Republic of the Philippines

Department of Environment and Natural Resources

ECOSYSTEMS RESEARCH AND DEVELOPMENT BUREAU
College, Laguna

CONTRACT AGREEMENT

This agreement dated 05 March 2024 is made and entered into by and between:

ECOSYSTEMS RESEARCH AND DEVELOPMENT BUREAU (ERDB), a

government agency, with principal office at College, Los Banos, Lahuna, and herein
represented by its Director, MARIA LOURDES G. FERRER, CESO III

and

NOKI’S SOFTWARE DEVELOPMENT SERVICES, a private entity duly registered

with the Department of Trade and Industry, with business office at Los Banos, Laguna, and
herein represented by its Manager, NICOLAS G. FLORES.

WITNESSETH, That:

WHEREAS, the ERDB and Noki’s Software Development Services entered into a
contract in October 2023 for the continuous enhancement of Document Management and
Tracking System (DMTS);

WHEREAS, Section 5 of Republic Act No. 11032 or the "Ease of Doing Business and
Efficient Government Service Delivery Act of 2018," mandated all government offices and
agencies that provide services to regularly conduct cost compliance analysis, time and
motion studies, and evaluate and improve their transaction systems and procedures.

WHEREAS, a digitization initiative for the procurement and property and supply
management was considered;

WHEREAS, Noki’s Software Development Services was the same developer who
was responsible for the initial development of the system and consistently contributed to its
improvement;

WHEREAS, due to the exigency of the requirement to develop the electronic

processing of the procurement and property and supply management, the parties executed
this agreement for major additional functionalities of the DMTS to be completed within
______ (__) months (March 16 - ____________) or upon the approval of contract:

A. Procurement Planning
Module Functionalities
1) Preparation of indicative This module will allow users to
PPMP 1) Create indicative PPMP
2) Review of created indicative PPMP (vs Work and Financial Plan
(WFP), mode of procurement, specs, timeline, Unified Accounts
Code Structure (UACS), and allotment class)
3) Approval of indicative PPMP
4) Generate the approved indicative PPMP
Print and export the approved indicative PPMP
2) Generation of indicative This module will allow users to
APP 1) Generate indicative APP

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 2) Common Supplies and Equipment (CSE) available in the PS
3) CSE that is not available in the Procurement Service (PS)
4) Non-CSE
5) Uploading of Bids and Awards Committee (BAC) Resolution
6) With option to create and sign BAC resolution in the system
Status tagging (uploaded or not uploaded)
3) Preparation of Final 1) This module will allow users to
PPMP 2) Create final PPMP
3) Review of created final PPMP (vs WFP, mode of procurement, specs,
timeline, UACS, and allotment class)
4) Approval of final PPMP
Print and export the approved final PPMP
4) Generation of Final APP This module will allow users to
1) Generate final APP
2) CSE available in the PS
3) CSE that are not available in the PS
4) Non-CSE
5) Uploading of BAC Resolution
6) With option to create and sign BAC resolution in the system
7) Status tagging (uploaded or not uploaded)
Print and export approved final APP
5) Preparation of This module will allow users to
Supplemental 1) Create supplemental PPMP
PPMP 2) Review of created supplemental PPMP (vs mode of procurement,
specs, timeline, UACS, and allotment class)
3) Approval of supplemental PPMP
Print and export supplemental PPMP
6) Report generation 1) Generate a report based on the items already purchased and not yet
purchased based on the approved final APP and supplemental APP (a.
PPMP level 2. APP level)
2) Customizable reports
3) List of the remaining budget by UACS account

B. Procurement Implementation

Module
1) Request to add new
items in the Inventory
Master
List
2) Uploading of APPCSE
Master List of inventories
to the system
Functionalities
1) The end users will be able to request to add a new item to the master list
The division chief will be able to review and approve the request to add
2) new item (specs, unit price)
The property unit head will be able to review all additional item requests
3) in the master list
GSPS head will be able to approve/disapprove the request
4) Notify the requesting party of the status of the request
5)
1) The Property Officer will be able to upload the master list of APP CSE to
the system subject to the format required by the system.
2) Procurement head, and budget section will be able to review the list before
endorsing to AFMD Chief
3) AFMD Chief will be able to review and approve the list before the
Property Officer will upload the list in the system
4) Once the master list has been uploaded, the user will be able to view all
the items in the system and select them in creating PPMP

3) Preparation of 1) Create Purchase Requests (PR) based on the approved final

Purchase Request APP/PPMP
(PR) 2) Review created PR
3) The system will identify PR signatories based on the price of an item to
be purchased
4) Add comments to the PR
5) Forward/return document
6) Approve PR

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 7) Generate approved PR
4) Preparation of Canvass 1) Generate Canvass form
form and 2) Provide working paper / interface for PU staff to encode the quotation,
Award of Contract counter offer, and other information on a per item basis
(AOC) 3) Generate AOC and forward it to the concerned division. Award could be
made either by total or by individual item
4) The end users will review/comment on the AOC
5) End users signing of AOC
A BAC member review and comment to the AOC
6) All BAC members sign the AOC
7) AD review and comment
8) Director signs the AOC
9) Uploading of Bids and Awards Committee (BAC) Resolution
With option to create and sign BAC resolution in the system
10) Forward document to GSPS

5) Preparation of 1) List of approved AOC

Purchase Order / Job 2) Generate PO
Contract 3) GSPS review and add initial
4) Assign PO number (system generated)
5) Division Chief review and add initial on the PO
6) PO review and comment from the accounting staff and chief accountant
7) Signature of the chief accountant
8) AD initial
9) Director signature
10) GSPS generate signed PO
11) GSPS encode date of received / conformance by the supplier
12) Upload scanned copy of PO with confirmed received date by the supplier
13) Includes OBR and ORS

6)Inspection and 1) Record delivery attempt

Acceptance of 2) Encode comments to the delivery attempt
delivered 3) Upload scanned copy of IAR with option to do the the IAR in the system
items 4) Record item in the stock card and supplies ledger card
7) Preparation and 1) Disbursement Voucher (DV)
signature of 2) Certificate of acceptance
documents for 3) RIS-DI (for consumable items)
payment of 4) ICS (for semi-expandable) (ICS should be viewable)
supplier 5) PAR (for PPE) (should be viewable)
8) Processing of 1) See attached flow chart for the process
documents for payment 2) Automatic signatory generation based on PR price (DV Amount)
of supplier

9) Generation of reports 1) PR listing and status

2) Delivery date and lapsed contract
3) Analysis of Supplies and Materials for Procurement (Annex A)
4) Inventory of Similar Existing ICT Equipment (Annex C)
5) Procurement Monitoring Report

C. Property and Supply Management System

Module Functionalities

1) Requisition and 1) Requesting personnel creates RIS for items needed based on the available
issuance of supplies stock in the GSPS stock room and based on PPMP
carried in the GSPS 2) AFMD Chief approves RIS
Stock Room 3) GSPS issues the items and signs RIS
4) User receives the items
5) System will be able to update and display Stock Card (SC). (One of the
reports)

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 2) Preparation of 1) GSPS prepares RSMI for all items issued for a given period and forward
RSMI it to the Accounting Section
2) Accounting reviews RSMI and fills up required information. Should use
the data (unit cost) in the SLC.
Should record the issuance in the SLC
(RSMI should be viewable and printable)
3) Accounting prepares JEV to record issuance in the books of account (This
will be a manual process, no need to integrate in the program, maybe the
4) JEV number must be assigned to the RSMI)

5) Issuance of supply in 1) Requesting personnel creates RIS for items needed based on the available
the stock room of stock in the division/center stock room and based on PPMP
division / center 2) Division Chief / Center Head approves RIS
3) Focal issues the items and sign RIS
4) User receives the items
6)Updating and Should be able to update and maintain PPE records with the following
Maintenance of PPE functionalities and reports:
Records 1) Inputs based on the following forms
a. PAR (A-78) (should record accountable officer as well as actual
user)
b. PTR (A-84)
c. Receipt of Returned PPE (A-87)
d. IIRUP (A-82)
e. Adjustments (Miscellaneous)
2) Reports
a. Record of Returned PPE (A-86)
b. PPE Inventory / with Depreciation
c. List of PPE per Division / per Section Unit / per Employee
3) Related forms
a. PLC (A-56)
b. PC (A-76)

8) Updating and Should be able to update and maintain Semi-Expendable Property records
Maintenance of Semi- with the following functionalities and reports:
Expendable Property 1) Input based on the following forms
Records a. Inventory Custodian Slip (A-57) (should record accountable
officer as well as actual user)
b. Inventory Transfer Report (A-72)
c. Receipt of Returned Semi-Expendable Property (RRSEP) (A-74)
d. IIRUP (A-82)
e. Adjustments (Miscellaneous)
2) Reports
a. Report of Semi-Expendable Issued (date range) (A-66)
b. Record of Returned Semi-Expendable Property (A-73)
c. Semi-Expendable Property Inventory (as of a given date) with
following level of details (Per Division / per Section Unit / per
Employee)
3) Related forms
a. Semi-Expendable Property Ledger Card (A-58)
b. Semi-Expendable Property Card (A-60)

6) Reports 1) GSPS Stock Room Supplies Inventory Balance (as of a given date)
2) Supplies Inventory balance per Division Stock Room (as of a given date)
3) Summary of supplies issued (per section / unit / project) (date range)
4) Other customizable reports

NOW, THEREFORE, for and in consideration of the performance and

accomplishment of the project, ERDB shall pay an amount of Six Hundred Thousand Pesos
(Php 600,000.00) to cover the above mentioned major additional functionalities of the DMTS,

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with a six-month warranty period to address any unforeseen issues with the system, subject
to pertinent laws on government accounting and auditing rules and regulations.

After the six-month warranty period, the Bureau, if found necessary, may extend the
technical support service for monthly fee, equivalent to 2.5% of the total project cost, which
amounts to PHP 15,250.00 for a duration of six (6) months to a year. The fee shall cover any
bug fixes needed after the initial warranty period to ensure that the system runs smoothly
without any disruptions.

Should delay or default be due to any cause attributable to Noki’s Software

Development Services, it shall be liable to pay liquidated damages representing one tenth of
one percent of the cost (0.1%) of the unperformed work for every day delay which shall be
deducted from any amounts due to Noki’s Software Development Services by the ERDB.

IN WITNESS WHEREOF, the Parties hereto have set their hand this ____ day of
March 2024 at ERDB, College, Laguna.

ECOSYSTEMS RESEARCH AND NOKI’S SOFTWARE DEVELOPMENT

DEVELOPMENT BUREAU SERVICES

By: By:

MARIA LOURDES G. FERRER, CESO III NICOLAS G. FLORES

Director Manager

Signed in the presence of:

WITNESSES

EMMANUEL M. CUISON JERRY V. DE MESA

Chief, Administrative, Financial and Programmer
Management Division

Certified Funds Available:

LOREVI C. AGANON
Accountant III

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 ACKNOWLEDGEMENT

REPUBLIC OF THE PHILIPPINES)

Los Baños, Laguna ) S.S.

BEFORE ME, a Notary Public for and in the above jurisdiction, personally appeared the
following:

Name Competent Evidence of Date and Place of

Identity Issue
MARIA LOURDES G. FERRER, Passport ID Passport ID No.
CESO III S000801A issued on
June 15, 2017 at
ManilA

NICOLAS G. FLORES

Known to me to be the same persons who executed the foregoing instrument and
acknowledged to me that the same is their own free will and voluntary act and deed.

This instrument consists of six (6) pages including this page wherein this Acknowledgment is
written, and is signed by the parties and their instrumental witnesses on each and every
page hereof.

WITNESS MY HAND AND SEAL, this _____ day of ________ 2024 at ___________,
Philippines.

Doc. No. _______:

Page No. _______:
Book No. _______:
Series of 2024.

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