ANNEXAGOVERNMEN~ PROCUREMENT POLICY BOARD

Narne o' '''.Of' Foreign Service ,.::::;,::::""m,", Compliance '"j Perf or mance lndicator(APCPI)S'If-""~'mN::::::"""" Kristi , nn Rutab

Date of Self Assessment: Position: PMO IV

-No.

Assessment Conditions Agency Score APCPIRating' Comments/Findings to the Supporting Information/DocumentationIndicators and Sublndicators (Not to be Included in the Evaluation

PILLAR I. COMPLIANCE WITH LEGISLATIVE AND REGULATORY FRAMEWORK

Indicator 1. Competitive Bidding as Default Procurement Method

1 (a) Percentage of public bidding contracts in terms of41.07% 0.00 PMRsamount of total orocurernent

2 (b) Percentage of puhlic bidding contracts in terms of 2.44% 0.00 PMRsvolume of total rrocuremcntI X~J~7l':f1~:t:;').!J:~:~;·~'{~

Indicator 2. Limited Use of Alternative Methods of Procurement I

3(a) Percentage of Shopping contracts in terms of amount of

4.28% I 2.00 PMRstotal orocurement

4 (b) Percentage of Negotiated Procurement in terms of54.65% I 0.00 PMRsamount of total Jrocurem~nt

5 (c) Percentage of Direct Contracting in terms of amount of0.00% 3.00 PMRstotal orocurement

6 (d) Percentage of Repeat Order contracts in terms of0.00% 3.00 PMRs

amount of total nrocurement

7(e) Percentage of Limited Source contracts in terms of

0.00% I 3.00 PMRsamount of total orocurement(f) Preparation of Annual Procurement Plan for Common-

S Use Supplies anel Equipment (APP-CSE)and Procurement of Compliant 3.00 APP, APP-CSE,PMRCommon-Use Supplies and Equipment from the

. <, ..·.~:cl~i~?if:~~},:"~~:-;'

Indicator 3. Competitiveness of the Bidding Process

9(a) Average number of entities who acquired bidding

2.50 0.00documents

Agency records and/or PhilGEPSrecords

10 (b) Average number of bidders who submitted bids 2.50 1.00 Abstract of Bids or other agency records-

11 (c) Average number of bidders who passed eligibility stage 2.00 2.00 Abstract of Bids or other agency records

12 (d) Sufficient period to prepare bidsFully

3.00 Agency records and/or PhilGEPSrecordsCompliant

Averaze l ~PILLAR II. AGENCI' INSTITUTIONAL FRAMEWORK AND MANAGEMENT CAPACITY

Indicator 4. Presence of Procurement Organlratlcns

Fully Verify copy of Order creating BAC;13 (a) Creation of Bids and Awards Committee(s)

Compliant3.00 Organizational Chart; and Certification of

l'Trainlne

Fully Verify copy of Order creating BAC14 (b) Creation of a SACSecretariat or Procurement Unit

Compliant3.00 Secretariat; Organizational Chart; and. . of Tr-atnln o

~;t:!1.:f:f~1~}2~~f!\~{Indicator 5. Procurement Plannlng and Imolementation

15 (a) APP is prepared for all types of procurement Compliant 3.00 Copy of APP and its supplements (if any)

Indicator 6. Use of Philippine Government Electronic Procurement System (PhilGEPS)

16(a) Percentage of bid opportunities posted by the Phil-GEPs-

100.00% 3.00 Agency records and/or PhilGEPSrecordsrealstered Aaencv

17 (b) Percentage of contract award information posted by the 100.00% 3.00 Agency records and/or PhilGEPSrecordsPhil-GEPs-reeistereci Aaencv(c) Percentage of contract awards procured through

18 alternative methods posted by the Phil-GEPs-registered 100.00% 3.00 Agency records and/or PhilGEPSrecordsIA.pnrv

.'f:\~,!:)\·\~l:i:FIndicator 7. System for Dlss erntnattne and Monitorlm! Procurement Information

(a) Presence of website that provides up-to-date Fully Identify specific procurement-related

19 procurement information easily accessible at no cost Compliant3.00 portion in the agency website and specific

Iwph<itp ltnke

(b) Preparation of Procurement Monitoring Reports using Substantially Copy of PM Rand received copy that it20 the prescribed Format, prompt submission to GPPB,and Compliant

2.00was submitted to GPPB

nn<tino in "P~tL'.

Averal(e IIPILLAR III. PROCUREMENT OPERATIONS AND MARKET PRACTICES

Indicator 8. Efficiencv of Procurement Processes21 (a) Percentage of total amount of contracts awarded against 88.20% 3.00

APP (including Supplemental

total amount of annrovcd APPs amendments if anvl and PMRs

'.

GOVERNMEN PROCUREMENT POLICY BOARDAgency Procurement Compliance an ~ Performance Indicator (APCPi) Self-Assessment Form

Name of Agency: Foreign Service Institute (2014) Name of Evaluator: Kristi Ann RutabDate of Self Assessment: ---_. Position: PMO IV

No.Assessment Conditions Comments/Findings to the Supporting Information/DocumentationAgency score APCPI Rating"

Indicators and Sublndicators (Not to be Included in the Evaluation(b) Percentage of total number of contracts awarded against

APP(inciuding Supplemental amendments,22 total number of procurement activities done through public 100.00% 3.00Ihidding if any)and PMRs

23(c) Percentage of failed biddings and total number of

0.00% 3.00 APP (including SupplementalIorocurement activities conducted Amendments if anvl and PMRs

Indicator 9. Compliance with Procurement Timeframes(a) Percentage of contracts awarded within prescribed

24 procurement time frames to procure goods as indicated in 100.00% 3.00 PMRs'nn.y "r'" nfTh, IRR I(b) Percentage of contracts awarded within prescribed

25 procurement time frames to procure infrastructure projects nJa nJa PMRsas indicated in Annex "C" of the IRR

(c) Percentage of contracts awarded within prescribed26 procurement time frames to procure consulting services as nJa nJa PMRs

indlcat erl in Annex "C"Rill\e IRR~t<~h'i~"'~~(\::,":'~~~y;~!

Indicator 10. Capacity Building for Government Personnel and Private Sector ~articipants

27 (a) There is a system within the procuring entity to evaluate Fully I 3.00 Ask BACSecretariat Head, verify Officethe performance of procurement personnel Complian~ Orders on training of Procurement Staff

28 (b) Percentage of participation of procurement staff in Between 91 00 Ask for copies of Office Orders, training

annual procurement tralnlng 100%3.00 modules, list of participants, schedules of

29(c) Agency has actvitles to inform and update entities on

Not Compli nt 0.00 Ask for copies of documentation oftoublic orocurement activities for bidders

}~.1\t?;;',\:J~~~~!j~J.~;'Indicator 11. M~n~~ement of Procurement and Contract ManaRement Recor~s

Verify actual procurement records andtime it took to retrieve records (should be

(e) The BA( Secretariat has a system for keeping and Fully3.00

no more than two hours)30 maintaining procurement records Complian Refer to Section 4.1 of User's Manuel for

list of procurement-related documents forrecord-keeping and maintenance,

Verify actual contract management31 (b) Implementing Unit has and is implementing a system for Fully

3.00 records and time it took to retrievekeeping and maintaining contract management records Compliant records should be no more than two

I Ih~"c<

4j'f!,,~'~d~,tg:Indicator 12. Contract Management Procedures

(a) Agency has well defined procedures and standards forFully

Verify copies of written procedures for32- quality control, acceptance and inspection, supervision of 3.00 quality control, acceptance and

works and evaluation of contractors' performanceComplian

inspection; CPESevaluation formsz_.(b) Agency complies with the thresholds prescribed for Fully Specific procurement contract with

33 amendment to order, variation orders, advance payment, Complianl

3.00 amendment to order, variation order or• ln n"hlKlY..b;'1 r-rurtrar-tv IWITh '"" . -n

On or befdre Ask Finance or Accounting Head of Agency34 (c) Timely payment of procurement contracts

30 days3.00 for average period for the release of

payments for procurement contracts-._- AveraEe IIIPILLAR IV. INTEGRITY AND TRANSPARENCY OF AGENCY PROCUREMENT SYST M

Indicator 13. Observer Participation in Public BiddingVerify copies of Invitation Letters to CSOs

35(a) Observers are invited to all stages of every public bidding

Not Compliant 0.00 and professional associations and COAactivity (List and average number of (505 and PAs

";,.,, .h,1I h" nn'."

36 b) Attendance of Observers in public bidding activities 50.00% 0.00 PMRs and Abstract of Bids(~):_;;~.~~.~l':>~~!,/:;).

Indicator 14. Internal and External Audit of Procurement Activities

(a) Creation and operation of internal audit unit asVerify copy of Order or show actual

37 prescribed by DBM [Circular Letter No. 2008-5, April 14,Fully

3.00 organizational chart showing IAU, auidt

2008)(OmPliaT reports, action plans and IAU

(b) Agency Action on Prior Year's Audit RecommendationsAbove 9 ,- Verify (OA Annual Audit Report on Action

38 100% 3.00(APYAR) on procurernent related transactions on Prior Year's Audit Recommendations

I ·'~:;jj.;.~+i:P.!ii2'Indicator 15. Capacity to Handle Procurement Related Complaints

~

GOVERNMENT PROCUREMENT POLICY BOARD

Agency Procurement Compliance and Performance Indicator (APCPI) Self-Assessment Form

Name of Agency: Foreign Service Institute (2014)Date of Self Assessment:

Name of Evaluator: Kristi Ann RutabPosition: PMO IV

(a) The Procuring Entltv 11<1s<111efficient procurement39 complaints system and has the capacity to comply with

procedural requirements

FuliyCompliant

supporting Information/DocumentationNot to be Included in the Evaluation

No. Assessment Conditions Agency Score APCPIRating' Comments/Findings to theIndicators and Sublndicators

Verify copies of BACresolutions onMotion for Reconsiderations, Protests andComplaints; Office Orders adoptingmesures to address procurement-related

3.00

40 (a) Agency has a specific antl-corruptlon program/s relatedto rocurement

Verify documentation of anti-corruptionro ram

Indicator 16. Anti-Corru tion Pro rams Related to Procurement

GRAND TOTAL (Avarege I -l- Average II + Average III + Average IV /4)

• APCPI Rating is based on the /\PCPI Rating System found in Annex C of the User's Guide. Please use this rating system for the self-assessment. After completing the assessment,identify those tndicotors wilh roiinqs of between 0 to 2 and formulate a procurement capacity development plan coiled the APCPI Action Plan based on the attached format andsubmit to GPPBfor tnonitorinq.

* For sub-indicators that (Ire not applicable to your specific agency, please write the word Not Applicable in the second column and do not put D rating

Summary of APCPIScores by Pillar

APCPI Pilla rs Ideal Rating Agency Rating

Pillar I: Compliance with Legislative and Regulatory 3.0000 1.67FrameworkPillar II: Agency lnsitutional Framework and Management 3.0000 2.88Caoacitv

Pillar III: Procurement Operations and Market Practices 3.0000 2.75

Piliar IV. Integrity and Transparencv of Agency Procurement 3.0000 2.00S stems

Total (Pillar I+Piliar II+Pillar 11I+PillarlVl/4 3.0000 2.32