Need for suggestions on how to efficiently address the procurement of Catering Services

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Need for suggestions on how to efficiently address the procurement of Catering Services

Post by t2mon on Mon Mar 01, 2010 4:35 pm

The end-user units of our LGU have time and again bombarded our office of requests to hire catering services. For a long time we have been employing Negotiated Procurement Method (under SVP) for every activity that requires either Meal and/or Snacks. In my opinion, it is no longer cost-efficient for the LGU to treat requests for Catering Services on a "per activity basis". Am thinking that other LGUs r the "frequent posters" from this forum might have brilliant suggestions to address this issue.

Thanks much.

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Re: Need for suggestions on how to efficiently address the procurement of Catering Services

Post by Guest on Mon Mar 01, 2010 5:17 pm

be advised that GPPB resolution 9-2009 has been issued, exempting the posting and advertisement of procurement for 50k and below.

Unless the activities are fixed, you can`t do otherwise. The only thing you can do is to procure it every time under SVP.

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Re: Need for suggestions on how to efficiently address the procurement of Catering Services

Post by charlie brown on Mon Mar 01, 2010 5:18 pm

t2mon wrote:The end-user units of our LGU have time and again bombarded our office of requests to hire catering services. For a long time we have been employing Negotiated Procurement Method (under SVP) for every activity that requires either Meal and/or Snacks. In my opinion, it is no longer cost-efficient for the LGU to treat requests for Catering Services on a "per activity basis". Am thinking that other LGUs r the "frequent posters" from this forum might have brilliant suggestions to address this issue.

Thanks much.

if the need for catering services occurs on a predetermined regularity (e.g. barangayan) and the menu is the same or has the same cost the LGU might consider doing a competitive bidding for the whole year requirement with the specific delivery periods stated in the schedule of requirements
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Re: Need for suggestions on how to efficiently address the procurement of Catering Services

Post by engrjhez® on Mon Mar 01, 2010 9:01 pm

t2mon wrote:The end-user units of our LGU have time and again bombarded our office of requests to hire catering services. For a long time we have been employing Negotiated Procurement Method (under SVP) for every activity that requires either Meal and/or Snacks. In my opinion, it is no longer cost-efficient for the LGU to treat requests for Catering Services on a "per activity basis". Am thinking that other LGUs r the "frequent posters" from this forum might have brilliant suggestions to address this issue.

Thanks much.

You should really start on a plan of the activities and the need, hence for catering services. Hindi pwede yung kapag merong naisip na activity, go! Kapag merong pa meeting, go! Kapag me medical mission, go! Hindi banating pwedeng planuhin ang mga activities na gagamitan ng "catering services"? Hindi ba pwedeng magpa-meeting na hindi magpapakain? Hindi ba pwedeng kapag medical mission ay huwag nang haluan ng "feeding program" sa mga pasyente? Minsan, kasama pa ang empleyado sa kumain, tapos meron pang uwi Sad.

Hindi naman sa anti-catering ako, pero in most cases, pulitika lang talaga ang motivation ng catering services. It is actually not due to public service. Bakit kalangan pakainin ang NGO? Bakit kailangan pakainin ang volunteers? Bakit kailangan pakainin ang mga officials during meeting? Volunteers nga sila di ba? Me Representation Allowance (RA) naman sila di ba? At minsan, meron pang Honoraria? If only I am as influential as the President of the Republic of the Philippines, I would exert all my efforts to ensure that "catering services" shall not be allowed to be procured on means other than public bidding.

Medyo na-carried away yata ako ah. Bueno, back to the topic, Public Bidding is still the best way to procure it. Have a one-time bidding (or every quarter) of catering service requirements. Say, 200,000 pax of snacks (AM/PM) and 100,000 pax of meal (breakfast, lunch, dinner). Determine the ABC. Put it in the APP. Put it in the Budget. Have it bidded and awarded. Now, sa kontrata, payment shall be per accomplishment basis. Kung merong event requiring 1000 pax of snacks, then pwede sumingil yung winning contractor after delivery of 1000 pax based on his bid (and awarded price). All succeeding events and disbursements shall reflect how much have already been paid and how much of the total quantity in the contract is left in terms of the amount. It stops when all of the 200,000 pax snack and 100,000 meals are fully consumed. Very Happy

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Re: Need for suggestions on how to efficiently address the procurement of Catering Services

Post by amang'65 on Tue Mar 02, 2010 8:03 am

i believe so jhez you got carried away. haaaaay nako pilipino talaga mahilig kumain, heh.he. well if you tried attending congressional/senate budget hearings may pagkain during the activity (yun nga lang palaging banana Q at hindi pa nakakaabot sa mga talagang participants yun lang mga staff ng mga congressman at senators ang singuradong may pagkain - from drivers to executive staff)

actually we tried considering PB as a method of procurement for our catering needs pero medyo mahirap, kung number of pax lang ang basehan madali, o number of viands, at gaya ng sabi ni charlie brown if the menu is always the same madali, pero pag different menu for every activity dun na medyo nagkakatalo kung paano magquote ang caterers, buti sana kung tulad din ng sinabi mo jhez na planado lahat pati menu siguro walang problema.
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Re: Need for suggestions on how to efficiently address the procurement of Catering Services

Post by riddler on Tue Mar 02, 2010 12:10 pm

amang1965 wrote:i believe so jhez you got carried away. haaaaay nako pilipino talaga mahilig kumain, heh.he. well if you tried attending congressional/senate budget hearings may pagkain during the activity (yun nga lang palaging banana Q at hindi pa nakakaabot sa mga talagang participants yun lang mga staff ng mga congressman at senators ang singuradong may pagkain - from drivers to executive staff)

actually we tried considering PB as a method of procurement for our catering needs pero medyo mahirap, kung number of pax lang ang basehan madali, o number of viands, at gaya ng sabi ni charlie brown if the menu is always the same madali, pero pag different menu for every activity dun na medyo nagkakatalo kung paano magquote ang caterers, buti sana kung tulad din ng sinabi mo jhez na planado lahat pati menu siguro walang problema.

The topic is so madugo..

Actually my rough estimate lang sa (petty) meals and snacks dito sa LGU kukulangin ang 10M kada taon, 80% of the BAC related activites kinakain ng walang kabusugang "procurement of meals and snacks".. Very Happy
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Re: Need for suggestions on how to efficiently address the procurement of Catering Services

Post by amang'65 on Tue Mar 02, 2010 12:31 pm

hahaha, petty pa lang yun ha, paano na kung talagang kainan na? talagang madugo, pati menu dinuguan, hehehe.
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Re: Need for suggestions on how to efficiently address the procurement of Catering Services

Post by sunriser431 on Tue Mar 02, 2010 9:40 pm

My observation Re: meals and snacks
It would be difficult to assess whether such expenses (for meals and snacks etc.) were incurred for public purpose or in the performance of the officials’ duties and functions (without sufficient explanation/ or documentation). ex. Meetings, conferences,Official entertainments, Public relations, cultural activities, seminars etc.
I would suggest not per activity but on the purpose of the activity, at least some can be charged to RATA. hehehe (no offense intended ). enjoy "kainan na". drunken
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Re: Need for suggestions on how to efficiently address the procurement of Catering Services

Post by charlie brown on Wed Mar 03, 2010 5:17 pm

sunriser431 wrote:My observation Re: meals and snacks
It would be difficult to assess whether such expenses (for meals and snacks etc.) were incurred for public purpose or in the performance of the officials’ duties and functions (without sufficient explanation/ or documentation). ex. Meetings, conferences,Official entertainments, Public relations, cultural activities, seminars etc.
I would suggest not per activity but on the purpose of the activity, at least some can be charged to RATA. hehehe (no offense intended ). enjoy "kainan na". drunken

Sa LGU kasi meron yatang pa-uso like nga nitong lakbay-aral and this Barangayan when the municipal or city government brings the government closwer to the people thru this scheduled meetings. its usually a whole day affair wwith various services offered. Syempre pa meron kainan shouldered op kors by the city or mun government. which was why I said that if these are normal and predictable activities perhaps the BAC can consolidate into a one-year contract with the delivery schedules specified in the schedule of requirements.

para naman doon sa mga unscheduled meetings and kainan kailangan ng maghanap ng appropriate alternative method.
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Re: Need for suggestions on how to efficiently address the procurement of Catering Services

Post by t2mon on Mon Mar 08, 2010 10:50 am

maraming salamat po sa inyo. sensya na po, medyo natagalan pag-log in balik..il try to suggest the public bidding for pre-determined activities in a quarter. again thank for the insights and suggestions..mahirapan lang sa criteria for evaluation pag iba-ibang menu.but, nweiz hanap na lang tayo paraan.again, thanks much pipol.

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Re: Need for suggestions on how to efficiently address the procurement of Catering Services

Post by jcolas on Tue Mar 09, 2010 5:36 am

To all the guys,
We at DepEd does not really have a problem on catering services, as first, all our conferences, seminars, workshops, trainings and the like are included in our APP. For big catering services where the ABC is more than the threshold for SVP, like Regional Press Conferences, the PALARO, the appropriate Regional Memo is sent to the field for the schedule, while the BAC is now preparing for Public bidding while those that can be accomodated through Small Value Procurement are posted as RFQ at the PHILGEPS. My point is, if these are properly planned in advance, then the appropariate method of procurement can be applied. In the Local Government Unit, these could be very difficult as, these are sometimes based on the whims and caprices of the head of the Local Government Unit.
There are always a thousand reasons just to let the "constituents" eat. Maybe the BAC should really sit with the head of the LGU and reduce into writing (APP) all his plans that will involve catering services.It would be difficult to eradicate this practice but if these are planned, these could be minimized.
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procurement of catering services

Post by fe a. araya on Tue Mar 09, 2010 9:11 am

Right ka, engrjez. Bakit kelangan pakainin (kahit snaks) everytime my meeting (kahit very short meeting lang) Sabi nga ng dating Director namin, bakit??? eh pwede naman daw kanya kanya snaks. Ok lang sana becoz, meals is already considered part of the agenda but the sad thing is, minsan biglaan. On the day of the meeting na saka lang sasabihin mag pa cater. So what is happening actually is walang competition (although may canvass, but actually sa papel lang) We have to make do and accept kung ano lang ang ihain and wow. And to think that the procurement unit will have to prepare the docs after the catering services na. Sometimes, matagal nang kinain saka lang isusubmit ng end-user ang PR.

Although as to cost, the BAC has set a standard cost for every meal.
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Re: Need for suggestions on how to efficiently address the procurement of Catering Services

Post by engrjhez® on Tue Mar 09, 2010 9:30 pm

jcolas wrote:...
There are always a thousand reasons just to let the "constituents" eat. Maybe the BAC should really sit with the head of the LGU and reduce into writing (APP) all his plans that will involve catering services.It would be difficult to eradicate this practice but if these are planned, these could be minimized.

The thousand reasons I suppose leads to one - POLITICS. Catering services are so rampant in LGUs because the voting population is easier controlled. Many people thought that such "short-term service" otherwise known as "pakain" is a voter's advantage. Sabi nga ng iba, walang a-attend ng meeting kung walang "abot", or at least na "pakain". May magttyaga ba makinig sa programa kung gutom lang pala aabutin? Ang hindi minsan naiisip ng LGU officials (in general) ay hindi naman talaga garantiya na babaon sa isip ng kakain sa mga "pakain" na ito ang mga programa, lalo pa ang mga pangalan nila hanggang sa balota.

Totoo na maraming nagugutom, pero hindi mainam na solusyon na pakainin na lang ng pakainin ang tao. Minsan kasi, yung mga "may kaya" pa ang nakikinabang sa mga pakain na ito (minsan sa mga hotel pa, haaay!) tapong meeting 'kuno' lang pala.

I appeal to the GPPB to issue such guidelines so as not to abuse the use of CATERING SERVICES. Mas marami pa naman sigurong mas magandang project kesa sa kainan blues, hehe! Very Happy
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Re: Need for suggestions on how to efficiently address the procurement of Catering Services

Post by sunriser431 on Wed Mar 10, 2010 1:26 am

I think, we have to be careful in procurement of catering services (with certain exception of couse ex. seminars ) in order to avoid of the COA guidelines on IEUU. bounce
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Re: Need for suggestions on how to efficiently address the procurement of Catering Services

Post by firstlady_5167 on Sat Mar 13, 2010 4:20 pm

That's right! Hindi talaga nawawala ang Catering Services sa mga PR na submitted sa BAC for Mode of Procurement and then Posting. Ewan ko nga bakit hindi na didis allow ang Requisitions for Catering Services served during SP Sessions at puros mga special pa ang menu nila samantalang may RATA naman sila. Any comment on this?
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Re: Need for suggestions on how to efficiently address the procurement of Catering Services

Post by sunriser431 on Sat Mar 13, 2010 5:43 pm

firstlady_5167 wrote:That's right! Hindi talaga nawawala ang Catering Services sa mga PR na submitted sa BAC for Mode of Procurement and then Posting. Ewan ko nga bakit hindi na didis allow ang Requisitions for Catering Services served during SP Sessions at puros mga special pa ang menu nila samantalang may RATA naman sila. Any comment on this?
nasa filipino culture maybe,(no offense intended) the occasion will not be complete, kung walang Kainan. bounce
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Re: Need for suggestions on how to efficiently address the procurement of Catering Services

Post by jcolas on Sat Mar 13, 2010 8:03 pm

As I have said in my first posting on the matter, these "kaninan" sa LGU's can not be totally eradicated, as it has political color on it. Sabi nga ni Engrjes walang mag aatend kung walang kainan; but if only the BAC and the HOPE will sit together and put into writing the plans of the HOPE with regards to his meetings with his constituents for information purposes, these Kainan blues can be minimized. What is needed is for the BAC to take the bull by its horn and frontally attack the problem. Di naman pwede na hangang sa salita lang tayo. May be its time for the BAC sa LGU to accept that their really is a problem with regards to these kainan, A heart to hear talk with the HOPE will lick the problem. I know the mayor or the Governor would not like to be receiving Audit Observation Memorandums.
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