Procurement Planning

1 UPPROCUREMENT
LOS BAÑOS
S OFFICERS 20
T TRAINING 19 ICOPED Auditorium, CEM
Batch 1: 04, 11, and 18 November
Batch 2: 25 November; 02, and 09 December
Eric Luis F. Cabrido

BAC TWG Member
SPMO, OVCA
Outline
I. Overview of Procurement Concerns
II. Concept of Procurement Planning
III. Guide in Crafting the Project Procurement

Management Plan (PPMP)
CAPACITY BUILIDING PROGRAM FOR UPLB PROCUREMENT OFFICERS

Overview of Procurement Concerns
PRIMARY CAUSE OF
D E L AY S A N D
FAI L U R E O F B I D D N G
(Based on ACPI Confirmation
Result of Participating Agencies)

Delays in Procurement*:
* Per 2014 FGD with 11 agencies

Pre-Procurement concerns of UPLB:

➢ Communication (Memoranda)
❖ Standing Memoranda which are not
relevant anymore
✓ Use of Repealing Clause
✓ Use of Separability Clause
✓ Use of Effectivity Clause
❖ Dissemination and Receipt
❖ Understanding / Interpretation
➢ Absence of Standards
❖ Te c h n i c a l S p e c i f i c a t i o n s
❖ PhilGEPS Category
➢ Absence of Procurement Manual

Concept of Procurement Planning
It is the process of selecting services

from a supplier who fits best the
need.
It includes the process of selecting

products and services that will
provide value for money.

Who are the

Procurement Players? • End-user
• Budget Office
• Procurement Unit/BAC
Secretariat
• BAC Technical Working
Group
• Bids and Awards
Committee (BAC)
• Head of Procuring Entity

Philippine Procurement Paradigm
▪ Approve Annual ▪ Post/Advertise

Assess Procure
Procurement Plan opportunity
▪ Open and evaluate
bids
▪ Post-qualify
▪ Award and enter
into contract
Identify ▪ Project ▪ Oversee Implement

Procurement implementation
Management Plan ▪ Inspect and
accept
deliveries
▪ Release
NEEDS payment
SATISFACTION

What is Procurement Planning?

Procurement Planning is a process of determining:
- What to buy? Procurement Project - Goods, Infrastructure or
Consulting Services
- How many do you need? Quantity/items
- What are the details of a Procurement Project? Technical

Specifications or Terms of Reference
- What is the cost? ABC
- When you need it? Timelines/milestones
- How to source it? Procurement Modalities
It aims to manage the expectations for

fulfillment of procurement needs.

Why Undertake Procurement Planning?

Precludes occasions for unnecessary
1 government purchases and circumventions of
the prescribed procurement procedures
• advance deliveries
• suki system
• unwarranted resort to alternative methods
procurement
• not fit for purpose
2
• Judiciously done
• In pursuit of the principal mandate of the
procuring entity concerned
• Consistent with budgeting policies and rules
• Value for money
• Cannot exceed the ABC

Section 7.1 of IRR, R.A. 9184 under

Rule II – Procurement Planning
➢ Within approved budget of procuring entity

➢ Judiciously done
➢ Consistent w ith government fiscal measures
➢ Considered crucial to the efficient discharge of
governmental functions
❖ Required for the day-to-day operations

❖ In pursuit of the principal mandate of the
procuring entity concerned
CAPACITY BUILIDING FOR UPLB PROCUREMENT OFFICERS

Section 7.2 of IRR, R.A. 9184 under

Rule II – Procurement Planning
➢ No procurement unless in accordance with the

approved Annual Procurement Plan (APP)
➢ Approval of Head of Procuring Entity (HOPE) or
designated second-ranking official
Procurement Planning Involves 2 levels:
1. Pro cu ri n g en ti ty’s o ver - al l st rat eg i c p l an

2. Project and/or operational plans

Core Objectives of Procurement Planning
value for money or getting the most advantageous

cost, quality and sustainability for products and
services that meet our needs or requirements
fit for purpose or identifying the specifications which

is fit for purpose and sufficient to meet our needs or
requirements

Challenges in Procurement
▪ Review studies ▪ Post/Advertise

Assess Procure
▪ Consolidate into APP opportunity
▪ Decide procurement ▪ Open and evaluate
35% of method bids
▪ Approve APP ▪ Post-qualify
Failure of ▪ Award and enter
▪ Determine readiness
bidding is into contract
attributed to
POOR
Planning
▪ Oversee
Identify ▪ Cost-benefit Implement
implementation
analysis
▪ Inspect and
▪ Feasibility study
accept deliveries
▪ Market study
▪ Release payment
▪ PPMP
NEEDS SATISFACTION

Challenges in Procurement Planning

Effects in Procurement
Failure of Bidding
Delay in Procurement
Ineffective Procurement

Procurement Mechanisms
Strengthening Procurement Planning
and Budgeting Linkage
➢ w ithin the approved budget of the procuring entity
and consistent w ith government fiscal measures
➢ aims to address issues on poor planning, delays in
budget approval, delays in procurement and low
budget utilization rate of agencies
Enhancing Competencies of
Public Procurement Practitioners
➢ Capacity building activities designed to introduce
concepts and practical tools on procurement
planning

Procurement Planning Timeline

Procurement Identification Procurement Assessment
JANUARY MARCH MARCH APRIL JULY JAN
•Cost-benefit Project Procurement Consolidation of

PPMPs to Approval of Revision of Revision of
analysis Management Plan
Indicative Annual Indicative APP and PPMP & PPMP &
•Feasibility study (PPMP)
budget proposal Indicative
Procurement Indicative
•Market study APP based
Plan (APP) APP based
on NEP on GAA
End-User Representative/Unit BAC & Secretariat HOPE/

Approving BAC & Secretariat
Authority

Earliest Possible Time and Maximum

Period Allowed for Procurement





Better Procurement Planning
Use of market analysis; market sounding
• better/best and more options to the PE
• gives early information to prospective bidders on

forthcoming bid opportunities; not later during pre-
bid conference
• prospective bidders are not forced to fit in their

products to the PE’s specifications

Shift to Procurement Management
Capacitate government
entities to effectively and
efficiently manage
procurement undertakings by
emphasizing the importance of
procurement planning,
introducing tools on the
preparation of technical
specifications, and providing
an accurate and reliable cost
estimate.

Guide in Crafting the (PPMP)
Budget Appropriations (IOB / LIB)




Project Procurement Management Plan

(PPMP)
➢ A guide document in the procurement and contract
implementation process, as w ell as a vital reference
in procurement monitoring.
➢ To o l a l l o w i n g t h e P E t h e f l e x i b i l i t y t o o p t i m i z e t h e
utilization of scarce resources.
➢ Minimize the practice of doing short-cuts
➢ Prepared by the end-user unit during the budget

preparation to support the cost estimates in the
budget proposal.

Identifying The Need
Suggested basis for identifying needs:
➢ Core functions of the end-user unit in the

organization, i.e Accounting, Legal etc.
➢ Historical data/Foreseen contingencies;
➢ Identified purpose/goals/MFOs;
➢ P. E ’ s S t r a t e g i c P l a n s ;
➢ Current supply inventory;
➢ Other maintenance and operating needs.

Technical Specifications, Scope of Work,

and Terms of Reference
➢ Consult Stakeholders
➢ In developing the project requirements and

TS/SOW/TOR, the Procuring Entity may
engage the services of technical experts,
whether in-house or consultants, to ensure
that the requirements and the TS/SOW/TOR
are adequate to achieve the objectives of the
particular procurement.

Technical Specifications, Scope of Work,

and Terms of Reference
Set clear Specifications:
➢ Generic and flexible
➢ Clear and unambiguous
➢ Reminder on Reference to Brand Names
(Section 18)
➢ Updated, where technology is taken into
account
➢ Fits the actual requirements of the PMO/End -
user

Approved Budget for the Contract (ABC)
➢ The ABC reflected in the APP or PPMP shall

be consistent with the appropriations for the
project authorized in the GAA.
➢ For procurement short of award, based on

budget levels under the proposed national
budget (National Expenditure Program or
NEP) submitted by the President to
Congress.
➢ End user to conduct market study

Approved Budget for the Contract (ABC)
➢ Market price, inflation and cost of money

related to the procurement time table must
also be considered.
➢ In determining the ABC, the end -user unit,

with the assistance of the TWG (when
necessary), must consider the different cost
components.

Determining the ABC
Cost Components which may be considered:
➢ Cost or market price of the product or service

itself;
➢ Freight, insurance, taxes, and other incidental

expenses (For goods only);
➢ C o s t o f m o n e y, t o a c c o u n t f o r g o v e r n m e n t
agencies usually buying on credit terms;

Determining the ABC
➢ Inflationary factor (For goods only);
➢ Quantities, considering that buying in bulk

usually means lower unit prices;
➢ Supply of spare parts and/or maintenance

services, if part of the contract package (For
goods only);

Determining the ABC
➢ Cost for securing all types and forms of

securities other than cash (e.g. premiums for
surety bond, bank fees and other charges to be
incurred by the bidder in obtaining bid,
performance and warranty securities); and
➢ Currency valuation adjustment for contracts

with foreign component.

Determining the ABC
➢ Cost for securing all types and forms of

securities other than cash (e.g. premiums for
surety bond, bank fees and other charges to be
incurred by the bidder in obtaining bid,
performance and warranty securities); and
➢ Currency valuation adjustment for contracts

with foreign component.

Determining the ABC
ICEBERG MODEL: TOTAL COST OF OWNERSHIP (TCO)

Determining the ABC
➢ Acquisition Cost
➢ Operation Cost
➢ Replacement/Repair Cost
➢ Disposal Cost

Determining the ABC
➢ If the sum of the different cost components is

lower than the appropriation for the
procurement, then the ABC should be equal to
the sum of the cost components.
➢ If the resulting sum is higher than the

appropriation, it is advisable to review the
technical specifications and the computation
of the ABC. In any case, the ABC should not
exceed the appropriation.

REMINDERS
O n 2 8 J u l y 2 0 1 1 , “ A D M I N I S T R AT I V E O R D E R N O . 1 7 -
DIRECTING THE USE OF THE PROCUREMENT
SERVICE AND THE PHILIPPINE GOVERNMENT
ELECTRONIC PROCUREMENT SYSTEM IN
PROCUREMENT ACTIVITIES IN ACCORDANCE WITH
REPUBLIC ACT NO. 9184, AND IMPROVING THE
O P E R AT I O N O F T H E P R O C U R E M E N T S E R V I C E ” t o o k
effect after signing for former President Benigno S.
A q u i n o I I I b y t h e n E x e c u t i v e S e c r e t a r y, P a q u i t o N .
O c h o a , J r.
“ … S E C T I O N 1 . R e i t e r a t i o n o f P o l i c y. T h e n a t i o n a l
government hereby reiterates the policy that
procurement of government supplies, materials, and
equipment shall be done in the most transparent
a n d c o m p e t i t i v e m a n n e r b y p u r c h a s i n g f r o m l e g a l l y,

REMINDERS
t e c h n i c a l l y, a n d f i n a n c i a l l y c a p a b l e s o u r c e s i n
economic lot sizes, by observing cost -efficient
specifications, and by making prompt payment. In line
w ith this, all government agencies shall procure their
common-use supplies from the PS and use the
PhilGEPS in all their procurement activities, including
publishing all their bid opportunities and posting all
their awards and contracts in it, in accordance with
R.A. No. 9184.”
“SECTION 2. Coverage. This Administrative Order shall
apply to all National Government Agencies, including
Military and police Units; Government -Ow ned and/or -
Controlled Corporations (GOCCs); Government
Financial Institutions (GFIs; State Universities and
Colleges (SUCs); and Local Government Units (LGUs).”

REMINDERS
“ S E C T I O N 3 . D e f i n i t i o n o f Te r m s . F o r p u r p o s e s o f t h i s
Ad m i n i s t r a t i v e O r d e r, t h e f o l l o w i n g t e r m s s h a l l m e a n
or be understood as follows:
a) Common-Use Supplies – refers to those supplies,

materials, and equipment included in the price list of
the PS which are necessary in the transaction of the
official business of the procuring entity and consumed
in its day-to-day operations.”

REMINDERS
“… In compliance to the Government Procurement
Policy Board (GPPB) Resolution No. 15 s. of 2013,
the following sets of prioritized Common -use
Supplies and Equipment (CSE) and of prioritized
non-CSE (non-CSE) shall be procured from PS-DBM:
First set of prioritized CSE for Green Public
Procurement (GPP):
1. Multi-copy paper 6. Disinfectant sprays
2. To i l e t p a p e r 7. Tr a s h b a g s
3. Record books 8. Liquid hand soap
4. Cleaners 9. Detergent powder
5. Chairs 10. LED lights/bulbs

REMINDERS
First set of prioritized non-CSE for Green Public
Procurement (GPP):
Computer desktop and laptop – thru the Medium-

Te r m I n f o r m a t i o n a n d C o m m u n i c a t i o n s Te c h n o l o g y
Harmonization Initiative (MITHI) project”

REMINDERS
➢ Prepare separate PPMPs per fund per unit for:
1) Common-Use Supplies (PS-DBM) per fund;

and
2) Non-Catalog Request per fund
➢ Items that does not require Purchase Request

preparation and therefore should not be
included in the PPMP are the following:
1 ) Tr a ve l E x p e n s e s ( T E V )
2) Communication Expenses (landline
telephone, and mobile post-paid plans)
3) Fuel Expenses (gasoline, diesel, etc.)

REMINDERS
4) Utility Expenses (electricity and water)

5) Garbage Fee
6 ) R e g i s t r a t i o n F e e s i n c l u d i n g Ve h i c l e
Registration, and Registration Fees for
Tr a i n i n g s , C o n ve n t i o n s , C o n f e r e n c e s , e t c .
7 ) I n s u r a n c e E x p e n s e s i n c l u d i n g G S I S Ve h i c l e
Insurance
8) Internet Subscription
9) Cable Expenses
10) Expenses for Individual Contract of
Services (ICS)

REMINDERS
➢ Equipment Outlay items with Php15,000.00 and

above cost per unit to be charged only to
R e vo l v i n g F u n d o r t o Tr u s t F u n d .
➢ Janitorial Services and Security Services that are
consolidated centrally by UPLB should not be
i n c l u d e d i n t h e i n d i v i d u a l o f f i c e s ’ P P M P.
➢ Follow the correct naming convention w hen
encoding in the University Information System
(UIS):
➢ 1) PPMP 2019 Common PS-DBM, Fund Code,
Unit/College for Common-Use Supplies (PS-
DBM); and
➢ 2) PPMP 2018 Non-Catalog, Fund Code,
Unit/College for Non-Catalog Request

Item Description PhilGEPS Category

DRINKING WATER, mineral, 5 Beverages
gallons per container (slim)
ENGINE OIL, for Diesel Engine, Fuels/Fuel Additives &

SAE 15W-40W, 1 liter per bottle Lubricants & Anti Corrosive
LIQUIFIED PETROLEUM General Merchandise
GAS, tank refill, 11 kg content
weight, for injection-type of LPG
regulator
INSTANT COFFEE, creamy Grocery Items

flavor, 3-in-1, 36 sachets per pack


PRINTER, LASER, Office Equipment
monochrome, 24ppm speed, 1200 x
1200 dpi
TONER CART, HP C7115A, Office Equipment Supplies and

Black, for HP LaserJet 1000 Printer, Consumables
original (not refill or
remanufactured), brand-new
ALCOHOL, ethyl, 70%, Office Supplies

scented, 500ml per bottle


PREPAID LOAD CARD (surf, Telecommunications Provider
call and text), Php 500 load, for
Globe-Sim mobile phone
VEHICLE RENTAL (round Transportation and

trip): UPLB to Quezon City / Communications Services
Caloocan / Manila, and back to
UPLB

“By failing to prepare,

you are preparing to fail.”
-Benjamin Franklin
“Proper planning and preparation

prevents poor performance.”
-Stephen Keague, author

1 UPPROCUREMENT
LOS BAÑOS
S OFFICERS 20
T TRAINING 19
CONTACT US AT:
Supply and Property Management Office
Rambutan Rd., UP Los Baños
College, Laguna 4031 Philippines
Tel: (049) 536 - 2282; 536 - 2281
Email address: spmo.uplb@up.edu.ph
53

Procurement Planning

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1 UPPROCUREMENT

Eric Luis F. Cabrido

I. Overview of Procurement Concerns

II. Concept of Procurement Planning

III. Guide in Crafting the Project Procurement

CAPACITY BUILIDING PROGRAM FOR UPLB PROCUREMENT OFFICERS

CAPACITY BUILIDING PROGRAM FOR UPLB PROCUREMENT OFFICERS

* Per 2014 FGD with 11 agencies

CAPACITY BUILIDING PROGRAM FOR UPLB PROCUREMENT OFFICERS

Pre-Procurement concerns of UPLB:

CAPACITY BUILIDING PROGRAM FOR UPLB PROCUREMENT OFFICERS

It is the process of selecting services

It includes the process of selecting

CAPACITY BUILIDING PROGRAM FOR UPLB PROCUREMENT OFFICERS

Who are the

CAPACITY BUILIDING PROGRAM FOR UPLB PROCUREMENT OFFICERS

Philippine Procurement Paradigm

▪ Approve Annual ▪ Post/Advertise

Identify ▪ Project ▪ Oversee Implement

CAPACITY BUILIDING PROGRAM FOR UPLB PROCUREMENT OFFICERS

What is Procurement Planning?

- How many do you need? Quantity/items

- What are the details of a Procurement Project? Technical

It aims to manage the expectations for

CAPACITY BUILIDING PROGRAM FOR UPLB PROCUREMENT OFFICERS

Why Undertake Procurement Planning?

CAPACITY BUILIDING PROGRAM FOR UPLB PROCUREMENT OFFICERS

Section 7.1 of IRR, R.A. 9184 under

➢ Within approved budget of procuring entity

❖ Required for the day-to-day operations

CAPACITY BUILIDING FOR UPLB PROCUREMENT OFFICERS

Section 7.2 of IRR, R.A. 9184 under

➢ No procurement unless in accordance with the