider shall not assign this Contract or
Subcontract any portion of it.
11. Law Governing This Contract shall be governed by the laws of Philippines as
the Contract applicable to KC-NCDDP.
12. Termination The Client may terminate this Contract with at least thirty (30)
working days prior written notice to the Technical Service
Provider after the occurrence of any of the events specified in
paragraphs (a) through (c) of this Clause:
(a) If the Technical Service Provider failed or does not remedy
any deficiencies in the performance of its obligations under
the Contract within seven (7) working days after being
notified, or within any further period as the Client may have
subsequently issued in writing;
(b) If the Technical Service Provider, in the judgment of the
Client, has engaged in corrupt, fraudulent, collusive,
coercive, or obstructive practices in competing for or in
performing the Contract.
(c) Either party may pre-terminate this Agreement without need
of cause by serving written notice to the other party at least
thirty (30) days notice prior to the intended date of pre-
termination. In case of termination of this Agreement, the
second party shall accomplish clearance certificate from
money and property accountabilities.
IN WITNESS WHEREOF, both parties have hereunto set their hands this __ day of _________
2017 at _____________, Philippines.
FOR THE CLIENT FOR THE TECHNICAL SERVICE PROVIDER
_______________________ _____________________
Regional Director Technical Service Provider
WITNESS:
_______________________ _______________________
Regional Program Manager (RPM) Regional Program Coordinator (RPC)
KALAHI CIDSS-NCDDP KALAHI CIDSS-NCDDP
Certified Funds Available:
_________________________
Reg’l Accountant, DSWD FO _____
Republic of the Philippines)

_____________________ ) S.S.
ACKNOWLEDGEMENT

BEFORE ME, Notary Public for _____________, personally appeared this ___ day of
______ 2017, _________________________ with ID No. (valid ID) issued on _________ issued
at ___________ and _________________ with ID No. (valid ID) issued on _______________
issued at _________, known to me to be the same persons who executed the foregoing
instruments and they acknowledge to me the same is their free and voluntary act and deed as
well as the free and voluntary act and deed of the entities represented.
NOTARY PUBLIC
Doc. No. ________
Page No. ________
Book No. ________
Series No. ________
4
CBPM FORM K-3
JOB ORDER CONTRACT

KNOW ALL MEN BY THESE PRESENTS:
This CONTRACT OF SERVICE (the “Agreement”) is made and entered into by and
between:
The DEPARTMENT OF SOCIAL WELFARE AND DEVELOPMENT,

with office address at Constitution Hills, Quezon City, represented by
__________________________________ (the “DSWD”);
– and –
__________________________________, of legal age, Filipino, and

with residence at __________________________________ (the
“Service Provider”);
WITNESSETHTHAT
Whereas, the DSWD needs services for the KALAHI-CIDSS NCDDP, as described herein,
which services are not performed by regular DSWD personnel and do not pertain to vacant
regular plantilla positions of the DSWD;
Whereas, Service Provider has the education, experience and skills needed to provide
such services;
Whereas, Service Provider has offered to render such services, and the DSWD has
accepted such offer;
NOW, THEREFORE, the parties agree that:
1. Compensation.
For services rendered under this Agreement, Service Provider shall receive a monthly
compensation in the amount indicated in the attached SCHEDULE OF PARTICULARS,
which is made an integral part of this Agreement. Such compensation shall be charged
against the fund source also indicated in the attached SCHEDULE OF PARTICULARS.
For purposes of payment for services rendered, the DSWD may require Service Provider
to submit accomplishment reports and/or daily time record.
Upon mutual Agreement of both parties, the compensation of the Service Provider may be
adjusted but in no case shall exceed the total compensation received by regular
employees in the same salary grade.
2. Responsibilities of Service Provider.
a. Service Provider shall have the designation, and shall perform and assume the
functions and responsibilities, indicated in the attached SCHEDULE OF
PARTICULARS or Term of Reference (ToR).

b. Aside from what is stipulated in the ToR, DSWD may require Service Provider to
travel in relation to the performance of his/her contracted services, in which case
the DSWD shall cover the cost of Service Provider’s actual transportation
expenses and daily allowance for food and accommodation not to exceed the daily
rate of per diem given to regular employees on official travel, and subject to the
usual accounting and auditing rules and procedures.
c. If necessary to ensure efficient rendition of the contracted service, the DSWD may
require Service Provider to attend seminars/training related to Service Provider’s
tasks/functions. In such cases, the DSWD shall shoulder the cost of such
seminars/trainings. In such cases, Service Provider shall render service under this
Agreement for at least six (6) months or the remainder of the period of effectivity of
this Agreement, whichever period is shorter. Should Service Provider fail to do so,
Service Provider shall reimburse the DSWD for the cost of such training.
d. In the interest of the service, if applicable/available, the DSWD may lend DSWD
properties to Service Provider for official use subject to existing DSWD rules and
regulations. If any such property is lost or damaged due to the fault or negligence
of Service Provider, he/she shall be liable to the accountable DSWD officer for the
same, without prejudice to any further legal action the DSWD may take against
Service Provider.
e. Service Provider shall abide by the following policies, office rules and regulations
being implemented and required by the DSWD:
i. Drug-free workplace policy;
ii. Smoke-free workplace policy based on Civil Service Commission (CSC) MC

17, s. 2009 or the “Smoking Prohibition based on 100% Smoke-Free
Environment Policy”;
iii. Policy on the “Protection of the Bureaucracy Against Tobacco Industry

Interference” under CSC-DOH Joint Memorandum Circular No. 2010-01;
iv. Other reasonable office rules and regulations being implemented in DSWD
such as but not limited to dress code, work schedule and arrangements, etc.
f. From time to time, the DSWD may assign to Service Provider other related tasks
and responsibilities.
3. Other Conditions.
Service Provider shall not be entitled to leave credits, PERA, ACA, RATA, and
other similar allowances or emoluments unless explicitly provided for in the
approved salary schedule or compensation plan.
4. Warranties. Service Provider warrants that:
a. Service Provider is not related within the third degree of consanguinity or affinity to
the hiring authority and/or representative of the DSWD; and
b. Service Provider has not been previously dismissed from government service by
reason of an administrative offense.
6
5. Effectivity & Termination.
a. This Agreement shall cover the engagement period indicated in the attached
SCHEDULE OF PARTICULARS.
b. Upon its expiration, this Agreement shall not be deemed renewed unless the
parties explicitly enter into another written Agreement for such renewal.
c. Upon expiration or termination of this Agreement, Service Provider shall secure

clearance from monetary and property accountabilities.
d. Either party may pre-terminate this Agreement without need of cause by serving
written notice to the other party at least thirty (30) days prior to the intended date of
pre-termination.
e. The DSWD may pre-terminate this Agreement immediately upon written notice to
Service Provider for any of the following grounds:
i. Service Provider performed his/her functions under this Agreement

inefficiently or incompetently.
ii. Service Provider is guilty of absenteeism and/or habitual tardiness.
iii. Service Provider has violated the DSWD’s Code of Conduct, DSWD Child
Protection Policy, Drug-Free Workplace Policy, Anti-Smoking Policy, Policy on
Protection of the Bureaucracy Against Tobacco Industry Interference and
other reasonable office rules and regulations required by the agency.
iv. The DSWD discovers that the Service Provider has committed any fraud or
misrepresentation with respect to a material fact which was a consideration for
the DSWD into entering into this Agreement.
v. The DSWD no longer has need for the services of the Service Provider as
specified under this Agreement.
vi. The funds against which the Service Provider’s compensation is charged to
becomes insufficient.
____________________, Quezon City, Metro Manila.
DEPARTMENT OF SOCIAL WELFARE

AND DEVELOPMENT
By:
________________________________ ______________________________
Service Provider
Witness:
________________________________ _________________________________________

ACKNOWLEDGMENT
BEFORE ME, a Notary Public, on the above date and place, personally appeared the
following:
NAME ID DETAILS
known to me to be the same persons who executed the foregoing instrument and
acknowledged to me that the same is their free and voluntary acts as well as that of the institution
represented.
Doc. No.:
Page No.:
Book No.:
Series of NOTARY PUBLIC
8
CBPM FORM K-4
SCHEDULE OF PARTICULARS Job order contract

CY 2017
Name of Service Provider
Signature of Service Provider
Position
Date of Start of Engagement
Period
Date of End of Engagement
Period
Total Compensation
(In Words & In Figures)
Monthly/Daily Compensation
(In Words & In Figures)
Fund Source
Functions and Responsibilities

Revised NCDDP CBPM Book 4 March 2017

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l

Community Based Procurement Manual: Book 4 (3rd Edition: March 2017) 1

2 Community Based Procurement Manual: Book 4 (3rd Edition: March 2017)

Community Based Procurement Manual: Book 4 (3rd Edition: March 2017) 3

4 Community Based Procurement Manual: Book 4 (3rd Edition: March 2017)

Community Based Procurement Manual: Book 4 (3rd Edition: March 2017) 1

2 Community Based Procurement Manual: Book 4 (3rd Edition: March 2017)

Barangay Assembly – for KC-NCDDP, the Barangay Assembly is composed of 80%

Consultant – the individual/firm who undertakes a contract to perform a consulting work or

Contract Completion – project sign-off or acceptance of the works/goods by the end-user.

Contract Implementation – the execution of a contract, covering the following milestones:

Contract Termination – ending of a contract prior to its completion.

Community Based Procurement Manual: Book 4 (3rd Edition: March 2017) 3

Responsive Bid – is a solicited bid determined to be in substantial conformance with the

For KC NCDDDP, Procurement of WORKS/Infrastructure sub-projects and consulting

4 Community Based Procurement Manual: Book 4 (3rd Edition: March 2017)

Community Based Procurement Manual: Book 4 (3rd Edition: March 2017) 5

6 Community Based Procurement Manual: Book 4 (3rd Edition: March 2017)

1.2. Background and Rationale

1.3. Objectives of this Manual

Community Based Procurement Manual: Book 4 (3rd Edition: March 2017) 7

1.4. Technical Assistance Fund (TAF) Allocation

1.5. Management of Technical Assistance Fund

The Community-managed TAF scheme is appropriate in municipalities implementing KC-NCDDP

1.6. Eligible Expenditures

Eligible expenditures include the following:

a. Payment of professional, non-professional and skilled services in facilitating the Community

i. Social Preparation: Community mobilization and facilitation activities including

8 Community Based Procurement Manual: Book 4 (3rd Edition: March 2017)

b. Reimbursement of transportation expenses of service provider in case he/she is not

c. Reproduction of plans and other technical documents;

d. Other expenses related to community mobilization and facilitation, sub-project preparation,

Key Activities Outputs/Deliverables Documentation

Community Based Procurement Manual: Book 4 (3rd Edition: March 2017) 9

10 Community Based Procurement Manual: Book 4 (3rd Edition: March 2017)

c. Procurement of Consulting Services: This will require the procurement of specialized

d. Procurement of Technical Services: This will require procurement of non-consulting

1.8. Procedures for the Availment and Processing of

1.8.1 Community-Managed TAF

Community Based Procurement Manual: Book 4 (3rd Edition: March 2017) 11

The Community-managed TAF procedures for pre-engineering and proposal development

CEAC Steps Key Activities Activity Output Responsible

12 Community Based Procurement Manual: Book 4 (3rd Edition: March 2017)

For Technical Assistance needed during implementation, once the SP is prioritized,

Identification of potential TAF Survey of Service PT, CEF/TF

Contract management: execution of PIT, BSPMC,

Community Based Procurement Manual: Book 4 (3rd Edition: March 2017) 13

a) Technical services needed to support the implementation and monitoring of the

b) Facilitate the implementation of a disaster or emergency response operations;

d) Complex procurement – procuring the services of a firm that requires

14 Community Based Procurement Manual: Book 4 (3rd Edition: March 2017)

Community Based Procurement Manual: Book 4 (3rd Edition: March 2017) 15

2.2. Types of Technical Services

a. Professional Service Providers – these include professionals involved in community

b. Non-Professional Service Providers – those individually engaged in janitorial,

2.3. Procurement Methods for Technical Service

16 Community Based Procurement Manual: Book 4 (3rd Edition: March 2017)

Job Order (JO)

2.4. Compensation for COS and JO

The monthly or daily compensation or remuneration package shall be determined by the

Community Based Procurement Manual: Book 4 (3rd Edition: March 2017) 17

2.5. Preparatory Activities for the Procurement of

2.5.1. Decision to Hire Technical Service