Defense Acquisition

System (DAS) Work

Flow Chart

08 July 2019
 DAS Work Flow Chart
STAGE 1 (Acquisition Planning – 1st Pass) – 65 days

DCAPS 3-5 days 15 days 10 days

Result: SND MS4s/DASATs
OJ4/Maj Svc 4s OJ4/ DASATs
issued
CPPDM OJ4 directs/coordinates OJ4 supervises DASATs to prepare and DASATs prepare necessary documents to
with MS to form DAS conduct assessment/evaluation to determine support First Pass Analysis Report Package
Assessment Teams the most promising approach to the Decision Package includes: Assessment
identified capability gap Report (Encl 2 of Acquisition Planning
Guidance); Power point

1 day 3 days 1 day 1 day

OJ4 DSOM Sec, ASPP OJ4 OJ4/DAS Ad Hoc Panel

J4 presents the result of the DSOM Secretariat schedules Upon approval by the DAS Ad Hoc DASATs present the result of First
AT’s assessment to the Senior DAS Senior Leaders Round panel, J4 endorses the First Pass Pass analysis to the DAS Ad Hoc
Leaders RTD; SL deliberates the Table Discussion (SLRTD) to Analysis Report submitted by the ATs panel chaired by J4/ASLA
result of the Assessment Report deliberate the results of the to the DSOM Secretariat, ASPP
Assessment

If disapproved
1 day 14 days
10 days 2 days 2 days
MS4s/DASATs OJ4 ASLA, DND SND ASLA, DND APM
If approved, ATs prepare and J4 submits Certified True Copy ASLA facilitates ASLA issues APM
finalize the Decision Package of the Decision Package signing of APM by SND signs APM signed by the SND
and submit to OJ4 for proper submitted by the ATs to ASLA, the SND
endorsement to DND DND for the issuance of APM
signed by the SND
 DAS Work Flow Chart
STAGE 2 (Acquisition Planning – 2nd Pass) – 92 days
*122 days (if with site inspection/visit)

APM/ 2 days 30 days 10 days

previously
approved OJ4/Maj Svc 4s OJ4/ DASATs MS4s/DASATs
projects/SL
directive J4 directs the DASATs OJ4 supervises DASATs to prepare and DASATs prepare necessary documents to
(thru Maj Svc 4s) to start conduct assessment/evaluation to determine support Second Pass Analysis Report
2nd Pass the most promising alternatives based on Package
the SLRTD decision Decision Package includes: Assessment
Report; COR; PPMP; and Power point

1 day 3 days 1 day 1 day

OJ4 DSOM Sec, ASPP OJ4 OJ4/DAS Ad Hoc Panel

J4 presents the result of the DSOM Secretariat schedules Upon approval by the DAS Ad Hoc DASATs present the result of
AT’s assessment to the Senior DAS Senior Leaders Round panel, J4 endorses the First Pass Second Pass analysis to the DAS Ad
Leaders RTD; SL deliberates the Table Discussion (SLRTD) to Analysis Report submitted by the ATs Hoc panel chaired by J4/ASLA
result of the Assessment Report deliberate the results of the to the DSOM Secretariat, ASPP
Assessment
If disapproved 1 day
25 days 2 days 2 days 14 days
MS4s/DASATs OJ4 ASLA, DND SND ASLA, DND ADM
If approved, ATs prepare and J4 submits Certified True Copy ASLA facilitates
of the Decision Package signing of ADM by ASLA issues ADM
finalize the Decision Package
SND signs ADM signed by the SND
and submit to OJ4 for proper submitted by the ATs to ASLA, the SND
endorsement to DND DND for the issuance of ADM
signed by the SND

*ATs conduct Facility Visits/Site Inspection to validate the results of the assessment as approved by the SL OJ4/MS4s/DASATs/DND
30 days
 DAS Work Flow Chart
STAGE 3 (Procurement thru Public Bidding

ADM ASLA DAO, DND BAC BAC/DAO, DND

ASLA forwards ADM and • Organizes TWG Conducts coordinating Facilitates presentation of the
pertinent documents • Prepares Bid Docs conference with TWG, BAC project
(COR/TS & PPMP) to DAO Support Group, and End-User to
finalize specs and other
requirements

If disapproved

NOA SND BAC/Post-Qualification Team BAC

• PQ Team conducts Post- • Posts/publishes invitation to bid in
Qualification (expenses charged PhilGEPs, AFP website and
Approves/disapproves BAC
against AFPMP Admin Fund) conspicuous place; and one (1)
recommendation
• BAC declares LCRB once “post- newspaper of general nationwide
qualified” and recommends NOA circulation
for signature of SND (for projects • Issues bid docs to interested bidders
BAC Sec more than PhP50 Million) • Facilitates/conducts pre-procurement
and pre-bidding conferences
Serves approved NOA to the winning • Facilitates submission and opening of
supplier and posting of NOA to the
SND is the bids
Agency’s (DND & AFP) websites and approving authority • Evaluates the bids
PhilGEPs
 DAS Work Flow Chart
STAGE 3 (Procurement thru Public Bidding)

ADM ASLA DAO, DND BAC BAC/DAO, DND

ASLA forwards ADM and • Organizes TWG Conducts coordinating Facilitates presentation of the
pertinent documents • Prepares Bid Docs conference with TWG, BAC project
(COR/TS & PPMP) to DAO Support Group, and End-User to
finalize specs and other
requirements

If disapproved
CSAFP
BAC/Post-
NOA Approves/disapproves BAC
TJAG J4
Qualification Team
BAC
recommendation Concurs the Prepares SDF • PQ Team conducts Post- • Posts/publishes invitation
legality of to CSAFP Qualification (expenses to bid in PhilGEPs, AFP
the award of and/or charged against AFPMP website and conspicuous
VCSAFP Admin Fund)
Contract VCSAFP for place; and one (1)
signature • BAC declares LCRB once newspaper of general
and/or “post-qualified” and nationwide circulation
BAC Sec approval of recommends approval of • Issues bid docs to
the NOA and NOA for signature of interested bidders
ensure CSAFP (for projects • Facilitates/conducts pre-
Serves approved NOA to the winning
supplier and posting of NOA to the
CSAFP & VCSAFP completeness worth PhP40 Million to
procurement and pre-
PhP49,999,999.00) or
Agency’s (DND & AFP) websites and are the approving of allied
VCSAFP (for projects
bidding conferences
PhilGEPs documents • Facilitates submission and
authority worth below PhP40
Million)
opening of bids
• Evaluates the bids
 DAS Work Flow Chart
STAGE 3 (Procurement thru Alternative Modes – Sec 53.9 of RA 9184

ADM ASLA DAO, DND BAC BAC/DAO, DND

ASLA forwards ADM and • Organizes TWG Conducts coordinating Facilitates presentation of the
pertinent documents • Prepares Bid Docs conference with TWG, BAC project and approval of the
SND is the (COR/TS & PPMP) to DAO Support Group, and End-User to composition of the Negotiating
approving finalize specs and other Committee
authority requirements
If the project is above PhP500
Million, the DND BAC facilitates
the approval of the mode of
If disapproved procurement to the GPPB

BAC/Post- BAC/Negotiating
SND BAC
Qualification Team Committee
• Declares LCRB Conducts Post- • Sends requests for
Approves/disapproves once ‘post- Qualification of expression of interest
BAC recommendation qualified” supplier with the • Conducts Pre-Negotiation
• Recommends Lowest Calculated Bid Conference and Negotiation
NOA for Conference
signature of SND • Facilitates submission of
Proposal (Eligibility,
Technical, Financial) &
NOA BAC Sec • Conducts negotiation
Serves approved NOA to the winning
supplier and posting of NOA to the
Agency’s (DND & AFP) websites and
PhilGEPs
 DAS Work Flow Chart
STAGE 3 (Procurement thru Alternative Modes – Sec 53.9 of RA 9184)

ADM ASLA DAO, DND BAC BAC/DAO, DND

ASLA forwards ADM and • Organizes TWG Conducts coordinating Facilitates presentation of the
pertinent documents • Prepares Bid Docs conference with TWG, BAC project and approval of the
CSAFP & (COR/TS & PPMP) to DAO Support Group, and End-User to composition of the Negotiating
finalize specs and other Committee
VCSAFP are the
requirements
approving If disapproved If the project is above PhP500
authority Million, the DND BAC facilitates
the approval of the mode of
If disapproved procurement to the GPPB
CSAFP
BAC/Post- BAC/Negotiating
TJAG J4 BAC
Approves/disapproves Qualification Team Committee
BAC recommendation Concurs the • Declares Conducts Post-
Prepares SDF to • Sends requests for
legality of CSAFP and/or LCRB once Qualification of supplier expression of interest
VCSAFP the award of VCSAFP for “post- with Lowest Calculated • Conducts Pre-
Contract signature and/or qualified” Bid Negotiation Conference
approval of the • Recommends and Negotiation
NOA and ensure NOA for
Conference
completeness of signature of
allied • Facilitates submission of
SND
Proposal (Eligibility,
NOA BAC Sec documents
Technical, Financial) &
Serves approved NOA to the • Conducts negotiation
winning supplier and posting of
NOA to the Agency’s (DND &
AFP) websites and PhilGEPs
 DAS Work Flow Chart
STAGE 4 (Contract Finalization)
Prepares letter to
OFM, AFP DBM for release
1 CD 3 CD 1 CD Issues of NCA
AA
NOA DAO, DND OJ4 CSAFP OJ4
AFPPS
Transmits CSAFP-
Forwards NOA to OJ4 Prepares SDF to DAO, DND
Approves the approved SDF and Prepares
with Contract CSAFP for approval
issuance of AA NOA to OFM, AFP to OBR
Agreement by the of Allotment Advice Transmits the
facilitate issuance of
Supplier for: (AA) GHQ Contract signed
AA
-issuance of Financial Accounting by the supplier
Documents (AA, OBR, and all allied
Center
CAF) documents to
-issuance of EUC (if Issues CAF OJ4
If Contract is more than PhP50M, CSAFP
applicable)
signs the Contract for approval and
issuance of NTP by the SND If disapproved

CSAFP
Signs and
If disapproved approves
Contract and If disapproved
1 CD 3 CD
NTP (PhP40M- 1 CD 1 CD
50M)
DAO, VCSAFP
NTP SND DND
OJ4 TJAG OJ4

Approves/ Transmits Contract Transmits duly Signs and Concurs the Prepares SDF to CSAFP
disapproves to SND for approval accomplished approves legality of the and/or VCSAFP for signature
Contract and NTP Contract and/or approval of the
Contract & and signing of NTP Contract to
(below PhP40M
signs NTP for contracts more DAO, DND Contract and ensure
than PhP50M completeness of allied
documents
 DAS Work Flow Chart
STAGE 5 (Contract Implementation
CSAFP
GHQ
Endorses the
NTP DAO, DND AFPPS 27th FSSU Accounting OFM, AFP
request for
Center
Recommends for issuance of NCA
• Prepares DV and Signs DV and Processes DV
transmits to AFPPS • Journalizes the endorsement to ASCOM, DND
certifies funding
• Send letter to • Recommends for of the request for
Supplier to submit
Pro Forma Invoice the issuance of issuance of NCA
and their preferred NCA to OFM, AFP to CSAFP
AGDB for opening of
LC (UCPB, LBP, Preferred
DBP, PVB). Supplier AGDB
shall determine his
preferred AGDB Supplier
within five (5) days
upon receipt of the
letter Submits Pro Forma Invoice and
preferred AGDB within five (5)
days upon receipt of letter
LC shall be opened upon completion of
documentary requirements within five (5) days

Letter of
Credit ASCOM,
27th OFM, GHQ Accounting OFM,
AGDB DBM
FSSU AFP Center AFP DND
Facilitates Processes Pre-audits Processes Receives the Issues NCA Requests for
opening of and issues cash allocation NCA and issuance of
and certifies transmits to NCA to DBM
LC check to
GHQ
selected availability of
Accounting
AGDB by the fund Center for
Supplier processing
 DAS Work Flow Chart
STAGE 5 (Contract Implementation)

LC opened PDI Team Supplier THU SAO TIAC

If stated in the Contract, • Sends Advice of Facilitates Receives the items • Conducts
PDI Team conduct PDI Delivery processing of for TIAC Inspection/Acceptance of he
procedure • Delivers items to Deferred Payment items with OFM, AFP
Place as specified • Submits Inspection and
in the Contract Acceptance Report to DAO,
supervised by DND
DAO, DND

SAO (End-User) SAO OJ4 DAO

Receives the items for Issues the items to Directs concerned SAO Directs OJ4 to facilitate
inventory the End-User’s SAO thru Issuance Directive Issuance Directive to
to issue the items to the End-User
the End-User

Project
Completion DAO OFM DAO AGDB DAO
Report Submits Project Liquidates Submits the ff. documents to OFM, Facilitates Issues Advice of
AFP for liquidation: TIAC Report;
Completion Report payment to Payment to the AGDB
OFM Inspection Report; SAO
to the DND thru Inspection Report; Invoice Receipt Supplier for payment
OJ4
End of Presentation
Thank you!