Procurement Policies and Procedures

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Questions and Answers

What is the primary role of the PhilGEPS?

To be the primary and definitive source of information on government procurement. (correct)

To serve as a database for financial records of government contracts.

To facilitate face-to-face negotiations in procurement processes.

To provide training for procurement officers.

Which entities are required to utilize PhilGEPS for procurement?

Private contractors bidding for government projects.

Only local government units.

Only national government agencies.

Procuring Entities for Common-Use Supplies. (correct)

What is one of the main benefits of using PhilGEPS mentioned in the content?

Enhanced competition among private suppliers only.

Lower prices due to bulk purchasing discounts. (correct)

Increased paperwork for procurement procedures.

Simplified regulations for government employees.

Who manages the Electronic Procurement System under the PhilGEPS?

The Department of Budget and Management Procurement Service (DBM-PS). Signup and view all the answers

Which executive orders established the framework for the Electronic Procurement System?

E.O. 322 and E.O. 40. Signup and view all the answers

What must the APP be consistent with?

The duly approved yearly budget of the Procuring Entity Signup and view all the answers

Who must approve the APP?

The HoPE or a designated second-ranking official Signup and view all the answers

When is the indicative APP prepared by the Procuring Entity?

Upon issuance of the budget call or similar document Signup and view all the answers

What does the Project Procurement Management Plan (PPMP) include?

Information on project scopes, contracts, and procurement methods Signup and view all the answers

Which of the following is NOT included in the PPMP?

The historical performance of past contracts Signup and view all the answers

What documentation supports the indicative APP's formulation?

The budget framework for the specific year Signup and view all the answers

What aspect of the contract does the PPMP detail?

The type and objective of the contract to be employed Signup and view all the answers

Which procurement method is NOT mentioned in the guidelines for the PPMP?

General negotiating Signup and view all the answers

What does the term 'PhilGEPS' refer to in the context provided?

The same meaning as 'G-EPS' Signup and view all the answers

Which of the following accurately describes a 'Philippine National'?

A citizen or organization with at least 60% ownership by Filipinos Signup and view all the answers

What is meant by 'Procurement' in this context?

The acquisition of goods and contracting for infrastructure projects Signup and view all the answers

What is the role of the 'Procuring Entity'?

To procure goods, infrastructure, and services for the government Signup and view all the answers

How does the GPPB aim to standardize the procurement process?

By developing generic manuals and standard bidding forms Signup and view all the answers

What are the Generic Procurement Manuals (GPMs) meant for?

To provide guidelines for procurement across various sectors Signup and view all the answers

Which statement about 'Treaties' is correct?

They need legislative ratification after executive concurrence Signup and view all the answers

What does the term 'Portal' refer to in this context?

An online platform aggregating various contents for users Signup and view all the answers

What does the PhilGEPS ensure regarding the integrity of bids submitted?

Bids are encrypted and sealed with electronic keys. Signup and view all the answers

Which aspect of PhilGEPS involves protecting the intellectual property rights of documents?

Confidentiality Signup and view all the answers

What does the audit trail feature in PhilGEPS allow?

To verify system security and integrity. Signup and view all the answers

What is tracked to monitor compliance with delivery schedules?

The performance of manufacturers and suppliers. Signup and view all the answers

Which rule mandates that procurement shall be done through competitive bidding?

Rule IV Signup and view all the answers

What is a key function of the BAC in a Procuring Entity?

To establish uniformity in bidding processes. Signup and view all the answers

Which of the following statements is true regarding the transparency of bid submissions?

Parties must be informed before their submissions are made public. Signup and view all the answers

What is the purpose of using electronic signatures in the PhilGEPS system?

To ensure authenticity of submitted documents. Signup and view all the answers

What condition must a supplier meet to have their item featured in the Electronic Catalogue?

The supplier must have been the Lowest Calculated Responsive Bidder in previous bidding. Signup and view all the answers

How long can an item remain in the Electronic Catalogue if no competitive pricing arises?

Six months Signup and view all the answers

What happens if a new supplier offers a price that is at least five percent lower?

The item from the new supplier will take its place in the Electronic Catalogue. Signup and view all the answers

Who can access the Virtual Store on PhilGEPS?

Only registered Procuring Entities Signup and view all the answers

What function does the Electronic Payment feature serve in PhilGEPS?

To manage purchase orders and payment for goods purchased through the Virtual Store. Signup and view all the answers

What is the primary purpose of the PhilGEPS Virtual Store?

To enable ordering both common-use and non-common-use items online. Signup and view all the answers

What restrictions apply to suppliers regarding the Virtual Store?

Suppliers cannot access the Virtual Store at all. Signup and view all the answers

If a supplier meets eligibility and bidding requirements, what is required for them to replace the original supplier’s item in the catalogue?

The new supplier’s price must be lower by at least five percent. Signup and view all the answers

Study Notes

Definitions and Entities

PhilGEPS/G-EPS: Refers to the Philippine Government Electronic Procurement System, used interchangeably with G-EPS.
Philippine National: Defined as a citizen of the Philippines or an entity with at least 60% Philippine ownership.
Portal: A website designed to aggregate diverse content and attract users to a central space.
Procurement: Encompasses the acquisition of goods, consulting services, and infrastructure contracts, including leasing of goods and real estate.
Procuring Entity: Any governmental branch, office, or agency involved in the procurement of goods, infrastructure, and consulting services.
Treaties: International agreements requiring legislative approval after executive consent.
Universal/Commercial Banks: Banks authorized under the General Banking Act of 2000 (R.A. 8791).

Standardization of Procurement Process

Procurement Manuals: The Government Procurement Policy Board (GPPB) shall develop generic manuals and standard bidding forms to enhance transparency.
APP Compliance: Annual Procurement Plans (APPs) must align with the approved yearly budget and be approved by the Head of the Procuring Entity (HoPE) or designated official.
Guidelines for APP Preparation: Indicative APPs should reflect priorities and objectives, based on budget calls and should be established by end-users through Project Procurement Management Plans (PPMPs).

Procurement by Electronic Means

PhilGEPS Functionality: Serves as the primary source for government procurement information, promoting transparency and efficiency.
Utilization of PhilGEPS: All procuring entities are required to use the system for common-use supplies, benefiting from bulk purchasing efficiencies.
Virtual Store Feature: Allows registered entities to order both common and non-common use items online, but is not accessible to suppliers.
Electronic Payment Systems: Facilitates e-payments for goods purchased via the Virtual Store, enhancing transaction management.

Integrity and Confidentiality

System Integrity: Ensures bid content cannot be altered or accessed prematurely by unauthorized individuals, employing electronic keys for sealing bids.
Confidentiality Assurance: Protects privacy in transactions, restricting the disclosure of electronic messages and documents to third parties unless authorized.
Audit Trail Capability: Provides tracking for online transactions to maintain security and integrity, allowing Commission on Audit verification.

Performance Monitoring

Performance Tracking: Manufacturers, suppliers, and contractors’ compliance with delivery schedules is monitored, as well as the obligations of procuring entities to these entities.

Competitive Bidding Process

Competitive Bidding Mandate: All procurement must occur through competitive bidding, with specific exceptions outlined in Rule XVI.

Bids and Awards Committee (BAC)

BAC Structure Establishment: Each procuring entity must create a single BAC in their main office to streamline procedures and standards related to procurement functions.

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Description

This quiz examines the guidelines regarding the Electronic Catalogue and procurement processes for non-common use items. Understand the conditions under which suppliers can be engaged without competitive bidding and the necessary qualifications for inclusion in the catalogue. Prepare to delve into the specifics of supplier evaluation and bidding outcomes.