PROCUREMENT ORIENTATION AND WRITESHOP FOR LOCAL GOVERNMENT UNITS RURAL INFRASTRUCTURE SUBPROJECTS UNDER COMPONENT 2 OF THE INEGRATED NATURAL RESOURCES AND ENVIRONMENTAL MANAGEMENT PROJECT (INREMP)
I. BACKGROUND
Component 2 – Smallholder and Institutional Investment covers interventions for watershed restoration and rehabilitation covering more than 325,590 ha will be implemented by the DENR to include community-based protection, reforestation and/or assisted natural regeneration, production forestry including demonstrations on agroforestry and commercial plantations, and conservation farming. Livelihood improvement investments to be undertaken by municipal LGUs include (i) 645 kilometers of rural access roads and foot trails; (ii) communal irrigation systems servicing 3,040 ha; (iii) 275 units of potable community water facilities; (iv) a provincial trading and processing center supporting farming communities; and (v) seed funds for replication and/or expansion of tested and mature farming technologies.
Implementation arrangements include the Municipal Development Fund Office (MDFO) as the administrator of funds for rural infrastructure, while the LGUs, as proponents, are responsible for the preparation of the subproject proposals and supervision of actual construction work. The Forest Management Bureau – National Project Coordinating Office (FMB-NPCO) and DENR-Foreign Assisted and Special Projects Service (FASPS) thru the DENR Regional Project Coordinating Office (RPCO) and Provincial Project Management Office (PPMO) and Project Management and Implementation Consultant (PMIC-CESM) on the other hand, will provide technical assistance in the preparation of the subproject proposals, and capacity building activities. The Provincial Project Management Council/Watershed Management Council/Regional Project Coordinating Office (RPCO) shall be the approving body of the subproject proposals through its Technical Working Group (TWG).
During subproject implementation, the LGUs are expected to undertake orientation on critical project cycle milestones, such as the Procurement Process, Construction Supervision and Financial Management (CSFM), and Subproject Operations & Maintenance.
Currently, five (5) Local Government Units (LGUs), Damulog, Kadingilan, Malitbog, Pangantucan and Valencia City are reportedly on the process of finalizing their respective Sub-Project Documents (SPDs) which incorporates the comments and recommendations provided during the site validation activities and review of the PPMO and PMIC CESM Bukidnon-based Consultants. In addition, corresponding engineering designs and cost estimates of the LGU’s subprojects are also being finalized.
With the said developments on the subproject documents of the LGUs and in anticipation of the approval of the SPDs, signing of DENR Region-LGU MOA, issuance of the Certificate of Availability of Funds (CAF) and the completion of the Detailed Engineering Design documents (DED), these LGUs are expected to undergo procurement activities by April, 2017 that will lead to the eventual awarding of contract by June, 2017 and start construction works of the subprojects.
The validated subprojects of the aforementioned LGUs has a combined indicative cost of PhP83,719,830.35, and a potential disbursement of PhP12.558Million (1st tranche/mobilization) if certain milestones, procurement in particular, are facilitated properly, to wit:
|
LGU |
Subproject Title |
Indicative Cost |
|
Danao |
Rehabilitation of Barangay San Carlos Proper to Sitio Danao Gamay Access Road Rehabilitation of Brgy Conception Proper to Sitio Sta. Ana Access Road |
PhP13,849,413.57
PhP 6,264,135.26 |
|
Buenavista |
Rehabilitation of Panghagban-Catigbian Access Road |
PhP12,067,317.66 |
|
Talibon |
Rehabilitation of Magsaysay Access Road |
PhP 8,288,000.00 |
|
Dagohoy |
Rehabilitation of Cagasawan Access Road |
PhP12,706,364.36 |
|
Pilar |
Rehabilitation of Lundag-San VIcente Access Road Rehabilitation of Lundag Proper-Sitio Cogonan Road Provision of Lundag Water System (Level II) |
PhP15,774,579.48
PhP 6,389,356.82
PhP 8,380,663.20 |
II. OBJECTIVES
The abovementioned LGUs shall undergo procurement works adhering to both the Government Procurement Guidelines as prescribed in RA 9184 (2016 Revised Implementing Rules and Regulations), and ADB Procurement Guidelines as set in the conditions of the loan agreement for the INREMP. Familiarity with the attributes of both guidelines at an early stage will ensure a smooth bidding process, as prior and post approval from the Bank will have to be secured prior to awarding of civil works contracts. Based on the size of the contracts, the mode of procurement is National Competitive Bidding (NCB). In this regard, the Philippine Bidding Documents (PBD) for Works, as harmonized, will be followed.
At the end of the course, the participants are expected to be able to:
1. To identify and resolve conflicting provisions of ADB Procurement Guidelines and Republic Act 9184 (RA 9184) – 2016 Revised Implementing Rules and Regulations;
2. Discuss and clarify issues and concerns that LGU-BACs may encounter during the procurement process with reference to ADB Procurement guidelines;
3. Produce the harmonized Philippine Bidding Documents (PBD) and related documents for endorsement to ADB through INREMP NPCO and FASPS.
III. EXPECTED OUTPUTS
1. Harmonized Philippine Bidding Documents (PBD) that include:
- § Invitation for Bid (IFB)
- Instruction to Bidders (ITB)
- § Bid Data Sheet (BDS)
- § Conditions of Contract
- § Detailed Engineering Design (DED) documents
2. Detailed Procurement Schedule (DPS)
IV. PROPOSED TOPICS
1. Basic Principles and Special Conditions for Procurement of Civil Works.
§ RA 9184 and its Revised IRR (2016)
§ Procurement Arrangement and Procedures as spelled out in the INREMP Loan and Financing Agreements
2. Posting Procedures – PhilGEPS and Newspaper Advertisement
3. Philippine Bidding Documents Walk-Through
V. PARTICIPANTS
The orientation/workshop activity anticipates a total of ?? participants, including LGU-BAC, BAC-Sec, BAC-TWG, LGU SPMU, DENR 10 RPCO, PPMO representatives, resource persons from the FASPS, NPCO, PMIC CESM, and the secretariat from the PPMO. The breakdown of participants is as follows:
§ Participants – LGU-BAC Officials and Personnel, preferably composed of the a) Local Chief Executive; b) the Chair and Members of the Bids and Awards Committee (BAC); c) members of the BAC Secretariat; d) members of the BAC Technical Working Group (TWG); LGU Treasurer/Accountant and e) members of the Subproject Management Unit (SPMU).
|
LGU |
|
No. |
|
1. Danao |
- |
6 |
|
2. Buenavista |
- |
6 |
|
3. Talibon |
- |
4 |
|
4. Dagohoy |
- |
6 |
|
5. Pilar |
- |
5 |
|
|
|
|
|
Sub-Total |
|
27 |
§ Participants – RPCO/PPMO Personnel to include the INREMP Focal Person, representatives from the Finance and Procurement Unit, and INREMP Rural Infrastructure Engineers.
|
LGU |
|
No. |
|
6. Regional Project Coordinating Office |
- |
2 |
|
7. Provincial Project Management Office |
- |
4 |
|
8. WMPCOs |
- |
2 |
|
9. PENRO / PENRO BAC Members |
- |
8 |
|
10. CENROs |
- |
2 |
|
11. PMIC-CESM |
- |
2 |
|
Sub-Total |
|
20?? |
§ Resource Persons – DENR Central Office/Forest Management Bureau Personnel (National Project Coordinating Office and FASPS Project Management Division - Procurement Unit), FASPS INREMP Rural Infrastructure Specialist.
|
Office |
|
No. |
|
1. National Project Coordinating Office |
- |
5 |
|
2. Project Management Division, FASPS |
- |
2 |
|
3. Procurement Unit, FASPS |
- |
3 |
|
|
|
|
|
Sub-Total |
|
10 |
§ Secretariat – DENR R10 RPCO/PPMO
|
Office |
|
|
|
1. PPMO |
- |
3 |
|
|
|
|
|
GRAND TOTAL |
|
60 |
VI. DURATION AND VENUE
The orientation/workshop activity covers three working days, including travel time, from March 27 to 31, 2017 and will be held at Dumaluan Beach, Panglao Island, Bohol.
VII. METHODOLOGIES
Presentation sessions, normally through MS PowerpointTM, and guided workshops will steer the program into generating outputs for the activity. The resource persons prepared electronic copies of the PBD and other forms to facilitate output generation of the LGU-BACs.
Open discussions in between sessions will encourage inputs from the participants to help ensure the quality and accurateness of the PBD. Discussions on the appropriate procurement guidelines and a run-through of the various necessary steps in procurement process will dictate the workshop activity. In each lecture-presentation, participating LGU-BACs will have the opportunity to employ hands-on application of learning through the workshops. Sessions, workshops and open fora will be documented accordingly.
VIII. BUDGETARY REQUIREMENTS AND SOURCE (c/o PPMO)
IX. PROGRAM OF ACTIVITIES
|
DAY/TIME
|
ACTIVITIES / TOPICS |
RESPONSIBLE PERSON |
|
April 4, 2017 Day 1 |
Arrival of Secretariat, Participants, and Resource Persons at VENUE |
Secretariat and Venue Staff |
|
10:00 – 12:00 |
Registration |
Secretariat |
|
12:00 – 1:00 |
LUNCH |
|
|
1:00 – 2:00 |
Opening Program
Invocation and National Anthem
Welcome Remarks
Activity Overview and Objectives
|
RPCO
PPMO
INREMP FOCAL, RPCO/ PPMO
INREMP FOCAL, NPCO |
|
2:00 – 6:00 |
Presentation of Subprojects (Brief Overview, Technical Design, Cost Estimates, LGU SPMU Structure)
- Damulog, Bukidnon - Kadingilan, Bukidnon - Malitbog, Bukidnon - Pangantucan, Bukidnon - Valencia City, Bukidnon - Claveria, Misamis Oriental |
LGU LCE / Head, SPMU LGU LCE / Head, SPMU LGU LCE / Head, SPMU LGU LCE / Head, SPMU LGU LCE / Head, SPMU LGU LCE / Head, SPMU |
|
6:00 – 7:00 |
DINNER |
|
|
April 5, 2017 Day 2 |
|
|
|
8:00 – 12:00 |
Basic Principles of Procurement
Overview of RA9184 and its RIRR
Overview of ADB Procurement Guidelines
INREMP Procurement Arrangement (Loan Agreement, PAM, etc.) – emphasis on procurement for Rural Infrastructure subprojects by Local Government Units |
FASPS FPU / NPCO
|
|
|
Overview on PhilGEPS Procedure |
Subject to availability of resource person |
|
|
Introduction to Harmonized Philippine Bidding Documents for Infrastructure |
FASPS FPU |
|
12:00 – 1:00 |
LUNCH |
|
|
1:00 – 6:00 |
Workshop on the Preparation of Philippine Bidding Documents
Presentation of Formats and Fill up of Information
§ Invitation for Bids (IFB) § Instruction to Bidders § Bidding Data Sheet – Bid Forms, Qualification Information, Letter of Acceptance, Agreement, Technical Specifications |
FASPS FPU PMIC CESM (Technical Specifications) |
|
April 6, 2017 Day 3 |
|
|
|
8:00 – 8:30 |
Recap of DAY 2 |
RPCO/PPMO |
|
8:30 – 12:00 |
Continuation of Workshop on the Preparation of Philippine Bidding Documents
§ Conditions of Contract § Contract Data § Security Forms |
FASPS FPU PMIC CESM (Technical Specifications) |
|
12:00 – 1:00 |
LUNCH |
|
|
1:00 – 6:00 |
Review and Discussion of Accomplished Bidding Documents |
FASPS FPU |
|
April 7, 2017 Day 4 |
|
|
|
8:30 – 9:00 |
Recap of Day 2 |
PPMO |
|
9:00 – 12:00 |
Polishing and Enhancement of Accomplished Bidding Documents |
FASPS FPU |
|
12:00 – 1:00 |
Lunch Break |
|
|
1:00 – 4:00 |
Outlook on Subsequent Procurement Activities and Milestones § Issuance of PBD § Pre-Bid Conference (Bid Bulletin Issuance) § Submission and opening of Proposals § Bid Evaluation Report § Recommendation to Award
|
FASPS FPU / NPCO |
|
4:00 – 4:30 |
Closing Program |
FOCAL PERSON, RPCO/ PPMO |
|
April 8, 2017 Day 5 |
HOMEWARD BOUND |
|
ANNEX: LIST OF EQUIPMENT, SUPPLIES, MATERIALS AND REFERENCES
I. Equipment, Supplies and Materials
A. c/o Secretariat (RPMU/PPMU)
|
§ Laptop computers (at least 2) |
|
§ Copy paper |
|
§ DLP projectors (preferably 2) |
|
§ Writing paper |
|
§ Digital camera |
|
§ Pencils/ball point pens |
|
§ Recorder |
|
§ Expanding Envelopes or folders |
|
§ Printer |
|
§ ID paper and ID jackets |
|
§ Printer inks |
|
§ Permanent marker |
|
§ Copier |
|
§ White board marker |
|
§ Binding machine |
|
§ White board eraser |
|
§ Pointer |
|
§ Masking tape |
|
|
|
§ Scotch/Masking Tape |
|
§ Attendance sheets |
|
§ Scissors/Cutters |
|
§ Certificates of Participation |
|
§ Stapler / Staple Wires |
|
§ Certificate of appearance |
|
§ Puncher |
|
§ Certificate of appreciation |
|
§ USB or CD |
|
§ Transportation |
|
§ Paper / Bulldog Clips |
|
|
|
§ Cartolina / Manila Paper |
B. c/o Venue
|
§ White screen |
|
§ White boards (at least 3) |
|
§ Extension cords |
|
§ Philippine Flag |
|
§ Microphones and stands |
|
§ Backdrop/banner (Tarpaulin) |
|
§ Sound system |
|
§ STRONG Wi-Fi Connection (needed for PhilGEPS posting dry-run) |
C. c/o Resource Persons - Presentation hand-outs with electronic copies
D. Workshop/Orientation Documents (c/o NPCO/RPCO)
1. Workshop Design
2. Special Order
3. Program of activities
4. Reference materials
II. Reference Documents
- RA 9184 and Revised IRR (2016)
- ADB (April 2010) Procurement Guidelines
- Supreme Court decision
- Harmonized Philippine Bidding Documents for Goods and Works (December 2010 edition)
- Loan/Grant Agreement
- Sample Procurement Plan, BD, BER, BAC Resolution
