AGENCY PROCUREMENT COMPLIANCE AND PERFORMANCE INDICATORS (APCPI)

QUESTIONNAIRE

Name of Agency: Commission on Higher Education - region 1 Date: August 31, 2018
Name of Respondent: Nympha N. Buenio Position: Chief Administrative Officer

Instruction: Put a check ( ✓) mark inside the box beside each condition/requirement met as provided below and then fill in the corresponding blanks
according to what is asked. Please note that all questions must be answered completely.

1. Do you have an approved APP that includes all types of procurement, given the following conditions? (5a)

/ Agency prepares APP using the prescribed format

/ Approved APP is posted at the Procuring Entity's Website

please provide link:

/ Submission of the approved APP to the GPPB within the prescribed deadline
please provide submission date: October, 2016

2. Do you prepare an Annual Procurement Plan for Common-Use Supplies and Equipment (APP-CSE) and
Procure your Common-Use Supplies and Equipment from the Procurement Service? (5b)

/ Agency prepares APP-CSE using prescribed format

/ Submission of the APP-CSE within the period prescribed by the Department of Budget and Management in
its Guidelines for the Preparation of Annual Budget Execution Plans issued annually
please provide submission date:

/ Proof of actual procurement of Common-Use Supplies and Equipment from DBM-PS

3. In the conduct of procurement activities using Repeat Order, which of these conditions is/are met? (2e)

Original contract awarded through competitive bidding

The goods under the original contract must be quantifiable, divisible and consisting of at least
four (4) units per item

/ The unit price is the same or lower than the original contract awarded through competitive bidding which is
advantageous to the government after price verification

The quantity of each item in the original contract should not exceed 25%

Modality was used within 6 months from the contract effectivity date stated in the NTP arising from the
original contract, provided that there has been a partial delivery, inspection and acceptance of the goods
within the same period

4. In the conduct of procurement activities using Limited Source Bidding (LSB), which of these conditions is/are met? (2f)

Upon recommendation by the BAC, the HOPE issues a Certification resorting to LSB as the proper modality

Preparation and Issuance of a List of Pre-Selected Suppliers/Consultants by the PE or an identified relevant

government authority

Transmittal of the Pre-Selected List by the HOPE to the GPPB

/ Within 7cd from the receipt of the acknowledgement letter of the list by the GPPB, the PE posts the
procurement opportunity at the PhilGEPS website, agency website, if available and at any conspicuous
place within the agency

5. In giving your prospective bidders sufficient period to prepare their bids, which of these conditions is/are met? (3d)

/ Bidding documents are available at the time of advertisement/posting at the PhilGEPS website or
Agency website;

/ Supplemental bid bulletins are issued at least seven (7) calendar days before bid opening;

Minutes of pre-bid conference are readily available within five (5) days.
 AGENCY PROCUREMENT COMPLIANCE AND PERFORMANCE INDICATORS (APCPI)
QUESTIONNAIRE
6. Do you prepare proper and effective procurement documentation and technical specifications/requirements, given the
the following conditions? (3e)

/ The end-user submits final, approved and complete Purchase Requests, Terms of Reference, and other
documents based on relevant characteristics, functionality and/or performance requirements, as required
by the procurement office prior to the commencement of the procurement activity

/ No reference to brand names, except for items/parts that are compatible with the existing fleet or equipment

/ Bidding Documents and Requests for Proposal/Quotation are posted at the PhilGEPS website,
Agency website, if applicable, and in conspicuous places

7. In creating your BAC and BAC Secretariat which of these conditions is/are present?

For BAC: (4a)

Office Order creating the Bids and Awards Committee

please provide Office Order No.:

/ There are at least five (5) members of the BAC

please provide members and their respective training dates:
Name/s Date of RA 9184-related training
A. NYMPHA N. BUENIO
B. ROGELIO T. GALERA
C. ANGELICA Q. DOLORES
D. MYRELLE FAITH D. MINA
E. EVELYN ADQUILLEN
F. IMMANUEL MUNAR
G.

/ Members of BAC meet qualifications

/ Majority of the members of BAC are trained on R.A. 9184

For BAC Secretariat: (4b)

/ Office Order creating of Bids and Awards Committee Secretariat or designing Procurement Unit to
act as BAC Secretariat
please provide Office Order No.:

/ The Head of the BAC Secretariat meets the minimum qualifications

please provide name of BAC Sec Head: NYMPHA N. BUENIO

/ Majority of the members of BAC Secretariat are trained on R.A. 9184

please provide training date: October 1, 2017

8. Have you conducted any procurement activities on any of the following? (5c)
If YES, please mark at least one (1) then, answer the question below.

/ Computer Monitors, Desktop Paints and Varnishes

Computers and Laptops
/ Food and Catering Services
/ Air Conditioners
/ Training Facilities / Hotels / Venues
Vehicles
Toilets and Urinals
Fridges and Freezers
Textiles / Uniforms and Work Clothes
/ Copiers

Do you use green technical specifications for the procurement activity/ies of the non-CSE item/s?

/ Yes No

9. In determining whether you provide up-to-date procurement information easily accessible at no cost, which of
these conditions is/are met? (7a)
 AGENCY PROCUREMENT COMPLIANCE AND PERFORMANCE INDICATORS (APCPI)
QUESTIONNAIRE
/ Agency has a working website
please provide link: ched.gov.ph

/ Procurement information is up-to-date

/ Information is easily accessible at no cost

10. In complying with the preparation, posting and submission of your agency’s Procurement Monitoring Report,
which of these conditions is/are met? (7b)

/ Agency prepares the PMRs

PMRs are promptly submitted to the GPPB

please provide submission dates: 1st Sem - 2nd Sem -

PMRs are posted in the agency website

please provide link:

/ PMRs are prepared using the prescribed format

11. In planning of procurement activities to achieve desired contract outcomes and objectives within the target/allotted timeframe,
which of these conditions is/are met? (8c)

/ There is an established procedure for needs analysis and/or market research

/ There is a system to monitor timely delivery of goods, works, and consulting services

Agency complies with the thresholds prescribed for amendment to order, variation orders, and contract extensions,
if any, in competitively bid contracts

12. In evaluating the performance of your procurement personnel, which of these conditions is/are present? (10a)

/ Personnel roles, duties and responsibilities involving procurement are included in their individual performance
commitment/s

Procuring entity communicates standards of evaluation to procurement personnel

/ Procuring entity and procurement personnel acts on the results and takes corresponding action

13. Which of the following procurement personnel have participated in any procurement training and/or professionalization program
within the past three (3) years? (10b)

Date of most recent training: July 29-30, 2018

/ Head of Procuring Entity (HOPE)

/ Bids and Awards Committee (BAC)

/ BAC Secretariat/ Procurement/ Supply Unit

/ BAC Technical Working Group

/ End-user Unit/s

/ Other staff

14. Which of the following is/are practised in order to ensure the private sector access to the procurement opportunities of the
procuring entity? (10c)

Forum, dialogues, meetings and the like (apart from pre-bid conferences) are conducted for all prospective
bidders at least once a year

The PE promptly responds to all interested prospective bidders' inquiries and concerns, with available facilities and
various communication channels
 AGENCY PROCUREMENT COMPLIANCE AND PERFORMANCE INDICATORS (APCPI)
QUESTIONNAIRE
15. In determining whether the BAC Secretariat has a system for keeping and maintaining procurement records,
which of these conditions is/are present? (11a)

/ There is a list of procurement related documents that are maintained for a period of at least five
years

/ The documents are kept in a duly designated and secure location with hard copies kept in appropriate
filing cabinets and electronic copies in dedicated computers

/ The documents are properly filed, segregated, easy to retrieve and accessible to authorized users and
audit personnel

16. In determining whether the Implementing Units has a system for keeping and maintaining procurement records,
which of these conditions is/are present? (11b)

There is a list of contract management related documents that are maintained for a period of at least
five years

/ The documents are kept in a duly designated and secure location with hard copies kept in appropriate
filing cabinets and electronic copies in dedicated computers

/ The documents are properly filed, segregated, easy to retrieve and accessible to authorized users and
audit personnel

17. In determining if the agency has defined procedures or standards for quality control, acceptance and inspection
of goods, works and services, which of these conditions is/are present? (12a)

/ Agency has written procedures for quality control, acceptance and inspection of goods, services and works

Have you procured Infrastructure projects through any mode of procurement for the past year?

Yes No

If YES, please answer the following:

Supervision of civil works is carried out by qualified construction supervisors

Name of Civil Works Supervisor:

Agency implements CPES for its works projects and uses results to check contractors' qualifications
(applicable for works only)
Name of CPES Evaluator:

18. How long will it take for your agency to release the final payment to your supplier/service provider or contractor/consultant,once
documents are complete? (12b) 5 days

19.When inviting Observers for the following procurement activities, which of these conditions is/are met? (13a)
A. Eligibility Checking (For Consulting Services Only)
B. Shortlisting (For Consulting Services Only)
C. Pre-bid conference
D. Preliminary examination of bids
E. Bid evaluation
F. Post-qualification

Observers are invited to attend stages of procurement as prescribed in the IRR

Observers are allowed access to and be provided documents, free of charge, as stated in the IRR

Observer reports, if any, are promptly acted upon by the procuring entity
 AGENCY PROCUREMENT COMPLIANCE AND PERFORMANCE INDICATORS (APCPI)
QUESTIONNAIRE
20. In creating and operating your Internal Audit Unit (IAU) that performs specialized procurement audits,
which set of conditions were present? (14a)

Creation of Internal Audit Unit (IAU) in the agency

Agency Order/DBM Approval of IAU position/s:

Conduct of audit of procurement processes and transactions by the IAU within the last three years

Internal audit recommendations on procurement-related matters are implemented within 6 months of the submission
of the internal auditor's report

21. Are COA recommendations responded to or implemented within six months of the submission of the auditors’
report? (14b)

/ Yes (percentage of COA recommendations responded to or implemented within six months)

100 %

No procurement related recommendations received

22. In determining whether the Procuring Entity has an efficient procurement complaints system and has the capacity
to comply with procedural requirements, which of conditions is/are present? (15a)

The HOPE resolved Protests within seven (7) calendar days per Section 55 of the IRR

The BAC resolved Requests for Reconsideration within seven (7) calendar days per Section 55 of the IRR

Procuring entity acts upon and adopts specific measures to address procurement-related complaints,
referrals, subpoenas by the Omb, COA, GPPB or any quasi-judicial/quasi-administrative body

23. In determining whether agency has a specific anti-corruption program/s related to procurement, which of these
conditions is/are present? (16a)

/ Agency has a specific office responsible for the implementation of good governance programs

/ Agency implements a specific good governance program including anti-corruption and integrity development

/ Agency implements specific policies and procedures in place for detection and prevention of corruption