EFFICIENT PROCUREMENT MEASURES,

SIMPLIFIED POSTING AND ELECTRONIC

SUBMISSION OF PROCUREMENT
REPORTS, PROCUREMENT UPDATES,
POLICIES AND INNOVATIONS
MODULE OBJECTIVES
By the end of this module, participants should be able to:

1. Acquired knowledge on efficient procurement measures

amidst calamity and community quarantine through GPPB
Resolution 09-2020;

2. Apprised on the Simplified Posting and Submission of

Procurement Reports; and

3. Updated on the latest Policies and Innovations on

Government Procurement Reform Act.
 Efficient Procurement Measures During a State of Calamity or
I Implementation of Community Quarantine

Simplified Posting and Electronic Submission of Procurement

II Reports

III Procurement Updates, Policies and Innovations

IV Accountability and Transparency in Government Procurement

V Shift to Digital Platforms

Procurement Organization

3
 EFFICIENT PROCUREMENT
MEASURES DURING A STATE
OF CALAMITY
OR IMPLEMENTATION OF
COMMUNITY QUARANTINE
Legal Reference

GPPB Resolution No. 09-2020

Dated 7 May 2020 and took effect on 15 May 2020

To provide guidance and procedures for

the efficient conduct of all procurement
activities, regardless of procurement modality,
during a nationally or locally declared State
of Calamity where movement of people and
mass public and private transport are
limited
GPPB Resolution No. 09-2020

Assessment and Review of 2020 Procurement Projects

Assess and review all planned and ongoing

procurement for the fiscal year 2020 and identify
which shall be discontinued or terminated

Review the existing project requirements for

procurement projects that will be pursued to ensure
that the same cover only what PE
needs and can actually implement within the year
GPPB Resolution No. 09-2020
Maximizing Existing Government Procurement Rules

Use of videoconferencing, webcasting

Use of digital signatures in
and similar technology in the conduct of
procurement related documents
BAC meetings
GPPB Resolution No. 09-2020

Submission of Procurement Documents

Through E-mail/Facsimile

Submission of procurement related documents, except for

the submission and receipt of bids, through electronic
mail or facsimile shall be allowed, subject to the submission
of the printed copies as soon as practicable, as determined
by the BAC

Use of other forms of digital or electronic signature in all

procurement related documents shall likewise be allowed
GPPB Resolution No. 09-2020

Electronic Submission and Receipt of Bids

1. Through Any Electronic Means Available

Online or electronic submission and receipt of bids for procurement
modalities where a two-envelope procedure or sealed price quotation is
required shall be allowed.

2. Through the GPPB Online Portal

Electronic Submission And Receipt Of Bids

SUBMISSION THROUGH ANY ELECTRONIC MEANS AVAILABLE

PASSWORD-
Archive PROTECTED
Format & Password
Protection
BIDDING
Compression DOCUMENTS
Capable of
Passwords shall be disclosed by the generating an audit
Bidders only during the actual bid opening trail of transactions
to ensure the
Upon receipt of the first and second envelopes, PEs shall generate a Bid security, integrity and
receipt page for the official time of submission which can be saved or authenticity of bid
printed by the bidder submissions
Electronic Submission and Receipt of Bids

Through the GPPB Online Portal (https://gppbgovph.com/)

The GPPB Online Portal established under Item 9.0 of the GPPB Circular
No. 01-2020 shall be further developed to allow for the online submission
and receipt of bids
Certification On Electronic Submission
And Receipt Of Bids
GPPB RESOLUTION NO. 12-2020

Certification, using GPPB-prescribed format, must:

❑ Be issued by the highest official managing the Information

Technology system of the agency

❑ Describe the electronic system or procedure to be used by

the PE for the electronic submission and receipt of bids, and
compliant with the requirements under GPPB Resolution No.
09-2020

❑ Submitted to the GPPB-TSO through

ITcertification@gppb.gov.ph
Online/Electronic Bid Submission
Procedure and Additional Guidelines

The Invitation to Bid, including the Bidding Documents shall clearly state
1 whether the PE shall allow the submission and receipt of bids through
electronic means;

2 3
Bidders shall submit their Bids through Upon receipt of the first and second
any of the abovementioned online or envelopes, PEs shall generate a Bid
electronic facilities at any time before receipt page for the official time of
the closing date and time specified in submission which can be saved or
the Bidding Documents; printed by the bidder; and
Online/Electronic Bid Submission
Procedure and Additional Guidelines

4 As with manual submission, Bidders may modify or withdraw their Bid

at any time before the deadline for the submission and receipt of
bids. Where a bidder modifies its Bid, it shall not be allowed to retrieve its
original Bid and shall only be allowed to submit another.

For electronic bid submission, Bidders shall send another Bid equally
secured, properly identified, and labelled as a “modification” of the
one previously submitted. The time indicated in the latest Bid receipt
page generated shall be the official time of submission.
Modification of
Bids
Alternative Documentary Requirements

Only applicable during a

State of Calamity, or
implementation of
community quarantine
or similar restrictions

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and
distribution without the author’s approval is prohibited.
Performance Securing Declaration

Similar to the PSD used in Framework

Agreement, such declaration shall
state, among others, that the winning
bidder shall be blacklisted from
being qualified to participate in any
government procurement activity
for one (1) year, in case of first
offense or two (2) years, if with
prior similar offense, in the event it
violates any of the conditions stated in
the contract.
ALTERNATIVE
Suspension and DOCUMENTARY
Termination of Procurement
REQUIREMENTS
Activities

000

Suspension of the conduct Tolling of the periods for Cancellation/ Termination

of procurement activities the Procurement Projects of Procurement Activities
During a declaration of a State of Calamity, or implementation of
community quarantine or similar restrictions

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and
distribution without the author’s approval is prohibited.
Tolling of Procurement Periods

Example: Period is tolled/ Remaining

suspended 74 days

May 12 May 28 May 29 Jun 29 Jun 30 Aug 10 Sep 12

16 days
Maximum
Bid Opening Notice of Notice of period if
Suspension Resumption tolling is not
applied
Ongoing Post-
Maximum period to
Qualification
complete the 3-
month procurement
process
 SIMPLIFIED POSTING
AND ELECTRONIC SUBMISSION
OF PROCUREMENT REPORTS
Posting of Procurement Reports

GPPB Resolution No. 11-2020 and GPPB Circular No. 02-2020

Dated 20 May 2020 and took effect on 27 May 2020

Posting of APPs and PMRs duly approved by

the HoPE in the designated section of PE's
website or in the absence of such, at any
conspicuous place reserved for the purpose
within the premises of the PE

The GPPB shall no longer post said

procurement reports on its website
Electronic Submission of Procurement Reports

All PEs shall likewise submit to the GPPB their respective APPs, PMRs
and APCPI Results, duly approved by the HoPE, or his/her duly
designated second ranking official, through electronic mail in the
following formats:

1. Microsoft Excel file; and

2. Portable Document Format (PDF) file

Printed copies shall no longer be accepted by

GPPB.
Electronic Submission of Procurement Reports

Submission of the approved APPs, PMRs and APCPI Results shall be through
the electronic mail addresses below:

Report​ E-Mail Address​

APP ​ app@gppb.gov.ph ​
PMR​ pmr@gppb.gov.ph ​
APCPI​ apcpi@gppb.gov.ph ​

In case of discrepancy in the submitted copies, the data provided in the PDF File
shall prevail.
Electronic Submission of Procurement Reports
Procurement reports shall comply with the GPPB prescribed forms posted
and downloadable from these links:

Report​ Downloadable Link​

https://www.gppb.gov.ph/downloadables/forms/​
APP ​ NEW%20APP%20Format%20(EPA)rev.xlsx ​

https://www.gppb.gov.ph/downloadables/forms/​
PMR​ PMR%20Format%20(EPA)_final.xlsx​

https://www.gppb.gov.ph/downloadables/forms/​
APCPI​ PMR%20Format%20(EPA)_final.xlsx​
Submission of APP and PMR Posting Certification
GPPB Circular No. 02-2020
Prescribed form of the Posting Certification

Together with the APP and

PMR electronic submission,
the Head of the BAC
Secretariat shall likewise
submit a certification to the
GPPB stating that the PE
has complied with the
posting requirement using
the prescribed form
Electronic Submission of Procurement Reports

Reminder on APP Electronic Submission

The APP shall be approved based on the approved budget of the agency.

Submission of Indicative APPs are not considered as compliance. The GPPB-

TSO shall not accept any submission of the Indicative APP as the same is
required only to be posted in the Transparency Seal of the PE’s website.
Electronic Submission of Procurement Reports

A complete APCPI submission shall include the following

accomplished forms

1 Self-Assessment Form;

2 Consolidated Procurement Monitoring Report;

3 APCPI Questionnaire; and

4 Action Plan
Deadline for Submission
Report​ Frequency ​ Deadline for Submission​
31 January of the ​
First Submission​
current FY​
APP ​ Changes within​
July of the current FY​
(current FY)​ the 1st Semester​
Changes
Click to addwithin​
text January of the ​
the 2nd Semester​ succeeding FY​
1st Semester​ 14 July of the current FY​
PMR ​
(current FY)​ 14 January of the​
2nd Semester​
succeeding FY​
APCPI Results​
Annual​ 31 March of the succeeding FY​
(preceding FY)​
EXTENDED DEADLINE OF SUBMISSION OF PROCUREMENT
REPORTS (GPPB Resolution No. 01-2022)

Recommended Extended
Report Original Deadline
Deadline

FY 2021, 2nd Semester PMR 14 January 2022 31 March 2022

FY 2021 APP for changes within

31 January 2022 31 March 2022
the 2nd Semester

FY 2022 APP 31 January 2022 31 March 2022

FY 2021 APCPI Results 31 March 2022 30 June 2022

Electronic Submission of Procurement Reports

GPPB-TSO Auto-Acknowledgment

Receipt of an auto-generated acknowledgment from the

GPPB-TSO upon submission of the certifications
and reports
Electronic Submission of Procurement Reports

GPPB-TSO Auto-Acknowledgment

In case of non-receipt of the auto-acknowledgment within one (1) hour after

submission, the PE shall:

1. Re-submit the certification and reports to the same electronic mail

address.

2. If no acknowledgment is still received, the PE shall call the following

GPPB-TSO Divisions at (02) 7900-6741 to 44 to confirm whether the
submission was received, and if so, request for the acknowledgment of
receipt of the submitted certification:
• For Certification of Electronic Bid Submission and Receipt –
Information Management Division
• For Procurement Reports – Performance Monitoring Division
Electronic Submission of Procurement Reports

Compliance with PBB Requirements

PEs shall be responsible for ensuring the

correctness, completeness and timeliness of their
submissions to be determined compliant and eligible for the
grant of PBB

The receipt of auto-generated acknowledgment serves only as the

PE’s proof of submission and does not guarantee compliance in
terms of correctness, completeness at timeliness of the report
submitted

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and
distribution without the author’s approval is prohibited.
Electronic Submission of Procurement Reports

List of Complying Agencies

The GPPB-TSO shall post a list

of complying PEs, or those which
have submitted their APPs, PMRs and
APCPI Results, on the GPPB website.
 PROCUREMENT
UPDATES, POLICIES AND
INNOVATIONS
GPPB RESOLUTION NO. 06-2021 AND GPPB
CIRCULAR 02-2021

1 NP-EC as the procurement modality to be reflected in the Annual Procurement Plan

(APP)

2 Procurement may commence without an approved APP subject to validation of funds

for the purpose and submission of the approved APP prior to payment

3 Documentary requirements under NP-EC shall not apply for COVID-19 vaccine
procurement as this will be determined by the DOH and NTF in their negotiations

4 Advance Payment may be made up to full cost of the contract price if the same is
required by the supplier, manufacturer, distributor or service provider.
SIMPLIFIED BIDDING DOCUMENTS & THE PBD BUILDER

GPPB RESOLUTION NO. 15-2020 GPPB CIRCULAR 04-2020

❑ Guidelines on the Preparation of the
❑ Approved the use of the simplified PBDs Simplified PBDs for Goods and
for Goods and Infrastructure Projects for Infrastructure Projects and Submission of
the preparation of bidding documents Required Forms (dated 16 September 2020
but took effect 6 October 2020)
❑ Approved the use of the PBD Builder in the
GPPB Online Portal for the online
preparation of PBDs for Goods and
Infrastructure Projects

PBD Builder Link

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and
distribution without the author’s approval is prohibited.
GPPB ONLINE BLACKLISTING
ALTERNATIVE DOCUMENTARYPORTAL
REQUIREMENTS
(https://www.gppb.gov.ph/OnlineBlacklistingPortal)

GPPB Resolution No. 14-2020

OBP Features:
Requires the use of the Online
1 Posting of Blacklisting 2 Updating of Status of a
Blacklisting Portal for posting and Orders Blacklisted Entity
updating of status of the Blacklisted
Entities in the Consolidated 3 Automatic updating of the 4 Automatic notification to
Blacklisting Report Consolidated Blacklisting the PE, GPPB-TSO and
Report PhilGEPS
GPPB ONLINE BLACKLISTING PORTAL

Number of Procuring Entities Registered

PE Registered Overall 2020 2021
Total Number of
Registration (PEs) 144 118 26
Source: GPPB and GPPB-TSO Mid-Year
Accomplishment Report (24 June 2021)
ALTERNATIVE
REVISION AND DOCUMENTARY
AUTOMATION OF
REQUIREMENTS
FORMS

Development of Web/Online Application for the Automation of the

Forms for the Annual Procurement Plan, Procurement Monitoring
Reports and Agency Procurement Compliance and Performance
Indicator Results

Eliminate inefficiencies and errors

Readily available information

Convenient and user friendly

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and
distribution without the author’s approval is prohibited.
 ACCOUNTABILITY AND
TRANSPARENCY IN
GOVERNMENT PROCUREMENT
TRANSPARENCY, ACCOUNTABILITY AND GOOD
ALTERNATIVE DOCUMENTARY REQUIREMENTS
GOVERNANCE IN THE PROCUREMENT PROCESS
GPPB Resolution No. 04-2021 and GPPB Circular 01-2021 4 March 2021

❏ Provides a user-friendly checklist that guides PEs on posting requirements under R.A No
9184, its associated issuances, and recently as required under AO No. 34, series of 2020.​
❏ Newspaper publication of post-award information of contracts with an approved budget
of P50 million and above, as mandated by AO No. 34, s. 2020.​
❏ Reiterates the mandatory use by all PEs of the Online Blacklisting Portal and further
mandates agencies under the Executive Department to post the Consolidated Blacklisting
Report on their websites and social media platforms.​

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and
distribution without the author’s approval is prohibited.
ONLINE ACCESS TO OBSERVERS

Online monitoring for

1 observers using the mPhilGEPS

PEs to provide online access to

2 observers for monitoring all stages of
procurement using the mPhilGEPS

3 PEs to inform the GPPB-TSO via

email (observers@gppb.gov.ph) if
online access cannot be provided

GPPB Circular No. 01-2021

ALTERNATIVE
GPPB PROCUREMENT
DOCUMENTARY
DASHBOARD
REQUIREMENTS

The Procurement Dashboard was launched in

February 2020 providing information derived &
available from the Procurement Reports
PROCUREMENT DIAGNOSTICS REQUIREMENTS
ALTERNATIVE DOCUMENTARY
Interim Review of Procurement Performance
Review on the procurement performance of PEs based on
its 1st Semester PMR, which shall:
❑ Gather information on the actual conduct of
procurement;
❑ Assist the PEs by providing diagnostic feedback on
the conduct of its actual procurement; and
❑ Generate report for possible policy research.
INDICATORS
Readiness of the Procurement Projects

Efficiency in Procurement

Early Procurement Activity