ALTERNATIVE METHODS OF

PROCUREMENT PROCESS

(1) SHOPPING for ordinary

or regular supplies NOT
available in the
Procurement Service and
(2) SMALL VALUE
PROCUREMENT

Preparation of Purchase
Request (PR)
Submission of PR to Supervising Admin.
Officer(SAO)/Procurement Unit (PU)for
verification of PR against Annual
Procurement Plan (APP)
Preparation of Request for Quotation (RFQ)
Invitation of at least
three (3) suppliers or Posting of RFQ for 7 calendar
days in PhilGEPS, if more than PhP50,000.00 (maybe
extended if no supplier submitted within 7 days)
Determination & awarding of Lowest Calculated Bid
that complies with specs (LCRB) and Approved
Budget of the Contract (ABC)
End-user
- at least 30 working days before PAPs
implementation except in cases of extreme
urgency
- Procurement must be based on APP (Sec. 7.2 of
Revised IRR RA 9184)
End-user, SAO/PU, Budget Officer
& Exec. Dir.
- at least 1-2 days from
submission to AFD of PR for signing and
notation of APP number
Procurement Unit
- within 1 day from submission of signed PR
Procurement Unit
- if PhP50,000 or less: manual canvassing only;
7-day posting is unnecessary
- If more than PhP50,000: PhilGEPS posting for
7 calendar days is mandatory; maybe extended
if none submitted within the 7-day
Procurement Unit
- within 1 day from deadline of
posting/invitation
 End-User, Procurement Unit, AFD Chief
Preparation and Signing of - at least 1-2 days from determination of
LCRB
Abstract Canvass

Preparation and Signing of Notice Procurement Unit, AFD Chief,

Exec. Dir., and Supplier
of Award (NOA) - at least 1-2 days from receipt of signed
Abstract of Canvass

Procurement Unit
Execution of Purchase Order (PO) - at least 1 day from receipt of NOA
- PO is equivalent to contract

Procurement Unit, AFD Chief,

Signing of PO Exec. Dir., and Supplier
- at least 2-3 days from receipt of signed NOA

Procurement Unit, AFD Chief

Issuance and signing of Notice to and Exec. Dir.
Proceed - Within 3 calendar days from approval & receipt of signed
PO (Sec. 37.4.1 Revised IRR RA 9184)

Implementation
 NEGOTIATED
PROCUREMENT - HIGHLY
TECHNICAL CONSULTANT
(Individual)
 End-user
Preparation of PR - at least 30 working days before PAPs implementation
NOTE: Pls. make sure that procurement must be
based on the APP (No APP, no procurement shall be
made Sec. 7.2 Revised IRR RA 9184)

Submission of PR to Supervising Admin. End-user, SAO/PU, Budget Officer &

Exec. Dir.
Officer(SAO)/Procurement Unit (PU)for - at least 1-2 days from
verification of PR against Annual submission to AFD of PR for signing and notation of
APP number
Procurement Plan (APP)

End-user with the assistance of

Invitation to prospective Procurement Unit
consultant/s - at least 5-7 days from receipt of signed PR

End-user
Selection and Negotiation of - 1 day from completion of invitation
Consultant - consideration for selection of consultant:
1. qualifications
2. eligibility
3. appropriate education
4. training & relevant experience to render
consultancy services

Submission to Procurement
Unit of the required/necessary
documents
Preparation and Signing of
Notice of Award (NOA)
Posting of Performance Security
Submission of Official Receipt
(OR) to Procurement Unit
End-user
- within 3 days from completion of invitation
- documents to be submitted include invitation letter,
Terms of Reference (TOR), resume, conforme letter,
etc.
Procurement Unit, AFD Chief,
Exec. Dir., and Supplier
- at least 1-2 days from receipt of signed Abstract of
Canvass
Consultant
- within 10 calendar days from receipt of NOA (Sec. 39 RA 9184)
- amount of performance security depends upon the
form of performance security either cash/cashier check,
bank draft, surety bond, etc.
Consultant
- within 1 day from posting of performance security
 Procurement Unit, AFD Chief, Exec. Dir., &
Contract Award and Consultant
Execution of Contract - within 5 days from receipt of official receipt, contract shall be
executed
- Within 10 calendar days from receipt of NOA, NYC and
consultant shall enter into a contract (Sec. 37.2.2 Revised IRR RA
9184)

Legal Affairs Unit

Contract Review - within 2 days from receipt of contract. Documents that form
part of the contract include contract agreement, bidding docs, bidders
bid, performance security, notice of award, & other contract docs.
(Sec. 37.2.3 Revised IRR of RA 9184)

Chairperson/Exec. Dir., Accountant, Witnesses, and

Contract Approval and Consultant
Signing - Within a maximum of 15 calendar days from receipt thereof, HOPE
shall approve the contract (Sec. 37.3 Revised IRR RA 9184)

Procurement Unit, AFD Chief & Exec. Dir.

Issuance and signing of - within 3 calendar days from approval of contract/PO and
Notice to Proceed receipt thereof (Sec. 37.4.1 Revised IRR RA 9184)

Contract Implementation
Negotiated Procurement
thru Lease of Real
Property and Venue
 End-user
Preparation of PR - at least 30 working days before PAPs implementation
NOTE: Pls. make sure that procurement must be
based on the APP (No APP, no procurement shall be
made Sec. 7.2 Revised IRR RA 9184)

Submission of PR to Supervising End-user, SAO/PU, Budget Officer & Exec.

Dir.
Admin. Officer(SAO)/Procurement - at least 1-2 days from submission to AFD of PR for
Unit (PU)for verification of PR against signing and notation of APP number

Annual Procurement Plan (APP)

Conduct of Cost Benefit Analysis End-user

- at least 1 day from receipt of PR

Recommendation of end-user to lease End-user & Procurement Unit

- recommendation to be submitted to PU within 1
privately-owned real estate or venue day from conduct of cost benefit analysis

Invitation of at least three (3) Procurement Unit

- at least 5-7 days from receipt of PR
prospective lessors OR
 Preparation of Rating Factor vis-a-vis End-user
- at least 1-2 days from invitation
Technical Specifications

Determination of Lowest Calculated and Procurement Unit

- within 1 day from deadline of invitation
Responsive Bid (LCRB)

Preparation and Signing of Procurement Unit, AFD Chief, Exec. Dir., and
Supplier
Notice of Award (NOA) - at least 1-2 days from determination of LCRB

Procurement Unit
Execution of Purchase Order (PO) - at least 1 day from receipt of NOA
- PO is equivalent to contract

Signing of PO Procurement Unit, AFD Chief, Exec. Dir., & Lessor

- at least 2-3 days from receipt of signed NOA

Issuance and signing of Notice to Procurement Unit, AFD Chief & Exec. Dir.
- within 3 calendar days from approval of contract/PO and
Proceed receipt thereof (Sec. 37.4.1 Revised IRR RA 9184)

Implementation
 Negotiated
Procurement thru
Agency-to-Agency
 End-user
- at least 30 working days before PAPs implementation
Preparation of PR - Procurement must be based on APP (Sec. 7.2 of
Revised IRR RA 9184)

End-user, Procurement Unit/SAO, Budget Officer & Exec. Dir.

Submission to SAO/PU for verification - at least 1-2 days from submission to AFD of PR for signing and
of PR against APP notation of APP number

End-user
Conduct of Cost-Benefit Analysis - at least 1 day from receipt of PR

Assessment and recommendation of end-user to End-user

- at least 1 day from receipt of cost-benefit analysis
use agency-to-agency

End-user & Procurement Unit

Securing of Certificate from Servicing Agency - within 3-5 days from receipt of PU of cost-
that it has the mandate to deliver benefit analysis
goods/consultancy required to be procured, etc.

BAC and HOPE

Issuance of BAC Resolution recommending - at least 7 days from receipt of certificate from
the use of A-to-A to Head of Procuring servicing agency, BAC shall issue BAC reso
Entity (HOPE)
 Servicing agency, Accountant, Exec. Dir/
Execution of Memorandum of Agreement Chairperson, & HOPE
(MOA) after approval of BAC Resolution - at least 10 days from approval of BAC reso

Posting to PhilGEPS Procurement Unit

- posting for 7 calendar days of the general
Information of procurement activity