What is a procurement process?

The procurement process refers to the series of steps that organizations follow to acquire goods and services. It typically begins with identifying needs and ends with the delivery of the product or service. The process includes planning, sourcing, and negotiating contracts, as well as managing supplier relationships. Effective procurement is crucial for ensuring that organizations obtain the best value for their investments while maintaining compliance with relevant regulations and policies. In times of emergencies, such as natural disasters, procurement processes may be adapted to address challenges like limited movement and participation restrictions, ensuring that essential goods and services can still be acquired efficiently.

How to improve procurement efficiency?

Improving procurement efficiency involves streamlining processes, leveraging technology, and enhancing communication among stakeholders. Organizations can adopt electronic submission methods for procurement reports, which simplifies the reporting process and reduces paperwork. Utilizing digital tools such as video conferencing can facilitate meetings and negotiations, especially during emergencies when in-person gatherings may not be feasible. Additionally, implementing clear guidelines and alternative documentary requirements can help expedite procurement activities. Training staff on best practices and ensuring compliance with updated policies can further enhance efficiency, allowing organizations to respond swiftly to changing circumstances while maintaining accountability.

What are procurement policies?

Procurement policies are formal guidelines that govern how an organization acquires goods and services. These policies outline the procedures for sourcing, selecting suppliers, and managing contracts, ensuring that procurement activities are conducted fairly, transparently, and in compliance with legal requirements. They may also address specific situations, such as procurement during states of calamity, where flexibility and rapid response are essential. By establishing clear procurement policies, organizations can mitigate risks, promote ethical practices, and achieve better value for money, ultimately supporting their operational goals and objectives.

What is electronic procurement?

Electronic procurement, often referred to as e-procurement, is the use of digital tools and platforms to facilitate the procurement process. This includes online bidding, electronic submission of proposals, and digital communication between buyers and suppliers. E-procurement enhances efficiency by reducing paperwork, speeding up the procurement cycle, and improving transparency. It allows for real-time tracking of procurement activities and easier access to information for all stakeholders. During emergencies, e-procurement can be particularly beneficial, as it enables organizations to continue their procurement activities while adhering to health and safety guidelines, ensuring that essential goods and services are acquired without unnecessary delays.

What is a procurement report?

A procurement report is a document that provides detailed information about the procurement activities of an organization over a specific period. It typically includes data on purchases made, suppliers engaged, contract values, and compliance with procurement policies. These reports are essential for monitoring procurement performance, ensuring accountability, and identifying areas for improvement. In the context of emergencies, procurement reports may also highlight challenges faced and adjustments made to procurement strategies. Submitting these reports in a timely manner is crucial for maintaining transparency and facilitating informed decision-making within the organization and among stakeholders.

Batch 10 Day 1 part 2 - Government Procurment 101; Efficient Procurement Measures

Name: Batch 10 Day 1 part 2 - Government Procurment 101; Efficient Procurement Measures
Uploaded: 2025-02-10T07:07:56.366Z
Description: The session emphasized streamlined procurement processes during calamities, highlighting the role of technology and the necessity for local government units to assess and adjust their procurement activities accordingly. Key guidelines, including electronic submissions and alternative documentary requirements under GPP resolutions, aim to enhance efficiency and compliance during emergencies.

GovernmentProcurementPH・3 minutes read

The session emphasized streamlined procurement processes during calamities, highlighting the role of technology and the necessity for local government units to assess and adjust their procurement activities accordingly. Key guidelines, including electronic submissions and alternative documentary requirements under GPP resolutions, aim to enhance efficiency and compliance during emergencies.

Insights

The session highlighted the importance of adapting procurement processes during emergencies, as outlined in GPP Resolution No. 9, 2020, which allows local government units to assess and adjust their procurement activities based on the situation, including the option to discontinue or suspend projects as necessary, while promoting the use of technology for electronic submissions to ensure safety and efficiency.
Mr. Reynaldo Arvilon emphasized the role of the GPP online portal in facilitating electronic bidding and submission of procurement reports, allowing for streamlined processes and compliance with updated requirements, such as the acceptance of expired permits during calamities, ensuring that procurement activities can continue effectively despite disruptions.

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Recent questions

What is a procurement process?
The procurement process refers to the series of steps that organizations follow to acquire goods and services. It typically begins with identifying needs and ends with the delivery of the product or service. The process includes planning, sourcing, and negotiating contracts, as well as managing supplier relationships. Effective procurement is crucial for ensuring that organizations obtain the best value for their investments while maintaining compliance with relevant regulations and policies. In times of emergencies, such as natural disasters, procurement processes may be adapted to address challenges like limited movement and participation restrictions, ensuring that essential goods and services can still be acquired efficiently.
How to improve procurement efficiency?
Improving procurement efficiency involves streamlining processes, leveraging technology, and enhancing communication among stakeholders. Organizations can adopt electronic submission methods for procurement reports, which simplifies the reporting process and reduces paperwork. Utilizing digital tools such as video conferencing can facilitate meetings and negotiations, especially during emergencies when in-person gatherings may not be feasible. Additionally, implementing clear guidelines and alternative documentary requirements can help expedite procurement activities. Training staff on best practices and ensuring compliance with updated policies can further enhance efficiency, allowing organizations to respond swiftly to changing circumstances while maintaining accountability.
What are procurement policies?
Procurement policies are formal guidelines that govern how an organization acquires goods and services. These policies outline the procedures for sourcing, selecting suppliers, and managing contracts, ensuring that procurement activities are conducted fairly, transparently, and in compliance with legal requirements. They may also address specific situations, such as procurement during states of calamity, where flexibility and rapid response are essential. By establishing clear procurement policies, organizations can mitigate risks, promote ethical practices, and achieve better value for money, ultimately supporting their operational goals and objectives.
What is electronic procurement?
Electronic procurement, often referred to as e-procurement, is the use of digital tools and platforms to facilitate the procurement process. This includes online bidding, electronic submission of proposals, and digital communication between buyers and suppliers. E-procurement enhances efficiency by reducing paperwork, speeding up the procurement cycle, and improving transparency. It allows for real-time tracking of procurement activities and easier access to information for all stakeholders. During emergencies, e-procurement can be particularly beneficial, as it enables organizations to continue their procurement activities while adhering to health and safety guidelines, ensuring that essential goods and services are acquired without unnecessary delays.
What is a procurement report?
A procurement report is a document that provides detailed information about the procurement activities of an organization over a specific period. It typically includes data on purchases made, suppliers engaged, contract values, and compliance with procurement policies. These reports are essential for monitoring procurement performance, ensuring accountability, and identifying areas for improvement. In the context of emergencies, procurement reports may also highlight challenges faced and adjustments made to procurement strategies. Submitting these reports in a timely manner is crucial for maintaining transparency and facilitating informed decision-making within the organization and among stakeholders.

Summary

00:00

Efficient Procurement Strategies During Calamities

The session focuses on efficient procurement measures during calamities, emphasizing simplified posting and electronic submission of procurement reports, and updates on policies and innovations.
GPP Resolution No. 9, 2020, provides guidance for procurement activities during a state of calamity, addressing issues like limited movement and participation restrictions.
Local government units (LGUs) must assess procurement projects during calamities, deciding to discontinue, continue, or suspend activities based on their assessments.
Discontinuation of procurement activities is allowed if deemed unnecessary, while suspension permits continuation after the lifting of calamity declarations without counting the suspension period.
Technology use is encouraged, including video conferencing and digital signatures, to facilitate procurement processes while ensuring health safety during emergencies.
Bidders can submit proposals electronically, with password protection for documents, and must provide printed copies as soon as practicable.
The GPP online portal allows bidders to register and submit bids electronically, generating a bid receipt page for confirmation of submission.
A one-time certification from the procuring entity's highest official is required for electronic submission compliance, which can be reused for future procurement activities.
GPP Resolution No. 12, 2020, allows alternative documentary requirements during calamities, including accepting expired permits with official receipts for renewal.
The efficiency measures under GPP Resolution No. 9, 2020, apply to all procurement methods, including competitive bidding and alternative methods, ensuring flexibility during emergencies.

26:40

GPPB Submission Guidelines and Requirements Explained

Submit asset procurement reports to the GPPB via email; printed copies are no longer accepted. Use Excel and PDF formats for submissions, with two copies required for each report.
Email addresses for submissions: app@gppb.com for ATPs and PMRs, dmr@gpp.gov.ph for procurement monitoring reports, and acpcapcpi@gppb.com for APCPI submissions.
Ensure consistency in submitted documents; discrepancies will be resolved in favor of the PDF format. Auto-acknowledgment will be sent upon submission to confirm receipt.
Submit procurement monitoring reports by July 14 for the first semester and January 14 for the second semester. APCPA results are due on the last day of the succeeding month.
The GPPB requires a posting certification document to accompany email submissions, confirming that reports have been posted on the agency's website or conspicuous place.
Use the GPPB website to download templates for reports and forms necessary for compliance with GPP Resolution Circular No. 2, series of 2020.
The online blacklisting portal is mandatory for all procuring entities to post updated statuses of blacklisted entities, with 144 entities registered as of 2021.
Advanced payments for contracts may be made up to the full cost if required by suppliers, with guidelines provided in GPP Resolution 15-2020.
The head of the procuring entity designates the BAC chairman and vice chairman, ensuring they occupy a third-ranking permanent position within the organization.
The BAC can create alternative members to fill in for principal members when unavailable, ensuring that total compensation does not exceed 25% of their basic monthly salary.

54:46

Philippine Government Procurement Webinar Details

Participants can ask questions post-webinar at sleedo.com using event code #governmentprocurementph; resource speaker Mr. Reynaldo Arvilon led discussions on Philippine government procurement law and accountability measures.
Attendees must register on the GPP BTSO online training management system with the emailed control number and complete the daily attendance sheet via Google Forms; tomorrow's session starts at 8 AM, log in 10 minutes early.