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Small Value Procurement

Post by Abecedarian on Mon Oct 29, 2012 5:12 pm

According to the procedural guidelines on small value procurement, the RFQ shall be sent to at least three (3) suppliers, contractors, or consultants of known qualifications.

Would this mean that in sending out RFQs to suppliers, contractors, or consultants, we don't need to require them to include their philgeps registration certificate in their submission of their price quotations?
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Re: Small Value Procurement

Post by jcolas on Thu Nov 01, 2012 12:16 pm

According to the procedural guidelines on small value procurement, the RFQ shall be sent to at least three (3) suppliers, contractors, or consultants of known qualifications.

Would this mean that in sending out RFQs to suppliers, contractors, or consultants, we don't need to require them to include their philgeps registration certificate in their submission of their price quotations?


The highlighted phrase simply means that the PE has undertaken accreditation of their suppliers, contractors and these documents were required during the accreditation process. Furthermore, these suppliers are included in the registry of accredited suppliers maintained by your agency and that, as per records of your agency, these suppliers have acquitted themselves well in the performance of their obligations.

[u]Would this mean that in sending out RFQs to suppliers, contractors, or consultants, we don't need to require them to include their philgeps registration certificate in their submission of their price quotations?[/u]

If you are referring to suppliers, contractors and consultants who are included in your registry and you have issued them certificates of accreditation, then they may submit such certification in lieu of these documents as long as these documents have been included as one of the requirements during the accreditation process. This , in essence is the beauty of accreditation.
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Re: Small Value Procurement

Post by Abecedarian on Mon Nov 05, 2012 12:35 pm

I see. So, considering that we are not accrediting suppliers, we are duty bound to require them a copy of their Philgeps registration certificate and other qualification requirements?
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Re: Small Value Procurement

Post by jcolas on Thu Nov 08, 2012 8:50 pm

Sorry for the late reply but to your question, I say yes. You have to require them documents asked for under Section 34.2
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Re: Small Value Procurement

Post by RDV @ GP3i on Fri Dec 14, 2012 4:19 pm

Abecedarian wrote:According to the procedural guidelines on small value procurement, the RFQ shall be sent to at least three (3) suppliers, contractors, or consultants of known qualifications.

Would this mean that in sending out RFQs to suppliers, contractors, or consultants, we don't need to require them to include their philgeps registration certificate in their submission of their price quotations?

Under Item 3.j of the Guidelines for Shopping and Small Value Procurement (GPPB Res. 09-2009), "(t)he procuring entity must validate whether it is entering into a contract with a technically, legally and financially capable supplier, contractor or consultant by requiring the submission of relevant documents or through other means."

Based on the foregoing guidelines, therefore, it would be up to the procuring entity whether to require submission of relevant documents, such as PhilGEPS registration, or it could validate the qualifications of those which responded to the quotations "through other means" without necessarily requiring any submission of documents other than their quotations.
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Re: Small Value Procurement

Post by Abecedarian on Sun Dec 16, 2012 4:45 pm

Thanks. What about if no one from PhilGEPS registered supplier is interested in the project, can we entertain the interested although not PhilGEPS registered?
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Re: Small Value Procurement

Post by RDV @ GP3i on Mon Dec 17, 2012 1:03 pm

Abecedarian wrote:Thanks. What about if no one from PhilGEPS registered supplier is interested in the project, can we entertain the interested although not PhilGEPS registered?

Yes, you can entertain those not registered in PhilGEPS so long as you have other means of determining that the supplier is legally, technically and financially capable of performing the contract.
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Re: Small Value Procurement

Post by Abecedarian on Mon Dec 17, 2012 4:01 pm

Thank you very much. Merry Christmas
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Re: Small Value Procurement

Post by regina avelino on Mon Jan 28, 2013 12:48 pm

Sorry for bringing this up again. How are we going to post the award to PhilGEPS if we will award the projects to non-philgeps member that we were able to determine to be financially, technically and legally capable supplier? Remember section 37.1.6 requiring the posting of award to philgeps. If the supplier is not a member to which the project will be awarded, then we cannot post the award. The STATUS of the project will be "CLOSED" only not "AWARDED". Thanks.

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Re: Small Value Procurement

Post by engrlanz on Tue Jan 29, 2013 10:54 am

as per guidelines for Small Value Procurement under no.3 Procedural Guidelines item (d) states that.."RFQs shall be posted for a period of seven (7) calendar days in the PhilGEPS website, website of the PE, if available, and at any conspicuous place reserved for this purpose in the premises of the PE. However, in the following instances, this posting requirement shall not be applicable: (i) When there is an unforeseen contingency requiring immediate purchase under Section 52.1 (a) of the IRR; or (ii) RFQs with ABCs equal to P50,000.00 and below.." ......with thuis, posting of award will no longer be needed.. Very Happy

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Re: Small Value Procurement

Post by regina avelino on Tue Jan 29, 2013 2:54 pm

what if the value of the procurement is above 50K?

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Re: Small Value Procurement

Post by engrlanz on Wed Jan 30, 2013 1:27 pm

den, it should be posted po to PhilGEPS. from RFQ to Notice of Award.

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Re: Small Value Procurement

Post by Abecedarian on Thu Jan 31, 2013 9:16 am

The answers of Sir RDV@GP3i and Madam Regina Avelino are worthy to be considered guys.

Both answers presented two facts of a case involving Requests for Quotation. One fact is RFQ of 50K and below, and the other one is more than 50k.

There is no problem if the RFQ is of 50k ABC, where posting at PhilGEPS may be avoided including the requirement of suppliers PhilGEPS registration. What seems to be a problem if the RFQ is for, let's say 55k where PhilGEPS posting is mandatory and no PhilGEPS registered supplier is willing to quote.There is one willing but not PhilGEPS registered.

How are we going to solve the problem, guyz?
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Re: Small Value Procurement

Post by shark on Thu Feb 07, 2013 5:28 pm

we also have suppliers who are not registered to PhilGEPS. WE posted the RFQs but we cannot make an awarding.

We tried to convince them but these suppliers do not just care about PhilGEPS. And only these suppliers can supply the items needed.
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Re: Small Value Procurement

Post by engrjhez® on Thu Feb 07, 2013 10:49 pm

Abecedarian wrote:The answers of Sir RDV@GP3i and Madam Regina Avelino are worthy to be considered guys.

Both answers presented two facts of a case involving Requests for Quotation. One fact is RFQ of 50K and below, and the other one is more than 50k.

There is no problem if the RFQ is of 50k ABC, where posting at PhilGEPS may be avoided including the requirement of suppliers PhilGEPS registration. What seems to be a problem if the RFQ is for, let's say 55k where PhilGEPS posting is mandatory and no PhilGEPS registered supplier is willing to quote.There is one willing but not PhilGEPS registered.

How are we going to solve the problem, guyz?

We must accept the fact that one definite direction of government procurement reform is electronic bid submission. With this in mind registration with the PhilGEPS system is indispensable.

In our prevailing law and its IRR, we can be lenient in requiring PhilGEPS registration during RFQ submission. If said supplier turns out to be awarded the contract, we can require them to at least register in the PhilGEPS as a precondition for Purchase Order, so that we can comply with the posting of award. Besides, registration is online and FREE. They need not pay anything except for the internet connection rates.

In our case, we require such registration to be completed prior to submission of their quotations. By explaining that registration is free and approval may be obtained within 24 hours, most of them are encouraged to participate. As suppliers, they usually submit to the conditions of the buyer. It works most of the time. Smile
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Re: Small Value Procurement

Post by regina avelino on Fri Feb 08, 2013 2:00 pm

thank you sir abecedarian. Based on the reply of sir engrjhez, the government should establish a deadline for the full implementation of this requirement. If there is no deadline, until when are we going to be lenient and allow non-philgeps registered suppliers participate in the bidding? Even though we want to implement what engrjhez has mentioned still there are other suppliers who are hesitant to register and ignore this requirement, but what can a procuring entity do if there was no other supplier who can provide the need most especially those procuring entities located in the country side. my thought for the matter.

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Re: Small Value Procurement

Post by isabelo c. rodriguez on Thu Feb 14, 2013 3:47 am

What if the RFQ (abc is more than 50k)was not posted in philgeps but three (3) legitimate/qualified bidders responded to our invitation, would the whole process become invalid just the same?

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Re: Small Value Procurement

Post by engrjhez® on Thu Feb 14, 2013 8:26 pm

isabelo c. rodriguez wrote:What if the RFQ (abc is more than 50k)was not posted in philgeps but three (3) legitimate/qualified bidders responded to our invitation, would the whole process become invalid just the same?

Technically speaking, yes.

However, since most of the Auditors (COA) are not well versed (yet) in applying the law (RA 9184), such transaction may pass as if it has no irregularity. It will still be a case to case scenario. But I won't suggest that you gamble with that probability. Smile
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Re: Small Value Procurement

Post by Jovinal on Thu Feb 14, 2013 10:21 pm

COA Auditors cannot perform a 100 % audit on all procurements of the audited agency , they just apply sampling bases, so sometimes there are transactions which have technical omission in the procurement procedures were passed and not disallowed, so we thought these were ok, but these were still subject to special audit as the case may be.
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Re: Small Value Procurement

Post by regina avelino on Mon Feb 18, 2013 10:40 am

Then i think it's up to accounting personnel who reviews the attachments supporting the disbursement vouchers for the particular procurement with similar case not to process such. Accounting personnel processing the payment is the first line of audit thus, if they already knew that there were issues, then they will not process it anymore.

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