Revised KALAHI CIDSS NCDDP PROGRAM PROCUREMENT MANUAL 2017

National Community Driven Development Program (NCDDP) Procurement
KALAHI CIDSS-
National Community
Driven Development Program
(KC-NCDDP)
Program Procurement Guidelines
March 2017

Table of Contents
Glossary ..................................................................................................................................... 1
1 Introduction ........................................................................................................................ 3
2 Objectives ........................................................................................................................... 3
3 Scope and Coverage ......................................................................................................... 4
4 General Guidelines ........................................................................................................... 4
5 Information dissemination & Capacity building ................................................................. 4
5.1 Information dissemination and capacity building.............................................................. 4
5.2 Capacity building ............................................................................................................. 4
6 Procurement Plan ............................................................................................................... 5
7 Procurement and prior/ post-review by the Banks ............................................................ 5
7.1 Procurement Plan and Corresponding Updates ................................................................ 5
7.2 World Bank (WB) ............................................................................................................. 5
7.3 Asian Development Bank (ADB) ....................................................................................... 6
8 National Competitive Bidding (NCB) ............................................................................. 7
8.1 World Bank ..................................................................................................................... 7
8.2 Asian Development Bank ................................................................................................. 7
9 Procurement organizations ................................................................................................ 8
9.1 Bids and Awards Committee/Procurement Evaluation & Awards Committee .................... 8
9.2 Technical Working Group (TWG) ...................................................................................... 8
9.3 Procurement Team and Staff ........................................................................................... 9
10 Methods of Procurement ............................................................................................... 11
10.1 For Goods and Non-consulting ..................................................................................... 12
10.1.1 Shopping for goods and non-consulting services.................................................... 12
10.1.2 Direct Contracting for goods and non-consulting services ..................................... 12
10.1.3 Small Value Procurement for goods and non-consulting services costing not to
exceed P20, 000.00 (ADB funded procurement)................................................................... 13
10.1.4 Procurement from non-registered service providers ............................................. 14
10.2 Consulting services (short term) and Technical Specialist/ Consultant Staff ................... 14
10.2.1 Consultant Qualification Selection (CQS) ................................................................ 14
10.2.2 Single Source Selection (SSS) ................................................................................... 14
10.2.3 Individual Consultant Selection (ICS) ...................................................................... 14
10.2.4 Negotiated Procurement under Agency to Agency Arrangements ........................ 15

11 Procurement Procedures ................................................................................................ 15

11.1 Shopping for Goods and non-consulting services .......................................................... 15
11.2 Direct Contracting for Goods and Non-Consulting Services ............................................ 18
11.2.1 Goods ........................................................................................................................ 19
11.2.2 Non-Consulting Services .............................................................................................. 19
11.3 Small Value Procurement (ADB funded) ....................................................................... 20
11.4 Procurement of Venues for Trainings, Workshops, Meetings, Events and Other Similar
Activities ................................................................................................................................ 21
11.5 Engagement of services of Resource Persons, Facilitators, Coordinators and Documenters21
11.6 Selection and Engagement of Consulting Services and Technical Specialist/Consultant Staff
22
11.6.1 . Individual Consultant Selection ............................................................................. 22
11.6.2 . Consultant Qualification Selection (CQS) .............................................................. 24
11.6.3 WB/ADB (Single Source Selection) .......................................................................... 27
11.6.4 World Bank (other Methods of Consultants Selection .......................................... 28
11.6.5 Technical Specialist/ Consultant Staff ..................................................................... 28
11.6.6 Developing Terms of Reference (TOR) for Consulting Services .............................. 32
12 Contract Implementation Conditions ............................................................................. 35
12.1 Contract Amendment .................................................................................................. 35
12.2 Suspension of Contract ................................................................................................ 36
12.3 Liquidated Damages .................................................................................................... 36
12.4 Re-contracting or Contract Renewal ............................................................................. 36
13 Issuances, opportunities and Disclosure Requirement for posting of Contract Awards 36
14 Engagement of technical Service Providers: Professionals and Non-professional service
providers under Contract of Service or Job Order....................................................... 37
14.1 Contract of Service (COS) ............................................................................................. 37
14.2 Job Order (JO).............................................................................................................. 37
14.3 Compensation for COS and JO ...................................................................................... 38
14.4 Selection and Engagement Procedure for COS and JO ................................................... 38
15 Annexes Forms and Templates .................................................................................... 40

Glossary
Banks Refers to World Bank and Asian Development Bank
Bids and Awards Committee (BAC) II Refers to the existing Bids and Awards Committee of the DSWD
national office responsible for the foreign assisted programs/projects (FAPs) including the procurement for
KC-NCDDP at the National Program Management Office (NPMO). BAC II or BAC stated in this guidelines
are one and the same.
Bid/Quotation Refers to a signed offer or proposal submitted by a supplier/ contractor in response to an

invitation to bid/quote by the KC-NCDDP. The term Bid/Quotation shall be equivalent to and be used
interchangeably with Proposal and Tender.
Bidder Refers to an eligible contractor, manufacturer, supplier, distributor and/or consultant who submits
signed offer or proposal in response to an invitation to bid/quote by the KC-NCDDP. A contractor,
manufacturer, supplier, distributor or consultant is said to be eligible if it meets the requirements stipulated
in the request for quotation/bid or Terms of Reference (TOR). Procuring entity and the personnel directly or
indirectly involve in procurement up to its 2nd degree of consanguinity and affinity are considered ineligible
bidder.
Bidding/Procurement Documents Refer to the documents issued by the procuring entity as the basis
for bids/quotation, furnishing all information necessary for a prospective bidder to prepare a bid/quotation
for the goods, infrastructure projects (as applicable), and/or consulting services required by the procuring
entity. For KC-NCDDP, the Philippine Bidding Documents as harmonized (with development partners 2010)
shall be used, in case of national competitive bidding (NCB).
Goods and Non-Consulting Services Goods include vehicles, office and information technology
equipment, office equipment/furniture, office supplies, software, IEC materials, communication
equipment, tools, devices, construction materials, office maintenance and other related goods which may
be needed in the implementation of KC-NCDDP or in the pursuit of any Project undertaking or activity. Non-
Consulting Services refers to non-personal or contractual services such as fabrication, lease, repair and
maintenance of office/equipment, trucking, hauling, janitorial or security services, rental of equipment/
vehicles, rental of venues and facilities, subscriptions of communications, engagement of short term
resource persons or facilitators or documenters (not exceeding 10days or 80hours, not to exceed Php1,200
per hour or as applicable with relevant guidelines), catering services for workshops and trainings,
attendance to external trainings and seminars and other short term services not considered as consulting
services. It includes general support services i.e. commissioning, installations of supplied equipment.
Consulting services Refer to services for KC-NCDDP requiring adequate external technical inputs and
professional expertise or that are beyond the capability and/or capacity of the DSWD to undertake, such as,
but not limited to: (i) advisory and review services; (ii) pre-investment or feasibility studies; and (iii); other
technical services or special studies. The engagement shall not exceed one year per contract.
Technical Specialist/ Consultant Staff Refers to KC-NCDDP Program in-house specialists/experts or

individual consultant that are part of the Program staffing design to implement, perform and provide
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technical assistance on the day to day Program operations. Specialists are engaged fulltime assigned at
the National Program Management Office (NPMO) and Regional Program Management Offices (RPMOs).
Selection of above staff/specialists is performed by a staff selection committee (SSC) following the World
Bank procedures for Individual Consultant (ICS) or Single Source Selection (SSS) as applicable.
Foreign Funded / Foreign Assisted Procurement Procurement of Goods/Non-consulting services and

consulting services by KC-NCDDP that are partly or wholly funded by foreign loans or grant pursuant to a
treaty or international or executive agreements (i.e. Loan Agreement, Grant Agreement, Compact, others).
In KC-NCDDP, it may be co-funded or cost-shared from the funds of GOP, World Bank, ADB, MCC, AUS-
AID and others. In all cases, this guideline shall be used. For co-funded procurement, the threshold of
World Bank will be used provided the cost shared from ADB fund does not exceed its threshold.
No Objection Letter (NOL) A document issued to NPMO or RPMO to concur any request for approval
relevant to Loan/Grant Agreement and guidelines; otherwise, Objection Letter is issued for non-compliance
or should the request for NOL found to be inappropriate.
Procurement Evaluation and Awards Committee (PEAC) A committee created under KC-NCDDP,
responsible for overseeing KC-NCDDP program procurement at the Field Offices.
Procurement Contract Summary Sheet (PCSS) Number - is a control/reference number

assigned by ADB for identifying a particular contract approved by the borrower (Implementing
Entity) and submitted to ADB under a particular loan.
Program pertains to KC-NCDDP.
Procurement the process of acquisition of goods, technical services, non-consulting services and
contracting of consulting services by the DSWD KC-NCDDP through the NPMO and RPMOs.
Procuring Entity Refers to the National Program Management Office (NPMO) and Regional Program
Management Office (RPMO).
Procurement Team Composed of KC-NCDDP staff assigned to each procuring entity to carry out
procurement functions in support to the DSWD Procurement Service (for NPMO) and DSWD Field Offices
Procurement and Supply Unit (for RPMO); dedicated to perform specific tasks to facilitate processing and
management of KC-NCDDP procurements to ensure compliance to KC-NCDDP guidelines.
Procurement Officer staff under the KC-NCDDP Procurement Team who is responsible to facilitate
procurement at hand.
Servicing Agencies Refers to Government Agencies, Government-Owned and Controlled Corporations

(GOCCs), State Universities and Colleges (SUCs), and other government institutions that possess
capacities in providing services to KC-NCDDP under the Agency to Agency procurement arrangement.
Staff Selection Committee (SSC) A committee under KC-NCDDP in-charge in the selection and
evaluation of Program staff including Technical Specialist/ Consultant Staff.
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Substantially Compliant Compliance of a quotation/proposal acceptable to the end-user considering

that it satisfies the purpose or objective of the procurement at hand despite not fully complying the
requirement stated in the request for quotation/proposal (RFQ/P). This is determined upon evaluation by
the TWG with the end-user as member, and can be recommended as basis for the award of contract.
1 Introduction
About 80% of KC-NCDDP fund requires procurement.
Procurement that are managed by the National Program Management Office (NPMO) and Regional
Program Management Office (RPMO) including supports to Capacity Building, Program Administration,
Monitoring and Evaluation in the implementation of KALAHI-CIDSS NCDDP shall be carried out in
accordance with these set of guidelines as indicated in the Loan Agreements (LAs) and based on World
Bank (WB) and Asian Development Bank (ADB) Procurement Guidelines and the Government
Procurement Reform Act (RA 9184), as applicable.
As Implementing Agency (IA) for the KC-NCDDP, the DSWD has prepared these procurement guidelines
that will be followed by the National Program Management Office (NPMO) and Regional Program
Management Office (RPMO) for the procurement of goods, technical services, non-consulting services and
consulting services.
The guidelines describe the methods and procedures for procurement. In all cases, where fund is partly or
fully sourced from foreign loan proceed or grant, the procurement of Goods, Non-consulting services and
Consulting Services shall be in accordance with the respective Loan Agreements signed by the
Government of the Philippines (GOP), with the Asian Development Bank (ADB and the World Bank (WB).
Procurement plays a vital role in the implementation of KC-NCDDP. The timely delivery of goods and
services will facilitate attainment of Project Development Objectives. Procurement procedures for KC-
NCDDP is authorized by the Government Procurement Reform Act (GPRA), otherwise known as Republic
Act (RA) No. 9184 and its revised Implementing Rules and Regulations (IRR), Article 1, Section 4.2, which
states:
Any Treaty or International or Executive Agreement to which the GOP is a signatory affecting the
subject matter of the Act and this IRR shall be observed. In case of conflict between the terms of
the Treaty or International or Executive Agreement and this IRR, the former1shall prevail.
The RPMOs shall take on a larger share of responsibilities and delegated authority in terms of coordination,
review and oversight of procurement activities in their respective field operations.
2 Objectives
Procurement in KC-NCDDP aims to facilitate the timely acquisition of goods, technical services, non-
consulting services and consulting services in support of Program implementation. It shall strengthen the
1Refers to the Treaty, International or Executive Agreements e.g. Loan/Grant Agreement
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capacity of NPMO and RPMOs in the effective delivery of essential public investments and services; hence,
the need to establish an efficient and effective procurement system.
3 Scope and Coverage
The guidelines shall provide guidance to procuring entities on the procurement of goods, non-consulting
services, and consulting services for KC-NCDDP.
4 General Guidelines
Except as WB and ADB may otherwise agree, the procedures referred to in these Guidelines shall apply to
the procurement of goods, non-consulting services and consulting services to be financed out of the KC-
NCDD loan proceeds or any other related grants or GOP counterpart to NCDDP. These shall include
procurements done through advance contracting and retroactive financing in conformity with the
procurement guidelines of the Bank.
The Banks fiduciary responsibility as laid out in its Article of Agreement requires the Bank to ensure that
proceeds of any loan are used only for the purposes for which the loan was granted, with due attention to
considerations of economy and efficiency and without regard to political or other economic influences or
considerations. The procurement arrangements required under a specific Bank-funded project for at least
an initial of 18 months are set forth in the Procurement Plan.
Procurement for the proposed KC-NCDDP will be carried out in accordance with these guidelines as
harmonized or in reference with the World Banks Guidelines for Procurement of Goods, Works and Non-
Consulting Services under IBRD Loans and IDA Credits & Grants by World Bank Borrowers, January 2011
edition, Guidelines for the Selection and Employment of Consultants under IBRD Loans and IDA Credits &
Grants by World Bank Borrowers, January 2011 edition; For Asian Development Bank (ADB) funded
procurements, procurement of goods, and non-consulting services shall be subject to the provisions of
ADB Guidelines for Procurement of Goods and Works (April 2013, or as amended from time to time). All
consulting services shall be selected and engaged using the ADBs Guidelines on the Use of Consultants
by Asian Development Bank and its Borrowers (April 2013, as amended from time to time), following the
selection methods and review procedures specified in the Procurement Plan and the provisions stipulated
in the Loan Agreement.
5 Information dissemination & Capacity building

5.1 Information dissemination and capacity building
It will be necessary to carry out appropriate information dissemination at different levels particularly the field
offices and the oversight institutions/agencies including the Commission on Audit (COA) and NTWG/NSC.
This is to clarify possible issues that may arise during the implementation.
5.2 Capacity building
Capacity building activities on procurement processes shall be conducted for the NPMO procurement team
and RPMOs in the initial or early years of the KC-NCDDP to achieve momentum for simultaneous
procurement activities and for the use of appropriate procedures and guidelines.
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Likewise, procurement monitoring shall be spearheaded by the KC-NCDDP National Procurement Specialist
and Regional Procurement Officers (RPO) to ensure that Program procurement policies are compliant with the
provisions of these guidelines. Appropriate technical assistance shall be provided accordingly.
6 Procurement Plan
The Procurement Plan serves as a guiding document in procurement and contract implementation, as well
as a vital reference in procurement monitoring. It also serves as an important tool in resource and financial
management, enabling the Program to optimize the utilization of scarce resources. Well-planned
procurement will minimize the practice of taking shortcuts and ensure that the program is able to purchase
its requirements correctly and effectively. The Procurement Plan, including their updates, shall set forth at a
minimum (i) a brief description of goods and/or consulting services required for the Program
implementation for which procurement action is to take place during the period; (ii) the proposed methods
of procurement as permitted under the Loan Agreement; (iii) the Banks review requirement and thresholds;
and (iv) the time schedule for key procurement activities.
Procurement planning shall be carried out within a budgetary context, reflecting the project priorities and
objectives for the budget period. This is in consideration of the scope of procurement per Procuring Entity.
7 Procurement and prior/ post-review by the Banks

Procurement requirements subject to prior-review will be conducted by the Bank to which the procurement
at hand is charged following the thresholds below.
7.1 Procurement Plan and Corresponding Updates
Procurement Plan and any updates thereafter.
7.2 World Bank (WB)

Procurement Method Threshold Bank Prior Review
1. ICB (Goods) US$3 million and above All
2. NCB (Goods) packages Below US$3 million US$2 million and above
3. ICB (Works) packages US$15 million and above All
4. NCB (Works) packages Below US$15 million US$10 million and above
5. Shopping (goods) US$100,000 and below None;
6. Shopping (works) US$200,000 and below None;
7. Direct Contracting
(Goods/Services) - Justification for all proposed Direct Contracts
None; as justified by the end- regardless of value subject to prior approval by the
user following criteria in Section Bank as part of procurement plan, following the
Direct Contracting (Works) 3.7, Procurement Guidelines below threshold.
- Goods: US$2 million and above
- Works: US$10 million and above.
- Below above threshold, apptoval by the Head of
Procuring Entity or his/her authorized
representatives i.e. Deputy National Program
Director (DNPD) or the National Program Manager
5

(NPMP)
8. Community Participation None; follow Section 3.19, None
Procurement Guidelines
9. Consulting Services (firms): None
QCBS, QBS, LCS - US$1 million and above.
- Below US$1 million, only TORs may be reviewed
and comment issued.
10. Consulting Services (firms): US$200,000 and below - None;
CQS for small assignment - Only TOR may be reviewed and comment issued
11. Consulting services (firms): None; on exceptional basis to
Single source selection be justified following criteria in - Justification for all proposed Single Source
Section 3.10, Consultants contracts regardless of value subject to prior
Guidelines approval of the Bank as part of procurement plan. -
US$1 million and above.
- Below US$1 million, only TOR may be reviewed
and comment issued.
12. Consulting services None
(individual); competitive by - US$300,000 and above.
comparing at least 3 CVs - Below US$300,000, only TOR (for new
engagement) may be reviewed and comment
issued.
- All procurement and legal consultants contracts,
regardless of value.
13. Consulting Services: Sole None; On exceptional basis to
Source Individual be justified following criteria in - Justification for all proposed Sole Source contracts
Section 5.4 of Consultants regardless of value subject to prior approval of the
Guidelines Bank as part of the procurement plan.
- US$300,000 and above.
- Below US$300,000, only TOR (for new
engagement) may be reviewed and comment
issued.
- All procurement and legal consultants contracts,
regardless of value.
- Approval for single source selection by the Head of
Procuring Entity or his/her authorized
representatives i.e. Deputy National Program
Director (DNPD) or the National Program Manager
(NPMP)
7.3 Asian Development Bank (ADB)

Threshold (Value $) Prior or Post
Procurement Method Review
Procurement of Goods
NCB Below 1,000,000 Prior*/Post
Shopping Below 100,000 Post
Direct Contracting Below 10,000 Post
Selection of Consulting Firms
Consultants Qualification Selection Above 100,000 Prior
Selection of Individual Consultants
Individual Consultant Selection Above 20,000 Prior
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The Bank shall carry out procurement supervision missions to conduct post review of contracts that are
not subject to the above prior review requirements on a frequency of every six (6) months or as agreed
with DSWD. The procurement post-review shall cover at least 10 percent (or as agreed with DSWD) of
all contracts less those with prior review.
8 National Competitive Bidding (NCB)

National Competitive Bidding (NCB) is not expected for NCDDP. In case NCB procedure is used,
implementation of KC-NCDDP takes exception (as applicable) to certain procedures under RA 9184,
otherwise known as the Government Procurement Reform Act, including the following:
8.1 World Bank
Adopt the provision of the harmonized Bidding Documents as revised 5th edition, 2016.
8.2 Asian Development Bank
a. Eligibility screening shall not be applied. However, bids that do not contain any of the following
documents will not pass the documentary compliance check: (a) evidence of the required
financial, technical or production capability; (b) audited financial statements; (c) credit line or cash
deposit certificate; (d) bid security; and (e) authority of the bid signatory.
b. National sanction lists (blacklist) may be applied only with prior approval of ADB.
c. The price of bidding documents should be nominal, covering only reproduction and mailing/courier
costs.
d. The approved budget for the contract (ABC) may be published, but it shall not be stated or implied
that bid prices may not exceed the ABC, or that bid evaluation will in any way take into account
the ABC. The ABC, budgetary allocation, ceiling price, or similar estimates of contract value may
not be used to reject bids without prior concurrence of ADB.
e. No preference of any kind shall be given to domestic bidders or for domestically manufactured
goods.
f. Suppliers and contractors shall not be required to purchase local goods or supplies or materials.
g. Foreign suppliers and contractors from ADB member countries shall be allowed to bid, without
registration, licensing, and other government authorizations, leaving compliance with these
requirements for after award and before signing of contract.
h. Anticorruption provisions in the Instructions to Bidders section of ADB standard bidding
documents (SBDs) shall be incorporated into NCB bidding documents including those under
Corrupt Practices and Eligible Bidders clauses of the SBDs.
i. Bidders shall be given a minimum period of 4 weeks to prepare and submit bids, counted from the
date of Invitation to Bid or the date of availability of bidding documents, whichever is later.
j. When a lone bidder obtains a bidding document and submits a bid at the deadline for bid
submission under a post qualification bidding, bid opening and evaluation shall not proceed, but it
shall be considered a failure of bidding. Before taking any alternative procurement action, a proper
assessment of the cause of lack of participation shall be made and ADB prior approval shall be
sought for any proposed subsequent action.
k. In case of contracts for prior review, modifications exceeding 15% of the contract amount and
material changes in the conditions during implementation require prior ADB concurrence.
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9 Procurement organizations
9.1 Bids and Awards Committee/Procurement Evaluation & Awards
Committee
a. In order to promote transparency in all procurement transactions for the project, the DSWD Secretary,
as National Program Director and the Regional Director (RD) of the KC-NCDDP, shall serve as Head
of the Procuring Entity (HOPE) at the National Program Management Office (NPMO) and Regional
Program Management Office (RPMO), respectively.
b. The DSWD Bids and Awards Committee II (BAC II) for Foreign Assisted Projects at the DSWD
National Office shall oversee the procurement of Goods, Non-consulting services and Consulting
Services at the National Program Management Office (NPMO) as applicable; Procurement Evaluation
and Awards Committee (PEAC), a committee created under KC-NCDDP, responsible in overseeing
KC-NCDDP program procurement at the RPMO.
REGULAR MEMBERS ALTERNATE/S

Chair Assistant Regional Director/ARDO Regional Program Coordinator (RPC)
Deputy Regional Program Manager Regional Finance Analyst
Chief, Policy and Plans Division* Designated alternate from the same office**
Head, Administrative Unit* Designated alternate from the same office**
Head, Financial management Unit* Designated alternate from the same office**
*The Regional Director (RD) as the HOPE at the RPMO may designate members of the PEAC other
than the identified above.
**In cases where the regular members of the PEAC are not available, and to facilitate procurement at
hand, the officer-in-charge of the office concerned shall act as the alternate member.
Three members including the chair will constitute a quorum. In the absence of the chairperson and
his/her alternate, any regular or alternate member of the PEAC will chair the proceeding.
9.2 Technical Working Group (TWG)
In order to provide appropriate technical assistance to the BAC II and PEAC, a TWG shall assist in the
preparation of specifications/terms of reference (ToR) and evaluation of bids/quotations. TWG may not
be required for procurement of standard or off-the-shelve goods and non-consulting services; evaluation
of the end-user/ BAC II/ PEAC will suffice. The BAC II/PEAC will determine and convene a TWG as
needed based on the procurement at hand.
DSWD and NPMO/FO officials undertaking functions relevant to the procurement at hand shall be
designated as TWG representatives as follows:
TWG Representatives may come from but not limited to the

PROCUREMENT CATEGORY
following offices/staff
8

IT Equipment and Peripherals ICTMS, KC-NCDDP IT officer, End-user

Office equipment; Furniture and Fixtures General Services, KC-NCDDP Admin Unit/ Technical Person, End-user
Transportation equipment and spare parts; Transportation Unit, KC-NCDDP Admin Unit/ Technical Person, End-
repair and maintenance user
Office repair/maintenance Building and Maintenance Unit, KC-NCDDP Technical Person, End-
user
Consulting services (short-term) Regular DSWD Technical staff, KC-NCDDP Technical Person, End-
user
Training venues and amenities For NPMO- End-user, Events and Logistic Section, KC-NCDDP
Administrative Unit
For FO- Capability Building Unit/ End-user
9.3 Procurement Team and Staff
KC-NCDDP has established a Procurement Team to carry out the procurement functions at the
national and field office level to manage and oversee the procurement transactions for KC-NCDDP
both at the NPMO and FO.
The procurement team shall be composed of KC-NCDDP staff. Its primary function is to perform
procurement functions in close coordination with the DSWD Procurement Service/Unit:
NPMO: Procurement team is lodged at the Administrative Unit under the overall technical guidance of
the KC-NCDDP National Procurement Specialist:
l. Chief Administrative Officer (CAO);
m. 1 Supervising Administrative Officer (SAO) for procurement and logistics
n. 2 Administrative Officer V (for NPMO and FO monitoring)
o. 1 Administrative Officer IV
p. 3 Administrative Officer II (Mainstreamed at Procurement Service; BAC Secretariat, PPMD &
CMD)
q. 2 Administrative Support staff
RPMO:
a. Headed by Regional Program Coordinator (RPC)
b. Regional Procurement Officer
c. Administrative Officer V
d. Administrative Officer IV
e. Administrative Officer II
f. Procurement assistants
g. Administrative Support staff
The Procurement Team will coordinate and perform the following functions:
PLANNING, DOCUMENTATION AND RECORDS
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Prepare/update Procurement Plan and PPMP based on the approved WFP and corresponding
updates;
Prepare RIS/PR, check/validate prior to recommendation for approval in terms of
completeness of technical specifications, terms of reference, supporting documents and other
requirements;
Prepares memo/action slip addressed to requesting office/end-user in case RIS/PR has
incomplete technical specifications/requirements;
Assigns control number, records, releases to signing authorities and to Procurement Officer
assigned;
Photocopies procurement documents, general correspondence and maintains systematic filing
system; and
Maintains an updated data tracking system.
SECRETARIAT
Coordinate and monitor all procurement activities of the Program;

Assist in the consolidation of the PPMP and the preparation of the APP and submit copy to the
DSWD Procurement Service BAC secretariat for the Agency overall consolidation;
Provide technical support and recommend the appropriate procurement method to the
BAC/PEAC;
Manage and monitor all phases of the procurement process;
As the main support unit of the BAC/PEAC:
Provide administrative support to the BAC/PEAC;
Organize & make all necessary arrangements for BAC/PEAC and TWG meetings &
conferences;
Prepare minutes of meetings, Abstract of Quotations and Resolutions, Notice of
Awards and other correspondence;
Take custody of procurement documents & other records;
Manage the sale & distribution of Bidding Documents to interested bidders;
Concurrently perform the functions of the BAC secretariat, including overseeing the
work of other BAC/PEAC Secretariats at the RPMO.
Posting of Request for Quotation/Canvass (RFQ), Request for Expression of Interest (REI),
Invitation to Bid (ITB), Supplemental bid bulletins, and awarded contracts/P.O. in KC-NCDDP
Procurement web portal;
Maintains systematic filing system; and
PROCUREMENT MANAGEMENT
Every approved RIS/PR shall be assigned to one Procurement Officer who will be responsible
for processing said assigned RIS from preparation of procurement document or Request for
Quotation to canvassing, requests for BAC/PEAC deliberation,
Each Procurement Officer is responsible for ensuring that the procedure and documents are in
accordance with these guidelines and all applicable rules and regulations to avoid
suspension/disallowance/misprocurement;
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Coordinates and provides technical assistance to end-users;

Complies with documentary requirements in case there is a COA Audit Observation;
Creates and maintains the price monitoring list and the registry of suppliers, contractors and
Consultants;
Maintains systematic files of every transaction; and
CONTRACT ADMINISTRATION/MANAGEMENT
Preparation of Purchase Order (P.O.)/Obligation Request (ObR), facilitate signing and

approval of funding, serve funded P.O./contract to supplier for conforme, follow-up delivery,
request for inspection and attends to the completion of supporting documents for processing of
payment;
Attends to contract preparation, signing of concerned parties and funding process;
Photocopies voucher with its supporting documents in three (3) sets;
Responsible for complying requirements in case there is a COA Audit Observation;
Monitors compliance with the terms and conditions of the procurement contract;
Coordinates with Finance Unit for payment of contracts;
Initiates sanctions against erring suppliers, contractors and consultants, including the forfeiture
of performance security and blacklisting;
Oversees contract management activities of its regional offices and provide technical support
when necessary;
Submits approved and conformed contract/P.O. to the Secretariat for posting of contract
awards in KC-NCDDP Procurement web portal;
Maintains systematic filing system; and
SUPPLY MANAGEMENT
Receipt and issuance of supplies, materials and equipment purchased;

Management of warehouse as staging area;
Facilitate final inspection and acceptance of goods;
Request for the preparation of PAR/ICS and Waste Material Report, if applicable;
Conduct physical inventory/count of supplies; and
Generate monitoring reports.
Maintains an updated inventory tracking system.
The Procurement team of the NPMO and RPMO shall coordinate with respective DSWD Procurement
Service/Unit for any clarification, technical assistance or relevant concerns to procurement.
10 Methods of Procurement
National Competitive Bidding (NCB) for goods will most likely not be utilized but in case this is used, the
Philippine Bidding Documents as updated and harmonized with R.A. 9184 otherwise known as the
11

Government Procurement Reform Act (GPRA) of the Philippines and international development partners
such as WB and ADB will be used. Likewise, for consulting services, Consultant Qualification Selection
(CQS), Single Source Selection (SSS) and Individual Consultant Selection (ICS) are most likely to be used.
The common and most expected methods are the following.
Award of contract to supplier, service provider or consultant with the most responsive or substantial
quotation/proposal which exceeds the Estimated Cost (EC) can be made provided that the cost is the
prevailing market price at the time of procurement; and, fund is available to cover the additional cost.
10.1 For Goods and Non-consulting
10.1.1 Shopping for goods and non-consulting services

Shopping is a procurement method based on comparing price quotations obtained from several
suppliers or service providers with at least three quotations, to assure competitive prices, and is an
appropriate method for procuring readily available off-the-shelf goods or standard specification
commodities and non-consulting services. In cases where the three quotations could not be met
after the deadline, an extension shall be made for at least one day after which the submitted
quotations may be evaluated. If three quotations have not been met but the quotation evaluated is
found to be responsive, the BAC/PEAC may award the contract. If no responsive quotation/proposal
upon evaluation, the requirements of procurement at hand shall be revised but still in accordance to
the purpose/objective e.g. technical specifications and estimated costs as applicable.
10.1.2 Direct Contracting for goods and non-consulting services

Direct contracting is contracting without competition (single source) when there is limited2 supplier or
service provider for the goods or non-consulting services to be procured either at the national or
regional level with the following considerations:
(a) Where there is existing contract for goods or non-consulting services awarded in accordance
with this guidelines can be extended for additional goods and non-consulting services of a
similar nature. The Program shall be satisfied in such cases that no advantage could be
obtained by further competition and that the prices for direct contracting are reasonable within
the budget or as established prevailing in the market.
(b) Standardization of equipment, spare parts or non-consulting services to be compatible with

existing equipment or service justify additional purchases from the original Supplier or service
provider. The price and the advantages of another make or source of equipment or service/s
shall have been considered reasonable i.e. within the available budget, unit cost/rate is equal or
less than the original contract.
(c) The required goods or non-consulting services are proprietary and/or obtainable only from
one source;
2
Two or one supplier or service provider who is technically capable of delivering the goods/services.
12

(d) The procurement of certain goods or non-consulting services is essential and urgent
(requires less than 3 days to procure) to achieve the required performance or functional
guarantee of an equipment/facility or Program operation objectives;
(e) In exceptional cases, such as, but not limited to, in response to natural disasters and
emergency situations;
For National level procurement, on the procurement of Goods under Capital Outlay, and Consulting
Services stated in the Procurement Plan, the NPMO shall submit to the WB/ADB for its review and
no objection a sufficiently detailed justification, including the rationale for direct contracting instead
of a competitive procurement process and the basis for recommending a particular
firm/supplier/service provider. For Goods and Non-consulting services under the maintenance and
other operating expenses (MOOE), or under Statement of Expenditures (SOE), approval of the
National Program Director or her authorize representatives such as the Deputy National Program
Director (DNPD) or the National Program Manager (NPM) will suffice. Similarly, for the Regional
level, the RPMO will comply the requirements, NPMO will issue the NOL. For ADB, contracts for
goods below the threshold of $ 10,000 will not need prior-review.
10.1.3 Small Value Procurement for goods and non-consulting services costing
not to exceed P20, 000.00 (ADB funded procurement)
For small value procurements within the threshold, direct contracting shall be used where it is more
advantageous to procure items of small quantities and value through direct purchase rather than
through alternative methods like shopping or repeat order since it is more practical and economical
to do so. Similar to shopping, this can be used for good and non-consulting services that may be
needed in the conduct of trainings, workshops, monitoring or social marketing activities provided this
is included in the duly approved Project Procurement Management Plan. Splitting of contracts using
small value procurements is not allowed under these guidelines.
There are two general types of small value procurements:
1) Off-the-shelf goods procurement applies to the purchase of readily available goods from
local market outlets/stores that may include food, perishable or non-perishable items,
office supplies, spare parts, IT peripherals, office repair and maintenance, fixtures, fittings
and other urgent/emergency purchases; or other items necessary for the implementation
of the project, among others.
2) Short Term Services procurement refers to the purchase or acquisition/engagement of

non-consulting services requiring a very limited period of time. This may include hiring of
caterers for workshops, training or meetings; transportation or trucking services;
equipment/office repair and maintenance; printing, publication, and other project related
equipment, hiring of resource persons for training or advisory requirements, rental of tools
and equipment, or other services necessary for the implementation of the project, among
others.
13

10.1.4 Procurement from non-registered service providers

In the case of the Field Offices on the procurement of Community Empowerment Activity Cycle
(CEAC) activities or such catering services, board and lodging, where there are no
regular/registered suppliers or service providers, procurement can be conducted following below
requirement;
1. Municipal activities, Mayors permit or certification (Mayors office or Accounting office) that no
registered or limited suppliers/service providers
2. Barangay activities, Certification from the Barangay that no registered supplier or service
providers
10.2 Consulting services (short term) and Technical Specialist/ Consultant Staff
10.2.1 Consultant Qualification Selection (CQS)

CQS is a simplified selection of a consulting firm through the submission of an amplified and
detailed Expression of Interest (EOI) in a standard template, and by inviting the best-qualified
consultant based on the EOIs to submit a combined technical and financial proposal. The firm will
be engaged if the proposal meets the requirements and if the negotiation succeeds. For ADB, the
detailed procedures for the selection and recruitment of consultants are discussed in Project
Administration Instruction (PAI) 2.05.
10.2.2 Single Source Selection (SSS)

Single-Source Selection (SSS) of consultants does not provide the benefits of competition in regard
to quality and cost, lacks transparency in selection, and could encourage unacceptable practices.
Therefore, single-source selection shall be used only in exceptional cases. The justification for single-
source selection shall be examined in the context of the overall interests of the client and the project,
and the Banks responsibility to ensure economy and efficiency and provide equal opportunity to all
qualified consultants, in accordance with the procedures detailed in the World Banks and ADB
Consultant Guidelines.
Because there is no competition, this method is acceptable to the Bank only in exceptional cases
and should be adopted only when it offers obvious advantages over a competitive method. This is
the case when:
The assignment represents a natural or direct continuation of a previous one awarded

competitively and the performance of the incumbent consultant has been good or
excellent;
The consultants prompt availability is essential (for instance, in emergency operations
following a natural disaster, a financial crisis and so forth); or
Only one consulting organization or individual has the qualification and experience
required to carry out the assignment in a particular area.
10.2.3 Individual Consultant Selection (ICS)

Individual consultants are employed on assignments for which (a) a team of experts is not required,
(b) no additional outside (home office) professional support is required, and (c) the experience and
qualifications of the individual are the paramount requirements. When coordination, administration,
14

or collective responsibility may become difficult because of the number of individuals, it would be
advisable to employ a firm. However, the National Program Management Office (NPMO) or the
Regional Program Management Office (RPMO) upon their assessment shall use ICS in engaging
more individuals to carry out similar scope of works considering the volume and spread of the
works.
Individual consultants are selected on the basis of their relevant experience, qualifications, and
capability to carry out the assignment. The selection shall be carried out through the comparison of
the relevant overall capacity of at least three candidates among those who have, directly or through
a firm, expressed interest in the assignment or have been approached directly by the KC-NCDDP.
In case of similar or the same scope of works requiring more individuals, where the two or three
applicants upon evaluation are qualified, considering the need and urgency of the services, they
can be engaged.
10.2.4 Negotiated Procurement under Agency to Agency Arrangements

Agency-to-Agency Arrangements is a form of negotiated procurement that can be undertaken with
government servicing agencies such as the National Government Agencies (NGAs), Government
Owned and Controlled Corporation (GOCCs), State Universities and Colleges (SUCs) with the
following conditions:
i. The Procuring Entity shall provide sufficient justification indicating that entering into an
Agency-to-Agency Agreement with the Servicing Agency is more efficient, economical and
practical;
ii. The Servicing Agency has the capacity to provide the services needed for the KC-NCDDP,
verified by the KC-NCDDP procurement team;
iii. The Servicing Agency owns or has access to the necessary facilities, equipment and
human resource required for the procurement at hand.
iv. The procurement at hand is part of the Work and Financial Plan, Procurement Plan or PPMP
A Contract or Memorandum of Understanding/Agreement (MOU/A) shall be executed with the

Servicing Agency defining the conditions, roles and responsibilities of the procuring entity
(DSWD), the Servicing Agency and other stakeholders, the schedules/timeline, scope of
works/deliverables/services and costs as established in the activity/project proposal or
prevailing market. Procedure shall follow the single source or direct contracting selection.
11 Procurement Procedures
11.1 Shopping for Goods and non-consulting services
a. The Procurement team shall ensure that the goods and services to be procured through shopping
are included in the Project Procurement Plan. For items not included in the procurement plan, the
Procurement team shall submit a procurement request for the National Program Manager
approval. The items approved shall be incorporated in the revised Project Procurement Plan. For
regional procurements, goods and services that are not part of the Project Procurement Plan shall
be submitted to the Regional Director for approval upon the recommendation of the Regional
Project Manager.
15

b. The Procurement team at the NPMO or the RPMO shall prepare the following documents:
i. Requests for Quotations (RFQ) indicates the description and quantity of the goods
indicated in the approved RIS/PR or Proposal/ Terms of Reference, desired delivery (or
completion) time and place and the manner by which price quotations shall be submitted
(sealed or open quotation) and the deadline for the submission of quotations; Estimated cost
shall not be reflected in the RFQ.
ii. Standards and technical specifications shall promote the broadest possible competition
while assuring the critical performance or other requirements for the goods under
procurement. Where possible, internationally accepted standards shall be specified or where
such are unavailable, national standards. Specifications shall be based on relevant
characteristics and/or performance requirements. References to brand names, catalog
numbers, or similar classifications shall be avoided. If it is necessary to quote a brand name
or catalog number of a particular manufacturer to clarify an otherwise incomplete
specification, the words or equivalent shall be added after such reference. The specification
shall permit the acceptance of offers for goods which have similar characteristics and which
provide performance at least substantially equivalent to those specified;
iii. Purchase Order serves as the contract with the winning supplier and shall include the
general and specific terms and conditions of the contract and provisions for warranty,
where applicable;
iv. Estimated Cost refers to the cost per unit of the item to be procured based on a market
survey of prevailing prices conducted by the Procurement team. Estimated cost shall not
be disclosed during canvassing/solicitation of quotation;
v. Abstract of Quotations is a summary of all responsive quotations received by the

BAC/PEAC to determine the Lowest Calculated and Responsive Quotation.
c. The BAC/PEAC shall call for a procurement review meeting to discuss all aspects of the
procurement activity to be attended by the members of the BAC, the Procurement team and the
Technical Working Group (TWG) for the specific procurement.
d. Posting for shopping is not mandatory in soliciting quotations. However, for transparency purposes,
the Procurement team may post the Request for Quotation (RFQ) for a period of three (3) to seven
(7) days where applicable, for information purposes at any web portals, at a conspicuous place in
the premises of the NPMO and RPMO. In cases of urgent procurement3, posting is not applicable
upon justification by the procurement team or the end-user and approved by the National Program
Director (NPD)/Regional Director (RD) or his/her authorized representative. The authorized
3
Procurement that are urgently identified where less than three days is needed for the procurement. These procurements are
critical to support Program activities required in the delivery of program outputs and objectives. This include training venues,
goods and non-consulting services.
16

representative at the national level is the Deputy National Program Director or National Program
Manager. For field office level, the Regional Program Manager or Regional Program Coordinator.
Three quotations shall be solicited through a direct invitation to suppliers/service provider. Posting
is not required for RFQs with estimated costs equal to Fifty Thousand Pesos (Php 50,000.00) and
below. The RFQ shall contain the following information:
i. Brief description of the goods to be procured for goods or the type, size, major items and other
important or relevant features;
ii. The date, time and place for the deadline for the submission, receipt and opening of quotations;
iii. Delivery schedule for goods or contract duration for ;
iv. The name, address of the designated contact person;
v. Such other necessary information deemed relevant by the BAC/PEAC.
For urgent procurement, after solicitation from a direct invitation from atleast three suppliers and only 1
or 2 quotations/ envelopes are received within the set deadline stated in the RFQ, the opening will
push through and if found compliant and responsive the award will be given to the responsive supplier.
e. The Procurement team shall issue the Request for Quotation (RFQ) by letter, facsimile, by
electronic means or through a direct invitation to at least three (3) suppliers in good standing.
A supplier of good standing is one who is known to be in the business of providing the goods to
be procured for at least one year, duly registered with the Department of Trade and Industry
(DTI), Securities and Exchange Commission (SEC) or Cooperatives Development Authority
(CDA) and has not committed a breach of contract in previous transactions with the DSWD or
other government agencies or local government unit. For previous or existing suppliers to KC-
NCDDP, they should have satisfactorily completed all contracts awarded. Prices for goods
supplied from within the country are requested to be quoted at the specified place of delivery,
transportation costs, including all custom duties and sale and other taxes already paid or
payable on the raw materials and components. For goods offered from abroad, prices are
requested to include CIF (cost, insurance and freight) or CIP (carriage and insurance paid).
f. The supplier shall submit their quotation to the Procurement Service/Unit or to the
NPMO/RPMO procurement team4 within the duration stated in the RFQ. If indicated in the RFQ,
any quotations submitted after the deadline shall be declared Late and shall not be accepted.
No bid or performance securities are required. Suppliers may also submit their quotations
through email or fax.
g. As a general rule, a minimum of three quotations should be received for the BAC II/PEAC to
proceed with the opening of quotations and to establish the reasonableness of the price.
Comparison of two quotations is justified only when there is satisfactory evidence that there are
only two reliable sources of supply. To minimize the risk of getting only one or two quotations,
the Procurement team is advised to issue more than three RFQs. The BAC II/PEAC shall
extend the deadline of submission in cases of any amendment to the RFQ or should there be a
need to widen invitations. The BAC II/PEAC can extend the deadline if only one or two
4
For NPMO procurement; for the RPMO, the office/unit responsible
17

envelopes are received. If after the extension, only one or two envelopes are received, the
opening will push through.
h. The BAC II/PEAC shall evaluate the quotations after the deadline of submission. A quotation
is considered responsive if it provides complete information that meets the required technical
specifications; indicates the quoted price for all items specified in the canvass by item basis, lot
basis or total quoted; whether for delivery or by pick up; and specifies the date of delivery. A
compliant/ substantially compliant/ non-compliant criteria shall be used to determine
responsiveness. The award of a contract shall be given to the most responsive supplier as
evaluated and corrected for computational errors, and other modifications.
The Procurement team prepares the Abstract of Quotation indicating the names of those who
responded to the RFQ and their corresponding price quotations. This is signed by the members of
the BAC II/PEAC. The most responsive quotation is encircled to indicate the award of contract.
A supplier is allowed to submit an offer which provides for superior specifications and/or better
terms and conditions advantageous to the Program at no extra cost. However, the BAC II/PEAC
should not give any bonus, credit or premium to such offer in the evaluation of quotations.
If the most responsive supplier refuses to accept the award as evaluated within 5 days without
valid reasons acceptable to the BAC II/PEAC, the second responsive quotation is considered. If the
second responsive supplier refuses to accept, the third responsive quotation is considered and so
on otherwise, the BAC II/PEAC may proceed to direct contracting or re-canvass.
i. The Procurement team with the assistance of the TWG verifies and validates all the statements
and documents submitted by the supplier. The Procurement team shall then prepare Abstract of
Quotation (AOQ) based on the recommendation of TWG.
j. The Procurement team shall prepare the Purchase Order for approval and signing of NPM or
his/her authorized representative for NPMO, and RD or his/her authorized representative for
RPMO. The Project Accountant and Budget officer shall certify to the availability of funds. After
signing, the Procurement team serves the PO to the winning supplier who signs his/her conforme
and retains a copy. The winning supplier delivers the goods or non-consulting services in
accordance with the provisions of the PO, technical specifications and other requirements on the
scheduled delivery date. For regional procurement, the equivalent units at the regional office shall
carry on with this responsibility. An Inspection and Acceptance Committee (IAC) shall inspect the
goods against the delivery receipt and the PO. The IAC shall prepare and sign the Inspection
Report. For non-consulting services, a Certification for Services Rendered issued by the end-user
shall be submitted to Procurement team instead of Inspection Report.
k. Procurement Team shall prepare Disbursement Voucher (DV) and facilitate processing of payment.
11.2 Direct Contracting for Goods and Non-Consulting Services
a. The Procurement Team shall identify items/services for procurement and conduct an informal survey
of vendors/suppliers/service providers offering the most advantageous prices for items/services for
18

procurement. End-user shall submit approved Technical Assistance Report for the specification of
items/services for procurement or Proposal or Terms of Reference as applicable.
11.2.1 Goods
i. The Procurement Team shall prepare the Purchase Request included in the PPMP and solicit
quotation directly from the supplier with a certification and/or justification as the sole/exclusive
distributor/supplier as a basis that there is only one available and capable supplier for the item to
be procured.
ii. The Procurement Team shall submit the certification and/or justification together with the suppliers
quotation to the Bank (for NPMO procurement) and to NPMO (for RPMO procurement) for prior
approval.
iii. Upon receipt of approval, the BAC-II/PEAC shall prepare Abstract of Quotation or Resolution of
award of contract.
iv. The Procurement team shall prepare the Purchase Order for approval, signing and issuance to the
supplier. The supplier delivers the goods in accordance with the provisions of the PO, technical
specifications and other requirements on the scheduled delivery date. An Inspection and
Acceptance Committee (IAC) shall inspect the goods against the delivery receipt and the PO. The
IAC shall prepare and sign the Inspection Report.
v. After acceptance of items, Procurement Team shall prepare Disbursement Voucher (DV) and
facilitate processing of payment.
11.2.2 Non-Consulting Services

i. The Procurement Team with the assistance of End-user shall prepare the Purchase Request
included in the PPMP, prepare Cost-benefit analysis through the conduct of a market survey and
solicit quotation directly from the service provider with a certification and/or justification as basis that
there is only one available and capable service provider in a particular area for the required
services.
ii. The Procurement Team shall submit a justification including the Cost-benefit analysis (as
applicable), for the approval of the HOPE or hi/her authorized representatives, the DNPD or NPM.
iii. Upon receipt of approval, the BAC-II/PEAC shall prepare Abstract of Quotation or Resolution of
award of contract.
iv. The Procurement team shall prepare the contract, Purchase Order (P.O.) or MOA (whichever is
appropriate) for approval, signing and issuance to the service provider. The service provider delivers
the services in accordance with the provisions of the contract, technical specifications and other
requirements on the scheduled delivery date.
v. A Certification for Services Rendered shall be issued by the end-user and submit to Procurement
team for payment processing.
b. All items to be procured through Direct Contracting below the threshold (for ADB identified as Statement
of Expenditures under the Procurement Plan) shall be supported by the prescribed Project Activity
Proposal to be approved by the National Program Manager/Regional Program Manager. The Proposal
shall specify the objectives/justification for the activity, the detailed budget, schedule, agenda and other
requirements. Upon completion of the activity, a Project Completion Report shall be submitted to the
National Project Manager/Regional.
19

c. Project Manager to explain the outcomes, lessons learned, detailed list of actual expenditures, and other
requirements of the activity.
11.3 Small Value Procurement (ADB funded)

i. Identification of Items for Small Value Procurement
The Procurement team identifies the items to be procured through Small Value procurement from the
approved Procurement Plan (PP) or the Project Procurement Management Plan (PPMP). If such
procedure was not anticipated earlier, then the PP or the PPMP shall be updated to identify items to
be procured through Small Value procurement. In order to facilitate the procurement of these small
items, the PP/PPMP may simply include general descriptions of small value procurement such as
perishable or non-perishable food for trainings and seminars, office supplies, catering services,
transport services, various hand tools, IT peripherals, office fixtures and fittings, etc. This is then
submitted to the Supervising Administrative Officer (SAO) for procurement and logistics for NPMO and
RPO for RPMO for review and validation.
All items to be procured through small value procurements shall be supported by an itemized list with
the quantity, unit price and cost estimate of these items and shall be submitted to the NPM for
approval before it is included in the PP/PPMP. For short term services, small works and short term
consulting services, this shall be accompanied by a terms of reference or a scope of work with the
specific outputs/deliverables. For short term services and short term consulting services involving the
hiring of experts, the bio data or resume of the expert shall be reviewed by the NPMO/RPMO end-
user and shall recommend to the NPM/RD for engagement. All small value procurements shall not
exceed the threshold of P 20,000.00.
ii. Survey of Available Suppliers
Upon approval by the NPM of the items to be procured, the Procurement Officer shall proceed to the
local market or stores to conduct an informal survey of vendors/suppliers providing the most
advantageous prices.
iii. Direct Purchase of Items
For off-the-shelf procurement, the Procurement Officer shall procure the items directly from the
vendors/suppliers offering the most advantageous price based on the survey conducted. He/ She shall
request for an official receipt or in its absence, shall provide a list of items procured duly signed by the
vendor/supplier.
For short term services, the Procurement Officer shall prepare a short contract or a job order or in its
absence a pro-forma contract to support the hiring, rental, lease of such services.
For technical and professional services such as the engagement of resource persons and technical
service providers, the PT shall issue a letter of invitation specifying the special service to be covered,
the number of lecture or consultation hours needed, the period when the service shall be rendered
and the fee that shall be paid. The resource person shall sign his/her conforme to the offer letter and
20

shall attach his/her curriculum vitae to the said letter. The NPM shall certify to the necessity of the
service and the end-user shall certify that the service was rendered.
iv. Inspection of Goods/Services and Payment
Immediately upon procurement of off-the-shelf items, the Procurement Officer shall present the items
procured to the inspection committee for inspection against the receipt or signed form. Inspection
report shall be prepared and submitted to the NPM. For non-consulting services, a Certification of
Services Rendered shall be issued by the end-user and submit to Procurement team for payment
processing.
11.4 Procurement of Venues for Trainings, Workshops, Meetings,

Events and Other Similar Activities
Similar with Goods and non-consulting services, venues for the above activities shall be procured
through shopping, direct contracting and small value procedures. Procurement for venues shall follow
the following thresholds:
Shopping Not to exceed USD 100,000.00 for ADB and USD 200,000.00 for WB for single funded
procurement5; for co-funded procurement6 using shopping procedure, the threshold of WB
will be used provided that the cost-share from ADB fund does not exceed its threshold.
Direct Contracting For WB, no threshold but all contracts need prior review. For ADB, contracts below
the threshold of USD 10,000 will not need prior review.
Small Value Procurement not to exceed P 20,000.00.
The dollar to peso exchange rate shall follow the rate during the preparation of RIS/PR. Shopping,
Direct Contracting or Small Value procedures shall be followed as applicable.
11.5 Engagement of services of Resource Persons, Facilitators,

Coordinators and Documenters
Resource Persons, Facilitators, Coordinators and Documenters are those from national
government agencies (NGAs) including State Universities and Colleges (SUCs), Government Owned
and Controlled Corporation (GOCCs), Government Financing Institutions (GFIs) and Local
Government Units (LGUs) which are outside of their mother sector, or from the private sector.
Resource persons, Facilitators, Coordinators and Documenters who are known for their capacity or
expertise on the Program activity requirements may be engaged directly where single engagement
shall not exceed 10 days or 80 hours. The identified service provider shall be directly invited provided
5
E.g. ADB fund only or WB fund only
6
Refer to the glossary of terms for Foreign Funded/assisted procurement
21

that cost parameter should not exceed P350.00/hour for Documenters and P1,200.00/hour for
Resource Persons, Facilitators and Coordinators depending on the complexity of subject matter.
Rates should be based on prevailing market compensation or as established by the requesting unit
and approved by the head of procuring entity.
The scope of works, terms and conditions, cost and duration should be clearly indicated. Payment
shall correspond on the actual training hours plus equal no. of hours of pre and post works. In case
the actual rendered hours exceeds the contract duration, justification by the end user and approval by
the National Program Manager (NPM) shall be made, provided the additional hours does exceed 20%
of the contract.
For engagement that exceeds the maximum allowable cost parameter, procedures on Consulting
Services for short-term engagement shall be followed, either Individual Consultant Selection (ICS) or
Single Source Selection (SSS) as applicable.
Below is the general procedure in engaging the services.
i. The National Program Manager/ Regional Program Director or his/her authorized representative
shall certify to the necessity of the service.
ii. The Procurement team shall directly issue an invitation letter specifying the special service to be
covered, the number of lecture or consultation hours needed, the period when the service shall
be rendered and the fee that shall be paid.
iii. The resource person/facilitator/coordinator/documenter shall sign the conforme on the invitation
letter and shall attach his/her curriculum vitae with the said letter. The signed letter of invitation
shall serve as the Contract.
iv. The Procurement Team shall prepare Obligation Request for funding and approval.
v. The resource person/facilitator/coordinator/documenter shall submit the original copy of the request
for payment together with his/her accomplishment report.
vi. Upon review and acceptance of accomplishment report, the end-user unit shall certify that the
service was rendered based on the actual no. of hours rendered duly approved by the National
Program Manager/Regional Director or his/her authorized representative.
vii. The Procurement team Procurement Team shall prepare Disbursement Voucher (DV) and
facilitate processing of payment.
11.6 Selection and Engagement of Consulting Services and Technical

Specialist/Consultant Staff
11.6.1 . Individual Consultant Selection
11.6.1.1 Asian Development Bank (ADB)
i. The NPMO/RMPO shall prepare the following:
i. Procurement Plan for the entire project;

ii. Related draft Terms of Reference (TOR); and
iii. Cost estimate
22

ii. Upon approval, the Procurement team shall post the Consulting Services Recruitment Notice (CSRN)
in the Business Opportunities section of ADBs website. For this purpose, the NPMO/RPMO shall
send an e-mail to csrn@adb.org, with a copy to the concerned ADB project unit staff, stating all
projects under its administration. An account may be opened for the NPMO/RPMO for the CSRN
posting. The ADB Consultant Management System (CMS) shall email the user ID and password to
the NPMO/RPMO. The minimum posting time for each CSRN is seven (7) days. ADB then provides
the NPMO/RPMO with a standard template for the CSRN that it could follow for the advertisement.
iii. The NPMO/RPMO shall prepare a short list of at least three qualified candidates for the position and
shall check the eligibility and performance records of each candidate. The NPMO/RPMO may also
advertise for suitable candidates or ask the ADB project unit to provide the names and qualifications
of suitable candidates from the CMS in addition to the CSRN posting requirement. All shortlisted
candidates should be informed of their inclusion in the shortlist and requested to submit an
Expression of Interest (EOI) before proceeding with the selection process. If a shortlisted consultant
does not submit an EOI, then his/her CV shall not be considered.
iv. The NMPO/RPMO ranks the candidates and submit their names and qualifications, with the draft
contract, to ADB (through the project unit) for approval using the attached form Submission 1. The
NPMO/RPMO requests the first ranked candidate to confirm availability and to provide other
information that may be required.
v. After ADB approves the ranked short list and the draft contract, the NPMO/RPMO negotiates with the
first-ranked candidate. If the negotiations fail, the NPMO/RPMO obtains ADBs approval to terminate
the current negotiations and start negotiations with the next-ranked candidate, and so on until an
agreement is reached. The NPMO/RPMO then sends a copy of the draft negotiated contract to ADB
(through the project unit) for approval and issuance of applicable No Objection Letter (NOL);
vi. Upon receipt of the ADBs comments, revisions, amendments, if any, the NPMO/RPMO shall finalize
and sign the contract with the selected consultant.
vii. The Procurement team shall prepare Obligation Request for funding and approval.
viii. The Procurement team shall send a signed copy to the ADB for the issuance of PCSS number. The
NPMO/RPMO shall also prepare and issue the Notice to Proceed to the individual consultant;
ix. The Individual Consultant execute the contract.
x. The End-user and the Procurement Team shall monitor contract management.
xi. The Consultant shall submit a request for payment together with accomplishment report and subject
for review by the End-User.
xii. If found acceptable, the End-User shall submit to the Procurement team a Certification for Services
Rendered for approval by NPM/RD or his/her authorized representative.
xiii. The Procurement team shall prepare Disbursement Voucher and facilitate payment processing
based on the schedule of payment stipulated in the approved Contract.
23

11.6.1.2 World Bank (Individual Consultant Selection Timeline)
Period of
STEPS Selection and Contract Awarding Phase action
(Working Days)
1 Procurement team to identify and consolidate consultancy requirements 5 days
2 Preparation and approval of Terms of Reference (TOR) by the NPM/RPM 5-7 days
3 Advertisement/ posting of Request for Expression of Interest (REI) Atleast 3days
4 Procurement team invites at least three individual consultants 3-7 days
5 The Technical Working Group (TWG) evaluates the CV of the individual 1-2 day
consultants who expressed their interest
6 Conduct interview and rank the qualified individual consultants by the 1-3 day
TWG
7 Negotiate to highest rank individual consultant; if successful, prepare draft 3-5 days
contract
8 Preparation of Resolution recommending Award of Contract, Issues 2-5 days
Notice of Award, finalizes the contract and signing of contract with the
successful individual consultant
9 Endorse contract for funding and approval. 2 days
11 Prepare and issues Notice to Proceed 1 day
12 Individual consultant executes the contract duration
13 The End-user and the Procurement Team shall monitor contract stated in the
management. contract
14 The Consultant shall submit a request for payment together with Depends on
accomplishment report and subject for review by the End-User. the availability
15 If found acceptable, the End-User shall submit to the Procurement team a and
Certification for Services Rendered for approval by NPM/RD or his/her accessibility of
authorized representative. signing and
16 The Procurement team shall prepare Disbursement Voucher and facilitate approving staff
payment processing based on the schedule of payment stipulated in the and officials
approved Contract.
Total Selection process (from Step 1 to 10) 26-40 days
11.6.2 . Consultant Qualification Selection (CQS)
11.6.2.1 Asian Development Bank
a. The NPMO/RMPO shall establish a Consultant Selection Committee (CSC) under Project
Administration Instruction (PAI) 2.01 (para. 25) to initiate recruitment and prepare the following
documents for Bank review and approval:
i. Budget for the consulting contract;
ii. Long list and short list of consulting firms;
iii. Evaluation criteria;
24

iv. Draft Request for Proposal (RFP) with the data sheet;
v. Summary evaluation sheet form, personnel evaluation sheet form, and TOR;
vi. Draft contract; and
vii. Draft Consultant Recruitment Activities Monitoring (CRAM) sheet.
The NPMO/RPMO shall use ADBs standard submission form (Submission 1) available on ADBs
website or provided by the project unit. The NPMO/RPMO shall submit the standard submission form
in MS Word version.
b. After ADB approves the submission, the NPMO/RPMO shall send copies of the RFP to the
shortlisted consultants. The shortlisted consultants shall acknowledge receipt of the RFP and shall
advise the NPMO/RPMO if they intend to submit proposals. To give shortlisted firms reasonable
time to address amendments to the RFP in their proposals, the NPMO/RPMO may extend the
deadline for submitting proposals, subject to ADB's prior approval.
c. The BAC/PEAC shall evaluate the technical and financial proposals received following the
procedures specified in PAI 2.03. The BAC/PEAC Secretariat prepares minutes of its evaluation
meeting and a report of its evaluation.
d. Unless the NCDDP procurement plan provides otherwise, the NPMO/RPMO shall e-mail the
evaluation report containing the following technical evaluation documents to ADB (through the
project unit) for approval:
i. completed summary evaluation (technical/financial) sheet;

ii. completed personnel evaluation sheet for each proposal;
iii. narrative comments on the strengths and weaknesses of each proposal;
iv. minutes of the BAC/PEAC evaluation meeting(s); and
v. Updated CRAM sheet.
e. After ADB approval and before contract negotiation, the NPMO/RPMO shall check the eligibility
and performance records of each member of the team proposed by the selected firm. The
NPMO/RPMO shall obtain from ADB a copy of ADBs sanction and suspension list due to integrity
violations or poor performance, as well as the terrorism list recognized by ADB.
f. The NPMO/RPMO shall invite the first-ranked consultant to negotiate the contract. The selected
consultant shall confirm the availability of its proposed personnel, provides clarifications and
corrections to its proposal, and replaces personnel when appropriate. If the NPMO/RPMO and the
consultant cannot agree, the NPMO/RPMO may terminate the current negotiations with ADBs
prior approval, and start negotiations with the next-ranked consultant, and so on until an agreement
is reached.
g. The NPMO/RPMO shall email the draft negotiated contract and the minutes of the contract
negotiations to ADB (through the project unit) for approval. The NPMO/RPMO shall use ADBs
standard submission form (Submission 4) available on ADBs website or from the project unit. The
NPMO/RPMO submits ADBs standard submission form in MS Word format.
h. Once the documents are considered in order and review is completed, the ADB project unit shall
formally advise the NPMO/RPMO of its approval. The NPMO/RPMO shall sign the contract,
25

obtains the consultants signature, and submits a copy of the signed contract to ADB (through the
project unit). The NPMO/ RPMO shall also submit the following information to ADB for posting on
its website:
i. names of the shortlisted consultants who submitted proposals;

ii. scores of their technical proposals;
iii. name of the consultant selected; and,
iv. cost, duration, and summary scope of the contract.
i. The NPMO/RPMO shall then make the contract effective by sending the consultant a written notice
to proceed.
11.6.2.2 World Bank (CQS Timelines)
STEPS Selection process and Contract Awarding Phase Period of Action

(Working Days)
1 Identify and consolidate consultancy requirements 10 days
2 Prepare Terms of Reference (TOR) and estimate of costs 10 days
3 Advertise and solicit to get Expression of Interest (EOI) from consulting 7-14days
firms
4 TWG to evaluate the submitted EOIs and prepares shortlist 3 days
5 The highest-ranked firm is requested to submit a simplified technical and 7days- 1 month
financial proposal to the procurement team
6 Evaluate submitted Proposals (Technical and Financial)
7 Negotiate with highest-ranked firm
8 If negotiation with highest-ranked firm is successful, drafts contract 2 days
9 Submit to the World Bank for NOL 2 days
10 For NPMO, World Bank reviews draft contract and gives "no objection" 7 days
letter (NOL)
For RPMO, NPMO will review and issue No Objection
11 Highest ranked firm is selected for award of the contract 1 day
12 Preparation of Resolution recommending Award of Contract, Issues 7 days
consulting firm
13 Endorse contract for funding and approval 2 days
14 Issues Notice to Proceed 1 day
15 Consulting firm implements the contract duration stated
in the contract
16 The End-user and the Procurement Team shall monitor contract
management.
17 The Consulting firm shall submit a request for payment together with
accomplishment report/ deliverables stipulated in the contract and subject Depends on the
for review by the End-User. availability and
18 If found acceptable, the End-User shall submit to the Procurement team a accessibility of
Certification for Services Rendered for approval by NPM/RD or his/her signing and
26

authorized representative. approving staff

19 The Procurement team shall prepare Disbursement Voucher and facilitate and officials
payment processing based on the schedule of payment stipulated in the
approved Contract.
Total Selection process (from Step 1 to 14) 71 84 days
11.6.3 WB/ADB (Single Source Selection)
Period of Action
STEPS Selection and Contract Awarding Phase (Working Days)
1 Procurement team to identify and consolidate consultancy 5 days
requirements
2 Preparation and approval of Terms of Reference (TOR) by the end- 7 days
user/NPMO and approval by the NPD or its authorized representative
4 Procurement team invites consultant for negotiation 7 days
5 If negotiation successful, prepare draft contract (initialed negotiated 3 days
contract)
6 Submit the draft contract to WB (for NPMO procurement) and NPMO 1 day
(for RPMO procurement)
7 For NPMO, review and issue NOL by the WB 7 days
For RPMO, review and issue NOL by the NPMO
8 Preparation of Resolution recommending Award of Contract, Issues 7 days
successful consultant, and issues Notice-to-Proceed
9 Consultant executes the contract duration stated
in the contract
10 The End-user and the Procurement Team shall monitor contract
management.
11 The Consulting firm shall submit a request for payment together with Depends on the
accomplishment report/ deliverables stipulated in the contract and availability and
subject for review by the End-User. accessibility of
12 If found acceptable, the End-User shall submit to the Procurement signing and
team a Certification for Services Rendered for approval by NPM/RD or approving staff
his/her authorized representative. and officials
13 The Procurement team shall prepare Disbursement Voucher and
facilitate payment processing based on the schedule of payment
stipulated in the approved Contract.
Total Selection process (from Step 1 to 8) 37 days
27

11.6.4 World Bank (other Methods of Consultants Selection
The other selection methods applicable to the Project includes: i) Quality- and Cost-Based Selection
(QCBS), ii) Quality-Based Selection (QBS), iii) Selection under a Fixed Budget (FBS), and (iv) Least-Cost
Selection (LCS). These are provided for in the Loan Agreement between the World Bank and the
Government of the Philippines, and can be used on a case to case basis and as the need arises. Detailed
procedures for each method will be in line with the corresponding provisions in the Banks Consultant
Guidelines.
11.6.5 Technical Specialist/ Consultant Staff
Technical Specialists/ Consultant Staffs are the KC-NCDDP Program in-house specialists that are
part of the program design (staffing plan) to implement, perform and provide technical assistance
on the day to day operations. Specialists are assigned at the National Program Management
Office (NPMO) and Regional Program Management Offices (RPMOs).
Selection/ recruitment of Technical Specialists follow the World Bank procedures for Individual
Consultant (ICS) or Single Source Selection (SSS) as defined in this Program Procurement
guidelines.
The evaluation of Technical Specialist/ Consultant Staff shall be performed by the Staff Selection
Committee (SSC) established at the NPMO and RPMOs.
The SSC in the NPMO shall be composed of the following:

1. NPM or his/her alternate (OIC, Admin and HR Unit Head, Alternate Admin and HR Head);
2. NPS or his/her alternate (CAO); and
3. NPMO Technical Specialist who has expertise in the field/position.
The SSC in the RPMO shall be composed of the following:

1. RPM or RPC/DRPM;
2. Head of HR or his/her representative;
3. Representative of FOs Personnel Selection Board (PSB); and
4. NPMO representative/s.
The KC-NCDDP Procurement Team and HR Unit shall act as the Secretariat in the process of
selection, engagement and renewal of Technical Specialist/ Consultant Staff.
Core functions of the Staff Selection Committee (SSC)

Review selection/ recruitment procedure and process to clarify and level-off all requirements;
With the assistance of the Secretariat, conduct pre-evaluation of Technical Specialist/
Consultant Staff applicants through Evaluation of Curriculum Vitae (CVs) and other pertinent
documents against the Terms of Reference (ToR);
Recommend qualified applicants for the technical exam (if required);
Conduct interview to qualified applicants;
Deliberate and consolidate results;
28

Rank qualified applicants from highest to lowest rated; do not include in the ranking those
disqualified applicants;
Conduct contract negotiation with the successful or highest ranked applicant;
Prepare resolution of award and endorsement/recommendations to contract; and
Other functions relevant to the selection/ recruitment.
11.6.5.1 Individual Consultant Selection (ICS) Procedure for Technical

Specialist/ Consultant Staff
STEPS ACTIVITY RESPONSIBLE TIMELINE

a.End-user
a. Preparation and approval of the Terms of
1 Reference (TOR) 1-5 days
b.Procurement
b. Other documents as applicable
Team, HR Unit
Posting/Publication/Advertisement in DSWD web Procurement Team,
2 3-7 days
portals and newspapers as applicable HR Unit
Pooling and preliminary evaluations of applicants; CV Procurement Team,
3 3-7 days
review HR Unit
Procurement Team,
Administration of exams, as applicable (Aptitude and
4 HR Unit and end- 1-3 days
Technical/Diagnostic exams)
users representative
Evaluation and deliberation of qualified applicants
(applicants who passed the exams) Interview,
negotiation and drafting of contract
5 Negotiation and request of concurrence will be made SSC 1-5 Days

to the Highest ranked candidate; negotiations can
only be made to the succeeding or next in ranks if
negotiation fails with the highest, otherwise, conduct
another round of selection/recruitment
SSC,
Contracting of selected applicant: Preparation of SSC Procurement Team,
6 Resolution Recommending Award; Preparation and HR, NPM/RD, 1-3 days
signing, funding and approval of final contract Technical Specialist/
Consultant Staff
Technical Specialist/ Duration stated
7 Execution the contract
Consultant Staff in the contract
29

Submission of request for payment/ billing statement

together with the accomplishment report and Every 15th and
Technical Specialist/
8 certification for service rendered, subject for review 30th day of the
Consultant Staff
and approval by the NPM/RD or his/her authorized month
representative
Depends on the
availability and
Preparation of Disbursement Voucher and facilitate Procurement Team, accessibility of
9
payment processing End-user signing and
approving staff
and officials
11.6.5.2 Single Source Selection (SSS) Procedure for Technical Specialist/Consultant Staff
For SSS procedure in selection/ recruitment of Technical Specialists/ Consultant Staff at the NPMO, the
World Bank or the appropriate development partner will issue the no objection letter (NOL). For the RPMO
Technical Specialists/ Consultant Staff, the NPMO will issue NOL/ concurrence.

a.End-user
c. Preparation and approval of the Terms of
1 Reference (TOR) 1-5 days
b.Procurement
d. Other documents as applicable
Team, HR Unit
Procurement Team,
Invite Technical Specialist/ Consultant Staff for a HR Unit, SSC and
2 1 day
negotiation Technical Specialist/
Consultant Staff
Procurement Team,
Request and issuance of NOL, as applicable based
3 WB for NPMO; 1-5 Days
on latest guidelines
NPMO for RPMO
SSC,
Contracting: Preparation of SSC Resolution Procurement Team,
4 Recommending Award; Preparation, signing, funding HR, NPM/RD, 1-3 days
and approval of final contract Technical Specialist/
Consultant Staff
Technical Specialist/ Duration stated
5 Execution the contract
Submission of request for payment/ billing statement
6 certification for service rendered, subject for review 30th day of the
Consultant Staff
representative
Preparation of Disbursement Voucher and facilitate Procurement Team, Depends on the
7
payment processing End-user availability and
30

accessibility of
signing and
approving staff
and officials
11.6.5.3 Renewal and adjustment of Contracts
Renewal and any adjustment of Technical Specialist/ Consultant Staff contracts shall be made upon the
recommendation and endorsement of the National Program Manager for NPMO; Regional Program
Manager for RPMO, and approved by the National Program Director or Deputy National Program Director
for NPMO; Regional Program Director for RPMO. Amendments to the contract shall be made accordingly.
The NPMO and RPMO shall develop a performance review system for Technical Specialists.
Prior to renewal of contracts, the Terms of Reference (ToR) shall be reviewed by the NPMO/RPMO and
approved for any adjustments by the National Program Director (NPD) or his/her Authorized
representatives such as the Deputy National Program Director (DNPD) or National Program Manager
(NPM).

For contract renewal:
Preparation and approval of Certification for renewal.
a.End-user
1 For contract adjustment: 1-2 days
b.Procurement
Preparation and approval of SSC Resolution
Team, HR Unit
recommending adjustment (supplemental/
amendment) of contract
2 Procurement Team,
Contracting: Preparation, signing and approval of HR, NPM/RD,
1-3 days
contract Technical Specialist/
Consultant Staff
3 Technical Specialist/ Duration stated
Execution of the contract
4 Submission of request for payment/ billing statement
certification for service rendered, subject for review 30th day of the
Consultant Staff
representative
5 Depends on the
availability and
Preparation of Disbursement Voucher and facilitate Procurement Team, accessibility of
payment processing End-user signing and
approving staff
and officials
31

11.6.6 Developing Terms of Reference (TOR) for Consulting Services
Drafting the Terms of Reference (TOR)
The key document in the selection/recruitment/procuring short-term consulting services and Technical
Specialist/ Consultant Staff is the Term of Reference (TOR). It explains the objectives of the assignment,
scope of work, activities, tasked to be performed, respective responsibilities of the Borrower and the
Consultant or Technical Specialist/ Consultant Staff, expected results and deliverables of the assignment. A
comprehensive and clear TOR is important for the understanding of the assignment and its correct
execution.
The following considerations should guide in the preparation of the TOR:
The TOR should contain sufficient background information on both the assignment and the project
to enable invited consultants to present a responsive proposal,
The scope of work should be consistent with the available staff-month estimate or the estimated
cost of the services.
The TOR should take into account the organization of the Borrower and its level of readiness,
including its staff capabilities, institutional strength, and organization.
The level of detail and quality of information that can be obtained in the TOR and influence the selection
method. For example, if the TOR for a complex assignment cannot be defined with adequate precision and
detail, QBS may be more appropriate than QCBS, whereas the latter is preferable when both a defined
scope of work and a reliable staff-month or cost estimate is available.
If the capacity- building activities are required as part of the assignment, the Borrower should include them
in the TOR, for which additional time and budget should be allocated.
Outline of the TOR
The TOR shall consists the following sections as applicable:
a. Background of the project;

b. Objectives of the assignment;
c. Scope of work;
d. Transfer of Technology/Knowledge (if necessary);
e. List of reports or specific deliverables by the Consultant/s;
f. Timelines or period of performance, particularly schedule of submission of reports or
completion of deliverables;
g. Data, local services, personnel, and facilities to be provided by the Borrower;
h. Institutional and organizational arrangements;
i. Qualifications of the consultants required whether individual or firm. For firms, the qualification
of the project team leader and staff must be specified; and
j. Estimated Cost, the terms of payment and the source of funds
Sectional Parts of the TOR
32

1. Background Information. The TOR should contain sufficient background information on the
project to enable consultant/s to present responsive proposals. The background of the project
should summarize the main features of the project and describe the assignments objectives and
general purpose.
In particular, it may include the following:
a. Name of the Proponent Office;

b. Project Location;
c. Rationale of the project;
d. List of relevant studies and basic data;
e. Need for consultants in the project and issues to be resolved; and
f. Brief description of the activities to be carried out by the consultants.
2. Objectives. The TOR should specifically describe the objectives and expected results/outputs of
the consultant. The objectives of hiring a consultant may include the preparation of development
programs, determination of project feasibility, among others.
3. Scope of Work. The scope of work shall detail all main activities or tasks to be conducted by the
consultants as well as the expected results. The TOR should describe only the activities, not the
approach or methodology by which the results are to be achieved, since these are the task or the
proponents. Nevertheless, the TOR may provide suggestions on the approach or the methodology
that consultants could or should use to execute the assignment and, under certain selection
methods, can indicate the estimated staff months required.
On consultancy assignment which may require phased implementation, the TOR should be more
detailed for the first phase then the subsequent phases. The TOR details for the subsequent
phases may be refined on the basis of the outcomes of earlier phases.
In a TOR, the scope of work of the assignment is usually defined by addressing the following
issues:
a. definition, scope, limits, and criteria of acceptance of the consultants;

b. desired level of detail (level of design, accuracy, composition of cost estimates, and so
forth);
c. span of projections (time horizon, life span of project components);
d. necessary comparison of the assignment with similar projects;
e. main issues to be addressed;
f. alternatives to be considered;
g. necessary surveys, special analyses, and models;
h. special equipment requirements;
i. institutional and legal framework of the project;
j. transfer of knowledge, objectives, and scope
k. language requirements;
l. units of measurement to be used;
m. needs for continuity, such as data gathering; and
33

n. quality management requirements (if needed).
The scope of work, in particular, should be consistent with the availability of the budget. The TOR
should take into account the organization of the proponent office or the project management and its
level of technical expertise and institutional strength.
4. Transfer of Technology. If transfer of knowledge and training are required as part of the
assignment, the end-user or proponent office shall decide whether to include a training program in
the TOR.
If a training program is included, additional time and budget may be allocated. The TOR may
indicate the format, frequency, and content of reports as well as the number of copies, the
language, and the names of the prospective recipients of the reports. For all major reports, an
executive summary may be requested from the consultant/s.
5. Timelines or Schedule of Deliveries. The TOR should indicate the estimated duration of the
assignment, from the date of commencement to the date of end-user or proponent office receives
and accepts the consultants final report on a specified completion date. Other dates may be
considered for example, the date of effectiveness of the contract.
6. Required Report. The TOR should clearly define the output and deliverables required from the
consultant, such as reports, maps, drawings, software, etc. The TOR may indicate the format,
frequency, type (audio, VCD, CD, etc.) and content of reports as well as the number of copies, the
language, and the names of the prospective recipients of the reports. For all major reports, an
executive summary may be requested from the consultant/s. All reports/output in whatever form
shall be the property of DA.
7. Institutional Requirements. The TOR shall clearly specify to whom the consultant will report to
(the institutional arrangements for the supervision of consulting work). Additionally, the TOR shall
include the facilities and counterpart staff to be provided or designated by the end-user or
proponent Office.
The TOR should define the institutional setup surrounding the assignment; indicate the roles and
responsibilities of everybody involved; and specify the type, timeframe, and relevance of
everyones participation, including the Proponent Office. The TOR should define the hierarchy and
level of authority of counterpart personnel as well as the requested level of experience of the
proponent offices personnel who will form part of the consultants team.
8. Qualifications of Consultants. For individual consultants, they are normally employed on

assignment when teams of personnel are not required; no additional outside professional support
is required; and the experience and qualifications of the individual are the paramount requirement.
Individual Consultants are selected based on their expertise and their qualifications, such as:
a. Academic background
b. Expertise
c. Experience
d. Capability to transfer knowledge or technology
34

e. Personality traits
f. Other specific requirements as may be indicated by the Proponent Office such as books
written, manuscript published, among others
For consulting firms, the expertise and experience of the Firm related to the assignment, as well as
the qualifications and competencies of the key staff for the assignment must be indicated in the
TOR.
9. Remuneration and Terms of Payment. The payment of remuneration of Consultants may be

time-based or lump-sum.
a. Time Based is used when hiring a consultant for complex assignments for which remuneration
is being determined on the basis of the time actually spent by the consultant in carrying out the
services. Payment may be made monthly or for specified period of time.
b. Lump-sum Remuneration is used when hiring a consultant to provide services for an agreed
predetermined lump-sum price based on specific deliverables. The schedule of payments is
linked to the delivery of certain outputs.
12 Contract Implementation Conditions

12.1 Contract Amendment
Contract amendment may be issued at any time by the procuring entity concerned. If any such amendment
increases or decreases the cost of, or the time required for executing any part under the original contract,
an equitable adjustment in contract price and/or delivery schedule shall be mutually agreed upon between
the parties concerned, and the contract modified in writing.
Contract amendment may be issued only in emergency cases or during fortuitous events requiring
necessary adjustments within the general scope of the contract in order to fully meet the requirements of
the project.
Contract amendment may also be issued by the concerned procuring entity where there are additional
items needed which were not included in the original contract. Payments for these additional items shall be
based on the unit prices in the original contract for items of goods similar to those in the original contract. If
the contract does not contain any rate applicable to the additional items, then suitable prices shall mutually
be agreed upon between the parties which is based on the prevailing market price at the time the additional
items incurred. The contract time shall likewise be extended if the acquisition of such additional items so
warrants.
Under no circumstances shall a supplier, service provider or consultant proceed to commence work under
any amendment unless the same has been approved by the Head of the Procuring Entity concerned or his
duly authorized representative. As an exception to the rule, the concerned Head of Office may authorize
the immediate start of the amendment in the event of emergencies to avoid detriment to public service or
damage to life and/or property or when time is of the essence.
35

12.2 Suspension of Contract
The procuring entity may suspend the contract wholly or partly by written order for a certain period of time,
as it deems necessary due to force majeure or any fortuitous events as defined in the contract. The
supplier, service provider or consultant shall take all reasonable steps to minimize the costs allocable to the
contract by such other during the stoppage.
Before the suspension order expires, the procuring entity concerned shall either lift such order or terminate
the contract by the same. If the suspension order is lifted, or if the period of the order expires, the supplier,
service provider or consultant shall have the right to resume execution/ implementation of the contract.
Appropriate adjustments shall be made in the delivery or contract schedule, or contract price, or both, and
the contract shall be modified accordingly.
12.3 Liquidated Damages
When the supplier, service provider or consultant fails to satisfactory deliver the goods or services under
the contract within the specified delivery schedule, inclusive of duly granted time extensions, if any, the
supplier, service provider or consultant shall be liable for damages for the delay and shall pay the procuring
the procuring entity liquidated damages, an amount equal to one percent (1%) of every day of delay of the
cost of undelivered portion until such time completion and acceptance of delivery of goods or services has
been made.
The procuring entity need not prove that it has incurred actual damages to be entitled to liquidated
damages. Such amount shall be deducted from any money due or which may become due from the
supplier, service provider or consultant, or collected from any securities or warranties posted by the
supplier, service provider or consultant, whichever is convenient to the procuring entity concerned. In no
case shall the total sum of liquidated damages exceed ten percent (10%) of the total contract price, in
which event the procuring entity concerned shall automatically rescind the contract and impose appropriate
sanctions over and above the liquidated damages to be paid.
12.4 Re-contracting or Contract Renewal
In the exigency of service, the procuring entity concerned may re-contract a service provider or consultant
of the same nature supported by detailed cost-benefit analysis and justification. Re-contracting shall follow
Direct Contracting procedure for goods and non-consulting services or Single Source Selection (SSS)
procedure for consulting services as applicable.
13 Issuances, opportunities and Disclosure Requirement for posting
of Contract Awards
The Procurement team at the national and regional level shall maintain an updated KALAHI CIDSS-
NCDDP Program Procurement website for the issuances, opportunities and disclosure requirement for
posting of contract awards. Issuances such as guidelines, checklist and documentary requirements and
others will serve as a guide of the NPMO and RPMO in facilitating procurement process.
36

Contract awards such as Purchase Orders (PO)/ Contracts/ Notice to Proceed (NTP) shall be posted
regularly in compliance with the disclosure requirements of the Banks. List of contract awards must be
submitted to the NPMO on a monthly basis.
14 Engagement of technical Service Providers: Professionals and

Non-professional service providers under Contract of Service or
Job Order
In the exigency of Program Implementation, the NPMO or RPMO shall engage Professional and Non-
Professional service providers through contract of service (COS) or Job Order (JO) to perform functions or
works requiring technical skills or capacities not available in the Program or to augment existing workforce
of the Program.
Professional Service Providers those individually engaged in practice of professions or callings:

lawyers, certified public accountants (CPA), doctor of medicines (MD), civil, geodetic, mechanical,
electrical, sanitary, mining engineers and other professions requiring government licensure examinations or
regulated by the Professional Regulations Commission (PRC), Supreme Court, etc.; Professional
entertainers and athletes; management/technical specialists; Social/Community Development and financial
management practitioners; and, others as may be determined by the NPMO/RPMO. Professional service
providers should have the capacity to provide Technical Assistance in their field of expertise.
Non-Professional Service Providers those individually engaged in janitorial, security, administrative

support, utility, building maintenance, and other similar services.
14.1 Contract of Service (COS)
Refers to the engagement of the services of a person, private firm, non-governmental agency or
international organization to undertake a specific work or job requiring special or technical skills to be
accomplished within a period not exceeding one (1) year. The person engaged performs or accomplishes
the specific work or job under his own responsibility and with minimum supervision by the Program. The
scope of works, outputs or deliverables, terms and conditions shall be specific and must be clearly defined
in the terms of reference (ToR). Payment is output-based as defined in the ToR, schedule of
output/deliverables. Payment shall be made upon submission and acceptance of the accomplishment
report and billing request. COS shall use the attached Contract of Service.
14.2 Job Order (JO)

Refers to the hiring of a worker for piecework or intermittent job of short duration not exceeding six months
and pay is on a daily or hourly basis. It is to be understood that the piece work or job to be performed
requires special or technical skills and the same is to be accomplished under the worker's own
responsibility and with minimum supervision by the Program. Similar to COS, the scope of works, outputs
or deliverables, terms and conditions shall be specific and must be clearly defined in the terms of reference
(ToR). Payment shall be made upon submission and acceptance of the DTR/timesheet and
accomplishment report. JO shall use the attached Job Order Contract.
37

14.3 Compensation for COS and JO

The monthly or daily compensation or remuneration package shall be determined by the NPMO/RPMO
based on the scope, tasks, outputs and deliverables stipulated in the Terms of Reference with equivalent
salary grade (SG) stated in the Executive Order 201 s2016 modifying the salary schedule for civilian
government personnel and authorizing the grant of additional benefits for both civilian and uniformed
personnel.
The compensation package shall include incidental expenses the service provider may incur in the
performance of his/her contract.
For Job Order, daily based rate, it shall be derived from the appropriate equivalent monthly salary grade
plus the incidental expenses (per diem, communication, transportation, others as applicable) divided by 22
days.
For Contract of Service, similar with JO, it shall be derived from the appropriate equivalent monthly salary
grade plus the incidental expenses (per diem, communication, transportation, others as applicable).
However, corresponding payment shall depend on the schedule of payment based on the
outputs/deliverables that will be stipulated in the contract. Payment of services shall be made semi-
monthly, monthly or as scheduled in the contract.
14.4 Selection and Engagement Procedure for COS and JO

Steps
1. The end-user or the unit needing the services shall prepare the proposal and term of reference
(ToR) for review by the technical service providers selection committee (TSPSC) and approved by
the head of the Program; for NPMO, the National Program Director (NPD) or her authorized
representatives, the Deputy NPD or the National Program Manager (NPM); for the RPMO, the
Regional Director or the Regional Program Manager (RPM);
Requirement should be in a duly approved Procurement Plan or PPMP.
TWG is composed of Management (ARD/RPM, DRPM and RPC) and Technical Specialists
representatives who will carefully evaluate and endorse the proposal. This TWG may also process
community based technical service providers.
Secretariat KC-NCDDP Procurement Team shall serve as secretariat to the Technical Service
Providers Selection Committee (TSPSC).
2. The required services shall be posted in the web portal of DSWD for at least three (3) days. The
secretariat shall also conduct direct invitation to service providers known or qualified for the
engagement.
Preferably three (3) or more application or expression of interest (EoI) shall be received; however,
if after the deadline, only two or one is received, evaluation shall proceed;
3. The TWG shall evaluate the applications or expression of interests (EoIs) based on the ToR using
the attached forms;
38

4. The secretariat shall administer a technical exam (if required) to the qualified applicant;
5. The TWG and representative from the management (for RPMO - RPM/DRPM/RPC; NPMO NPM
or the authorized representative) Conduct interview to the qualified applicants;
6. The secretariat shall consolidate the result and prepare the TWG resolution for the engagement of
selected applicants;
7. Successful applicants shall sign the contract.
NOTES:
a. Selection process shall be completed within fifteen (15) days upon posting;
b. Attached are forms and templates for COS and JO engagement
39

15 Annexes Forms and Templates

NOTE: THE FOLLOWING ARE SAMPLE OR GUIDE TEMPLATES AND FORMS. THE NPMO AND
RPMO MAY REVISE OR ENHANCE THE FORMS AS APPLICABLE TO THE REQUIREMENTS/
ENGAGEMENT.
PROCUREMENT PLAN TEMPLATE
WORLD BANK
(This is only a sample with the minimum content that is required to be included in the PAD. The detailed
procurement plan is still mandatory for disclosure on the Banks website in accordance with the guidelines.
The initial procurement plan will cover the first 18 months of the project and then updated annually or
earlier as necessary).
I. General
1. Banks approval Date of the procurement Plan [Original: May 2013]: Revision 01 of Updated
Procurement Plan, July 2014]
2. Date of General Procurement Notice:
3. Period covered by this procurement plan: The procurement period of project covered from year
July 2014 to December 2015
II. Goods and Works and non-consulting services.
1. Prior Review Threshold: Procurement Decisions subject to Prior Review by the Bank as stated in
Appendix 1 to the Guidelines for Procurement: [Thresholds for applicable procurement methods
(not limited to the list below) will be determined by the Procurement Specialist /Procurement
Accredited Staff based on the assessment of the implementing agencys capacity.]
Procurement Method Prior Review Threshold Comments

US$
1. ICB and LIB (Goods)
2. NCB (Goods)
3. ICB (Works)
4. NCB (Works)
5. (Non-Consultant Services)
[Add other methods if necessary]
2. Prequalification. Bidders for _Not applicable_ shall be prequalified in accordance with the
provisions of paragraphs 2.9 and 2.10 of the Guidelines.
3. Proposed Procedures for CDD Components (as per paragraph. 3.17 of the Guidelines: [Refer
to the relevant CDD project implementation document approved by the Bank or delete if not
applicable]
40

4. Reference to (if any) Project Operational/Procurement Manual: Project Implementation Manual

for World Bank Loan Project XYZ 04/01/2010 issued by <mention name of PIU>
5. Any Other Special Procurement Arrangements: [including advance procurement and retroactive
financing, if applicable]
6. Summary of the Procurement Packages planned during the first 18 months after project
effectiveness ( including those that are subject to retroactive financing and advanced
procurement)
[List the Packages which require Banks prior review first and then the other packages]
1 2 3 4 5 6 7
Ref. Description Estimated Packages Domesti Review Comments

No. Cost c by Bank
US$ million Preferen (Prior / Post)
ce
(yes/no)
Summary of
the ICB
(Works)
Summary of
the ICB
(Goods)
Summary of
the NCB
(Works)
Summary of
the NCB
(Goods)
Summary of
the ICB (Non-
Consultant
Services)
III. Selection of Consultants
1. Prior Review Threshold: Selection decisions subject to Prior Review by Bank as stated in
Appendix 1 to the Guidelines Selection and Employment of Consultants:
Selection Method Prior Review Threshold Comments

1. Competitive Methods (Firms)
2. Single Source (Firms)
3. Individual
2. Shortlist comprising entirely of national consultants: Short list of consultants for services, estimated to cost less
than $_300,000_equivalent per contract, may comprise entirely of national consultants in accordance with the
provisions of paragraph 2.7 of the Consultant Guidelines.
3. Any Other Special Selection Arrangements: [including advance procurement and retroactive
financing, if applicable or delete if not applicable]
41

4. Consultancy Assignments with Selection Methods and Time Schedule
1 2 3 4 5 6
Ref. No. Description of Packages Review Comments

Assignment by Bank
(Prior /
Post)
Summary of
number of
contracts that
will be let
under QCBS
Summary of CQS
number of
contracts that
will be let
under other
methods
42

ASIAN DEVELOPMENT BANK
BASIC DATA
Project Name : Support to National Community Driven Development Program

Country: Philippines Executing Agency: Department of Social Welfare and
Development
Loan Amount in US$: 371.26 million Loan Number: tbd
Date of First Procurement Plan: 2013 Period Covered by this Plan:
Process Thresholds, Review and 18 Months Procurement plan
i. Project Procurement Thresholds7
1. Except as ADB may otherwise agree, the following process thresholds shall apply to the procurement of goods
and consulting services for Components 2 and 3.
Procurement of Goods, Works and Consulting Services

Method Threshold
ii. ADB Prior or Post Review
2. Except as ADB may otherwise agree, the following prior or post review requirements apply to the various
procurement and consultant recruitment methods used for the project.
Procurement Method Prior or Post Comments

Procurement of Goods and Works
Recruitment of Consulting Firms
Recruitment of Individual Consultants
iii. Goods and Works Contracts Estimated to Cost More Than $1 Million*
3.
iv. Consulting Services Contracts Estimated to Cost More Than $100,000*
7
Available at: http://www.adb.org/Documents/Manuals/PAI/default.asp
43

4.
v. Goods and Works Contracts Estimated to Cost Less than $1 Million and
Consulting Services Contracts Less than $100,000
5. The following table groups goods, works and consulting services contracts for which procurement activity is
either ongoing or expected to commence within the next 18 months.
Value of
Contracts Number Procurement /
General (cumulative) of Recruitment
Description (USD 000) Contracts Method1 Comments
Component 1: Community Grants for Sub-Projects
Component 2: Technical Assistance to Area Coordinating Teams
Component 3: Project Administration and Monitoring and Evaluation
3. Indicative List of Packages Required Under the Project
6. The following table provides an indicative list of all procurement (goods, works and consulting services) over the
life of the project.
Estimated Value Estimated Domestic

(cumulative) Number of Procurement Preference
General Description (US$000) Contracts Method Applicable1 Comments
Goods and Works
Estimated
Estimated Value Number of Recruitment Type of
General Description (cumulative) Contracts Method2 Proposal3 Comments
Consulting Services
44

PROJECT PROCUREMENT MANAGEMENT PLAN TEMPLATE
CY 2017 PROJECT PROCUREMENT MANAGEMENT PLAN (PPMP)

END-USER/UNIT: KALAHI-CIDSS-NCDDP
Projects, Programs and Activities (PAPs)
SCHEDULE/MILESTONE OF ACTIVITIES
PROCUREMENT MODE OF SOURCE TOTAL
CODE UNIT OF UNIT ESTIMATED
CATEGORY PROGRAM/ PROCURE- OF FUND QUANTITY/
(PAP)
PROJECT
MEASURE
MENT (MOOE/C.O.)
J F M A M J J A S O N D SIZE
COST BUDGET
A E A P A U U U E C O E
N B R R Y N L G P T V C
Prepared by: Approved by:
_________________________ _________________________
Designated Supply Officer/ Head of Office
Designated Procurement Officer
44

GOODS AND NON-CONSULTING SERVICES
REQUEST FOR QUOTATION (RFQ)
DEPARTMENT OF SOCIAL WELFARE AND DEVELOPMENT

KALAHI CIDSS-NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM (KC-NCDDP)
FIELD OFFICE ___
Address
Telephone Nos._________
REQUEST FOR QUOTATION OF GOODS
Date of Request: __________ RFQ No. _______KC-NCDDP
Company name: ________________________

Address: ______________________________
Contact Person: ________________________
Contact Number: _______________________
Sir/Madam: ________
1. The National Community Driven Development Program (NCDDP) hereby requests you to submit price
quotations for the following items in Annex A:
To assist you in the preparation of your price quotation, we enclose the necessary technical specifications and
required quantities.
2. You may quote for any or more items under this request. Each item shall be evaluated and contract awarded
separately to the supplier(s)/ service provider(s) offering the lowest evaluated price on per:
Item Basis Total Quoted Lot Basis
3. Your quotation in duplicate and in the English language, should be accompanied by adequate technical
documentation and catalogue(s) and other printed materials or pertinent information in English for each item
quoted, including names and addresses of supplier(s)/ service provider(s) providing after sales service facilities
in the Philippines.
4. The deadline for receipt of your quotation (s) by the KC-NCDDP at the address indicated in Paragraph 6 is:
(Date and Time).
5. Your quotation(s) should be submitted as per the following instruction and in accordance with the Terms and
Conditions including the following:
a. Prices: The prices should be quoted for supply and delivery of ______________ to be delivered
at (Place of destination).
45

b. Evaluation of Quotations: Offers determined to be substantially responsive to the technical

specifications will be evaluated by comparison of their prices. In evaluating the quotations, the
Purchaser will adjust any arithmetical errors as follows:
i. where there is a discrepancy between the amounts in figures and in words, the amount in
words will govern;
ii. where there is a discrepancy between the unit rates and the line item total resulting from
multiplying the unit rate by the quantity, the unit rate as quoted will govern;
iii. If a Supplier refuses to accept the correction, his quotation will be rejected.
In addition to the quoted price, the evaluated price shall include Value Added
Tax and other necessary taxes as specified herein.
iv. Award of Purchase Order: The award will be made to the bidder offering the lowest
evaluated price that meets the technical and financial requirements.
v. Validity of the Offer: Your quotation(s) should be valid for a period of forty five (45)
calendar days from the deadline for receipt of quotation(s) indicated in paragraph 4 of this
Request for Quotation.
vi. If the supplier/service provider withdraw the quotation during the validity period and/or
refuse to accept the award of a contract when and if awarded, then the supplier(s)/service
provider(s) will be excluded from the list of NCDDP suppliers for the project for two years.
vii. If the supplier/service provider does not start the delivery or perform the services under
the contract/PO within 7 days (upon receipt of the purchase order/contract) without valid
reason acceptable to the procuring entity (DSWD), the contract may be terminated
through a notice to be issued by the head of the procuring entity (HOPE); the procuring
entity shall proceed to negotiate with the succeeding responsive supplier/s; otherwise re-
canvass.
viii. Liquidated damages/penalty: In case of failure to make the full delivery within the time
specified in the delivery terms, a penalty of one percent of the undelivered cost for every
day of delay shall be imposed.
6. Further information can be obtained from: __________________________________
Delivery Address : _______________________________________

Telephone : _______________________________________
Fax : _______________________________________
E-mail Address : _______________________________________
7. Please confirm by fax/e-mail the receipt of this request and whether or not you will submit the price quotation(s)
Sincerely,
____________________________
Name and Signature of Head of the Procurement and Supply Unit
46

ANNEX A: RFQ
RFQ No: _________________ KC-NCDDP

Date: ________________
Company Name :
Company Address :
Contact Person :
Contact No. :
Item Supplier/Service Provider's Specifications Unit

Qty. Unit Purchaser's Specifications Total Cost
No. (Please write the detailed specifications in the space provided) Cost
-xxxxx page 1 of 1 xxxxx-

PURPOSE :
PR No.
IMPORTANT: The winning supplier/Service Provider MUST SIGN the original copy of Purchase Order (P.O.) or Letter Order (L.O.) within three (3) days from the date of receipt. FAILURE
to sign the original P.O./L.O. means that the bidder is not interested and will be a ground for suspension or blacklisting in DSWD's future biddings.
(Signature over printed name)

Procurement Officer Supplier
47

ABSTRACT OF QUOTATION (AOQ)
REPUBLIC OF THE PHILIPPINES

DEPARTMENT OF SOCIAL WELFARE AND DEVELOPMENT
KALAHI CIDSS-NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM (KC-NCDDP)
ABSTRACT OF QUOTATIONS No. ___________ KC-NCDDP
SUPPLIER A SUPPLIER B SUPPLIER C

Item
Qty. Unit End-User's Specifications Total Unit Total Unit Total
No.
Unit Cost
Cost Cost Cost Cost Cost
-Total Quoted- NON COMPLYING NON COMPLYING

Non responsive Incomplete
Estimated Cost= Php
specification quotations;
Deliberated upon by the Procurement Evaluation and Awards Committee (PEAC) on 24 September 2014 and recommends
award to SUPPLIER A. (as encircled)
Regular Member Regular Member Regular Member Regular Member
Alternate Member Alternate Member Alternate Member Alternate Member
Chairperson Alternate Chairperson

48

PURCHASE ORDER
DEPARTMENT OF SOCIAL WELFARE & DEVELOPMENT
Supplier PO No.
Address Date
Mode of
Contact No.
Procurement
Gentlemen:
Please furnish this office the following articles subject to the terms and
conditions contained herein:
Place of Delivery: Delivery Term
Date of Delivery Payment Term:
Unit
Item No. Quantity Unit Description Amount
Cost
Page 1 of 1
(Total Amount in Words)
Signature in the Conforme may not be required as this Purchase Order is based on your offer to sell through your quotation
dated __________ on RFQ # __________ dated _________.
In case of failure to make the full delivery within the time specified in the delivery terms above, a penalty of one percent of the
undelivered cost for every day of delay shall be imposed.
_____________________
Head of Office
Conforme:
(Signature over printed

name of Suppliers
authorized representative)
Date
Funds Available:
_________________ Amount
Chief, Accounting Div.
49

SMALL VALUE PROCUREMENT
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT
LIST OF ITEMS TO BE PROCURED THROUGH SMALL VALUE PROCUREMENT

(Off-the-Shelf, Short Terms Services, Small Works)
Item Items to be Procured Qty. Unit Estimated Cost

No.
1.
2.
3
4
5
6
7
TOTAL AMOUNT REQUESTED
Prepared by: APPROVED BY:

____________________________ ____________________________
Supervising Administrative Officer (SAO)/ RPO NPM/ RD
DATE: ___________________ DATE: ___________________
FUNDS RECEIVED BY:
__________________________
Procurement Officer
DATE: ___________________
50

Department of Social Welfare Development

SURVEY OF AVAILABLE SUPPLIERS/SERVICE PROVIDERS/CONTRACTORS

(Off-the-Shelf, Short Terms Services, Small Works)
Item Items to be Qty. Unit Est. Purchase Name of Supplier/Service
No. Procured Price Cost Price Provider/Contractor
1. 2. 3.
Price Price Price
1.
2.
3
4
5
6
7
TOTAL
Please encircle most reasonable price and purchase price
CONDUCTED BY:
____________________________
Procurement Officer
DATE: ___________________
51

JOB ORDER FOR SHORT TERM SERVICES/SMALL WORKS

(Catering, Training, Transportation, Trucking, Repair Services, Rental of Tools and Equipment,
Small Works, etc.)
Name of Service Provider:__________________________________

Address:__________________________________________
Date:_______________
The KC-NCDDP requests you to supply/deliver/provide the short term service described
below detailed below:
Item Description of Short Term Service Duration Schedule Unit Price Total Amount
No. of Service Of
Delivery
TOTAL AMOUNT OF THIS JOB ORDER:
The KC-NCDDP reserves the right to accept or reject any part of the items delivered which are not in
accordance with the specifications.
Very truly yours,
___________________________________________
National Program Manager
Date: ________
Conforme: ______________________________________________ Date ________

(Name and signature of Service Provider)
Inspected/Validated by:
Date:______________
52

EVALUATION FORMS FOR GOODS
Date_____
FOR : ____________________________________________
BAC II (for NPMO) / PEAC (for RPMO)
FROM : The Technical Working Group (TWG)
SUBJECT : Procurement of _________________________ under RFQ No. ____________

_________________________________________________________________________________________________________
________________
This has in reference with the request for evaluation on the attached quotations for the
procurement of ___________________________.
The evaluation shows that Suppliers 1, 2 & 3 are compliant with the technical and financial
requirements. Details of evaluation is shown below:
Specifications Supplier 1 Supplier 2 Supplier 3
REMARKS: COMPLIANT/ NON-COMPLIANT COMPLIANT COMPLIANT COMPLIANT

Estimated cost: Php ________ Php ________ Php ________ Php ________
Therefore, may we request BAC II (for NPMO) / PEAC (for RPMO) to consider the award of
contract to _________________________, being the most responsive bidder.
Thank you.
Name and signature of TWG Members
53

EVALUATION FORMS FOR PROCUREMENT OF VENUES
Date_____
FOR : ____________________________________________
BAC II (for NPMO) / PEAC (for RPMO)
FROM : _________________________________________
End-User/ Head of Office
SUBJECT : Procurement of Board and Lodging for the conduct of

_____________under RFQ No. ____________
_________________________________________________________________________________________________________
This has in reference with the request for evaluation on the attached hotels quotation dated
________ for the conduct of __________________________ on ____________________.
The evaluation shows that ___________________ are compliant with the technical
requirements and passed the form 2 rating factor.
Hotel Form 1 Form 2 Cost (Php) Rank

Evaluation Evaluation
Hotel 1 Compliant Passed; 90% 720,000.00 3
Attached is the detailed evaluation matrix (form 1 and 2) to support the above explanation.
Therefore, may we request BAC II (for NPMO) / PEAC (for RPMO) to consider the award to
_________________________, being the most responsive bidder as venue for the conduct of the
said activity.
Thank you.
End-User/ Head of Office
54

FORM 1
Procurement of Board and Lodging for the Conduct of

________________________________ on ___________________
EVALUATION AS TO SPECIFICATIONS
Direction: Please put a check () mark if the service provider will provide your requirements,
otherwise put a cross (x) mark if not. Write if the hotel is complying or non-
complying as your remarks.
Note: Details are based on the requirements indicated in the PR and RFQ
Preferred Venue: Within Quezon City Hotel 1 Hotel 2 Hotel 3
Room Sharing: Triple Sharing with Separate Bed/ pax
Date: 5-10 December 2016

pax
104 Check-in Date & Time: December 5, 2016, 2:00 PM
pax
104 Check-out Date & Time: December 10, 2016, 12:00 NN
Schedule of Serving:
pa
December 5, 2016: Lunch, PM Snack and Dinner
x
pax December 6-9: Full Meals
pax December 10, 2016: Breakfast and AM Snack
Type of Serving:
Plated: AM and PM Snack (with cold beverages/drinks)
Manage Buffet: Breakfast, Lunch and Dinner (minimum of 3

viands with soup, dessert/fruits and cold drinks)
NO PORK (with Muslim Participants)
Inclusions:
-fully air-condition function room/conference room and
bedrooms with television set and complete toiletries;
-Plenary conference room that can accommodate number of 120
pax;
Complimentary of four (4) break-out rooms
-Free use of whiteboard with marker and eraser, extension

wires, cords for laptop and LCD Projector;
-Good Quality sound system with microphones 6pcs with
Standby audio technician
-Complimentary of backdrop tarpaulin in the function room
55

-Complimentary of one (1) secretariat room

(Triple/Quad Sharing)
-Free and strong wifi connections;
Free flowing coffee/tea and candies during session
-Complimentary of pens and pads with registration table

- Hotels should not be offering short term lodging associated
with motels
-Hotels should not be situated across or besides gambling
establishment, casinos and not near funeral parlor.
TOTAL Php____ Php____ Php____
REMARKS Compliant Complaint Complaint
End-user Evaluator: Approved by:

_________________________ ________________________
Signature over Printed Name Signature over printed name
Designation: ______________ (Head of Office)
Date: ____________________
Designation: _____________
Date: ___________________
56

FORM 2
Procurement of Board and Lodging for the Conduct of

________________________________ on ___________________
RATING OF SERVICE EPROVIDERS
Direction: All service providers who are complying with your minimum
requirements shall be rated. Service provider/s that did not meet the
minimum requirements shall not be rated for they are already non-complying
with regards to specifications. Indicate if the hotel passed or failed in the
rating as your remarks.
Note: Criteria/ rating is based on the requirements indicated in the PR and RFQ
CRITERA WEIGHT Hotel 1 Hotel 2 Hotel 3
1. Prevailing Rental Rate (covering all the
20% 10% 15% 18%
requirement state in cost benefit analysis)
2. Functionality (space, light and ventilation) 20% 20% 19% 19%
3. Facilities and Amenities
30% 30% 29% 29%
(Free wifi and other amenities)
4. Security 15% 15% 14% 14%
5. Cleanliness and Maintenance 15% 15% 15% 14%
GRAND TOTAL 100%
PASSING RATE: 90% 90% 92% 93%
REMARKS: PASSED/FAILED PASSED PASSED PASSED
End-user Evaluator: Approved by:

_________________________ ________________________
Date: ____________________
Date: ___________________
57

FORMS FOR ENGAGEMENT OF RESOURCE PERSON, FACILITATOR,

COORDINATOR, DOCUMENTER
INVITATION LETTER FOR RESOURCE

SPEAKERS/TRAINERS/COORDINATOR/EXPERT/DOCUMENTER
(Short Term Service)
Name ___________________________
Address ______________________________
Date:_________________________________
Dear Sir/Madam:
In connection with the Seminar/Workshop/Training on:_____________________________, we

would like to engage your services as Resource Speaker/Trainer on the Subject Matter/Topic
entitled :_______________________________________________________.
Your scope of services shall consist of the following:

NO. UNIT
ITEM DESCRIPTION AMOUNT
HOURS COST
Total
The engagement shall cover _______ total number of lecture/consultation hours for a period of
_____ days from (date of start) to (date of finish).
We shall be paying you the amount of (specify the contract amount) payable upon complete
delivery of service as by KC-NCDDP authorized representative (end-user), inclusive of all
applicable taxes subject to usual accounting and auditing rules.
Please furnish us a complete copy of your materials (facilitators guide, design, others as
applicable) used in your Seminar/Workshop/Training and your curriculum vitae.
Thank you for your cooperation and support to the Program.
Very truly yours,

____________________________________________
National Program Manager/ Regional Program Manager
Date:_______________________
CONFORME:
_____________________________
(Resource Person/Trainer/Expert/Coordinator/ Documenter
Date:___________________________
58

I hereby certify that _________________________ rendered the service on ___________
_____________________ Date:_____________________
KC-NCDDP Representative
CERTIFICATION OF SERVICE RENDERED
DSWD through KALAHI CIDSS-NCDDP and __________________ has entered into

contract under approved Contract/ Purchase Order No. ________ dated _____________,
for the (nature of services rendered) for a guaranteed amount of
________________________.
The actual amount billed by the service provider is within the approved budget of the
contract amounting to Php __________.
This certification is being issued to support payment for the services rendered by
_________.
End-user: Approved by:

_________________________ ________________________
Date: ____________________
Date: ___________________
59

CONSULTING SERVICES
NOTE: For consulting service, for firm or individual consultants, procedures and forms will follow the development
partners standard
TERMS OF REFERENCE
Department of Social Welfare and Development

KALAHI CIDSS-NCDDP
Terms of Reference
Engagement of Consulting Services for the _________________
A. Background and Rationale

B. Tasks and Expected Outputs of the Consultant
C. Consultants Qualification
D. Key Activities and Proposed Timeline
E. Estimated Budget and Payment Schedule
F. Documents to be provided by DSWD
G. Description of Relationship and Reporting Obligations
Prepared by:
____________________
End-User
Recommending Approval Recommending Approval

(as to Content) (as to Fund Source)
_______________ _______________
NPM/RPM/RPC Finance
Approved by:
_______________
DNPD/RD
60

REQUEST FOR EXPRESSION OF INTEREST
REQUEST FOR EXPRESSION OF INTEREST
ENGAGEMENT OF KALAHI CIDSS-NCDDP ____________

REI NO. KC-NCDDP/__________
(PR NO. __________)
1. The Department of Social Welfare and Development (DSWD), through the KALAHI
CIDSS-NCDDP National Project Management Office _______ _________Funds intends to
apply part of its budget for the payments under the contract for the Engagement of
KALAHI CIDSS-NCDDP ______________________.
2. The purpose of the engagement__________________________________________________
3. Scope of Work
4. Duration of the Assignment:
5. Deliverables
6. Qualifications and Standard
7. Evaluation Criteria
8. Submission of Expression of Interest (EOI) shall be not later than _________.
THE CHAIRPERSON
DSWD BAC II/PEAC
61

CONTRACT FORM (WORLD BANK)
CONTRACT
This CONTRACT (Contract) is entered into this __________, by and between the
DEPARTMENT OF SOCIAL WELFARE AND DEVELOPMENT (the Client), a national government

agency, having its principal place of business at DSWD _____________________, herein
represented by ___________________________ and,
_______________________________ represented by its ________________________ (the

Consultant) having its principal address located at __________________________.
WHEREAS, that this procurement was conducted through _____________ in accordance with
KALAHI CIDSS-NCDDP Procurement Guidelines and based on RIS/PR No. _____ and BAC II/PEAC
Resolution No. _______,
WHEREAS, the Client wishes to have the Consultant perform the services hereinafter referred
to, and
WHEREAS, the Consultant is willing to perform these services,
NOW THEREFORE THE PARTIES hereby agree as follows:
1. Services (i) The Consultant shall perform the services specified in Annex A,
Terms of Reference, Annex B Consultants Proposal and Annex
C Minutes of Contract Negotiation, which is made an integral
parts of this Contract (the Services).
(ii) The Consultant shall submit to the Client the reports in the form
and within the time periods specified in Annex A Terms of
Reference.
2. Term The Consultant shall perform the Services for a period of ________ upon
receipt of Notice to Proceed or any other period as may be subsequently
agreed by the parties in writing.
3. Payment A. Ceiling
For Services rendered pursuant to Annex A Terms of Reference,
62

the Client shall pay the Consultant an amount not to exceed

_______ (PhP_____), as specified in Annex B Consultants
Proposal. This amount has been established based on the
understanding that it includes all of Consultants costs and profits
and any tax obligation that may be imposed on the Consultant.
B. Schedule of Payments
Payment shall be made upon submission within the duration

specified in Annex A Terms of Reference or as agreed during
contract implementation and acceptance by DSWD of the following
deliverables.
Tranches Deliverables Timeline/Output Payment

1st
2nd
TOTAL 100%
C. Payment Conditions
Payment shall be made in Philippine Peso, no later than 30 days

following submission by the Consultant of invoices in duplicate to
the Coordinator designated in paragraph 4.
4. Project A. Coordinator.
Administration
The Client designates _________, as Client's Coordinator; the
Coordinator will be responsible for the coordination of activities
under this Contract, for acceptance and approval of the reports and
of other deliverables by the Client and for receiving and approving
invoices for the payment.
B. Reports.
The reports listed in Annex A, Terms of Reference, shall be

submitted in the course of the assignment, and will constitute the
basis for the payments to be made under paragraph 3.
5. Performance The Consultant undertakes to perform the Services with the highest
Standard standards of professional and ethical competence and integrity.
6. Inspections and The Consultant shall permit the Department and/or persons or auditors
Auditing appointed by the Department to inspect and/or audit its accounts and
records and other documents relating to the submission of the Proposal to
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provide the Services and performance of the Contract. Any failure to

comply with this obligation may constitute a prohibited practice subject to
contract termination and/or the imposition of sanctions by the
Department (including without limitation to a determination of
ineligibility) in accordance with prevailing Departments sanctions
procedures.
7. Confidentiality The Consultant shall not, during the term of this Contract and after its
expiration, disclose any proprietary or confidential information relating to
the Services, this Contract or the Clients business or operations without
the prior written consent of the Client.
8. Ownership of Any studies, reports or other material, graphic, software or otherwise,

Material prepared by the Consultant for the Client under the Contract shall belong
to and remain the property of the Client. The Consultant may retain a
copy of such documents and software provided there is prior written
consent of the Client.
9. Consultant Not The Consultant agrees that, during the term of this Contract and after its
to be Engaged in termination, the Consultant and any entity affiliated with the Consultant,
Certain Activities shall be disqualified from providing goods, works or services (other than
consulting services that would not give rise to a conflict of interest)
resulting from or closely related to the Consulting Services for the
preparation or implementation of the Project.
10. Insurance The Consultant shall be responsible for taking out any appropriate
insurance coverage.
11. Assignment The Consultant shall not assign this Contract or Subcontract any portion of
it without the Client's prior written consent.
12. Law Governing The Contract shall be governed by the laws of Philippines, and the
Contract and language of the Contract shall be English.
Language
13. Dispute Any dispute arising out of this Contract, which cannot be amicably settled
Resolution between the parties, shall be referred to adjudication/arbitration in
accordance with the laws of the Clients country.
14. Liquidated If the Consultant fails to deliver any or all of the Services within the
Damages for period(s) specified in this Contract, the Client shall, without prejudice to
Delay its other remedies under this Contract and under the Applicable Law,
deduct from the contract price, as liquidated damages, a sum equivalent
to one-tenth of one percent (1/10 of 1%) of the price of the unperformed
portion of the Services for each day of delay based on the approved
64

contract schedule up to a maximum deduction of ten percent (10%) of the

contract price. Once the maximum is reached, the Client may consider
termination of this Contract.
15. Termination The Client may terminate this Contract with at least ten (10) working days
prior written notice to the Consultant after the occurrence of any of the
events specified in paragraphs (a) through (d) of this Clause:
(a) If the Consultant does not remedy a failure in the performance of

its obligations under the Contract within seven (7) working days
after being notified, or within any further period as the Client may
have subsequently approved in writing;
(b) If the Consultant becomes insolvent or corrupt;
(c) If the Consultant, in the judgment of the Client or the Department,

has engaged in corrupt, fraudulent, collusive, coercive, or obstructive
practices (as defined in the prevailing Departments sanctions
procedures) in competing for or in performing the Contract.
(d) If the Client, in its sole discretion and for any reason whatsoever,
decides to terminate this Contract.
IN WITNESS WHEREOF, both parties have hereunto set their hands this 8th day of May 2015 at
Tacloban City, Philippines.
FOR THE CLIENT FOR THE CONSULTANT
_________________ _________________
DNPD/RD, Consultant
WITNESS:
_________________________ _________________________
Certified funds available:
65

________________
Accountant
Republic of the Philippines)

_____________________ ) S.S.
ACKNOWLEDGEMENT
BEFORE ME, Notary Public for _____________, personally appeared this ___ day of
_______________2017, ____________ with ID No. __________ issued on _________ issued at
_________ and ________ with ID/Drivers License No. ___________ issued on ________ issued
at ____________, known to me to be the same persons who executed the foregoing
instruments and they acknowledge to me the same is their free and voluntary act and deed as
well as the free and voluntary act and deed of the entities represented.
NOTARY PUBLIC
Doc. No. ________

Page No. ________
Book No. ________
Series No. ________
66

CONTRACT FORM (ADB)
EAs LETTERHEAD
[Name of Consulting Firm]

[Address]
This Agreement is made this ____ day of [month] [year] between [name of the executing
agency] (the EA) and [Name of Consultant, if individual or Name of Consulting Firm if through
a firm].
The EA wishes to engage the Consultant to provide the services for [insert name of Project]
The Parties agree to the terms and conditions set out in Appendix 1(A-C): Terms and
Conditions, Appendix 2: Terms of Reference, Appendix 3: Remuneration and Out-of-Pocket
Expenses.8
The Parties have caused this Agreement to be signed on the date mentioned above:-
For and on behalf of the EA For and on behalf of the Consultant
______________________ _________________________
[Name and Designation of Signatory] [Name and Designation of
Signatory]9Appendix 1-A
8 The EA is to select the basis upon which the Consultant will be remunerated under the contract namely, [Option A
Standard Cost Plus Fee], [Option B Full Lump Sum] or [Option C Partial Lump Sum].
9 For Consultant engaged through a firm, the EA shall request for authority of the signatory to sign on behalf of the
Firm for the Consultant.
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TERMS AND CONDITIONS OF CONTRACT [Ref. No#]
DEFINITIONS
D-1. ADB means the Asian Development Bank
D-2 Consultancy inputs means the amount of the time when the Consultants services
are required during the engagement. One person-month is equivalent to 30 calendar
days or 22 working days. Home Office work means Consultants work at the
Consultants own office or residence; Field work means Consultants work at an
Assignment Location other than the Consultants Place of Residence.
D-3. Consultant means the person who will provide the service under the Contract.
D-4. Consultants Place of Residence is the city or province where the Consultant
holds permanent residence or office.
D-5. Contract comprises the Offer Letter, the Specific Conditions, the General
Conditions, the Notice to Proceed (NTP) and all Appendixes to any of these documents.
The Contract becomes effective upon receipt of the EAs NTP. The NTP is issued after
the Consultant accepts the offer.
D-6. D for Definitions; S for Specific Conditions and G for General Conditions.
D-7. Executing Agency (EA) is the organization or government agency of the
Government with which the Consultant signs the Contract.
D-8. Firm means the company or organization through which the Consultant is
engaged, if the engagement is through a firm. The reference to Firm in the General
Conditions may be disregarded if the Contract is signed directly between the EA and
the Consultant.
D-9 Grant is any grant financed or cofinanced by ADB.
D- 10 Loan is the loan financed or co-financed by the ADB for the purpose of financing the
Project.
D-11. Project means [title of Project] which the project under the Loan or Grant for which the
Service is required.
D-12. Services means the services the Consultant will perform as specified in the Terms of
Reference (TOR) in Appendix 2.
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D-13. Term of Engagement means the period when the Contract is effective.
Appendix 1-B
SPECIFIC CONDITIONS
S-1. Term of Engagement: The Consultant shall make [herself/himself] available for
Services from [commencement date] to [end date] on an intermittent basis. The
commencement date is confirmed in the Notice to Proceed (NTP). Should the NTP
indicate a commencement date and completion date different from the above, the
NTP shall prevail.
S-2. Consultancy Inputs: As required by Terms of Reference (TOR) in Appendix 2.
S-3. Assignment Location: [______________].
S-4. Details on S-1 to S-3 are further specified in the Terms of Reference (TOR) in
Appendix 2.
S-5. Remuneration: A lump sum of [amount] which includes remuneration and all
expenses except for reimbursable expenses, if any, as indicated in Appendix 3.
Payment will be made in accordance with General Conditions Clause 3, 4, 5, and
Appendix 3.
S-6. Out-of-Pocket Expenses: [Insert Option A: Cost Plus Fee, Option B or Option C: Full Lump
Sum with or without Reimbursable Expenses]. Details are specified in General
Conditions Clause 4 and Appendix 3.
S-7. Contract Amount: [amount].
S-8. Insurance: The Consultant shall be fully and solely responsible for taking out and
maintaining adequate medical insurance and insurance against the Consultants
accidental death or for any injury incurred during the Term of the Engagement.
S-9. Advances: [amount] to be recovered in __ installment(s) in accordance with

General Conditions Clause 6.
S-10. Executing Agency:

[Name of Executing Agency]
69

[Name and Designation of Contact person]

Fax No.:
E-mail:
S-11. Consultant's Information:

[name and complete address]:
[Nationality]:
Fax No.:
E-mail:
S-12. Currency of Payment: [Indicate currency of payment]
S-13. Bank Account of the Consultant: [insert Consultants bank account details]
S-14. Billing Unit: [if required indicate the unit at the EA where the Consultant will submit
claims for payment]
S-15 Counterpart facilities [EA should indicate what facilities will be provided by the EA
under the Contract]
70

Appendix 1-C
GENERAL CONDITIONS
G-1. Performance of the Consultant - During the Term of Engagement when the
Consultants inputs are required, the Consultant shall work full time and shall diligently
and effectively complete the services under the TOR. The EA reserves its right to
evaluate the Consultants performance and to maintain a record of the performance
evaluation to refer to if the Consultant is considered for re-engagement.
G-2. Contractual Ethics - the EA requires that Consultants and consulting firms under
the Loan or Grant observe the highest standard of ethics (refer to Section 1.05 of the
Guidelines on the Use of Consultants by Asian Development Bank and Its Borrowers and
the ADBs Policy on AntiCorruption; a copy may be obtained by visiting www.adb.org).
Consultants and consulting firms under ADD financed contracts shall also act in
accordance with ADBs policy on sexual harassment. The Consultant also undertakes
that no fees, gratuities, rebates, gifts, commissions or other payments, other than
those shown in this Contract have been given or received in connection with the
selection of the Consultant or in the Contracts execution.
G-3. Remuneration
a. the EA shall pay the Consultants remuneration either to the Consultant or, if the
EA engages the Consultant through a Firm, to the Firm. The EA shall pay
remuneration for the period in which the EA requires the Consultants full time
(only if agreed in this Contract, part time) commitment to provide Consultancy
Inputs. The payment is subject to the terms and conditions in Specific
Conditions Clause 5, Appendix 3, General Conditions Clause 3, Sections b, c, d,
and General Conditions Clause 5.
b. If Specific Conditions Clause 5 indicates a lump sum payment for the Services,
the Consultants remuneration and OPE, except for any reimbursable expenses
specified in Appendix 3, will be paid in lump sum in accordance with a payment
schedule shown in Appendix 3.
71

c. If Specific Conditions Clause 5 does not indicate a lump sum and if the
Consultancy Inputs are less than 30 calendar days or 22 working days, the EA
shall pay the remuneration in the following way:
i. By calendar days for the time the Consultant spends on the services in
the field, that is, at a location other than the Consultants place of
residence. The field time includes the time required to travel to and
from the assignment location via the most direct route, the EA official
holidays, and weekends except the weekend that falls at the end of the
assignment, and/or,
ii. By working days for the days that the Consultant works full-time to
provide the services at his or her home office, that is, the Consultants
place of residence.
iii. The maximum number of paid working days in a calendar month is 22 for
purposes of this Contract.
d. If Specific Conditions Clause 5 does not indicate a lump sum and if the
Consultancy Inputs are 30 calendar days or more, the EA pays remuneration as
follows.
i. By person-months, including the time required to travel to and from the

assignment location via the most direct-route, the EA official holidays,
and weekends except the weekend that falls at the end of the
assignment.
ii. the EA calculates daily remuneration rates by dividing the monthly rate
by 30 for a calendar day and by 22 for a working day.
e. the EA shall determine the amount it offers for each assignment. If the EA re-
engages the Consultant for a new assignment in the future, the remuneration it
offers might be different from the rate for this assignment, which is indicated in
Specific Conditions Clause 5.
G-4. Out-of-Pocket Expenses (OPE) and Reimbursable Expenses
a. If Specific Conditions Clause 5 does not indicate a lump sum for

Remuneration and OPE, the EA will pay OPE to the Consultant, or the
Firm if the Consultant is engaged through a firm, for actual costs
substantiated by receipts of purchase or other supporting documents as
72

specified in Appendix 3, unless otherwise specified. Details of the OPE

are shown in Appendix 3 which may include the following:
i. Per Diem Allowance is a daily allowance for accommodation and

subsistence when the Consultant stays overnight at a place other than
the Consultants Place of Residence to perform the Services during the
Term of Engagement.
ii. Travel Cost covers all transportation costs the Consultant reasonably
incurs in traveling for the Services including the cost of transportation
by appropriate public transport between the Consultants Place of
Residence and the nearest convenient international airport. Air travel
should be economy class and by the most direct route with connecting
flights. Extra costs for non-work related stopover en-route exceeding
the allowable travel time or for non-direct route flights shall be at the
Consultants own expense.
b. If Specific Conditions Clause 5 indicates a lump sum for Remuneration

and OPE without reimbursable expenses, the EA will make payments
following the payment schedule in Appendix 3 and in accordance with
General Conditions Clause 5.
c. If Specific Conditions Clause 5 indicates a lump sum for Remuneration

and OPE with reimbursable expenses, the EA will make payments
following the payment schedule in Appendix 3 and in accordance with
General Conditions Clause 5 and reimburse either the Consultant or the
Firm the actual cost of the reimbursable expenses.
G-5. Payment
a. The EA shall make payment in accordance with Specific Conditions Clause 5,

General Conditions Clause 3, and General Conditions Clause 6 when applicable,
within a reasonable period, normally (depending on General Conditions Clause
5-c) not more than 30 days, unless otherwise specified in Appendix 3, from the
EAs receipt of the invoice from the Consultant, or the Firm if the Consultant is
engaged through a firm.
b. Unless otherwise specified in Appendix 3, the invoice shall be submitted to the

EA each month with a statement showing the time the Consultant spent during
that period performing the Services and with the supporting documents for the
reimbursable expenses as required in Appendix 3.
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c. Payment follows the EA certifying that Services are satisfactory.
d. The EA payments shall be made to the bank account as specified in Specific

Conditions Clause 13.
e. The EA discourages frequent change of Firm/Consultants bank account and

requires an official request with justifications for such a change. In the case of
Firm, the letter must be signed by the same person who signed this Contract on
behalf of the firm or an authorized representative of the Firm. The EA does not
accept a third partys bank account other than the contracting partys account.
f. The Consultant, or the Firm if the Consultant is engaged through a firm, shall
submit the final invoice within 60 calendar days after the completion of the
Term of Engagement or termination of the Contract. If no final invoice is
received by the EA within 60 calendar days after the completion of the Term of
Engagement or termination of the Contract, the EA shall make the final
payment based on the Contracts account record certified by the EA after the
settlement of any pending matters, such as outstanding advance payment,
Contract variations or handover of equipment by the Consultant to the EA if
any equipment is purchased by the Consultant using the EA funds. The EA will
then close the Contract account after the final payment. All payment claims to
the EA, if any, from the Consultant or the Firm, shall be considered as
irrevocably waived after the closure of the Contract account.
g. Total payment under this Contract shall not exceed the maximum amount
indicated in Specific Conditions Clause 7 unless the EA issues a Contract
variation order to amend the maximum amount.
h. Except for the monthly and final invoice which shall be submitted by the
Consultant to the EA, all requests for advances, queries and follow-ups
regarding status of payments should be sent to the [name of EA Billing Unit].
G-6. Advances - The Consultant, and the Firm if the Consultant is engaged through a firm,
may request an advance on OPE up to the amount as indicated in Specific Conditions
(Specific Conditions Clause 9). The advance will be recovered in the number of
installments specified in Specific Conditions Clause 9 starting from the first billing. The
EA must approve additional advance(s) and recovery is adjusted.
G-7. Insurance
a. Refer to Specific Conditions Clause 8.
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b. Where the EA engages the Consultant directly or through a firm, the EA shall
undertake no responsibility for life, accident, travel, or any other insurance
coverage for the employees or sub-contractors of the Consultant or for the
dependents of any such persons who may travel to the duty station or
elsewhere for the purposes of the Services. The Consultant and the Firm (if the
Consultant is engaged through a firm) shall
i. take out and maintain adequate insurance against loss of or damage to

equipment the Firm or Consultant purchases in whole or in part with
funds provided by the EA, if any. The proceeds of such insurance shall
be payable in a currency freely usable to replace or repair such
equipment.
ii. take out and maintain adequate professional indemnity insurance and
insurance against claims by third parties resulting from acts performed
in carrying out the Services.
iii. take out any other necessary insurance coverage for the Consultant.
G-8. Language - All reports, unless otherwise specified in the TOR, and all communication
related to the execution of this Contract shall be in English language.
G-9. Reports - The Consultant shall submit to the EA reports and/or other written and
electronic documents as required in the TOR. A 500-word (maximum) knowledge
summary will be included in the front section of the final report to be delivered on a
CD. All reports, notes drawings, specifications, statistics, plans and other documents
and data compiled or made by the Consultant or the Expert while performing the
Services shall be the sole and exclusive property of the EA. Upon Contract termination
or conclusion, the EA has the right to direct the disposal of such property which may be
made available to the general public in the EAs sole discretion. The Consultant may
retain copies of such documents and data but shall not use the same for purposes
unrelated to the Services without the prior approval of the EA. After concluding the
Term of Engagement, the Consultant shall continue to cooperate with the EA to clarify
or explain any contents in the reports the Consultant submits. It is understood that the
Consultant shall use his/her own computer or laptop to complete the Reports.
G-10. Intellectual Property - The Consultant, and the Firm if the Consultant is engaged
through a firm, shall ensure that all its Services and all goods and services (including
without limitation all computer hardware, software, and systems) procured by the
Consultant from the EA funds or used by the Consultant in the carrying out of the
Services do not violate or infringe on any industrial property or intellectual property
right or any third party claim. The Consultant, and the Firm if the Consultant is engaged
75

through a firm, shall indemnify the EA from and against any and all claims, liabilities,
obligations, losses, damages, penalties, actions, suits, proceedings, demands, costs,
expenses, and disbursements that may be imposed on, incurred by, or asserted against
the EA for actions related to performing the Services. These include the Consultants or
Firms infringing or allegedly infringing copyright, trademark, patent, or other
protected right.
G-11. Public Statement and Commitment - The Consultant, and the Firm if the Consultant is
engaged through a firm, shall act discretely and refrain from making public statements
about the Services or any the EA projects without the EAs prior written approval. The
Consultant, and the Firm if the Consultant is engaged through a firm, has no authority
to commit the EA in any capacity and shall make this clear as circumstances warrant.
The Consultant should refrain from any political activity involving the assignment or in
the country where the project takes place during the Term of Engagement.
G-12. Disclosure of Information - The Consultant, and the Firm if the Consultant is engaged
through a firm, shall comply with the ADB Policy on Confidentiality and Disclosure of
Information (a copy may be obtained by visiting www.adb.org).
G-13. Equipment - It is agreed that the Consultant, unless otherwise approved by the EA, shall
use, when necessary, his/her own computing tools, laptop or notebook for performing
the Services. In special cases, the EA may provide funds under the Contract for the
Firm/Consultant to purchase equipment for use by the Consultant during the Term of
Engagement. Such equipment shall remain as the EAs property and should be handed
over to the EA, unless otherwise instructed by the EA, upon the termination of the
Contract.
G-14. Relationship of the Parties - Nothing contained in this Contract shall be construed as
establishing any relationship other than that of independent contractor between the
EA and the Consultant, or the Firm if the Consultant is engaged through a firm.
G-15. Subcontracting - The Consultant, and the Firm if the Consultant is engaged through a
firm, shall not assign or sub-let the Contract or any part of it without the prior written
consent of the EA for an approved sub-contract.
G-16. Disability or Incompetence of the Consultant - The EAs engagement of the Consultant
is conditional upon the Consultants or the Firms confirmation to the EA that the
Consultant is healthy and without physical or mental disability that may interfere with
performing the Services. The Consultant shall, if called upon to do so, give the EA any
medical or other evidence as the EA may reasonably require. If at any time in the EAs
opinion, whether for reasons of health or otherwise, the Consultant is unable to
perform or to complete the Services adequately, the EA may terminate this Contract.
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G-17. Unusual Incidence - The Consultant shall report immediately to the EA any accident
involving personal injury or property damage during the Term of Engagement. The
Consultant shall also report to the EA immediately any circumstances which might
hinder or prejudice performance of the Services.
G-18. Visas - The Consultant shall obtain visa and other approvals from governmental
authorities required under applicable laws and regulations of the Assignment Location
to permit the Consultant to carry out the Services and, if applicable, shall obtain visas
and other required approvals from the relevant governmental authorities for any
dependents of such Consultant physically present in the Assignment Location during
the Term of Engagement.
G-19. Suspension; Termination of Contract
a. The EA may suspend performance of the whole or part of the Contract, or the
disbursement of funds hereunder, for a period as the EA deems necessary if the
EA determines that a condition has arisen which, in the reasonable opinion of
the EA, interferes, or threatens to interfere, with the effective carrying out of
the assignment or accomplishing the Services for a specified period of time not
to exceed 30 working days; Notwithstanding the above, this Contract may be
terminated by the EA:
i. upon the expiration of a period of time of not less than 15 calendar days
after written notice of its intention to terminate has been given to the
Consultant; or
ii. immediately if the EA determines that the Consultant, and the Firm if the
Consultant is engaged through a firm, has engaged in unethical
behavior, or corrupt, fraudulent, coercive, or collusive practices - as
defined by ADB in the ADBs Anticorruption Policy and in Section 1.05 of
the Guidelines on the Use of Consultants by Asian Development Bank
and its Borrowers; or
iii. immediately if the EA determines that the Services to date are so

deficient as to demonstrate that the Services cannot be satisfactorily
performed.
b. The Consultant, or the Firm if the Consultant is engaged through a firm, may
terminate the Contract if there are circumstances beyond the Consultants
reasonable control which make it impossible to carry out the Services. The
Consultant must substantiate such reasons in writing. Upon the EAs
77

confirmation in writing, or the failure of the EA to respond to such submission

of justification within 15 days from receipt, the Consultant shall be relieved
from performing the Services and this Contract shall be terminated.
c. Termination Procedure - Upon termination of the Contract or the EA giving such

notice, the Consultant, and the Firm if the Consultant is engaged through a
firm, shall immediately bring the Services to an orderly close and reduce
expenditures to a minimum. Unless the Consultants default causes
termination, the Consultant, or the Firm if the Consultant is engaged through a
firm, is entitled to full reimbursement for costs duly and reasonably incurred
prior to the termination date. Reasonable costs for the orderly termination of
Services, including return travel by the Consultant, are reimbursable. If
termination is occasioned by the Consultants or the Firms default, the
Consultant, or the
Firm if the Consultant is engaged through a firm, or the EA as the case may be,
shall be entitled to the difference between:
i. the costs, direct or indirect, the Consultant or the Firm incurs in the
performance of the Services up to the date of termination; and
ii. the aggregate of all sums the EA paid to the Consultant or the Firm under
the Contract.
G-20. Entire Agreement and Contract Amendment - The Contract as amended from time to
time under the foregoing provisions supersedes all prior arrangements whether
written or oral, expressed or implied. The amendment, whether partly or wholly, of
any of the Contracts terms or conditions shall be valid only if in writing and signed by
the authorized party of the EA.
G-21. Notices and Requests - Any notice or request required or permitted under this Contract
shall be in writing. Such notice or request shall be deemed to be fully given or made
when it is delivered by hand, mail, or fax to the authorized party. The authorized party
under this Contract for the EA is described in Specific Conditions Clause 10 and the
authorized party for the Consultant is the person who confirms the acceptance of the
Offer Letter and is described in Specific Conditions Clause 11 unless otherwise notified
by the Consultant, or the Firm if the Consultant is engaged through a firm.
G-22. Delays - No failure or delay on the part of the EA in exercising any power or right under
this Contract shall operate as a waiver of that power or right, nor shall any single or
partial exercise of such power or right preclude any other or further exercise or any
other power or right under this Contract.
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G-23. Inspection and Audit - The Consultant, and the Firm where the Consultant is engaged
through a firm, agree to allow the EA or ADB or a representative authorized by the EA
or ADB to inspect and audit any accounts, documents, and records relating to this
Contract.
G-24. Settlement of Disputes
a. The Consultant, or the Firm where the Consultant is engaged through a firm, and
the EA agree that avoidance or early resolution of disputes is crucial for
smoothly executing this Contract and completing the assignment. Each party
should settle amicably all disputes arising out of or connected with this
Contract or its interpretation through the following procedure: each partys
authorized representative will examine the matter(s) in dispute and consider
available options to resolve such dispute. The parties will seek agreement on
the most reasonable option to resolve the dispute and act appropriately to that
end.
b. Any dispute or difference arising out of this Contract or in connection with it

which cannot be amicably settled between the parties under (a) above shall be
finally settled under the Rules of Arbitration of the International Chamber of
Commerce by one or more arbitrators appointed under the said Rules. The
arbitration shall take place in [country of EA]. The resulting award shall be final
and binding on the parties and shall replace other remedies. The language of
arbitration shall be English and each party shall bear its own costs.
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Appendix 2
TERMS OF REFERENCE
Contract
Project [country: title]
Expertise
Source [International or National] Category [Independent or Firm]
Objective/Purpose of the Assignment:
Scope of Work:
Detailed Tasks:
Output/Reporting Requirements:
Places of Assignment: Days Estimated Dates (dd/mm/yyyy)
TOTAL DAYS (state if

Intermittent)
NOTE: Actual schedule to be confirmed with User Unit.
80

Appendix 3
[(OPTION A STANDARD COST PLUS FEE)]
REMUNERATION AND OUT-OF-POCKET EXPENSES
Contract
Project [country: title]
Expertise
Source [International or National] Category [Independent or through a
Firm]
Prof. Group Job Level
LUMP SUM PAYMENT:
Payment Milestone
TOTAL CONTRACT AMOUNT
Important Note:
1. Remuneration is paid based on the certification by the EA on the actual inputs.

2. Out-of- Pocket Expenses are reimbursable at cost with supporting documents/receipts unless otherwise specified.
3. Negotiated rate(s) are fixed, no receipt is required for the duration of the contract. No per diem is paid on the day of the
Consultants arrival in his usual place of residence/home office. Actual location/number of days in each location may vary based on
actual requirements, subject to certification by the EA.
4. Submission of original copies of used tickets, or receipts of purchase and/or boarding pass(es) as evidence of travel and class of travel
is required. Actual travel itinerary via most direct route will have to be determined in coordination with the EA.
5. To cover passport and visa fee, in and out expenses, medical costs and other expenses incidental to travel.
6. Communication expenses including subscription and operational expenses of mobile phone, IDD, phone, fax, internet, courier, etc.
7. Use of contingency requires prior approval of the EA.
81

TECHNICAL SPECIALISTS/ CONSULTANT STAFF
TERMS OF REFERENCE (SAMPLE FORM)

KALAHI CIDSS-NCDDP
National Program Management Office
TERMS OF REFERENCE
Deputy National Program Manager for Operations
I. Scope of Work (Responsibilities and Deliverables)
Under the direct supervision of the National Program Manager (NPM) of the
NCDDP National Program Management Office (NPMO), the Deputy National Program
Manager (DNPM) for Operations shall be responsible for planning, organizing,
controlling, direction-setting, coordination, and management of the day-to-day work of
the Operations Division (OpD) of the NCDDP NPMO.
It shall be the responsibility of the DNPM for Operations to; (i) ensure plans and
activities of the Operations Division are aligned with, and directly contribute to, the
attainment of the Program objectives and targets, and; (ii) ensure activities of the
division are executed effectively and efficiently, and with quality consistent with Program
standards.
Core Functions:
1. Oversee the preparation of annual work and financial plans of the Operations
Division, and the preparation of periodic operations updates for management review
and decision-making.
2. Assist in the preparation of staffing plans for the division, terms of reference (TORs)
for division staff, and in the recruitment of staff to fill up key positions within the
division.
3. Organize interdiciplinary work teams to execute the divisions plans and activities.
4. Oversee activities of work teams in providing strategic operations management

assistance and support to regional program management offices, and monitor
execution of work plans to achieve targets.
82

5. Facilitate regular program review, assessment, and evaluation of the implementation

of the Divisions plans and activities, to generate lessons for refining and improving
operations.
Job Outputs:
1. Operations Division Work Plans (OpD WFP)

2. Reports and updates on Program Operations for management decision making.
3. Training Plan for OpD Staff
4. Operations Management Technical Assistance Plan for RPMO
Primary Tasks:
1. Preside over regular meetings of the division, and if needed, with individual work
teams, for action planning, updating of status of implementation of RPMOs,
implementation review and assessment, tactic sessions for problem resolutions,
and evaluation to identify lessons and best practices operations management.
2. Review consistency of Division and Monitoring and Technical Assistance Cluster
(MaTA) work and implementation plans, with NCDDP standards, and milestones
and targets set by the NPMO.
3. Translate policies, standards, and directives into operational objectives, targets,
and activities for implementation by division work teams.
4. Coordinate with the Technical Support Services Division (TSSD) in the
identification of capability building needs, and delivery/implementation of
capability building and training interventions for Division staff.
5. Provide policy recommendations to the RPM to address strategic program
implementation management needs of RPMOs.
6. Prepare operations monitoring plan in consultation with other Monitoring and
Technical Assistance (MaTA) cluster coordinators, and monitor implementation
of NCDDP implementation in the region through report review, field visits and
spot checks.
7. Facilitates summary of best practices in regional NCDDP operations.
II. Qualifications:
Education: Studies in social science, sociology, anthropology, community

development, project planning and management, engineering and/or other relevant
courses
Training: At least 120 hours relevant training in project management,
community-driven development, development research, monitoring and evaluation,
gender and development, social and environmental safeguards, and other related fields.
Training in Participatory Local Governance, Community-based Resource Management,
83

Community-based Disaster Risk Reduction Management, and Conflict Sensitivity and

Peace Building, and IP sensitivity will be an advantage.
Experience: At least fifteen (15) years of progressive work experience in
development work, with at least 7 years in a coordination, supervisory, or project
management position, of community-based development and/or poverty reduction
program. Experience in Participatory Local Governance, Community-based Resource
Management, Community-based Disaster Risk Reduction Management, and Conflict
Sensitivity and Peace Building, and IP sensitivity in Foreign Assisted Projects (FAPs).
III. Duration of Engagement
The contract is for the duration of one year subject to renewal upon the
recommendation of the National Program Manager.
IV. Description of Relationships and Reporting Obligations

Relates with project funder, inter-agency partners, and LGUs. Reports to
and directly accountable to the National Program Manager. He/she shall submit,
on a semi-monthly basis (15th and 30th of the month) a written accomplishment
report.
V. Reimbursable
The client shall pay the technical specialist for reimbursable expenses subject
to government regular auditing and accounting procedure which shall consist
of:
a. Normal and customary expenditures for official travel, printing and
telephone charges;
b. Accommodation and board and lodging during official travel as authorized
by the clients coordinator; and.
c. Such other expenses as approved in advance by the clients coordinator
Reimbursable*
Rate
a) Per Diem Php800.00
b) Communication per month 1,500.00
c) Local Travel / Transportation 400.00
* Reimbursable is at cost with supporting documents / receipts;

* Per Diem shall be based on Executive Order No. 248 and 298 series of
2004.
* Air fare for local and international travel shall be at the Clients expense.
VI. Remuneration and Terms of Payment

The Client shall pay the Consultant for Services rendered an amount not to
exceed a monthly rate of ______________________________
(Php________.00). Payment shall be made on a semi-monthly basis, every
84

fifteenth (15th) and thirtieth (30th) day of the month upon submission of written
accomplishment reports.
VII. Source of Funds

Chargeable against NCDDP Fund.
Prepared by:
Recommending Approval Recommending Approval

(as to Content):` (as to Fund Availability):
NPM/RPM Finance
Approved by:
DNPD/RD
85

EVALUATION FORM
RATING MATRIX FOR KC-NCDDP SPECIALISTS/CONSULTANT STAFF HIRED THROUGH ICS

TOTAL APPLICANTS
ITEM KEY AREA/ CRITERIA
POINTS
I EDUCATION
- With relevant post graduate studies* - 20
20
- Course required - 18
- Other relevant course 15
II. EXPERIENCE(E) AND TRAINING(T)
a. Experience (Total-15)
- Only relevant experience shall be considered. Required years 15
points
- Less than 2 years of the required E = 10
- Lower than the required, less 2 years 0
b. Training (Total 15) 30
- Only relevant training shall be considered. Required 15 points
- Less than 1 - 5 hours = 10 points
- Lower than the required, less 5 hours = 0
Note: If minimum or at least was used in the qualification requirement,

lower than the required = 0 point
III. PRACTICAL/TECHNICAL EXAM
- Perfect score = 100% = 30 points
- Other score 99% and below will be prorated accordingly (e.g. score
30
75%; 0.75 X 30 = 22.5 points)
Note: Test questionnaires will be prepared and checked by NPMO

IV. INTERVIEW
Core competencies: Delivering Excellent result, Personal effectiveness, 20
Problem solving and decision making, Communicating effectively,
85

commitment to social development, collaborating and networking,

stewardship of resources and Utilizing/Managing information
Note: Interview form attached

TOTAL 100
NOTES: 1) Practical/Technical exam may not be required per sector or management decision, as justified; 2) Weighted percentage for key area may
also be adjusted
*If required in the Terms of Reference (ToR), otherwise the minimum course requirement will take the highest point
Recommendation/s:
Members of the Staff Selection Committee (SSC)
________________________________ ___________________________ ______________________________
87

INTERVIEW MATRIX
Highest Applicant
ITEM MANAGERIAL / LEADERSHIP COMPETENCIES points
possible
(Rating Legend : 9 - 10 Outstanding 7 8 Strong 5 6 Acceptable 3 4 Weak 1 2 Unacceptable 1 2 3 4
Delivering Excellent Results. Setting high standards of performance being accountable for work results that are accurate, timely, of excellent quality, and
1 10
consistent with DSWDs objectives.
Personal Effectiveness. Maintaining effective behavior in challenging situations having the resilience to bounce back in the face of setbacks, demonstrating
2 strong desire to advance oneself and ones career, propelled by confidence and belief in ones capabilities, tempered by honesty and integrity in ones 10
undertakings.
Facilitating Change & Innovation. Being open to new ideas challenging conventions and accepted practices employing ones creativity to continuously
3 improve work processes that will lead to better ways to deliver services. Providing the enabling environment and mechanisms to implement and sustain 10
desired change to deliver services.
Communicating Effectively. The ability to connect or get along well with individuals, groups and institutions to pave the way for open and cooperative
4 exchanges and interactions which help advance the mission of the agency. Demonstrating recognition and respect for different belief systems, perspectives, 10
dispositions, as well as cultural and educational backgrounds and adjusting ones approach and relational style accordingly.
Commitment to Social Development. The strong inclination to alleviate the plight of the marginalized and underprivileged by facilitating access to material
5 10
and psychological assistance to meet their immediate survival needs while building their capacities for self-sustenance in the long term.
Planning and Organizing. Defining tasks and milestones to achieve objectives, mobilizing resources, coordinating activities/tasks and taking steps to
6 10
ensure efficient implementation of activities while ensuring the optional use of resources to meet those objectives.
Strategic and Systems Thinking. Formulating broad and long-term plans for the agency and ensuring that own actions and those of others are aligned with
7 priorities. Keeping oneself informed of broad agency concerns, national issues which have an impact on the agency, as well as emerging trends in social 10
protection and development that may redefine strategy.
Collaborating and Networking. Harnessing the talents, resources and critical support of individuals, teams and institutions to advance the programs and
8 initiatives of the agency. Works cooperatively with others, demonstrating interpersonal sensitivity to differences in culture, background, education and 10
personality.
TOTAL
80 points = 100%
= Weighted points of 20
Example: Total Interview score is 73; 73/80 = 0.9125; Weighted Point = 0.9125 (20) = 18.25
_____________________________ (Interviewer) Note: Each member of the SSC will rate the applicant/s individually during the
interview then will be consolidated to take the average score; OR,
Consensus will be made by the SSC member
88

CONTRACT FORM
CONTRACT
This CONTRACT (Contract) is entered into this __________, by and between the
DEPARTMENT OF SOCIAL WELFARE AND DEVELOPMENT through the KALAHI CIDSS-NCDDP

(the Client), a national government agency, having its principal office address at DSWD
_____________________, herein represented by ___________________, Deputy National
Program Director (for NPMO)/ Regional Director (for RPMO) and,
________________ (the Technical Specialist) having its principal address located at

_______________________________
WHEREAS, the Client wishes to have the Technical Specialist perform the services
hereinafter referred to, and
WHEREAS, the Technical Specialist is willing to perform these services,
1. Services (i) The Technical Specialist shall perform the services

specified in Annex A, Terms of Reference, which is
made an integral part of this Contract (the Services).
(ii) The Technical Specialist shall submit to the Client the

reports in the form and within the time periods specified
in Annex A, Terms of Reference.
2. Term and The Technical Specialist shall perform the Services for a period
amendment of ______ months from _________, or any other period as may
be subsequently agreed by the parties in writing.
Renewal and any adjustment of this contract shall be made upon

the recommendation and endorsement of the Regional Program
Manager, and approved by the Regional Director. Amendments
to the contract shall be made accordingly.
The Technical Specialist shall undergo performance review on a

semi-annual or as deemed necessary by the Regional Program
Manager.
For Services rendered pursuant to Annex A, the Client shall pay

the Technical Specialist an amount not to exceed
_____________________________ (Php__________). This

amount has been established based on the understanding that it

includes all of the Technical Specialist's costs and profits and
including any tax obligation that may be imposed on the
Technical Specialist.
The Client shall pay the Technical Specialist for Services

rendered an amount not to exceed a monthly rate of
________________ (Php____________) specified in
Schedule of Monthly Remuneration. Payment shall be
made on a semi-monthly basis, every fifteenth (15th) and
thirtieth (30th) day of the month upon submission of
written accomplishment reports as stipulated in
paragraph 4.
C. Transportation, communication and travelling expenses

incurred in the conduct of activities related to the
project shall be charged against Project Funds subject to
usual government accounting and auditing rules and
regulations.
D. Payment Conditions
Payment shall be made in Philippine Peso, no later than 10

days following submission by the Technical Specialist of
his/her billing statement for at least semi-monthly billing
period to the Coordinator designated in paragraph 4.
Administration
The Client designates the National Program Manager (for
NPMO/ Regional Program Manager (for RPMO), as
Client's Coordinator; the Coordinator will be responsible
for the coordination of activities under this Contract, for
acceptance and approval of the reports and of other
deliverables by the Client and for receiving and approving
B. Reports.
The reports listed in Annex A, Terms of Reference, shall

be submitted in the course of the assignment, and will
constitute the basis for the payments to be made under
paragraph 3. The technical specialist shall submit a semi-
monthly accomplishment report to the National Program
Manager.
90

5. Performance The Technical Specialist undertakes to perform the Services with

Standard the highest standards of professional and ethical competence
and integrity.
6. Confidentiality The Technical Specialist shall not, during the term of this
Contract and after its expiration, disclose any proprietary or
confidential information relating to the Services, this Contract or
the Clients business or operations without the prior written
7. Ownership of Any studies, reports or other material, graphic, software or

Material otherwise, prepared by the Technical Specialist for the Client
under the Contract shall belong to and remain the property of
the Client. The Technical Specialist may retain a copy of such
documents and software provided there is prior written consent
of the Client.
8. Technical The Technical Specialist agrees that, during the term of this
Specialist Not Contract, he/she shall perform functions exclusive to DSWD
to be Engaged unless allowed by the Department.
in Certain
Activities
9. Insurance The Technical Specialist shall be responsible for any appropriate
insurance coverage.
10. Assignment The Technical Specialist shall not assign this Contract or
Subcontract any portion of it.
11. Law Governing This Contract shall be governed by the laws of Philippines
the Contract applicable to the Loan Agreements for KC-NCDDP.
12. Termination
The Client may terminate this Contract with at least thirty (30)
working days prior written notice to the Technical Specialist
after the occurrence of any of the events specified in paragraphs
(a) through (c) of this Clause:
(a) If the Technical Specialist failed or does not remedy the

performance of its obligations under the Contract within
seven (7) working days after being notified, or within any
further period as the Client may have subsequently issued
in writing;
(b) If the Technical Specialist, in the judgment of the Client or

the Bank, has engaged in corrupt, fraudulent, collusive,
coercive, or obstructive practices (as defined in the
91

prevailing Banks sanctions procedures) in competing for or

in performing the Contract.
(c) Either party may pre-terminate this Agreement without

need of cause by serving written notice to the other party
at least thirty (30) days notice prior to the intended date of
pre-termination. In case of termination of this Agreement,
the second party shall accomplish clearance certificate from
money and property accountabilities.
IN WITNESS WHEREOF, both parties have hereunto set their hands this __ day of _________
2017 at __________________, Philippines.
FOR THE CLIENT FOR THE TECHNICAL SPECIALIST
___________________________ ______________________
DNPD/Regional Director Technical Specialist
WITNESS:
_____________________________ _________________________
_____________________
Accounting Division
92


_____________________ ) S.S.
ACKNOWLEGEMENT
______ 2017, ______________________ with ID No. ________________ issued on
______________ issued at ________________ and ___________________ with ID No.
___________________ issued on _______________ issued at _____________, known to me
to be the same persons who executed the foregoing instruments and they acknowledge to
me the same is their free and voluntary act and deed as well as the free and voluntary act
and deed of the entities represented.
NOTARY PUBLIC
Doc. No. ________

Page No. ________
Book No. ________
Series No. ________
CERTIFICATION FOR CONTRACT RENEWAL
93

CERTIFICATION FOR CONTRACT RENEWAL
The following KALAHI CIDSS-NCDDP Technical Specialists have rendered very satisfactory
performance in ____ and are recommended for contract renewal effective ________.
1.
2.
3.
This certification is being issued to support the renewal of the above-named Technical Specialists.
Recommended by:
NPM (for NPMO Technical Specialists)/

RPM (for RPMO Technical Specialist)
Approved by:
DNPD (for NPMO)/ RD (for RPMO)
94

CONTRACT OF SERVICE AND JOB ORDER
TECHNICAL SERVICE PROVIDER TERMS OF REFERENCE

KALAHI CIDSS-NCDDP
TERMS OF REFERENCE (ToR)

Contract of Service: Technical Service Provider (TSP)
TSP Designation: __________________________
VIII. Overall Scope of Work (Responsibilities)
1.
2.
3.
.
.
.
Job Outputs:
1.
2.
3.
.
.
Primary Tasks:
1.
2.
3.
IX. Qualifications:
1. Graduate of a Bachelors degree in (example: Engineering, Social

Works, Commerce, Accountancy, Business Administration/
Management) or related course;
95

2. Relevant graduate studies (if applicable)

3. _____ years of experience in social development Projects/Programs;
____ years of which in foreign assisted development
Projects/Programs with (specify particular experience required,
example: procurement, community organizing, rural infrastructure
related functions);
4. At least _____ hours of relevant trainings
5. Excellent interpersonal, organizational and coordination skills
6. Fluency in oral and written communication skills
7. Proficient in the use of MS Word, Excel and PowerPoint.
X. Duration of Engagement
The contract is for the duration of ___________________ (months/days) from

______ 2017 to _______, 2017.
XI. Description of Relationships and Reporting Obligations
Relates with project funder, inter-agency partners, and LGUs. Reports to and
directly accountable to the Regional Program Manager. He/she shall submit,
on a semi-monthly basis (15th and 30th of the month) a written
accomplishment report or as requested by the RPMO.
XII. Schedule of deliverables/outputs
Means of
Key Result Expected
Activities Timeline verifications
Area Output
(MOVs)10
XIII. Remuneration and Terms of Payment
The Client shall pay the technical service provider for Services rendered
an amount not to exceed a monthly rate of ________________ Pesos
(Php __________.00).
10
Documentations, feedback reports, accomplishment reports, minutes, others
96

Payment shall be made on a (example whichever is more applicable semi-

monthly, monthly), upon submission of written accomplishment reports,
outputs or deliverables.
XIV. Source of Funds: Chargeable against NCDDP Fund.
Prepared by:
________________________
Recommending
Approval: ________________________ _______________________
Approved by:
_______________________
Regional Director
97

CONTRACT FORM
CONTRACT OF SERVICE (COS)
This CONTRACT (Contract of Service) is entered into this __________, 3017, by and between
the
DEPARTMENT OF SOCIAL WELFARE AND DEVELOPMENT through the KALAHI CIDSS-NCDDP

(the Client), a national government agency, having its principal office address at DSWD
Central Office, Batasan Complex, Constitution Hills, Quezon City, herein represented by
___________________________, Regional Program Director for KALAHI CIDSS-NCDDP and,
________________________ (the Service Provider) having its principal address located at

________________________________, Philippines
WHEREAS, the Client wishes to have the Technical Service Provider (TSP) perform the services
hereinafter referred to, and
WHEREAS, the Technical Service Provider is willing to perform these services,
1. Services (i) The Technical Service Provider shall perform the services
specified in Annex A, Terms of Reference, which is
made an integral part of this Contract (the Services).
(ii) The Technical Service Provider shall submit or deliver to

the Client the reports or outputs and within the time
periods specified in Annex A, Terms of Reference.
2. Term and The Technical Service Provider shall perform the Services for a
amendmen period of ______ months from _______, 2017 to ________,
t 2017, or any other period as may be subsequently agreed by the
parties in writing.
Renewal and any adjustment of this contract shall be made upon

the recommendation and endorsement of the Regional Program
Manager, and approved by the Regional Program Director.
Amendments to the contract shall be made accordingly.
The Technical Service Provider shall undergo performance

review as deemed necessary by the Regional Program Manager
(RPM).
97

For Services rendered pursuant to Annex A, the Client shall pay

the Technical Service Provider an amount not to exceed
______________________Pesos (Php ________). This amount
has been established based on the understanding that it
includes all of the Technical Service Provider's costs (incidental
expense, communication, transportation, per diem and others
as applicable) and including any tax obligation that may be
imposed on the Technical Service Provider.
The Client shall pay the Technical Service Provider for

Services rendered an amount not to exceed a monthly
rate of _______________ (Php______). Payment shall be
made on a semi-monthly or monthly basis upon
submission of written accomplishment reports and
outputs as stipulated in Annex A (Terms of Reference).
C. Transportation, communication and travelling expenses

incurred not covered by the contract but authorized by
the RPMO in the conduct of activities related to the
performance of the contract shall be charged against
Project Funds subject to usual government accounting
and auditing rules and regulations.
D. Payment Conditions
Payment shall be made in Philippine Peso, no later than 10

days following submission by the Technical Service
Provider of his/her billing statement for at least semi-
monthly billing period to the Coordinator designated in
paragraph 4.
99

Administration
The Client designates the Regional Program Manager, as
Client's Coordinator; the Coordinator will be responsible
for the coordination of activities under this Contract, for
acceptance and approval of the reports and of other
deliverables by the Client and for receiving and approving
B. Reports.
The reports listed in Annex A, Terms of Reference, shall

be submitted in the course of the assignment, and will
constitute the basis for the payments to be made under
paragraph 3. The Technical Service Provider shall submit
a semi-monthly accomplishment report to the Regional
Program Manager.
5. Performance The Technical Service Provider undertakes to perform the

Standard Services with the highest standards of professional and ethical
competence and integrity.
6. Confidentiality The Technical Service Provider shall not, during the term of this
Contract and after its expiration, disclose any proprietary or
confidential information relating to the Services, this Contract or
the Clients business or operations without the prior written
7. Ownership of Any studies, reports or other material, graphic, software or

Material otherwise, prepared by the Technical Service Provider for the
Client under the Contract shall belong to and remain the
property of the Client. The Technical Service Provider may
retain a copy of such documents and software provided there is
prior written consent of the Client.
8. Technical The Technical Specialist agrees that, during the term of this
Service Contract, he/she shall perform functions exclusive to DSWD
Provider Not to unless allowed by the Department.
be Engaged in
Certain
Activities
9. Insurance The Technical Service Provider shall be responsible for any
appropriate insurance coverage.
10. Assignment The Technical Service Provider shall not assign this Contract or
Subcontract any portion of it.
100

11. Law Governing This Contract shall be governed by the laws of Philippines as
the Contract applicable to KC-NCDDP.
12. Termination
The Client may terminate this Contract with at least thirty (30)
working days prior written notice to the Technical Service
Provider after the occurrence of any of the events specified in
paragraphs (a) through (c) of this Clause:
(a) If the Technical Service Provider failed or does not remedy

any deficiencies in the performance of its obligations under
the Contract within seven (7) working days after being
notified, or within any further period as the Client may have
subsequently issued in writing;
(b) If the Technical Service Provider, in the judgment of the

Client, has engaged in corrupt, fraudulent, collusive,
coercive, or obstructive practices in competing for or in
performing the Contract.
(c) Either party may pre-terminate this Agreement without

need of cause by serving written notice to the other party
at least thirty (30) days notice prior to the intended date of
pre-termination. In case of termination of this Agreement,
the second party shall accomplish clearance certificate from
money and property accountabilities.
IN
WITNESS WHEREOF, both parties have hereunto set their hands this __ day of _________ 2017
at _____________, Philippines.
FOR THE CLIENT FOR THE TECHNICAL SERVICE PROVIDER
_______________________ _____________________
Regional Director Technical Service Provider
101

WITNESS:
_______________________ _______________________
Regional Program Manager (RPM) Regional Program Coordinator (RPC)
KALAHI CIDSS-NCDDP KALAHI CIDSS-NCDDP
_________________________
Regl Accountant, DSWD FO _____
102


_____________________ ) S.S.
ACKNOWLEDGEMENT
______ 2017, _________________________ with ID No. (valid ID) issued on _________ issued
at ___________ and _________________ with ID No. (valid ID) issued on _______________
issued at _________, known to me to be the same persons who executed the foregoing
instruments and they acknowledge to me the same is their free and voluntary act and deed as
well as the free and voluntary act and deed of the entities represented.
NOTARY PUBLIC
Doc. No. ________

Page No. ________
Book No. ________
Series No. ________
103

JOB ORDER CONTRACT

KNOW ALL MEN BY THESE PRESENTS:
This CONTRACT OF SERVICE (the Agreement) is made and entered into by and
between:
The DEPARTMENT OF SOCIAL WELFARE AND DEVELOPMENT,

with office address at Constitution Hills, Quezon City, represented by
__________________________________ (the DSWD);
and
__________________________________, of legal age, Filipino, and

with residence at __________________________________ (the
Service Provider);
WITNESSETHTHAT
Whereas, the DSWD needs services for the KALAHI-CIDSS NCDDP, as described
herein, which services are not performed by regular DSWD personnel and do not pertain to
vacant regular plantilla positions of the DSWD;
Whereas, Service Provider has the education, experience and skills needed to provide
such services;
Whereas, Service Provider has offered to render such services, and the DSWD has
accepted such offer;
NOW, THEREFORE, the parties agree that:
1. Compensation.
For services rendered under this Agreement, Service Provider shall receive a monthly
compensation in the amount indicated in the attached SCHEDULE OF PARTICULARS,
which is made an integral part of this Agreement. Such compensation shall be charged
against the fund source also indicated in the attached SCHEDULE OF PARTICULARS.
For purposes of payment for services rendered, the DSWD may require Service Provider
to submit accomplishment reports and/or daily time record.
Upon mutual Agreement of both parties, the compensation of the Service Provider may
be adjusted but in no case shall exceed the total compensation received by regular
employees in the same salary grade.
2. Responsibilities of Service Provider.
104

a. Service Provider shall have the designation, and shall perform and assume the
functions and responsibilities, indicated in the attached SCHEDULE OF
PARTICULARS or Term of Reference (ToR).
b. Aside from what is stipulated in the ToR, DSWD may require Service Provider to
travel in relation to the performance of his/her contracted services, in which case
the DSWD shall cover the cost of Service Providers actual transportation
expenses and daily allowance for food and accommodation not to exceed the
daily rate of per diem given to regular employees on official travel, and subject to
the usual accounting and auditing rules and procedures.
c. If necessary to ensure efficient rendition of the contracted service, the DSWD

may require Service Provider to attend seminars/training related to Service
Providers tasks/functions. In such cases, the DSWD shall shoulder the cost of
such seminars/trainings. In such cases, Service Provider shall render service
under this Agreement for at least six (6) months or the remainder of the period of
effectivity of this Agreement, whichever period is shorter. Should Service
Provider fail to do so, Service Provider shall reimburse the DSWD for the cost of
such training.
d. In the interest of the service, if applicable/available, the DSWD may lend DSWD
properties to Service Provider for official use subject to existing DSWD rules and
regulations. If any such property is lost or damaged due to the fault or negligence
of Service Provider, he/she shall be liable to the accountable DSWD officer for
the same, without prejudice to any further legal action the DSWD may take
against Service Provider.
e. Service Provider shall abide by the following policies, office rules and regulations
being implemented and required by the DSWD:
i. Drug-free workplace policy;
ii. Smoke-free workplace policy based on Civil Service Commission (CSC) MC

17, s. 2009 or the Smoking Prohibition based on 100% Smoke-Free
Environment Policy;
iii. Policy on the Protection of the Bureaucracy Against Tobacco Industry

Interference under CSC-DOH Joint Memorandum Circular No. 2010-01;
iv. Other reasonable office rules and regulations being implemented in DSWD
such as but not limited to dress code, work schedule and arrangements, etc.
f. From time to time, the DSWD may assign to Service Provider other related tasks
and responsibilities.
3. Other Conditions.
Service Provider shall not be entitled to leave credits, PERA, ACA, RATA, and
other similar allowances or emoluments unless explicitly provided for in the
approved salary schedule or compensation plan.
105

4. Warranties. Service Provider warrants that:
a. Service Provider is not related within the third degree of consanguinity or affinity
to the hiring authority and/or representative of the DSWD; and
b. Service Provider has not been previously dismissed from government service by
reason of an administrative offense.
5. Effectivity & Termination.
a. This Agreement shall cover the engagement period indicated in the attached
SCHEDULE OF PARTICULARS.
b. Upon its expiration, this Agreement shall not be deemed renewed unless the
parties explicitly enter into another written Agreement for such renewal.
c. Upon expiration or termination of this Agreement, Service Provider shall secure

clearance from monetary and property accountabilities.
d. Either party may pre-terminate this Agreement without need of cause by serving
written notice to the other party at least thirty (30) days prior to the intended date
of pre-termination.
e. The DSWD may pre-terminate this Agreement immediately upon written notice to
Service Provider for any of the following grounds:
i. Service Provider performed his/her functions under this Agreement

inefficiently or incompetently.
ii. Service Provider is guilty of absenteeism and/or habitual tardiness.
iii. Service Provider has violated the DSWDs Code of Conduct, DSWD Child
Protection Policy, Drug-Free Workplace Policy, Anti-Smoking Policy, Policy
on Protection of the Bureaucracy Against Tobacco Industry Interference and
other reasonable office rules and regulations required by the agency.
iv. The DSWD discovers that the Service Provider has committed any fraud or
misrepresentation with respect to a material fact which was a consideration
for the DSWD into entering into this Agreement.
v. The DSWD no longer has need for the services of the Service Provider as
specified under this Agreement.
vi. The funds against which the Service Providers compensation is charged to
becomes insufficient.
106

____________________, Quezon City, Metro Manila.
DEPARTMENT OF SOCIAL WELFARE

AND DEVELOPMENT
By:
________________________________ ______________________________
Service Provider
Witness:
________________________________ _________________________________________
ACKNOWLEDGMENT
BEFORE ME, a Notary Public, on the above date and place, personally appeared the
following:
NAME ID DETAILS
known to me to be the same persons who executed the foregoing instrument and
acknowledged to me that the same is their free and voluntary acts as well as that of the
institution represented.
Doc. No.:
Page No.:
Book No.:
Series of NOTARY PUBLIC
107

MEMORANDUM OF AGREEMENT
SCHEDULE OF PARTICULARS
CY 2017
Name of Service Provider
Signature of Service Provider
Position
Date of Start of Engagement

Period
Date of End of Engagement

Period
Total Compensation
(In Words & In Figures)
Monthly/Daily Compensation
(In Words & In Figures)
Fund Source
Functions and Responsibilities
108

Procurement Process Flow
Process Responsible Office/ Person

1 Preparation of proposal &/or TOR End-user
2 Recommending approval as to content End-user
3 Initial under Recommending approval as to funding Finance
4 Recommending approval as to funding Finance
5 Approval of proposal &/or TOR Approving Authority
6 Preparation of RIS/PR and other supporting documents End-user
7 Signing of RIS/PR for requesting party End-user
8 Control of RIS/PR as to funding Finance
9 Numbering of RIS/PR Procurement
10 Tracking of RIS/PR in database Procurement
11 Verification if included in approved PPMP BAC II/ PEAC Sec
12 Assignment of RIS/PR Procurement
13 Review of specifications and attachments Procurement
14 Signing of RIS/PR certifying that request is included in the APP Procurement
15 Forwarded to Budget for certifying fund source Procurement
16 Initial under Chief Budget Division Budget/ Finance
17 Signing of RIS/PR certifying fund source Budget/ Finance
18 Forwarded to Warehouse for stamp for purchase or issuance Budget/ Finance
19 Stamp for purchase or issuance Procurement
20 Endorse for approval of RIS/PR Procurement
21 Approval of RIS/PR Approving Authority
22 Forward approved RIS/PR to Procurement Service End-user
23 Endorse to Procurement Officer Procurement
24 Prepare RFQ Procurement
25 Signing of RFQ Procurement
26 Forward RFQ to BAC II/ PEAC Sec Procurement
27 Posting of RFQ BAC II/ PEAC Sec
28 Invitation of suppliers/ service providers Procurement
29 Forward quotations to BAC II/PEAC Sec for evaluation Procurement
30 Forward quotations for TWG evaluation (if necessary) BAC II/ PEAC Sec
31 TWG Evaluation TWG
32 Evaluation of Quotation/ Preparation of Abstract of Quotation BAC II/ PEAC Sec
33 Review of AOQ BAC II/ PEAC
34 Signing of AOQ BAC II/ PEAC
35 Forward AOQ to Procurement BAC II/ PEAC Sec
36 Preparation of Purchase Order and ObR &/or BUR Procurement
37 Review and initial of P.O. Procurement
108

38 Forward P.O. to CMD Procurement

39 Numbering of P.O. Procurement
40 Forward P.O. to end-user Procurement
41 Initial P.O. End-user
42 Signing of P.O. Approving Authority
43 Forward P.O. to Finance End-user
44 Control and Initial ObR &/or BUR Finance
45 Forward P.O to Budget Finance
46 Control ObR &/or BUR Budget Officer
47 Initial ObR &/or BUR Budget Officer
48 Signing of ObR &/or BUR certifying allotment is available Chief Budget Division
49 Forward to KC Finance Budget Outgoing
50 Forward to Accounting for funding of P.O. Finance
51 Review and initial P.O. for funding Accounting
52 Signing of P.O. as to funding Chief Accounting Division
53 Forward to KC Finance Accounting
54 Forward to Procurement Service CMD KC Finance
55 Assignment of funded P.O. Procurement Service CMD
56 Issuance of funded P.O. to supplier/ service provider Procurement Officer
57 Signing of P.O. by Supplier/ Service Provider Supplier/ Service Provider
58 Delivery of goods and other related services Supplier/ Service Provider
Receipt of delivered goods &/or conduct or implementation of
59 Supplier/ Service Provider
services
60 Endorse receipt to PS CMD Procurement
61 Prepare request for inspection Procurement
62 Review and sign request for inspection Procurement
Forward request for inspection to Inspection and acceptance
63 Procurement
committee (IAC) Secretariat
64 Forward request for inspection to Chairman IAC Secretariat
65 Assignment of inspector IAC Chairman
66 Forward request for inspection to assigned inspector IAC Secretariat
67 Conduct inspection of delivered goods Inspector
68 Accomplish inspection report Inspector
69 Forward to Chairman IAC Secretariat
70 Signing of inspection report by Chairman IAC Chairman
71 Forward inspection report to Warehouse IAC Secretariat
72 Issuance of goods Procurement
73 Final acceptance by end-user End-user
74 Prepare certificate of completion (if necessary) End-user
Completion of supporting documents such as PAR, ICS
75 Procurement, End-user and Property
(if necessary)
110

76 Preparation of Disbursement Voucher Procurement/ End-user

77 Review and initial DV Procurement
78 Forward DV to Finance Procurement
79 Control of DV by Finance Finance
80 Forward DV to Accounting for review Finance
81 DV for initial Accounting
82 DV for signature Accounting
83 Forward DV to end-user KC Finance
84 Approval of DV End-user
85 Forward DV to Cash End-user
86 Preparation of check Cash
87 Preparation of advise Cash
88 Release of check/payment to supplier &/or service provider Cash
111

Revised KALAHI CIDSS NCDDP PROGRAM PROCUREMENT MANUAL 2017

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Revised KALAHI CIDSS NCDDP PROGRAM PROCUREMENT MANUAL 2017

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National Community Driven Development Program (NCDDP) Procurement

Program Procurement Guidelines

11 Procurement Procedures ................................................................................................ 15

Bid/Quotation Refers to a signed offer or proposal submitted by a supplier/ contractor in response to an

Technical Specialist/ Consultant Staff Refers to KC-NCDDP Program in-house specialists/experts or

Foreign Funded / Foreign Assisted Procurement Procurement of Goods/Non-consulting services and

Procurement Contract Summary Sheet (PCSS) Number - is a control/reference number

Program pertains to KC-NCDDP.

Servicing Agencies Refers to Government Agencies, Government-Owned and Controlled Corporations

Substantially Compliant Compliance of a quotation/proposal acceptable to the end-user considering

1Refers to the Treaty, International or Executive Agreements e.g. Loan/Grant Agreement

5 Information dissemination & Capacity building

5.2 Capacity building

7 Procurement and prior/ post-review by the Banks

7.1 Procurement Plan and Corresponding Updates

Procurement Plan and any updates thereafter.

7.2 World Bank (WB)

7.3 Asian Development Bank (ADB)

8 National Competitive Bidding (NCB)

8.1 World Bank

8.2 Asian Development Bank

REGULAR MEMBERS ALTERNATE/S

9.2 Technical Working Group (TWG)

TWG Representatives may come from but not limited to the

IT Equipment and Peripherals ICTMS, KC-NCDDP IT officer, End-user

For FO- Capability Building Unit/ End-user

9.3 Procurement Team and Staff

PLANNING, DOCUMENTATION AND RECORDS

Coordinate and monitor all procurement activities of the Program;

Coordinates and provides technical assistance to end-users;

Preparation of Purchase Order (P.O.)/Obligation Request (ObR), facilitate signing and

Receipt and issuance of supplies, materials and equipment purchased;

10.1 For Goods and Non-consulting

10.1.1 Shopping for goods and non-consulting services

10.1.2 Direct Contracting for goods and non-consulting services

(b) Standardization of equipment, spare parts or non-consulting services to be compatible with

There are two general types of small value procurements:

2) Short Term Services procurement refers to the purchase or acquisition/engagement of

10.1.4 Procurement from non-registered service providers

10.2.1 Consultant Qualification Selection (CQS)

10.2.2 Single Source Selection (SSS)

The assignment represents a natural or direct continuation of a previous one awarded

10.2.3 Individual Consultant Selection (ICS)

10.2.4 Negotiated Procurement under Agency to Agency Arrangements

A Contract or Memorandum of Understanding/Agreement (MOU/A) shall be executed with the

v. Abstract of Quotations is a summary of all responsive quotations received by the

11.2 Direct Contracting for Goods and Non-Consulting Services

11.2.2 Non-Consulting Services

11.3 Small Value Procurement (ADB funded)

ii. Survey of Available Suppliers

iii. Direct Purchase of Items

iv. Inspection of Goods/Services and Payment

11.4 Procurement of Venues for Trainings, Workshops, Meetings,

Small Value Procurement not to exceed P 20,000.00.

11.5 Engagement of services of Resource Persons, Facilitators,

Below is the general procedure in engaging the services.

11.6 Selection and Engagement of Consulting Services and Technical

11.6.1.1 Asian Development Bank (ADB)

i. The NPMO/RMPO shall prepare the following:

i. Procurement Plan for the entire project;

ix. The Individual Consultant execute the contract.

11.6.1.2 World Bank (Individual Consultant Selection Timeline)

11.6.2 . Consultant Qualification Selection (CQS)

11.6.2.1 Asian Development Bank