Purchase of Viand for 120 days Supplemental Feeding Program

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Purchase of Viand for 120 days Supplemental Feeding Program

Post by Jovinal on Mon Nov 28, 2011 12:40 am

Our agency recieved funding from the DSWD for the 120 days Supplementary Feeding Program,
under this program ,we have to procure fresh meat, fish, spices and vegetable daily for average amount of 17,000 pesos a day good for 120 days in the total of 2,300,000.00. Everyday they have different viand menu.

In view of the above , can we use small value procurement as alternative mode of Procurement by drawing Purchase Request good for one day consumption, considering that we need fresh meat, fish and vegetable daily for distribution to different day care centers ? Or we have to undergo two failed biddings before we can apply small value procurement ?

Thank You
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Re: Purchase of Viand for 120 days Supplemental Feeding Program

Post by engrjhez® on Mon Nov 28, 2011 6:35 pm

Jovinal wrote: Our agency recieved funding from the DSWD for the 120 days Supplementary Feeding Program,
under this program ,we have to procure fresh meat, fish, spices and vegetable daily for average amount of 17,000 pesos a day good for 120 days in the total of 2,300,000.00. Everyday they have different viand menu.

In view of the above , can we use small value procurement as alternative mode of Procurement by drawing Purchase Request good for one day consumption, considering that we need fresh meat, fish and vegetable daily for distribution to different day care centers ? Or we have to undergo two failed biddings before we can apply small value procurement ?

Thank You

We are always recalled of the fundamental rule under Sec.10 that "all procurement shall be done thru competitive bidding..." and that is the way it should be.

Guiding questions in resorting to small value procurement:
1. Does it have prior approval of the HOPE as reflected in the APP?
2. Is it justified by the conditions of the IRR/Guidelines?
3. Are we doing this to promote efficiency and economy?
4. Are we not splitting of contracts in order to circumvent the requirements of public bidding?

If all of your answers to the question is "YES", then you may proceed without any hesitation. Smile

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Re: Purchase of Viand for 120 days Supplemental Feeding Program

Post by jcolas on Tue Nov 29, 2011 7:25 pm

"Jovinal wrote"
Our agency recieved funding from the DSWD for the 120 days Supplementary Feeding Program,
under this program ,we have to procure fresh meat, fish, spices and vegetable daily for average amount of 17,000 pesos a day good for 120 days in the total of 2,300,000.00. Everyday they have different viand menu.

In view of the above , can we use small value procurement as alternative mode of Procurement by drawing Purchase Request good for one day consumption, considering that we need fresh meat, fish and vegetable daily for distribution to different day care centers ? Or we have to undergo two failed biddings before we can apply small value procurement ?

Thank You


If I were you, I would rather conduct a public bidding for that procurement considering that the ABC is in the millions of pesos. For your concern that they should serve fresh meat, etc, that can be specified as one of the conditions. Of course, that procurement should have been reflected in your APP as posted by engrjhez...
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Re: Purchase of Viand for 120 days Supplemental Feeding Program

Post by Jovinal on Wed Nov 30, 2011 2:06 pm

Last November 24 & 25, 2011, I attended on Evaluation Conference on Status of 120 days Supplemental Feeding Program Implementation , some LGUs share the followings on how they procure the Viands for 120 days daily:

1) They designate a City/Municipal Special Disbursing Officer who will make a cash advance, and the cash advance were distributed to Barangays with Day Care Centers through Barangay Treasurer, and Barangay BAC was the one who will conduct the procurement process through shopping mode, then the Barangay will liquidate the disbursements with attached PR,RFQ,PO, etc. as Barangay BAC as signatures to City/Municipality Special Disbursing Officer, the City/Municipal SDO will then liquidate to the CIty/MUnicipal Accountant.

2) They designate directly Barangay Treasurer as SDO by granting them Cash Advance and Barangay BAC will make the procurement through shopping daily for Viand supply.

My Questions are the following:

1) Is it Ok for the Barangay BAC to perform the procurement process even the Memorandum of Agreement is between the City/Municipality and DSWD for the Program?

2) Is Splitting of Procurement not violated if payments are made through cash advance and procurement through shopping mode done daily for 120 days , and the budget for the whole 120 days program more than 2,000,000.00?

Thanks
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Re: Purchase of Viand for 120 days Supplemental Feeding Program

Post by jcolas on Wed Nov 30, 2011 3:47 pm

"Jovinal wrote"
They designate a City/Municipal Special Disbursing Officer who will make a cash advance

Under COA Circular. 86-256 dated April 3, 1986, cash advances are, as a rule, granted only for the purpose of paying salaries and wages as well as for petty operating expenses of government agencies. This is so since government obligations are generally required to be paid by check. Under COA Circular NO. 90-331 May 3, 1990 Transfer of cash advance from one Accountable Officer to another shall not be allowed.

Is it Ok for the Barangay BAC to perform the procurement process even the Memorandum of Agreement is between the City/Municipality and DSWD for the Program?

It is not ok for me, as in the first place, the MOA between the City/Municipality and the DSWD has already been disregarded and violated. The original intention, I believe was for an Agency to agency mode of procurement to be followed, so that the MOA was formalized but at the end was disregarded.

Is Splitting of Procurement not violated if payments are made through cash advance and procurement through shopping mode done daily for 120 days , and the budget for the whole 120 days program more than 2,000,000.00?
Their really was violation. Under COA Circular #76-41 dated July 30, 1976, splitting of requisitions which is the non-consolidation of requisitions for one or more items needed at or about the same time by the requisitioner is not allowed.
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