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KALAHI:CIDSS-NCDDP Seminar-Training on Community-Based Procurement, Finance and Construction
How Important the Seminar for KALAHI Volunteers?
"VOLUNTEERS ARE NOT PAID, NOT BECAUSE THEY ARE USELESS, BUT BECAUSE THEY ARE PRICELESS."
This is the concluding statement of one of the speakers of the three-day training-seminar on Community-Based Procurement, Finance and Construction held at Regent Hotel, Naga City, Bicol, Philippines.
The purpose of the training-seminar was to prepare participants-volunteers from the twenty barangays of Minalabac, Camarines Sur for the upcoming projects funded by DSWD's KALAHI-CIDSS: NCDDP (Kapit-Bisig Laban sa Kahirapan-Comprehensive and Integrated Delivery of Social Services: National Community-Driven Development Project).
Due to the yearly visits of many tropical storm in the country, the Department of Social Welfare and Development (DSWD) through its KC-NCDDP is the main catalyst in the continuous delivery of services in the impoverished communities in the entire archipelago.
KALAHI is synonymous to the 'volunteerism' or 'bayanihan' in the countryside where the impact of hazards of natural disasters are apparent. From destroyed houses up to wasted agricultural products, affected households of a selected community will identify the three major problems. Through the social investigation (SI) being conducted by the Community Empowerment Facilitator (CEF) along with the Municipal CEF and Area Coordinating Team (ACT), the community core group will identify potential hazards posing danger to the majority of residents. Community Vulnerability Assessment (CVA) will include on-site inspection and visitation with the help of technical people (engineers).
The barangay assembly was held and elected volunteers who comprised the Barangay-Sub Project Management Committee (BSPMC). The people voted for the targeted project, chosen from three identified potential projects.
Project Development Workshop (PDW) followed and again, it was presented to the second barangay assembly.
At the start of KALAHI period, hectic schedules were seen as clustered barangays worked hand-in-hand to complete the requirements needed for the RFR (Request to Release Fund) from the foreign investors, such as World Bank and Asian Development Bank (ADB).
What's unique about KALAHI seminar?
There are lots of surprises to expect as you partake on the seminar sponsored by DSWD KALAHI-CIDSS NCDDP staff as you are being empowered to be an authentic volunteerin the community.
Starting from opening amenities or the chronology of the program, the speakers, workshop.. impressions, lecture recall or topic review,ice breakers or interludes to break the monotony of the lectures and of course, the socials.
- Amenities - The part of the program/seminar wherein the agenda for the whole training is presented, the recognition of participating groups or attendance and the background of the speakers who'll be opening the eyes of the participants on the importance of topics being expounded and the sense of volunteerism which should emanate within the listeners.
- Speakers - It's not what you think they are. KALAHI speakers are mostly young but talented and experienced in their chosen fields. Technical Facilitators are mostly engineers by profession but they can talk and explain technical terms vividly to the participants because they already experienced it. Most of them are volunteers, themselves, and have chosen the ideals of KALAHI when implementing projects in the community.
- Impressions - Expectations of the participants on the forthcoming lectures and the lecturers or speakers. Positivism is most appropriate here, since it is the main theme of the seminar.
- Topic recall or lecture review - Chosen participants will have to summarize the inputs given by the speakers before proceeding the new topics. Morning review will always refresh one's memory in order to process the next lecture vividly.
- Ice Breakers - It's not a simple memorization of nursery rhymes we used to recite during our elementary grades. Each episode of laughter and exercises have new twists as the assigned groups let the participants re-tune their bodies on simple exercises and funny utterances of the rhymes they recited and acted. I think, I can call it "laughter moment" or happy interlude in order to break the monotony of the lectures in order to avoid sleeping (haha!).
- Socials - Aside from the song numbers of clustered groups or barangays, wht's most unique about KALAHI seminar is the awards being given to selected or I may say 'caught-on-cam participants, like the Techie award, Mr.& Miss Coffee ward, Sleeping Beauty & Prince award and more.
'Travel Man' speaking in front of fellow KALAHI seminar participants for lecture review
Re-echoing what happened on the KALAHI Training-Seminar
PROJECT WORKSHOP IMPLEMENTATION
NAGA REGENT Hotel
Date: Oct. 7,8,9, 2015
Note: My apologies if some words are written in Filipino. Most of it have its English translation.
RA 9184 – Government Procurement Act: Method of Treasury to be used in government projects.
At the end of the session:
- Articulate the legal basis of CBP
- To describe/explain the principles and key features of the CBP
- Procurement Policies, Process, Methods, Threshold
- Functions of CBP in the RPMO/SRPMO
- Procurement Guidelines & Procedures
- Effective CVs will facilitate efficient implementation
- Community Procurement is a valuable CVs, can be part of good governance
- CBP Manual –designed to deter corruption thru people empowerment
RA 9184 (Government Procurement Reform Act –GPRA) vs Community-Based Procurement
-authorize the use of CBP manual of the KALAHI-CIDSS, including all provisions, processes and procedures
(legal bases, Sec. 4 of RA 9184)
Legal provision: Procurement in KC-NCDDP is governed by the condition of the Loan Agreement to follow the World Bank/ADB/MCC Procurement Guidelines
-following the State Policy, the Loan Agreement for KC provides for the community projects
-per loan agreement between the government of the Philippines and the MCC/World Bank/ADB, it stipulates/requires the provision of CBP Manual
For info: The KALAHI-CIDSS:NCDDP is the only Foreign-Assisted Project (FAP) that lies on Community-Based Procurement
COMMUNITY PROCUREMENT – process of acquiring/purchasing goods, supplies, materials and equipment & rental equipment
-contracts the entire portion of the works (labor) to contractor) (community force/contractual)
WHY? Community-Driven Development (CDD) control decisions/resources to the community group.
CDD traits people or assets as partners in the development process, building on the institutions /resources.
Main project of KALAHI: COMMUNITY EMPOWERMENT
Why Community Procurement?
Procurement is also a way of empowering communities through their participation and management of the procurement activity; hence, COMMUNITY PROCUREMENT is patas at walang kinikilingan.
Why is Procurement Important?
Acquire the best quality of items/works/service with the most economical cost of within the budget.
Price and quality are ensured when buying materials.
BSPMC (Barangay Sub-Project management Committee) has the right to reject/accept materials.
F – Fairness (Patas)
E - Effectiveness (Tamang Halaga)
E – Economy (Simple, Epektibo)
T – Transparency (Bukas Para Sa Lahat)
A- Accountability (All activities reported to BA or Barangay Assembly.)
PRINCIPLES OF PROCUREMENT
- 1. Fairness or Fair Dealing – Competitive by extending equal opportunity to enable private contracting parties who are eligible and qualified to participate in public bidding. (PANTAY-PANTAY, WALANG PABORITISMO)
- 2. Effectiveness – it should be simple and applicable to the community (SIMPLE AT EPEKTIBO; HINDI SAYANG SA PAGOD, PANAHON at PERA)
- 3. Economy – BSPMC Chair use the Lowest Calculated & Responsive Bid (LCRB) quotation and the most advantages to the BSPMC as criteria for selection of service provides. (PINAKAMURA AT NASA TAMANG KALIDAD)
- 4. Transparency – Transaction being conducted in public. (WALANG TINATAGO AT BUKAS PARA SA LAHAT). Reporting the status of the project and monitoring it for the successful output.
- 5. Accountability – BSPMC’s different commitees are directly or indirectly involved in the procurement process as well as in the implementation of procurement, contracts and the private parties that deal with BSPMC, when warranted by circumstances, investigated and held liable for their actions relative thereto.
Procurement for the Sub-project shall be the responsibility of the community through BSPMC. Transparency should be practiced in all stages of procurement process.
THE CBP Manual shall be the basis of the government conditions, the World bank (WB) and bodies exercising oversight functions in determining the legality, propriety and regularity of the community’s procurement activities.
ORGANIZATION & FUNCTIONS OF THE PROCUREMENT TEAM
BSPMC – For the Quotation or Canvass; For the Contract
BAC – Look for the supplier with Lowest Calculated & Responsive Bidding (LCRB).
- Prepares and signs Resolution to Award (RTA)
- Issues Notice to Award (NOA) & Notice to Proceed (NTP)
- For contracts requiring prior review, requests for clearance from the ACT (Area Coordinating Team) to sign contracts and commodities; any assistance for the TWG (Technical Working Group) relval to the procurement on hand.
PROCUREMENT TEAM – members should have completed minimum requirement of elementary or grade school studies; should be able to read, write and perform the procurement functions; are committed to perform the assigned tasks; acts as BAC Secretary.
- Prepared procurement documents
- Acts as canvassers/Issue Request for Quotation (RFQ)
- Prepares & Finalizes Community procurement Plan (CPP), Community Employment Record Sheet (CERS) with the assistance of the ACT (Area Coordinating Team)
- Assists in the preparation of CPP & CERS during Brgy. Assembly
- Receives 7 records Bids/Quotation
- Acts as Secretariat to the BAC
- Updates the status of the Actual Community Procurement Plan (ACPP)
BAC – responsible for ensuring that the BSPMC abides by the standard set forth in the Community –Based Procurement Manual (CBPM)
Members of BSPMC Execom
Except:PT & AIT
Disqualified: Elected brgy. officials who are members of BDC, as the Local gov’t Code (RA 7160) involves only for monitoring and evaluation of the program.
- Advertises/prepares the Invitation to Bid
- Conducts pre-procurement & Pre-bid conferences
- Determines eligibility of prospective bidders
- Receives bids
- Conducts the evaluation of bids with assistance of the TWG
- Recommend the Award of Contract to BSPMC Chairperson when BSPMC Chairperson disapproves the recommendation; such disapproval shall be based on valid, reasonable and satisfiable goods to be expressed in writing, copy furnished the BAC.
BOOKKEEPER – responsible for keeping records of procurement and financial management transactions and documents for the subproject from planning to implementation status.
MIT ( Monitoring & Inspection Team) – prepares stock cards
- Responsible for signing the Purchase Order (PO)
- Receives/Utilization of Goods procured in the project
- Prepares stock cards or record
- Turns over items to the Project Implementation Team (PIT)
The LGU, COA-Auditor, PB,ACT/MCT, Technical Facilitators, LGU Employees & Brgy. Audit and Inventory Committee Head shalla be invited to sit as non-voting members. Other interested parties are also encouraging to observe the BAC procedures.
Technical Working Group (TWG) shall assist the BAC in bid evaluation.
ROLES OF ACT/MCT –
- Checks/ensures all documents to be in order
- Acts as TWG members
- Issues cleared to Community-Direct Contracting for Goods (CDCG)
- Provides action regarding RED FLAGS of abnormalities
- Assists and reviews the Community Procurement Plan (CPP)
Including Community Employment record with TTs
- Conducts Procurement Training
- Attends pre-bid conference and bid opening
- Acts as TWG member
- Provides actions regarding Red Flags of Abnormalities
COMMUNITY EMPOWERMENT FACILITATOR
- CEF task is to conduct 100% procurement;
- Review of all procurement of each BSPMC;
- Monitor RED FLAG of Abnormalities in the Procurement Process;
- Conducts contract review to ensure the completeness of documents;
- Assists the PTS during the 1st issuance of canvass or ITQs/ITBs;
- Helps the community in organizing PAKYAW GROUP;
- CONDUCTS SIMULATION for the whole PROCESS of PROCUREMENT.
TYPES OF PROCUREMENT
What do we procure in KALAHI-CIDSS NCDDP?
GOODS & SERVICES, include supplies, materials, purchase of equipment, trucks & hauling
Ex. Construction materials
- Refers to civil/infrastructures/all types of physical works such as constructions, improvement, upgrades, roads, bridges and irrigation.
- Is a group of similar goods that can be purchased from one supplier or work items that can be preferred or implemented by a single contractor.
Ex. Steel bars. Tie wire, nails, etc.
Aggregates: sand, gravel, boulders (separate package)
Canvass of Hardware Packages
MODES OF PROCUREMENT/COMMUNITY PARTICIPATION IN PROCUREMENT
BY CONTRACT: hiring one or more contractors and suppliers to provide the needed materials, equipped 7 tasks to complete the work
BY ADMINISTRATION: Community Force Account/Community itself
- Community Shopping
- Direct Contract
- Community Shopping
- Direct Contract
- Force Account
SHOPPING RPMO NPMO
Works Below 2.0Million > 500 K bet <2.0M Post
Goods Below 1.0Million > 500 K bet <2.0M Post
Works 2.0 & abv 2.0 M & below
Bidding 1.0 M & abv >1.0 M bet <2.0 M 2.0 M & below
COMMUNITY DIRECT CONTRACT
Works None All Post
Goods None All Post
DIRECT CONTRACT DUE TO FAILED BIDDING RPMO NPMO
Works None All Post
Good None All Post
DIRECT CONTRACT DUE TO EMERGENCY
Works None 2.0 M Post Review
Goods None 2.0 M Post Review
AGENCY TO AGENCY ARRANGEMENT
Works None 1.0 M
Goods None 1.0 M
DIRECT CONTRACTING DUE TO CONTRACT TERMINATION
Works None All
Goods None All
DIRECT CONTRACT FOR ADJUSTMENT & CONTIGUOUS PROJECTS
Works None All Post
Repeat Bids Must not exceed 50% of the quantity of each item in the original contract
*Huwag lumampas ng tatlong buwan
*Regardless of the amount, subject to prior approval
PAKYAW CONTRACT (Prior Review Requirement Threshold) RPMO NPMO
Work (Labor only) P100,000.00
Work (Labor with Local Materials) P300,000.00
Validation Order with Works Not to exceed 50% of the quantity of each item of the original contract
Aggregated Contract 2.0M to 3.0M 3.0 M & above
Boardwork 100% deliver
Example: SCHOOLBUILDING Excavation (Pakyaw Non-Skill)
P24,000.00 Welding Machine (Equipment Rental)
Skilled workers Plumbing, mason, welder, painter
Roofing, Mixer, Bar Cutter
COMMUNITY SHOPPING FOR GOODS – Method of procurement where community simply requests for the submission of price quotation from a minimum of 3 contractors for simple works of small value with known qualifications.
- Prepare Procurement Packages (CPP, POW)
- Conduct Pre-Procurement Conference 1st Day(Minutes of Meeting, Date, Mode, Filled-up Canvass, Schedule of Activities)
- Serving of Canvass 2nd Day (Sealed Canvass)
- Canvass Opening (Minutes of Meeting, Abstract of Canvass)
- 5th Day TWG Report
- Evaluation of Price Offered 5th Day (Minutes of Meeting)
- Serving of Purchase Order 6th Day (Signed P.O.)
- Delivery of Goods (Delivery Receipts, Inspection Report CPP, Pictorials POW)
- Payment of Goods (Voucher, Checks, Official Receipt)
- Packages to be procured (1st Tranche)
- Identification of Potential suppliers
- Set of Schedule (When will canvass be served; specify opening , date & time)
- Competitive Bidding Pre-Procurement (7-14 days, supplies should be paid, processing of payment; avoid erasure)
- Request NOL, amount exceeding 500 thou (due to increase of prize)
- PT should never forget the acknowledgement receipt for the procurement
OPENING OF CANVASS
- Declaration of the Closing of the BID by the BAC (Bids & Awards Committee)
- After that amenities will be opened
- Declaration of the quorum of the BAC
*Delegate tasks: Canvass is sealed, give to the 2nd voting member of BAC for opening,one by one, reading it loudly (quotation, costs, attachments)
*All suppliers should be out during evaluation (separate attendance and minutes)
*Attachments should be all original.
DISQUALIFY OF NON-RESPONSIVE, cases like:
*Total cost only
*Lowest Calculated & Responsive Supplies with attached Mayor’s permit (as registered supplier)
*Conditions: delivery P500.00, Pick-up P400.00/per item, per package basis
1. Declaration of the Quorum 2.Evaluation
BSPMC (always present)
SUGGESTED CONTENT OF MINUTES OF A MEETING
Heading: Location/Name of Project/Municipality,City & Brgy.
Title of Meeting
The minutes is better appreciated if it is handwritten.It must be approved by PT, Brgy. Secretary and BSPMC Chairperson.
*Declaration of Closing of Bidding should go first before other amenities.
FACTORS TO CONSIDER WHEN REVIEWING DOCUMENTS
PERSISTENT RESIDENTS (MAKUKULIT NA KA-BARANGAY) – utilize them in positive ways.
Remember: PATIENCE is a VIRTUE.
Difference between MINUTES & RECORDS (Forms)
PROCUREMENT RED FLAGS
-Procurement indicates of RISKS that if not mitigated or managed will influence LAPSES, IRREGULARITIES…that eventually may result to “MISPROCUREMENT”
COMMON PROBLEMS DURING PROCUREMENT
- DELIVERY – Remind SUPPLIER to deliver on time.
- REFUSAL OF SUPPLIER - their license will be questioned
- BIG DEMAND, LOW SUPPLY (but have the capacity to deliver) – they must be assured that payment will be on time so that they can use their money for other contracts or projects.
- COMMITTING ENTITIES (Private hardwares)
SAMPLES OF RED FLAGS
- A. Preparation of Detailed Sub-Project
-over/under-estimate compared to local prices (prevailing matrix of local prizes)
-quantity over estimated/under estimated
-existing usable materials/items should include the list of materials to be procured
-Costing for Community Force Account (CCFA) is based on previous contracts awarded to contractors
-Contract cost is above the procured mode threshold.
-Canvass form not properly filled-up/signed
-the same suppliers/contractors are invited even there are more qualified bidders in the area.
-materials were not purchased based on the priority list
-some items are not appropriate for the package
-Brand is specified on the technical specification.
RESERVED: The Lowest PRICE for the BAC Chairman
PREPARATION & SERVING OF PURCHASE ORDER
- PT (Procurement Team) will manage to get the order from the prospective suppliers.
DELIVERY OF GOODS
1.MIT (Management and Inspection Team) inspect goods or supplies that have been delivered for the project.
*Never measure the truck. (LxWxH)
2. PIT (Project Implementation Team)
3. Storekeeper (Bodegero)
PAYMENT OF GOODS
1.Process payment on delivered items.
2. Review Documents
3.Brgy. Treasurer for processing, DV (disbursement voucher) and cheque-signing
It should have the name of registered supplier
REPEAT ORDER (RO)
Any package with Contract or Purchase Order (required NOL) perfected without prior issuance of the same will be declared “MISPROCURED”.
Minutes of the Meeting is a document that details what transpired in a particular activity.
Specific arguments and agreements must be captured and written on the minutes in order to understand the level of decision made by the group. Important brief discussion. Sundan ang agenda ng meeting.
SUBMISSION OF QUOTATION/BID, EVALUATION & AWARDS OF CONTRACTS
Take note if:
-Quotation/Bids are not sealed prior to opening date
-Same supplier/contractor is getting the majority of the contract even it has poor performance
-The winning supplier is not the lowest bid offered.
-The date on the quotation/bid is beyond the deadline of date submission.
-There are erasures on the quotation/bids.
-Signatures are doubtful/falsified
-Price quotations/bids are too close to each other
-Hardware of supplier or office of the contractor does not exist.
-Award was made `even if there are only two quotations received.
-Award was made to supplier/contractor that does not have the capability to deliver/perform the contract.
-Procurement process may too slow as compared to prescribed time.
DELIVERY OF GOODS/WORKS
-on-delivery or incomplete delivery of goods
-sub-standard delivery or inferior quality of works
-materials are not needed for the sub-project.
-Payment to workers are not on agreed rents
-Payment made is not equivalent to delivered goods or works accomplished.
TECHNICAL FACILITATOR acts as advisor for the volunteers during the preparation and implementation of the project.
PROCUREMENT ACTION PLAN is a workshop which was accomplished by clustered groups (or barangays).
REFLECTION OF THE DAY:
YOU MUST BE THE CHANGE YOU WISH TO SEE IN THE WORLD. (GANDHI)
Ice breaker or Intermission Number during KALAHI Seminar
Have you ever attended a seminar/training like KALAHI's?
Are you a participant of KC-NCDDP seminar?
How Effective is KALAHI in the community?
The expectation of the community for this strategy of social works will enable selected volunteers to cope up with the rudiments of project implementation by handling and monitoring it at the grassroots level.
Project prioritization at the municipal level and bringing it to the barangay is not an easy task among volunteers.
As different committees work hand-in-hand,from the vulnerability studies up to its implementation, I can say, as a volunteer that it is fulfilling to see that most residents are becoming aware of their importance in the progress of the community.
The maintenance of the finished project will not stop once it's been occupied or used by the residents.
It will be a lifelong commitment of the volunteers and the local government unit to make the project productive and usable.
Our BSPMC (Barangay Sub-Project Management Committee) Team during the KALAHI seminar/training
The Three-Day KALAHI Seminar/Training & Workshop
Day 1 (Oct.7,2015)
Day 2 (Oct.8,2015)
Day 3 (Oct.9,2015)
Lecture on Finance
Lecture & Workshop on Construction
How Interesting is KALAHI Workshop?
Women empowerment is one factor which was emphasized in every KALAHI projects.
Starting from the workshop, women-volunteers were able to identify their specializations before the actual work for concreting pathwalk or construction of school-building.
From procurement, finance and construction, volunteers identified the right steps or procedure for accomplishing their respective community projects.
Facilitators and trainers appreciated all the inputs given by the volunteers.
The KALAHI Team of Minalabac: Pictorial for posterity
KALAHI Volunteers for Life
The expectation doesn't end once the project is finished.
Participants of the training/workshop who were able to be motivated through volunteerism will be able to face the challenges in the community.
They will be able to hurdle difficulties in accomplishing such projects that will provide comfort among the residents as a whole.
After days of trainings and workshop, barangay officials and volunteers were communed to a unique awarding ceremonies.
Participants who are active or even passive listeners were awarded with unique titles, much to the delight of everyone.
Note: Personally, I was awarded as one of the better entertainer (err, karaoke singer) of the night.
The euphoria doesn't end during the closing ceremony. The actual satisfaction is at the community, accomplishing our chosen project which will benefit the majority of the residents in our barangay.
(Updated: Dec.29,2015) My apologies for my blunders.