School-Based Feeding 2017 Ado

PLANNING a
PROCUREMENT
for the
SCHOOL-BASED FEEDING
PROGRAM
( ) SY 2015-2016
at School Level
Adonis R. Barraquias
Chief Administrative Officer
Technical Support Division,
DepED PS
Planning a Procurement for
the SBFP
Pre-Requisites at School Level
1. Designation in writing of the SBFP
Core Group by the School Head based
on the Operational Guidelines of the
SBFP
2. Designation in writing of a School
Bids and Awards Committee (BAC) by
the School Head
3. Designation in writing of a School
Inspection Team by the School Head*
4. Designation in writing of School
Heads representative authorized to
the SBFP
WHAT IS PROCUREMENT PLANNING AT
SCHOOL LEVEL?
A process that starts with identifying

projects of the school which need
procurement of goods or services from
suppliers or service providers.
Two (2) sources from which to identify
projects with
procurement needs:
1. School Work & Financial Plan (WFP);
or
School Improvement Plan
Planning a Procurement for the
SBFP
PROCUREMENT PLANNING SHOULD CONSIDER
THE FF:
Whole-sale or one-time
1. Bulk buying and
purchase [good for 120
pricing days] toinreduce cost
Schools a district
issuing RFQs
2. Group buying at the same time in same
Schedule
markets deliveries as
3. Just in time needed to prevent
delivery spoilage and storage
issue
Storage requirements of
4. Storage time and
perishable and non-
space prerishable goods; size
5. Reduce Communication,
transportation,
Administrative electricity, storage,
Cost and Time
WHAT IS PROCUREMENT PLANNING AT
SCHOOL LEVEL?
It involves knowing:
SBFP Cycle menu:
1. What to procure
substitutes?
Cycle menu and List of
2. How much to
children: quantity and
procure
budget?
Small Value Procurement,
3. How to procure Public
Bidding, or other methods
[P500,000?]
procurement schedules,
4. When to procure date(s) of the feeding? (one-
time procurement)
location of suppliers, stable
the SBFP
DURATION OF THE FEEDING

120 Feeding Days:
24 weeks
5 days a week
24 x 5 = 120 days
DepED PS
the SBFP
PROCUREMENT IS PACKAGED IN 3 LOTS

LOT 1: Vegetables and other Food
Items
LOT 2: Grocery Items
LOT 3: Fish, Meat and Poultry
OTHER TYPE OF PACKAGING:
COOKED MEALS compliant with Deped
Recipe(s)
or Cycle Menu(s), with due consideration
the SBFP
STEPS IN PLANNING FOR PROCUREMENT
1. Plan your menu for the 120 feeding
days
Choose from Deped cycle menu(s)
which food will be served to the
targeted children based on the
suggested recipes
Give special consideration to the
following:
o availability and sustainability of the
supply in the area
o Reasonability of the prices
the SBFP
1.1. Prepare the Cycle Menu(s)
1. The SBFP Core Group and the School

Head should choose cycle menu(s) from
the standard cycle menu(s) issued by
the DepED HNC.
2. Each cycle menu contains 5 recipes @1
recipe per day.
3. Prepare cycle menu(s) good for 120
feeding days.
4. A guide on how to prepare the cycles
menu(s) is provided in next slides.
xxxxxx
x
Cycle
Menu
47 children?
Quantity of Carrots:
390g. 25 = Qty/child
x 47 = Qty. @4 means to be
served
4 times within
the 120 days
1 cycle-menu, if to be used 4
times,
will cover 20 days. Therefore,
you need to prepare 5 more
weekly cycle-menu to cover 100
days.
Day 1 2 3 4 5
Ukoy Malu Malu
RECIPES Veggi Gree Week 1
Makalhi lollipo pinakb
No. of servings=25 e Mix n Log Cycle Menu
p p et
At the bottom of
each cycle-menu
Each Cycle Menu
the SBFP members Each Cycle Menu
shall be approved
or the school shall be approved
and signed by the
feeding teacher by the School Head
School Head
shall signed the
Cycle Menu
Signatur
signature
se is
are
optional
optional
Prepared by: SBFP Core Group Approved by:
_____________ ______________ ______________
________________
Cycle
Menu
the SBFP
1.2. Prepare the Schedule of Deliveries
The Schedule of should contain the ff:
1. All market items and their quantities
necessary to cook each recipe contained
in all the cycle menu(s).
2. Indicative dates when to serve each cycle
menu. Based on these indicative dates,
the SBFP Core Group shall prepare the
schedule of deliveries of the market
items and their quantities on a per day,
per week basis or whenever appropriate.
3. The schedule of deliveries shall be
SCHEDULE OF DELIVERY
xxxx
CM CM CM CM CM CM
W1 W2 W3 W4 W5 W6 TOT
47 AL
1 ?
SBFP
Durati
on
195
780 x 731 x 292 x 97 x 390 x
x
4wks 4wks 4wks 4wks 4wks
4wks
= = = = =
=
3,120 2,924 1,168 388 1,560
780
g g g g g 9,94
g 0
Botto
m x
Indicative Schedule of Delivery
1 Eggplant 148 197 1,380

1 Gabi 467 1,868
1
Gabi At the bottom of 590 2,360
Leaves,Whole
1 Garlic each Schedule
159 1,221of 246 487 41 8,618
Requirement the Each Schedule of
SBFP members or Requirement shall
the school feeding be approved and
teacher shall signed by the
signed the School Head
Schedule of
Requirements
signature
s are
optional
_____________ ______________ ______________
________________
Feeding Teacher Parent Parent
Another example
Schedule of Delivery
Lot 3
3 SBFP
Durati
on
the SBFP
REMINDER:
SBFP CORE GROUP SHALL PREPARE
SCHEDULE OF DELIVERIES FOR ALL 3
LOTS

Items
SCHEDULE OF DELIVERY FOR COOKED
MEALS:
i.e., recipe(s) on a PER DAY BASIS
Planning a Procurement for the
SBFP
1.3. Prepare the RFQ/Market Form Working Paper
The RFQ/Market Form Working Paper should
contain the ff:
1. Total quantities of all market items for the
120 feeding days, e.g., in grams, kilos., pcs.,
ounces., dozens, liters, etc.
[for cooked meals, grams per serving/recipe
and total wt.]
2. Budget per unit of all market items based on
market price; [for cooked meals, budget per
serving per recipe]
3. Total budget per market item; [for cooked
meals,
SCHOOL BASED FEEDING PROGRAM SBFP Core
Group shall
fill-out the
Grand Total of Unit Cost and
c= b (f)=c x
6 given Cycle the ABC
Menu per 25 dxe
week.
(Approved
Refer to Budget for
Schedule Contract)
Deliveries
3023.0 3.02
47 4 3
10415. 10.4
47 20 2
15032. 15.0
47 48 3
80471. 80.4
47 52 7
1767.2
47 0
1.77
0.66
47 661.76
2
11137. 11.1
47 12 4
18687. 18.6
47 20 9
28395. 28.4
47 52 0
40525. 40.5
47 28 3
10528. 10.5
47 00 3
2594.4
47 2.59
0
3511.8
47 4
5.51
4436.8
47 0
4.44
16198. 16.2
47 08 0
At the bottom of
each RFQ/Market
Form the SBFP
members or the
Each Market
school feeding
Form shall be
teacher shall
approved by the
signed the
School Head
RFQ/Market Form
signature Indicate Total
s are ABC
optional PhP
Total ABC
_____________ ______________ ______________
________________
Feeding Teacher Parent Parent
the SBFP
REMINDER:
SBFP CORE GROUP SHALL PREPARE
RFQ/MARKET FORM WORKING PAPER FOR
ALL 3 LOTS
Items
or FOR COOKED MEALS:
RFQ/MARKET FORM WORKING PAPER
indicating
the SBFP
2. Prepare the Project Procurement
Management Plan
(PPMP) required in Sec. 7.3.2. of
the IRR of RA. 9184
What are the contents of a PPMP?
2.1. Type of contract , e.g. supply
and delivery
2.2. The scope, size and packaging
of contract, e.g., delivery to
school, per school, and 3 lots
2.3. Procurement method, e.g.
the SBFP
Reminders in developing the PPMP:
1. The PPMP should contain all
procurement activities planned for
the year.
Updating of the individual PPMPs and
the consolidated APP for each procuring
entity shall be undertaken every six (6)
months or as often as may be
required by the Head of the Procuring
Entity. (Sec. 7.4 IRR RA 9184)
2. Only projects considered crucial to the
the SBFP
Reminders in developing the PPMP:
3. Scheduling of procurement
activities should be done in such a
manner that the BAC and other offices
involved in the procurement process are
able to efficiently manage the conduct
of the procurement transactions.
the SBFP
Reminders in developing the
PPMP:
4. The principle of economy dictates that
similar items required during the same
period and in the same geographical
location, be lumped into one
procurement package to obtain the
best price and to optimize the utilization
of scarce resources
DepED PS
the SBFP
Reminders in developing the PPMP for
SBFP:
5. All procurement should be through
public bidding as required in Sec. 2 of
the IRR of RA 9184. However, the law
recognizes that certain conditions
require the use of Alternative Methods of
Procurement (AMP), e.g., the
1. Small Value Procurement;
2. Shopping;
3. Agency to Agency Procuement; or the
the SBFP
Reminders in developing the PPMP for
SBFP:
6. Procurement plans should be within the
approved budget of the Procuring
Entity
[Name of Deped Division]
[Insert name of school and address]
PROJECT PROCUREMENT MANAGEMENT PLAN (PPMP) SY [Insert Year]
Date: [Insert date]
End-User Unit: [Insert name of school] SBFP Core Group
Schedule/Milestone of Activities
Qty./No. Estimated Mode of
General Insert Insert Insert Insert Insert Insert
Code of Bene- Budget Procure-
Description estimated estimated estimated estimated estimated estimated
ficiaries (PhP) ment
date date date date date date
Reminder:
Supply and Delivery of
Please download the
Food Commodities to
School for the School
[Insert
no. of
latest
of
PPMP
and
form
Posting Opening Signing Signing Start of
and feeding
Completio
n
Based Feeding
Program (SBFP)
from the gppb.gov.ph
of
Bene-
Request
for
Quotations
by the
approval
of
acceptanc
e
of
school-
of
feeding
Lot 1 ficiaries] 20,000.00 Quotations BAC Purchase of children of
Vegetables and (RFQ) Order Purchase school-
other food at (PO) Order children
Items; PhilGEPS by (PO)
and other Principal by
Lot 2 50,000.00
places Supplier
Grocery Items;
Lot 3 250,000.00
Fish, Meat, and
Poultry.
TOTAL 320,000.00
Note: RFQ/Market Form Working Papers and Cycle Menu(s) being proposed shall be submitted as part of the PPMP
Prepared by: Submitted by:
[Sign over printed name] [Sign over printed name]
School Feeding Teacher Unit Head/Supervisor
the SBFP
3. Prepare the Annual Procurement
Plan (APP) required under Sec. 7.2.
of the IRR of RA 9184
The APP is a consolidation of all PPMPs
of the End-Users for a year. It embodies
the total yearly procurement plan of the
procuring entity such as a school or
division office, etc.
No government
The procurement
APP shall bear the approval shall
of be
the
it is inof
accordance
undertaken
Head the unless withEntity
Procuring the (HOPE) or
approved APP
2nd in rank authorized official
APP FORM-GPPB
(Name of Agency) Annual Procurement Plan for FY ______
Schedule of Each Procurement Activity
Code Procurement Program/Project PMO/ End Mode of Submission
Ads/Post Notice of Contract/PO
(PAP) User Procurement / Opening of
IB/REI Award Signing
Bids
Supply and Delivery of Food
Commodities to School for the Example:
School Based Feeding Program [Insert Shopping For 3 days
(SBFP) name of
school] Indicate date Indicate Immediately: Immediately:
of 1 st day of date Indicate date Indicate date
posting
Lot 1
Vegetables and other food
Items;
Lot 2
Grocery Items;
Lot 3
Fish, Meat, and Poultry.
Prepared by:
[Sign over printed name] [Sign over printed name] [Sign over printed name]
BAC Secretariat BAC Member
[Sign over printed name]

BAC Vice-Chairperson
APP FORM-GPPB
Estimated Budget (PhP) Remarks
Source of Funds TOTAL (in PhP) MOOE Capital Outlay (Brief Description of Project/ Program)
The SBFP will cater to public elementary
school severely wasted childred nation-
wide. Its objectives are to increase
GOP enrollment, improve attendance, better
GAA 20___ 20,000.00 20,000.00 n/a performance, decrease repetition and
dropout. The feeding of school children
will be undertaken for 120 school days.
50,000.00 50,000.00
Reminder:
Please download the latest APP form
from the gppb.gov.ph
250,000.00 250,000.00
320,000.00 320,000.00
Approved by:
[Sign over printed name] [Sign over printed name]

BAC Member School Principal/Head
[Sign over printed name]

the SBFP
4. Prepare Request for Quotations (RFQ) in
the prescribed format for signature of the
BAC Chairperson
All italicized items or blanks in the form
should be properly filled-out to provide
all the necessary information for the
prospective suppliers
The Terms and Conditions of the RFQ
should be clear and understood by the
suppliers
Quality of product and freshness
II.
x
PARTICULARS
Compliance
shall not
exceed
budget or ABC
RFQ/Market Form
Delivery
Working Papers
without prices for
3 Lots
Delivery
Terms and Conditions
A. Submission of Requirements
1. Sealed or open quotations and other
requirements stated below shall be submitted
by the supplier(s) to the Bids and Awards
Committee (BAC ) at (state the complete
address).
2. Supplier shall submit the following

requirements:
Duly signed and accomplished Request for
Quotation. Prices shall be quoted in
Philippine Peso.
Statement of Compliance must be
accomplished by supplier.
3. The supplier shall provide its PhilGEPS
4. The School BAC shall secure copies of the
documents below as a condition to Award the PO
under the SHOPPING method of procurement:
Valid Mayors Permit/Municipal License

PhilGEPS Registration Number
For SMALL VALUE PROCUREMENT, the following

documents shall be required by the BAC as
condition for award of the PO:
Valid Mayors Permit/Municipal License

PhilGEPS Registration Number
Income Tax/Business Tax Returns
Omnibus Sworn Statement
ISSUE ON PHILGEPS REGISTRATION
If the ABC is above PhP50,000.00, it is mandatory
for the School
to post the award at PhilGEPS in compliance with
Sec. 3(i) of the
Guideline for Shopping and Small Value
Procurement
Therefore, the supplier must have a PhilGEPS
Registration,
otherwise, the school will not be able to post the
award at PhilGEPS.
Further, Deped Order Nos. 6, s. 2008; 42, s. 2013;

and 46, s. 2014
require or state that:
(PhilGEPS)Registration (at least Red Member)
Before issuing the RFQ, explain to the store
owners the requirement of posting the awards
with ABC above PhP50,000.00 at PhilGEPS.
Ask them if they are willing to be registered with
PhilGEPS.
Request the supplier in writing to register online
with PhilGEPS or
if the school could register the supplier online
with PhilGEPS...
because PhilGEPS will eventually validate the
application for registration from the supplier...
PhilGEPS Registration (at least Red Member)
Suppliers Information needed for PhilGEPS
Registration:
1.TIN No. 7. Region (address)
2.DTI Registration No. 8. Province
(address)
3.SEC Registration No. 9. Municipality
(address)
4.Incorporation Date 10. Street
(address)
5.No. of employees 11. Name
of contact person
B. Award
The supplier who submitted the lowest
calculated and responsive quotation shall
be awarded the Purchase Order after
evaluation of quotations by the BAC.
Evaluation and award shall be made on a
per lot basis.
C. Delivery
1. Delivery of Goods shall be made in
accordance with the hereto attached
Schedule of Delivery of the School or
instructions of the School Principal or
his/her authorized representative.
To ensure the quality of vegetables, fish,
poultry, milk, and other perishable items
or cooked meals, delivery shall be made in
accordance with the school Schedule of
Delivery, e.g., daily, weekly, every two
weeks, etc.
2. Goods shall be delivered to the School, (name
and complete address of the school) hereto
defined as Project Site, costs to the account of
supplier. Risk or ownership shall pass from the
supplier to the Purchaser upon receipt, inspection
and final acceptance of the Goods at School by its
authorized personnel or official(s).
3. Upon delivery of the Goods to the School, the
supplier shall notify the Purchaser and present
the following documents to the Purchaser:
a. Suppliers Invoice or b. Delivery Receipts
Statement of Accounts c. Approved PO
For the purpose of these conditions, Purchasers
representative(s) at the Project Site is/are
D. Evaluation of Quotations
Quotations shall be compared and
evaluated on the basis of the
following criteria:
1. Completeness of Submission
2. Compliance with Technical
Specifications
3. Price
Total price quotation per lot shall not
exceed the total Approved Budget for
the Contract (ABC) per lot, otherwise,
the quotation for the specific lot that
exceeded the corresponding ABC shall
E. Instructions
1. Supplier shall be responsible for the
source(s) of its Goods, and shall make
the deliveries in accordance with the
schedule and specifications of the
award or purchase order. Failure of the
supplier to comply with this provision
shall be ground for cancellation of the
award or PO issued to the supplier.
E. Instructions
2. Suppliers shall accept the PO issued to
it by the School/Procuring Entity. To
avoid delay in the delivery of the
procuring entitys requirements, all
suppliers shall be precluded from
proposing or submitting substitute
quotation(s) or item(s).
E. Instructions (cont.)
3. Supplier who accepted a purchase
order but failed to deliver the required
Goods within the time called for in the
purchase order shall be disqualified
from participating in this Schools or any
of DepEd units future procurement
activities. This is without prejudice to
the imposition of other sanctions
prescribed under RA 9184 and its
revised IRR against the supplier.
4. Rejected deliveries shall be construed as

non-delivery, which shall be replaced by
the supplier within the period prescribed
by the school head, his/his authorized
representative or the feeding teacher from
date of rejection. Otherwise, liquidated
damages (LD) for such rejected deliveries
shall be charged and deducted from the
collectibles of or payment(s) to the
supplier. The amount of LD shall be 1/10 of
1% of the price of the rejected Goods for
each calendar day of delay until the
rejected deliveries are replaced.
F. Packing
1. The supplier shall provide such
packing of the Goods appropriate to
prevent their damage or deterioration
during transit to the Project Site.
Goods shall be packed in appropriate
food grade containers.
2. Grocery items must bear labels such
as the following : 1) Batch/Lot number,
2) Expiry Date, 3. Manufacturing
date, 4) Name and address of
manufacturer, 5) License to operate
G. Inspection
1. All food commodities delivered by
suppliers shall be inspected by the
School Inspection Team, and accepted
by the School Head or his/her
authorized representative(s). All costs
of necessary laboratory tests
undertaken by the School or Deped on
any, some or all of the food
commodities shall be to the account of
the supplier.
H. Liquidated Damages
A penalty of one-tenth of one
percent (0.001) of the total value of
the undelivered items shall be
charged as liquidated damages for
every day of delay of the delivery.
I. Payment
Payment shall be made on a per delivery basis,
weekly basis, and/or other schedule agreed upon
by the school head and the supplier, provided, all
of the following conditions are complied with:
1. after delivery of the food commodities and
supplies to the School;
2. after complete inspection and acceptance of
said delivered goods at the School conducted
by the authorized School personnel or
officials; and
3. after suppliers submission of the documents
stated under item C. Delivery hereof.
QUESTIONS?
SBFP Procurement
1. ProcureinaccordancewithR.A.9184anditsIRR
2. SchoolBACshallconducttheprocurement
3. Schoolhead/HOPEshalldesignateaBACifthere
isnoexistingBAC
4. TheBACshallhave5members
5. SchoolHeadshallnotbeamemberoftheBAC
6. TheBACshallrecommendtotheschoolhead
awardofthepurchaseorder
7. Theschoolheadshallapprovethepurchaseorder
SBFP Procurement
Allprocurementshallbedonethroughcompetitive
bidding,exceptasprovidedinRuleXVI[Alternative
Methods of Procurement (AMP)]oftheIRRofRA
9184.
SBFP Procurement
Alternative Methods of Procurement may be

resorted to:
1. Whenever justified by conditions provided in
RA 9184 IRR.
2. To promote economy and efficiency.
3. The most advantageous price to the
government is obtained.
4. For this SBFP, the Guidelines for
Shopping and Small Value
Procurement issued by the GPPB* shall
be used.
SFP Procurement
For SBFP:
1. Negotiated Procurement, e.g., Small Value
Procurement, Agency to Agency
Agreeement, Procurement Agent
Method, or Community Participation
Method, whichever is appropriate, may
be used.
2. The threshold for Small Value Procurement
(SVP) shall not be more than P500,000.00.
3. For SVP, at least 3 suppliers shall be invited
to submit price quotations.
DepED PS
SFP Procurement
Procurement does
Small Value not fall under
Shopping
Procurement Amount does not
(SVP) exceed
is one (1) form Php500,000 ,
of Negotiated otherwise, public
Procurement bidding shall be
used
under Sec. 53 of SVP must be
RA 9184 IRR indicated in the
approved APP
SBFP Procurement
TheRequestforQuotation(RFQ)shallindicatethe:
1. Specifications
2. QuantityandQuality
3. ApprovedBudgetfortheContract(ABC)peritem
andperlot
4. Packingrequirements
5. Scheduleandplaceofdelivery
6. Paymentandothertermsandconditions
7. TheschoolBACshallpreparetheRFQ
8. TheBACChairpersonshallsigntheRFQ
SBFP Procurement
The RFQ-Market Form should be used to identify

andenumeratethefooditemsandingredientstobe
procured.
Note:TheRFQ-MarketFormshouldbefilled-out
andsignedbythesupplier.
SBFP Procurement
TheRFQshallindicatethefollowing:
1. Mannerofsubmissionofthepricequotations
1. Sealedquotationor
2. Openquotation
2. DeadlineforsubmissionofRFQ
Informationontheexamination,evaluation,and/or
comparisonofpricequotationsshallbeconfidential,
therefore,shallnotbedisclosedtoanyparty,except
tothoseofficiallyconcerneduntilawardofPO.
SBFP Procurement
RFQshallbepostedfor7daysat:
1. PhilGEPS
2. WebsiteoftheProcuringEntity
3. Conspicuousplace,e.g.,
a.Schoolbulletinboard
b.Publicmarket
c.BarangayHall
d.Daycarecenter
SBFP Procurement
TheSchoolBACmayrequesttheDivisionBAC
SecretariatoranothernearbyschoolBAC
Secretariat,ortheDepEDProcurementServiceto
posttheRFQandawardatthePhilGEPSand
DepEDwebsite.
Toregisteronlineasgovernmentbuyer,goto:
www.philgeps.gov.ph
SBFP Procurement
AsidefrompostingatPhilGEPs,postingofthe
RFQinconspicuousplacesisencouraged,e.g.,
a.Schoolbulletinboard(mandatory)
b.Publicmarket
c.BarangayHall
d.Daycarecenter
SBFP Procurement
1. AnAbstractofQuotationsshallbypreparedand
signedbytheBAC.Theabstractofquotationshall
indicatethefollowing:
a.Namesofsupplierswhosubmittedprice
quotations;
b.Pricequotationsofthesuppliers
c.Thelowestquotation(s)submitted
2. Theschool head shall approve ordisapprovethe
recommendationofawardintheAbstractof
Quotations.
SBFP Procurement
1. AwardofPurchaseOrder(PO)shallbemadeto
thesupplierwhosubmittedthelowestcalculated
or issue purchase
andresponsivequotation. order to
2. Enterintoacontractwithatechnically,legally,
andfinanciallycapablesupplierbyrequiring
submissionofrelevantdocuments,e.g.,business
license,taxaccountnumber,availabilityof
officialreceipt(andotheraccountingand
auditingrequiments),orthrough other means.
SBFP Procurement
AwardofPurchaseOrdershallbepostedat:
1. PhilGEPS
2. Websiteofprocuringentity,ifavailable
3. Conspicuousplace
SBFP Procurement
Thetermsofdeliveryandpaymentshallbeprovidedin
thePOonthefollowingbases,e.g.,
1. Daily
2. Weekly
3. Every2weeks
4. Othertermsofdeliveryandpaymentindicatedin
thePO
Note:AbovetermsshallbeindicatedalsointheRFQ.
SBFP Procurement
Deliveryofcommoditiesshallbe:
1. donedirecttoschool
2. inspectedbyaSchoolInspectionTeam
3. receivedbytheSchoolHeadorhis/her
authorizedschoolrepresentative
SBFP Procurement
TheSchoolInspectionTeam(SIT)shallcheckthe
quantity,quality,andexpirationdates,ifapplicable,of
thedeliveredcommodities.TheSchoolHeadshall
designatetheSITinwritingforthispurpose.
Theschoolheadshallalsodesignateinwriting
his/herauthorizedrepresentativetoreceivethe
deliveries.
SBFP Procurement
Theschoolauthorizedrepresentativeortheschool
head,andtheschoolinspectionteamshall
accomplishedtheInspectionandAcceptanceReport
(IAR)forminreceivingdeliveriesoffood
commodities.
Theschoolinspectionteamshallbedesignatedby
theschoolhead.
SBFP Procurement
The Division Accountant, in coordination with the

Division Resident Auditor, should provide guidance
ondisbursementandliquidationofSBFPfunds.
School-Based Feeding Program 2015-
2016
copy of approved Authority to
Procure with Certified
Procurement
Availability of Funds (CAF) or
Allotment; or
copy of approved Purchase
Request (PR) containing the
1. The end- Technical Specifications,
user Schedule of Requirements,
submits Packing Requirements (if
pertinent applicable) and other conditions
documents of the procurement or purchase
to the BAC. copies of approved Cycle
Menus, Schedule of
Requirements per lot, and
Market Form Working Papers per
lot /recipe as attachments of the
2. The BAC or the BAC
PR; Secretariat shall prepare
the Request forQuotation
and copy of (RFQ) to beAPP
approved signed by
BAC Chaiperson or the V-Chair.
School-Based Feeding Program
2015-2016
Procurement
1. At the PhilGEPS
3. The BAC, through the 2. Website of the
BAC Secretariat, shall Procuring Entity (PE),
post the RFQ for if any
seven (7) calendar 3. School Bulletin Board
days to inform within the premises of
prospective suppliers the school; also in
of the opportunity to market place;
sell. barangay hall, day
care centers...
DepED PS
2015
Procurement Guidelines
4. The BAC shall issue the RFQ to at least
three (3) prospective suppliers of known
qualifications.
Prior to issuance of RFQ to prospective
bidders:
The BAC shall attach the following documents
to the RFQ as Annexes A, B, and C:
1. RFQ/Market Form Working Paper(s) per lot
without the ABC, meaning: columns for Unit
Price and Total Price are blanks for bidders to
fill-out [refer to sample for Lot 1: Vegetables
in next slide];
2. Shedule of Delivery/Indicative Delivery
Schedule per lot/recipe.
SCHOOL BASED FEEDING PROGRAM
Change
words as
written
Grand Total of 6 c= b (f)=c x
given Cycle Menu 25 dxe Bidder
per week s
Total
Price
47 3023.04 3.023 blank blank

10415.2
47 0
10.42
15032.4
47 8
15.03
80471.5
47 2
80.47
47 1767.20 1.77
47 661.76 0.662
11137.1
47 11.14
2
18687.2
47 18.69
0
28395.5
47 28.40
2
40525.2
47 40.53
8
10528.0
47 10.53
0
47 2594.40 2.59
47 3511.84 5.51
47 4436.80 4.44
16198.0
47 8
16.20
Bidder
At the bottom of s
each RFQ/Market Total
Form Working Price
Paper per lot, the
store owner or
manager shall
signed the
RFQ/Market Form Indicate Total Price
Quotation
PhP
Total Price
Prepared by:
_________________ Name of Store: __________________
Store Owner/Manager Address: ______________________
Tel. No.
2015
5. The BAC shall open the quotation(s) and prepare
an Abstract of Quotations after the deadline.
Extend the deadline if no quotation was received.
6. Evaluate the quotations submitted to ensure
said quotations complied with the technical
specifications, quantity, weight or size and other
requirements stated in the RFQ ; the price per
lot/recipe does not exceed the ABC per lot/recipe;
Verify
7. and if bidder,
to correct who submitted
mathematical theifLowest
error, any.
Calculated Quotation(s), has any or all of the
following: Valid Mayors Permit, PhilGEPS
Registration, Tax Identification No., Market Stall
Permit, and/or Official Receipts, plus the PhilGEPS
Registration Number based on requirements of
Abstract of Quotation
End-User:
SBFP Core Group XX
Quotation No.:
01-2014
Date: June 19, 2014
Venue:Pandan Elementary School, (District) , (Division)
Items and Bidders Names and Price

Descriptions Quotations
Bidder A Bidder B Bidder C Bidder D Bidder E
Supply and Delivery of food

items for the School Based
Feeding Program for SY 2014- 14,000.00 14,625.00
14,750.0014,999.50 13,750.00
15,000.00
2015
Lot 1: Vegetables & other food 7,675.006,900.00 7,500.007,099.50 6,950.00
7,500.00
items
Budget: Php__________ 21,050.0022,355.00 22,325.00
21,500.00 21,050.00
22,500.00
Lot 2: Grocery Items
42,599.50 42,625.00
43,475.0044,254.50 43,575.00
Budget: Php__________
Lot 3: Fish, Meat and Poultry
Items
Budget: Php__________
TOTAL PRICES
Remarks/Recomme
ndations
Chairperson Vice-Chairperson Member Member Member
(Name of School, District, Division)

Bids and Awards Committee
School-Based
8. Award to Feeding Program
2015-2016
Lowest Procurement
Calculated & x
Responsive
Quotation Have the PO signed by
and prepare the supplier
Purchase Transmit the PO to head
Order (PO) of accounting office for
per lot or for signature to certify
the whole allotment and
project in obligation? [only if there
case of is an accounting unit or
cooked accountant at school
meals level] is a possiblity to
depending There
Have the PO signed or
on schools have 3 winners: 1 winner
approved by the HOPE
manner of for each lot 1, 2, and 3.
Pandan Elementary School, (District), (Division)
Supplier A 14-01
#17 St. John St., Brgy. Pandan, Pasig City June. 20, 2014
supplier@yahoo.com.ph Small Value
999-9999 Procurement
Pandan Elem. School Staggered Delivery

See attached Schedule of Requirement Cash for every
delivery
Lot 3 Fish, Meat and Poultry (Pleas (Please P21,050.

items e see see 00
(Please see attached PO attach attached
Annex A) ed PO PO Annex
Annex A [Market
A Form])
[Mark
Twenty One Thousand Fifty
et pesos & 00/100 only
Form)
School Head
Supplier Authorized Representative
P21,050.00
Special Disbursing Officer/School Head

School-Based Feeding Program
2014-2015
In the PhilGEPS, if award or
9. The BAC PO is above P50,000.00
Secretariat Website of the Procuring
shall post Entity (PE)
the award Bulletin Board within the
and PO premises of the PE
CONTRACT IMPLEMENTATION
Reminder: For the SBFP, procurement
activities should be completed within a
maximum period of 30 calendar days
from date of pre-procurement meeting
Technical Support Division, of the BAC with concerned school
DepED PS
Person(s) Timelin
Activities Forms Needed Please
Responsible add es
all
A. Organization x other
Creation of SBFP Principal documents I
Core Group
discussed; and
Creation of Principal
School BAC designation of
B. Planning School
PPMP PPMP Form Inspection
SBFP Core Group
APP APP Form School BACTeam. Thank
Secretariat
You!
C. Procurement
Request for RFQ Form w/ attached School BAC/ BAC
Quotation Market Form Secretariat
Posting RFQ Form w/ attached School BAC
Market Form Secretariat
Quotation RFQ Form w/ attached School BAC
Market Form Secretariat (at least 3
suppliers)
Evaluation Abstract of Quotation School BAC
Awarding Purchase Order (PO) Principal/ SDO
Conforme of Purchase Order (PO) Supplier
Supplier
DEP-Ed PROCUREMENT SERVICE
(02) 636-6542 to 43, (02) 635-3762, (02)
633-9343
www.gppb.gov.ph
www. philgeps.net
www.deped.gov.ph
deped.bacsec@gmail.com

School-Based Feeding 2017 Ado

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PLANNING a

A process that starts with identifying

DURATION OF THE FEEDING

PROCUREMENT IS PACKAGED IN 3 LOTS

1. The SBFP Core Group and the School

1 Eggplant 148 197 1,380

LOT 1: Vegetables and other Food

[Sign over printed name]

[Sign over printed name] [Sign over printed name]

[Sign over printed name]

2. Supplier shall submit the following

Valid Mayors Permit/Municipal License

For SMALL VALUE PROCUREMENT, the following

Valid Mayors Permit/Municipal License

Further, Deped Order Nos. 6, s. 2008; 42, s. 2013;

4. Rejected deliveries shall be construed as

Alternative Methods of Procurement may be

The RFQ-Market Form should be used to identify

The Division Accountant, in coordination with the

47 3023.04 3.023 blank blank

Items and Bidders Names and Price

Supply and Delivery of food

(Name of School, District, Division)

Pandan Elem. School Staggered Delivery

Lot 3 Fish, Meat and Poultry (Pleas (Please P21,050.

Supplier Authorized Representative

Special Disbursing Officer/School Head

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