AFPPS Organization and Actors of the Procurement Process PDF

HEADQUARTERS ARMED FORCES OF THE PHILIPPINES PROCUREMENT SERVICE Camp General Emilio Aguinaldo, Quezon City AFPPS Organization and Your text here 1 Actors of the Procurement Process For AFP PMOC CL 03-2023...

HEADQUARTERS ARMED FORCES OF THE PHILIPPINES PROCUREMENT SERVICE Camp General Emilio Aguinaldo, Quezon City AFPPS Organization and Your text here 1 Actors of the Procurement Process For AFP PMOC CL 03-2023 CDR ELMER LUNAS PN 31 July 2023 Lesson 1: AFPPS Organization and the actors in the procurement process ❑ Terminal Learning Objective ❑ At the end of the lesson, the students will be able to understand the AFPPS organization ❑ Enabling Learning Objective ❑ AFPPS purpose, function and org chart ❑ Roles of PC, CO and BAC Secretariats ❑ Roles and functions of the various actors in the procurement process 2  References ❑ Republic Act (RA) Number 9184, entitled “Government Procurement Reform Act”, and its Revised Implementing Rules and Regulations (RIRR), s-2016; ❑ AFP Manual (AFPM 4-02) on Procurement s.2022; ❑ DND Circular Number 11 dated 30 June 2017 with subject: Streamlining the Rules and Procedures on the Signing and Approval of Defense Contracts in the AFP; ❑ AFPPS TO 2019; ❑ AFP Logistics Letter Directive Number 2020-05 dated 30 October 2020 with subject: AFP Procurement Guidelines; ❑ AFP Logistics Letter Directive Number 2020-02 dated 20 October 2020 with subject: Creation of Contract Termination Review Committee (CTRC) and Procedures on the Termination of AFP Procurement Contracts; and ❑ AFPPS Procurement Guide s.2021. 3  SCOPE OF PRESENTATION ❑ AFPPS Organization ❑ Organization ❑ Mission ❑ Functions 4  SCOPE OF PRESENTATION ❑ Actors of the Procurement Process ❑ HoPE ❑ AFP Procurement Service ❑ End-User ❑ Procurement Centers ❑ Budget/Fiscal Officer ❑ Contracting Offices ❑ Commodity Manager ❑ Chief Accountant ❑ Project Management Team ❑ Approving Authority ❑ AFP BAC ❑ Project Administrator ❑ AFP BAC Secretariat ❑ Pre-Delivery Inspection Team ❑ Canvass Contracting Committee (C3) ❑ Supply Accountable Officer ❑ Technical Working Group ❑ TIAC ❑ Post Qualification Team ❑ Finance Officer ❑ CTRC 5  COMMANDER Public Inspector Sergeant Information General Major Office DEPUTY CHIEF OF STAFF Personnel, Intelligence, Operations, Logistics, CEIS, Financial Plans, PS5 PS1 PS2 PS3 PS4 PS6 M, PS10 Legal Office Adjutant PMO Philippine Army Philippine Air Force Philippine Navy General Headquarters Procurement Center Procurement Center Procurement Center Procurement Center Headquarters Support Bids and Awards Contracting Offices Unit Committee Secretariats Contracting Offices Contracting Offices 11 33 6  UNIT LOCATION PROCUREMENT CENTERS GHQ PC Camp General Emilio Aguinaldo, Quezon City PA PC Fort Andres Bonifacio, Makati City PAF PC Colonel Jesus Villamor Air Base, Pasay City PN PC Naval Station Jose Francisco, BNS, Taguig City 7  UNIT LOCATION CONTRACTING OFFICES (INFRASTRUCTURE) FOR PHILIPPINE ARMY, ENGINEERING BRIGADE UNITS 110th CO Camp Lapu-Lapu, Cebu City, Cebu 111th CO Camp Natividad, Manolo Fortrich, Bukidnon 112th CO Camp Artemio Atienza, Libis, Quezon City 114th CO Camp Arnaldo F Fernandez Jr, Cabatangan, Zamboanga City CONTRACTING OFFICES FOR PHILIPPINE ARMY 101st CO Camp Sang-an, Pulacan, Zamboanga del Sur 102nd CO Camp Capinpin, Tanay, Rizal 103rd CO Camp Peralta, Jamindan, Capiz 104th CO Camp Evangelista, Cagayan De Oro City 105th CO Camp Dela Cruz, Upi, Gamu, Isabela 106th CO Camp Siongco, Awang, Datu Odin Sinsuat, Maguindanao 107th CO Fort Magsaysay, Palayan City, Nueva Ecija 108th CO Camp Lukban, Catbalogan, Samar 109th CO Camp Angeles, Pili, Camarines Sur 113th CO Camp O’Donnell, Sta Lucia, Capas, Tarlac 115th CO Kuta Heneral Teodulfo Bautista, Jolo, Sulu 8  UNIT LOCATION CONTRACTING OFFICES FOR PHILIPPINE AIR FORCE 201st CO Clark Air Base, Angeles City, Pampanga 201st CO Satellite Office Basa Air Base, Florida blanca, Pampanga 202nd CO Fernando Air Base, Lipa City, Batangas 9  UNIT LOCATION CONTRACTING OFFICES FOR PHILIPPINE NAVY 301st CO Naval Station Ernesto Ogbinar, Poro Point, San Fernando, La Union 302nd CO Naval Station Pascual Ledesma, Fort San Felipe, Cavite City 303rd CO Naval Station Julhasan Arasain, Rawis, Legazpi City, Albay 304th CO Naval Station Leovigildo Gantioqui, San Antonio, Zambales 305th CO BG Benito Ebuen Airbase, Lapu-Lapu City, Cebu 306th CO Naval Station Felix Apolinario, Panacan, Davao City. Davao Del Norte 307th CO Marine Barracks, Rudiardo Brown, Taguig City 10  UNIT LOCATION CONTRACTING OFFICE FOR GHQ/AFPWSSUs/KBUs/UCs 401st CO NOLCOM, Camp Aquino, Tarlac City 402nd CO SOLCOM, Lucena City, Quezon 403rd CO VISCOM, Cebu City, Cebu 404th CO WESMINCOM, Upper Calarian, Zamboanga City 405th CO WESCOM, Puerto Princesa City, Palawan 406th CO AFPHSC, Camp Victoriano K Luna, V. Luna Ave., Quezon City 407th CO PMA, Fort Del Pilar, Baguio City, Benguet 408th CO PSG, Malacanang Park, Manila 409th CO GHQ & HSC, Camp General Emilio Aguinaldo, Quezon City 11  AFP BAC and SBAC Secretariats Program Units AFP BAC Secretariats PA BAC 1 Program 1 (Philippine Army) PA BAC 2 PA BAC 3 PAF BAC Program 2 (Philippine Air Force) PAF SBAC PN BAC 1 & 2 Program 3 (Philippine Navy) PMC BAC GHQ BAC 1 GHQ BAC 2 Program 4 (GHQ/AFPWSSUs) GHQ BAC 3 GHQ BAC 4 12  Mission ❑ AFPPS ❑ To implement the procurement programs of AFP units and facilitate the procurement process of Bids and Awards Committees in order to sustain the logistical requirements of the AFP. ❑ Procurement Center/Contracting Offices ❑ Facilitates procurements to support the logistical requirements of AFP units. ❑ BAC Secretariat ❑ Provides administrative support to the Bids and Awards Committee (BAC). ❑ Headquarters Support Unit ❑ Provides administrative and maintenance support services to the Command and enhance its logistical support capability. 13  Functions AFPPS 1. Provides administrative supports to all BACs; 2. Undertakes procurements through alternative methods of procurement; 3. Prepares procurement documents such as purchase orders/job orders/work orders and procurement contracts; 4. Monitors the implementation of contracts, resolutions, and other documents in relation to procurement; 5. Prepares documents for the payment of duly accepted supplies and services; Creates, maintains, and updates the registry of suppliers, contractors, and consultants; 14  Functions AFPPS 6. Creates, maintains, and updates a price-monitoring list of goods and services; 7. Provides administrative and logistical support to Procurement Centers (PCs), Contracting Offices (COs) and BAC Secretariats; 8. Provides assistance to PCs, COs and BAC Secretariats to clarify procurement related policies and issuances; 9. Conducts security/safety inspection and investigation to improve and correct internal processes and maintain the discipline of personnel; 10. Conducts regular training and policy dissemination to maintain personnel competency; 15  Functions AFPPS 11. Maintains relevant information system and data for assessment/ analysis to facilitate prompt procurement; and 12. Conducts regular stakeholder engagement to disseminate information relative to procurement. 16  Functions PCs/COs 1. Conduct procurement operations in order to support the logistical requirements of AFP units; and 2. Facilitate the processing of procurement and undertake procurement through alternative methods of procurement. 17  Functions BAC Secretariats 1. Organizes and makes all necessary arrangements for BAC meetings and conferences; 2. Prepares minutes of the BAC meetings and resolutions of the BAC; 3. Takes custody of procurement documents and other records and manages the sale and distribution of bidding documents to interested bidders; 18  Functions BAC Secretariats 4. Advertises and posts bidding opportunities, including bidding documents and notices of awards; and 5. Assists in managing the procurement process and the BAC in consolidating the Project Procurement Management Plans (PPMPs), Annual Procurement Plans (APPs), and Supplemental Procurement Plans (SPPs) from various units of procuring entity to make them available for review as indicated in Section 7 of RA 9184 and its Revised IRR. 19  Functions HSU 1. Provides maintenance services to all facilities, administrative and logistical services to all operating units of the Headquarters; 2. Provides security to vital installations within the AFP Procurement Service Headquarters; 3. Maintains firefighting team and equipment; and 4. Operates and maintains motor pool to support the vehicle maintenance requirements of the Command. 20 Actors in the Procurement Process 21  HoPE DESIGNATED HOPE PROCUREMENT UNIT Chief of Staff, AFP AFP Vice Chief of Staff, AFP GHQ and AFPWSSUs Commanding General, Philippine Army PA Commanding General, Philippine Air Force PAF Flag Officer-In-Command, Philippine Navy PN Commandant, Philippine Marine Corps PMC 22  HoPE 1. Creates AFP BACs and SBACs; 2. Designates the members of the AFP BACs and SBACs to include alternate BAC members; 3. Ensures that the Annual Procurement Plan (APP) or Supplemental Procurement Plan (SPP) is regularly prepared, reviewed, and updated by the end-users or implementing units; 4. Approves the APP/SPP and its necessary amendment and ensures that the APP is in accordance with the duly approved budget of the Procuring Entity as well as its adherence in the provisions of the Revised IRR of RA Nr 9184 and of this Manual; 5. Ensures that all procurement activities are in line with the duly approved APP and its amendment thereto; 23  HoPE 6. Approves the recommendation for award made by the BAC, through BAC Resolution. In the event that disapproval of the recommendation made by the BAC, the basis of such disapproval has to be valid, reasonable and justifiable grounds to be expressed in writing and furnished to the BAC for their appropriate action; 7. For consulting services, the HoPE, based on the recommendation of the BAC, approves the following: (a) the shortlist of consultants; and (b) results of evaluation and ranking of consultants; 8. Notifies the BAC and the bidder in writing of his/her decision to disapprove the recommendation for award made by the BAC. The notification made has to include the grounds for its disapproval; 9. Resolves request for reconsideration, with finality, for request filed by the affected bidder. The said request has to be resolved within seven (7) calendar days from its filing; 10. Resolves protests filed in accordance with the provisions of the revised IRR of RA Nr 9184 and of this Manual. The protest filed by the affected bidder has to be resolved within seven (7) calendar days upon its receipt; 24  HoPE 11. Ensures that the BAC, BAC Secretariat, and TWG give utmost priority to BAC assignments, over all other duties and responsibilities, until the requirements for the said assignments at hand are completed; 12. Ensures that the BAC, the BAC Secretariat, and TWG members, including other relevant procurement personnel, attend the procurement training or capacity development program implemented by the GPPB; 13. Imposes the necessary administrative sanctions on errant members of the BAC, BAC Secretariat, TWG, and other relevant procurement personnel in accordance with Section 70 of the Revised IRR of RA 9184; 14. Approves the Procurement Monitoring Report (PMR) and submits the same to the GPPB in printed and electronic format within 14 calendar days after the end of each semester; 15. Approves extension of contracts for general support services, in accordance with the guidelines issued by the GPPB and of this Manual; 25  HoPE 16. Grants extension of time for the delivery or performance by the supplier/contractor/consultant of its obligations in accordance with the provisions of the Revised IRR of RA Nr 9184 and of this Manual; 17. Approves Variation Orders, Amendment to Orders, and Amendments of Contract in accordance with the provisions of the Revised IRR of RA Nr 9184 and of this Manual; 18. Approves termination of contracts as well the issuance of the Notice to Terminate in accordance with the provisions of the Revised IRR of RA 9184 Nr and of this Manual; 19. Imposes the necessary administrative sanctions or blacklisting of erring manufacturers, suppliers, distributors, contractors, and/or consultants to include the issuance of Blacklisting Orders; and 20. Approves the Agency Procurement Compliance and Performance Indicator System (APCPI) results and findings, upon recommendation by the BAC. 26  End-User 1. Prepares the APP and PPMP; 2. Revews the completeness of the proposed APPs/SPPs and PPMPs prior submission to the BAC for deliberation; 3. Transacts with the PS-DBM as to the procurement of Common Supplies and Equipment (CSE), through the preparation of Agency Procurement Request (APR) to include transaction with other Government Agencies that provide services such as but not limited to Land Transportation Office (LTO), National Printing Office (NPO), etc; 4. Prepares the Unit Procurement Request (UPR) in accordance with the approved APP/SPP and PPMP; 5. Forwards the UPR to PC/CO with complete documents: Certification of Funding Chargeability (CFC), approved APP/SPP with PPMP and Technical Specifications, Terms of Reference (TOR), Circular of Requirement (COR), and Scope of Work, whichever is necessary and applicable for the request at hand; and 6. Approves the payment and signs the Disbursement Vouchers. 27  Budget/Fiscal Officer 1. Prepares and issues CFC; 2. Prepares and issues Obligation Request and Status (ORS); 3. Reviews and evaluates the government contracts for auditing. Accounting and related services; 4. Inspects the items delivered, services rendered and projects completed and prepares the corresponding report; and, 5. Conducts pre-audit for the payment to be made for the items delivered, services rendered and project completed as well as the opening of Letters of Credit. 28  Commodity Manager Acts as Chairperson of the TWG that assists the concerned AFP BAC in the review, evaluation and assessment of the content of the Bidding Documents as well as in all stages of procurement activities. 29  Project Management Team 1. Develops and conducts necessary research for a project plan; 2. Manages deliverables in accordance with the project plan; 3. Determines and recommends the methodology or procedures to be used on the project; 4. Establishes a project schedule and determining each phase of the planning and implementation of the project; 5. Develops the cost estimates for the project; 6. Responsible for the completion of the project as to design, build, testing against the requirements, operational assessment, and implementation activities; and 7. Identifies the risk and opportunities throughout the project and assist in the formulation of the appropriate responses. 30  AFP BIDS AND AWARDS COMMITTEE 1. Creates TWG from a pool of technical, financial and/or legal experts to assist in the procurement process; 2. Undertakes the advertisement and/or posting of the Invitation to Bid/Request for Expression of Interest; 3. Conducts pre-procurement and pre-bid conferences; 4. Determines the eligibility of prospective bidders; 5. Receives and opens bids; 6. Conducts the evaluation of bids with the assistance of the TWG; 7. Resolves motions for reconsideration filed by prospective bidders and other concerned parties with respect to the conduct of the bidding process; 31  AFP BIDS AND AWARDS COMMITTEE 8. Recommends award of contracts to the HoPE or its duly authorized representative; 9. Recommends to the HoPE the method of procurement of goods, infrastructure projects, and consulting services as included in the APP/SPP; 10. Conducts any of the alternative methods of procurements as deemed required in this Manual; 11. Recommends to the HoPE the imposition of sanctions in accordance with the provisions of the Revised IRR of RA 9184 and of this Manual; 12. Conducts periodic assessment of the procurement processes and procedures to streamline procurement activities and make the necessary recommendation to the HoPE for the subsequent representation to the GPPB; 13. Prepares the PMR to be approved by the HoPE and for the subsequent submission to the GPPB on a semestral basis; 32  AFP BIDS AND AWARDS COMMITTEE 14. Invites the Observers required, by the Revised IRR of RA Nr 9184 and of this Manual, to be present during selected stages of the procurement process; 15. Furnishes the Observers, upon the latter’s request and free of charge, the following documents: (a) Minutes of the proceedings of the BAC meetings; (b) Abstract of Bids; (c) Post-qualification Summary Report; (d) APP and related PPMP; and (e) Copies of “opened” proposals; 16. Exercises due diligence during the review or verification of the qualifications of Observers; 17. Reviews the APCPI results and findings prior submission to the HoPE for its approval; and 18. Gives utmost priority to BAC assignments over all other duties and responsibilities, until the requirements for the procurement at hand are completed (Jury Duty). 33  AFP BAC Secretariat 1. Acts as the main support unit of the BACs; 2. Provides administrative support to the BACs and the TWGs; 3. Organizes and makes all necessary arrangements for the BACs and the TWGs meetings and conferences; 4. Prepares minutes of meetings and resolutions of the BACs; 5. Takes custody of procurement documents and other records and ensures that all procurements undertaken by the Procuring Entity are properly documented; 6. Manages the sale and distribution of Bidding Documents to interested bidders; 7. Advertises and/or post bidding opportunities, including Bidding Documents and Notices of Award and Notices to Proceed; 34  AFP BAC Secretariat 8. Assists in managing the procurement process; 9. Monitors procurement activities and milestones for proper reporting to relevant agencies and/or end-users, when required; 10. Serves as the central depository of all procurement related information and continually update itself with the most current GPPB resolutions, issuances, circulars and events, and downstream the same to all relevant officers, employees and parties requiring information; 11. Assists in the preparation of the APP/SPP from the consolidated PPMPs submitted by the various PMOs/end-users/implementing units; 12. Makes arrangements for the pre-procurement and pre-bid conferences and bid openings; 13. Acts as the central channel of communications for the BAC with the PMOs/end-users/implementing units and other units of the line agency, other government agencies, providers of goods, infrastructure projects and consulting services, and the general 35 public;  AFP BAC Secretariat 14. In the absence of an ad hoc Assessment Committee, the BAC Secretariat is responsible for the conduct of the APCPI assessment and present the results to the BAC for review and the subsequent recommendation to the HoPE for its approval; 15. Submits the approved APCPI report and PMR to the GPPB-TSO pursuant to the issued GPPB guidelines as to submission of report; and 16. Provides utmost priority to BAC assignments over all other duties and responsibilities, until the requirements for the procurement at hand are completed (Jury Duty). 36  Canvass Contracting Committee 1. Undertakes the posting of the Canvass Proposals/Request for Quotations, Notices of Award, and Notices to Proceed; 2. Determines the eligibility of prospective suppliers/contractors; 3. Receives and opens bids/quotations; 4. Conducts the evaluation of bids/quotations; 5. Resolves motions for reconsideration filed by prospective suppliers/contractors and other concerned parties with respect to the conduct of the procurement activities; 6. Prepares and signs Certificate of Canvass; 7. Recommends award of contract to the HoPE or its duly authorized representative; 8. Ensures that all conditions/procedures made in the conduct of procurement activities are in accordance with the provisions of the Revised IRR of RA 9184 particularly under Section 50, 51, 52 and 53; and 9. Provides utmost priority to C3 assignments over all other duties and responsibilities, until the requirements for the procurement at hand are completed (Jury Duty). 37  Technical Working Group 1. Provides assistance to the BAC in terms of the technical, financial, legal, and other aspects of the procurement at hand; 2. Assists the BAC in the preparation and review of the Bidding Documents and ensures that the same properly reflect the requirements of the procuring entity and that these conform to the standards set forth by the Revised IRR of RA 9184 and of this Manual; 3. Assists the BAC in the conduct of eligibility screening of prospective bidders and in the shortlisting of consultants in case of biddings for consulting services; 4. Assists the BAC in the evaluation of bids and prepares the accompanying reports for the BAC’s consideration and approval; 5. Assists the BAC in the conduct of post-qualification activities and prepares the post-qualification summary report for the BAC’s approval; 6. Assists the BAC in the preparation of resolution of request for reconsideration; and 7. Assists the concerned Procurement Centers/Contracting Offices in the preparation of contracts to ensure compliance with the requirements of the end-user/implementing unit. 38  AFP Procurement Service 1. Provides administrative support to all BACs; 2. Monitors the implementation of contracts, resolutions, and other documents in relation to procurement; 3. Consolidates the PMR submitted by the PCs/COs for the subsequent submission to the AFP BACs, Higher Headquarters and GPPB; 4. Provides administrative and logistical support to Procurement Centers (PCs), Contracting Offices (COs), and BAC Secretariats; 5. Provides assistance to PCs, COs, and BAC Secretariats to clarify procurement-related policies and issuances; 6. Conducts security/safety inspection and investigation to improve and correct internal processes and maintain the discipline of personnel; 7. Conducts regular training and policy dissemination to maintain personnel competency; and, 8. Maintains relevant information system and data for assessment/ analysis to facilitate prompt procurement. 39  Procurement Centers 1. Accept and review the UPR, CFC and approved APP/SPP with PPMP and other supporting documents deemed necessary in the procurement of the requirements; 2. Prepare the procurement documents, based on the inputs from the BAC or TWG or C3, i.e. Notice to Proceed, Contract Agreement, Purchase Orders, Work Orders, Job Orders and their attachments, for processing by the Budget, Accounting, Legal and Finance Offices and the subsequent routing to the signing and approving authorities; 3. Monitor the implementation of contracts, resolutions, and other documents in relation to procurement. Likewise, make the necessary correction of any formal deficiencies in the procurement documents to facilitate action on the part of the approving authorities; 4. Act as Secretary of the TIAC, for procurement of Goods; 5. Prepare documents for the payment of duly accepted supplies and services; 40  Procurement Centers 6. Act as Secretariat of the Contract Termination and Review Committee (CTRC); 7. Prepare the Procurement Status Report (PSR), to be submitted to HAFPPS, for the subsequent submission to the Higher Headquarters and GPPB; 8. Create, maintain, and update the registry of suppliers, contractors, and consultants; 9. Create, maintain, and update a price-monitoring list of goods and services; 10. Conduct regular stakeholder engagement to disseminate information relative to procurement; and 11. Perform such other related functions as may be necessary to the procurement process. 41  Contracting Offices 1. Accept and review the UPR, CFC and approved APP/SPP with PPMP and other supporting documents deemed necessary in the procurement of the requirements; 2. Prepare the procurement documents, based on the inputs from the BAC or TWG or C3, i.e. Notice to Proceed, Contract Agreement, Purchase Orders, Work Orders, Job Orders and their attachments, for processing by the Budget, Accounting, Legal and Finance Offices and the subsequent routing to the signing and approving authorities; 3. Monitor the implementation of contracts, resolutions, and other documents in relation to procurement. Likewise, make the necessary correction of any formal deficiencies in the procurement documents to facilitate action on the part of the approving authorities; 4. Act as Secretary of the TIAC, for procurement of Goods; 5. Prepare documents for the payment of duly accepted supplies and services; 6. Act as Secretariat of the CTRC; 42  Contracting Offices 7. Prepare the PSR, to be submitted to HAFPPS, for the subsequent submission to the Higher Headquarters and GPPB; 8. Create, maintain, and update the registry of suppliers, contractors, and consultants; 9. Create, maintain, and update a price-monitoring list of goods and services; 10. Conduct regular stakeholder engagement to disseminate information relative to procurement; and 11. Perform such other related functions as may be necessary to the procurement process. 43  Chief Accountant 1. Issues the Certificate of Availability of Funds (CAF); 2. Journalizes the record and certify the availability of cash for the payment to be made for the items delivered, services rendered and project completed; 3. Verifies the accuracy, completeness, legality and propriety of documents on all procurement transactions; and, 4. Certifies and signs the LDDAP-ADA and SLIIE forms. 44  Approving Authority Amount Approving Authority (in any one transaction) Secretary of National Defense, DND PhP300,000,000.00 and above Chief of Staff, AFP Up to PhP 299,999,999.00 Vice Chief of Staff, AFP Up to PhP 250,000,000.00 Major Service Commanders Up to PhP 250,000,000.00 Commandant, PMC Up to PhP50,000,000.00 CO, Contracting Offices for Engineering Brigades, AFPPS Up to PhP 5,000,000.00 CO, Procurement Centers, AFPPS Up to PhP 5,000,000.00 CO, Contracting Offices, AFPPS Up to PhP 1,000,000.00 45  Project Administrator 1. Administers the project implementation and ensures that the execution of the project conforms to the approved plans and specifications; 2. Conducts project evaluation on the submitted SWA; 3. Submits weekly project accomplishment report to TCE, AFP/Major Service Engineers; 4. Facilitates the conduct of TIAC upon 95% project accomplishment, subject to the provision of TIAC Letter Directive Fl 13-02; and, 5. Facilitates the completeness of turn-over of documents and project closeout to the end-user or implementing unit. 46  Pre-Delivery Inspection Team 1. Conducts test and inspection based on the approved technical specifications and test parameters as stipulated in the Contract Agreement; 2. Ensures that all items are in accordance with the required specifications as stipulated in the Contract Agreement and test parameters as necessary; and 3. Accomplishes and submits After Travel Report to OJ4/Major Services 4 and copy furnished to TIAC not later than 30 days upon return to stations. 47  Supply Accountable Officer 1. Receives items for safekeeping of the delivered items; 2. Notifies the TIAC and the Financial Officer for inspection of delivered items, services rendered and project completed; and 3. Accepts the delivered items, services rendered, and project completed upon inspection and acceptance of the TIAC. 48  Technical Inspection and Acceptance Committee 1. Conducts inspection and acceptance of all supplies and equipment delivered and/or services rendered and projects completed based on the approved specifications of the procurement documents as stipulated in the contract/purchase order; 2. Rejects all items found to be substandard and/or not in accordance with the required specifications as stipulated in the contract agreement and test parameters, as necessary; 3. Submits an after-inspection report within seven (7) working days to AFPPS, through concerned Procurement Center or Contracting Office, with corresponding recommendation for appropriate disposition; 4. Establishes measures to expedite inspection and acceptance and ensure compliance in the approved procurement document including the required warranties, and that certifications and procedures are strictly complied with in coordination with the Project Management Teams (PMTs) as resource persons; and 5. Issues the Certificate of Acceptance to the concerned supplier/ contractor within one (1) week after delivered items, services rendered and projects completed were inspected and accepted. 49 Technical Inspection and Acceptance Committee TIAC FOR GOODS AND SERVICES PROGRAM 1 TO 3 Rank Composition Program 1 - 3 Requirement Rep from ALC,PAF/ NSSC/NLC,PN/ Chairperson At least 06 Commodity Managers, PA Member Major Service Fours (4s) Representative At least 04 Member End-User Representative At least 04 End-User or Commodity Manager Tech Member No rank requirement representative, if applicable Secretary AFPPS Representative At least 03 50 Technical Inspection and Acceptance Committee TIAC FOR GOODS AND SERVICES PROGRAM 4 Rank Composition Program 4 Requirement Commodity Manager/ Chairperson At least 06 Technical Expert Member OJ4/Unit 4 Representative At least 04 Member End-User Representative At least 04 Member TWG Technical Officer No rank requirement Secretary AFPPS Representative At least 03 51 Technical Inspection and Acceptance Committee TIAC FOR GOODS AND SERVICES PROGRAM 4 (UNIFIED COMMANDS OUTSIDE NCR) Rank Composition Program 4 Requirement Chairperson Chief of Unified Command Staff At least 06 Member Unit 4 Representative At least 04 Member End-User Representative At least 04 Member TWG Technical Officer No rank requirement Secretary AFPPS Representative At least 03 52 Technical Inspection and Acceptance Committee TIAC FOR GOODS AND SERVICES PROGRAM 4 (KEY BUDGETARY UNITS) Rank Composition Program 4 Requirement Chairperson Unit Deputy Commander/4th Ranking Officer At least 06 Member Unit 4 Representative At least 04 Member End-User Representative At least 04 Member TWG Technical Officer No rank requirement Secretary AFPPS Representative At least 03 53 Technical Inspection and Acceptance Committee TIAC FOR GOODS AND SERVICES PROGRAM 4 (SMALL VALUE PROCUREMENT BELOW PhP1M) Rank Composition Program 4 Requirement Chairperson Technical Member At least 04 Member Unit 4 Representative At least 03 Secretary AFPPS Representative At least 02 54 Technical Inspection and Acceptance Committee TIAC FOR INFRASTRUCTURE PROJECTS SUPPLY AND DELIVERY OF CONSTRUCTION MATERIALS Composition Requesting Unit Chairperson Commanding Officer, Unit Member/ Logistics, Officer, Unit Secretary Member OFM, Unit Member Technical Officer, Unit (if applicable) Member AFPPS Representative 55 Technical Inspection and Acceptance Committee TIAC FOR INFRASTRUCTURE PROJECTS FACILITIES (READINESS PROGRAM PROJECTS) Composition Requesting Unit Chairperson Deputy Commander, Unit Member/ Logistics, Officer, Unit Secretary Member Command/Post Engineer, Unit Member OFM, Unit Member Technical Officer, Unit (if applicable) Member AFPPS Representative 56  Technical Inspection and Acceptance Committee TIAC FOR INFRASTRUCTURE PROJECTS (FOR TURN-KEY MODE/TYPE PROJECTS, BCDA RELOCATION/ REPLICATION, AFP MODERNIZATION, SPAPs and OTHER SPECIAL RELEASES PROJECTS) PROGRAM 1 - 3 Composition Program 1 - 3 Chairperson Major Service Chief Engineer Member/ C, Project Management Branch of the Office of Major Service Chief Secretary Engineer Member Major Service 10s Representative Member Command Engineer, Beneficiary Unit Member Technical Officer, Unit (if applicable) Member AFPPS Representative 57  Technical Inspection and Acceptance Committee TIAC FOR INFRASTRUCTURE PROJECTS (FOR TURN-KEY MODE/TYPE PROJECTS, BCDA RELOCATION/ REPLICATION, AFP MODERNIZATION, SPAPs and OTHER SPECIAL RELEASES PROJECTS) PROGRAM 4 Composition Program 4 Chairperson TCE, AFP Member/ C, Project Management Branch of the Office of TCE, AFP Secretary Member OJ10 Representative Member Command Engineer, Beneficiary Unit Member Technical Officer, Unit (if applicable) Member AFPPS Representative 58  Finance Officer 1. Prepares and signs the LDDAP-ADA and SLIIE Forms for claims or payment to Suppliers, Contractors, or Consultants; 2. Releases the signed LDDAP to be forwarded to the bank; and 3. Submits a report of payment to PC/CO, OFM, and end-user. 59  Contract Termination and Review Committee (CTRC) Reviews and deliberates contract for termination of the Implementing Unit within their level of approving authorities and make the necessary recommendations for the approval of the HoPE. 60 Contract Termination and Review Committee (CTRC) Program 1, 2, Designation AFP Program 4 PMC &3 Major Service HoPE CSAFP VCSAFP Commandant, PMC Commanders Not exceeding Not exceeding Not exceeding Not exceeding Amount of Authority PhP299,999,999.00 PhP250,000,000.00 PhP250,000,000.00 PhP50,000,000.00 Chief of Staff, PA Chairperson VCSAFP Chief of Naval Staff TDCSAFP Chief of Staff, PMC Chief of Air Staff Assistant DCS for Major Service Logistics Marine Corps Logistics Vice Chairperson DCS for Logistics, J4 Logistics, J4 Staff Staff (MC4) (AJ4) Assistant DCS for DCS for Financial Major Service Financial Member Financial Management, OFM, PMC Management, J10 Management Staff AJ10 Member TJAG, AFP Major Service Chief JAG Chief, MAD, OTJAG, AFP Chief JAG, PMC Chief, Contract CO, PA PC Management and CO, Contracting Office Member Commander, AFPPS CO, PN PC International Logistics at PMC CO, PAF PC Division, OJ4 61 Secretariat To designated by the AFPPS 62  Questions 1. What is the AFPPS Mission? 2. Give 3 functions of AFPPS? 3. How many Procurement Centers, Contracting Offices and BAC Secretariats are there in AFPPS? 4. What are the mission of PC, CO and BAC Secretariats? 5. What are the Functions of PC, CO and BAC Secretariats? 6. Who/What are various actors in the procurement process? 63  Individual Turn-in ❑ Pick one of the role/actors in the Procurement Process. ❑ Write an essay on what you plan to do in the performance of the chosen role. This may include improvement/innovation in the procurement process that can be done thru that role. Such improvement/innovation should result to any of the following: 1. Transparency 2. Competitiveness 3. Streamlined procurement process 4. System of accountability 5. Public monitoring ❑ The improvement/innovation should adhere RA 9184, GPPB Resolutions and LLD as discussed in the previous modules. ❑ Do explain the roles/duties. ❑ Minimum on 500 words and maximum of 1,000 words. ❑ Submit to the course directorate thru email 04 0800 August 2022. 64 Thank You and Good Day!