government procurement policy board technical …. 2020 gppb tso... · 2020-07-24 · i. mandate...

GOVERNMENT PROCUREMENT POLICY BOARD TECHNICAL SUPPORT OFFICE

CITIZEN’S CHARTER HANDBOOK

2020 (1ST Edition)


(GPPB – TSO)

SERVICE CHARTER 2020 (1st Edition)



2020 (1ST Edition)

TSO Service Charter | 2


(GPPB – TSO)

SERVICE CHARTER 2020 (1st Edition)



2020 (1ST Edition)


GOVERNMENT PROCUREMENT POLICY BOARD

As a primary aspect of the Philippine Government's public procurement reform

agenda, the Government Procurement Policy Board (GPPB) was established by

virtue of Republic Act No. 9184 (R.A. 9184) as an independent inter-agency body

that is impartial, transparent and effective, with private sector representation. As

established in Section 63 of R.A. 9184, the GPPB shall have the following duties

and responsibilities:

1. To protect national interest in all matters affecting public procurement, having

due regard to the country's regional and international obligations;

2. To formulate and amend public procurement policies, rules and regulations,

and amend, whenever necessary, the implementing rules and regulations Part

A (IRR-A);

3. To prepare a generic procurement manual and standard bidding forms for

procurement;

4. To ensure the proper implementation by the procuring entities of the Act, its

IRR-A and all other relevant rules and regulations pertaining to public

procurement;

5. To establish a sustainable training program to develop the capacity of

Government procurement officers and employees, and to ensure the conduct

of regular procurement training programs by the procuring entities; and

6. To conduct an annual review of the effectiveness of the Act and recommend

any amendments thereto, as may be necessary.

GPPB MEMBERS

Department of Budget and Management (DBM)

National Economic and Development Authority (NEDA)

Department of Education (DepEd)

Department of Energy (DOE)

Department of Finance (DOF)

Department of Health (DOH)

Department of Information and Communications Technology (DICT)

Department of the Interior and Local Government (DILG)

Department of National Defense (DND)

Department of Public Works and Highways (DPWH)

Department of Science and Technology (DOST)

Department of Trade and Industry (DTI)

Department of Transportation (DOTr)

Private Sector Representative



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I. MANDATE

The GPPB, being an inter-agency body composed of top level public officials, is

supported by its very own Technical Support Office (TSO) to provide support in

the performance of its duties and responsibilities, particularly in spearheading

the implementation of public procurement reform initiatives in the Philippines

(Sec. 63.2, Implementing Rules and Regulations of Republic Act 9184).

The TSO Functions

The TSO provides research, technical and administrative support to the GPPB

(Sec. 63.3, IRR of RA 9184), including:

1. Research-based procurement policy recommendations and rule-drafting;

2. Development and updating of generic procurement manuals and standard

bidding documents/forms;

3. Management and conduct of training on procurement systems and

procedures;

4. Evaluation of the effectiveness of the government procurement system and

recommendation of improvements in systems procedures;

5. Monitoring the compliance to the Act and assisting procuring entities improve

their compliance;

6. Monitoring the effectiveness of the Government Electronic Procurement

System (G-EPS); and

7. Secretariat support.

II. VISION

Our vision is to become a center of excellence for the advancement of

innovative, responsive and sustainable public procurement system.

III. MISSION

The GPPB-TSO is a dynamic and effective agency promoting the highest

standard of excellence in government procurement.

IV. CORE VALUES

Professionalism - At GPPB-TSO, employees are hired to be visionaries, in addition to being stewards of public funds and information. Each individual



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understands the importance of his/her contribution and deals with issues in a straightforward manner.

Integrity - Each personnel of the GPPB-TSO, as public servants, demonstrates appropriate behavior in handling stakeholder/customer needs and displays moral uprightness in public service.

Teamwork - GPPB-TSO strengthens and empowers the relationship of its personnel, this is displayed through cooperation, harmony and synergy in the office.

Commitment - All GPPB-TSO personnel takes responsibility and accountability in ensuring that efficient and quality service is delivered as required and expected by the public, government-clients and stakeholders.

Honesty - GPPB-TSO considers honesty in its framework for making decisions. Each personnel displays truthfulness and transparency in his/her official and personal dealings.

V. ORGANIZATIONAL CHART



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VI. OFFICES AND ITS FUNCTIONS

a. Legal and Research Division (LRD)

i. Conducts research studies for procurement policy recommendations to GPPB;

ii. Assists in the issuance of non-policy matter opinions, letter, and email replies in response to requests by government agencies/ procuring entities, and private entities;

iii. Drafts policy matter opinions for issuance by the GPPB in response to requests by government agencies/ procuring entities, and private entities;

iv. Updates the Implementing Rules and Regulations of RA No. 9184, Handbook, Philippine Bidding Documents (PBDs), Generic Procurement Manuals (GPMs), Sample Forms and Frequently Asked Questions (FAQs) handbook; and

v. Oversees the Public Assistance Team (PAT) tasked to address phone queries on basic procurement concepts;

vi. Attends to walk-in clients and complex phone-in queries forwarded by the PAT on procurement-related matters.

b. Secretariat Division (SD)

i. Provides technical support to special projects/studies on procurement

reforms; and,

ii. Provides the following secretariat support to regular meetings of GPPB,

IATWG, and other procurement related meetings;

Prepares resolutions, circulars, and guidelines to be promulgated by

the GPPB;

Ensures publication of GPPB issuances;

Prepares meeting agenda and minutes of meeting; and,

Convenes monthly meetings for GPPB, IATWG, etc.

c. Performance Monitoring Division (PMD)

i. Evaluates the effectiveness of the government procurement system and

the procurement reform program;

ii. Monitors compliance by Government agencies with procurement laws,

rules, and regulations;

iii. Gathers and analyzes data on complaints against government regarding

violations of RA 9184 and its revised IRR and other procurement laws

and regulations;

iv. Monitors performance and effectiveness of the Phil-GEPS;



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v. Coordinates and liaises with other oversight bodies and agencies, civil

society and NGOs on procurement reform implementation and

initiatives;

vi. Handles requests for meetings, queries and matters related to

procurement performance and compliance monitoring.

d. Capacity Development Division (CDD)

i. Develops/implements regular nationwide procurement training programs

for procurement officials/personnel;

ii. Manages the implementation of the Professionalization Program for

Public Procurement Practitioners by partner State Universities and

Colleges (SUCs);

iii. Establishes/implements a procurement course and certificate programs;

iv. Monitors/coordinates trainings conducted by authorized trainers

nationwide;

v. Prepares/conducts training needs assessment for procurement

officials/personnel;

vi. Conducts survey on the effectiveness of training programs;

vii. Updates training modules/tools;

viii. Provides resource speaker/lecturer on procurement law;

ix. Assists procuring entities through conduct of training programs, improve

their compliance on RA 9184 and its revised IRR;

x. Maintains database of trained agencies and procurement officials;

xi. Maintains a pool of GPPB Recognized Trainers; and,

xii. Develops/implements Continuing Education Program for GPPB

Recognized Trainers.

e. Information Management Division (IMD)

i. Prepares and update strategic communication plan for GPPB-TSO

ii. Implements communication strategies/programs that reflect and support

government’s procurement reform programs.

iii. Conducts information dissemination and strategic media campaign on

procurement reform program;

iv. Develops information materials/communication tools (i.e. print,

broadcast, and electronic) to increase awareness of general public on

government procurement reform;

v. Develops system/information exchange with different stakeholders

pursuant to the Data Privacy Act of 2012;



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vi. Manages and updates online listings of suspended and blacklisted

contractors/suppliers;

vii. Maintains and updates GPPB-TSO website;

viii. Formulates the ICT strategic plan, infrastructure and network

configuration of the GPPB-TSO through the ISSP;

ix. Develop system applications to improve GPPB-TSO work processes

and

x. Provide IT support services to the GPPB-TSO.

f. Administrative Division (AD)

i. Ensure proper acquisition and distribution of supplies, materials and

equipment;

ii. Manage and ensure the adequate provision of facilities, utilities and

vehicles;

iii. Provides secretariat services to the Human Resource Management

Promotion and Selection Board, Disciplinary Action Committee,

Grievance Committee, Gender and Development Focal Point System;

iv. Implements human resource management policies and procedures

within the framework of the Civil Service Commission (CSC) and Office

of the Ombudsman;

v. Formulates human resource development policies, plans and programs,

including the design, implementation and administration of internal

training programs;

vi. Administers hiring and recruitment;

vii. Manages implementation of employee’s compensation and benefits;

viii. Manages collection and custodial function on cash, checks, including

payments for authorized disbursements; and

ix. Administers records management system.

g. Finance Division (FD)

i. Prepares the annual budget in coordination with the Planning Officer

and in consultation with divisions/units concerned;

ii. Manages utilization of appropriation under the General Appropriations

Act as allotment order policy for personnel services, maintenance and

other operating expenses and capital outlay;

iii. Implements financial management system to provide internal controls

on sources of financing and expenditures;



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iv. Undertakes the reconciliation of physical inventories of supplies, plant,

property and equipment with the book of accounts;

v. Formulates and implement an effective financial monitoring system in

order to provide oversight agencies with periodic financial reports;

vi. Ensures the timely, responsive and efficient use of authorized funds;

vii. Undertakes financial management functions to administer grants and

technical assistance (TAs), including fund disbursement management

as may be assigned to the GPPBTSO by pertinent project agreements

or from inter-agency transfer of fund.

VII. SERVICE PLEDGE

We, the officials and employees of the Government Procurement Policy

Board – Technical Support Office, commit to:

Guide the Procuring Entities through research-based procurement

policy advisories and recommendations;

Provide excellent, efficient and responsive services offered to all

stakeholders;

Promote the Code of Conduct and Ethical Standards in public service;

Be the source of appropriate procurement policy information, excellent

capacity development programs and effective compliance monitoring

to all stakeholders;

Transform all GPPB-TSO officials and employees into innovative

public procurement leaders and advocates;

Serve the public by adhering to our core values and observing utmost

courtesy; and

Open to and value the stakeholder’s feedbacks, comments,

suggestions and needs as part of continual improvement.

.



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VIII. OFFICE ADDRESS

Official Address Unit 2506, Raffles Corporate Center, F. Ortigas Jr. Road, Ortigas Center 1605

Number of office/s One (1) – Head Office

Number of branches None



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LIST OF SERVICES

Head Office Division PAGE NUMBER

External Services1

1. Processing of Training Request Capacity

Development Division

13

2. Attending Walk-In Queries

Legal and Research Division

16

3. Attending Phone-In Queries 19

4. Responding to Email Queries 22

5. Responding to Letter Request/ Rendering Non-Policy Matter Opinions

26

6. Posting of the Pre-Selected List of Suppliers or Consultants

Performance Monitoring

Division 31

7. Processing of Written Request for GPPB Action Secretariat

Division 34

1 Arranged per division’s services



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External Services

Head Office



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EXTERNAL SERVICES

PROCESSING OF TRAINING REQUEST

Capacity Development Division (CDD) Contact No.: (02) 7900 - 6741 to 44 locals 106, 112 and 121 Email Address: [email protected]



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Name of Service Process: Processing of Training Request

Division/Office/Unit: Capacity Development Division (CDD)

Description: Responds to requests for training and invitations for Resource Speaker on government procurement from all clients.

Classification: Highly Technical

Type of Transaction: G2G - Government to Government G2B - Government to Business G2C - Government to Citizen

Schedule of Availability of Service:

Monday to Friday, 8:00 A.M. to 5:00 P.M., except holidays

Who May Avail: NGAs, SUCs, GOCCs, GFIs, LGUs, CSOs and Private Organizations

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. One (1) letter / email containing details of the request. Requesting Party

2. One (1) Training Needs Assessment (TNA) Capacity Development Division

No CLIENT STEP

AGENCY ACTION

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

REMARKS

1

Sends letter/email containing details of the request and accomplished (TNA)

Receiving Officer (RO) receives Request

None 1 day RO

Administrative Division

Both documents are required for CDD to take proper action on the request. Requesting Parties should submit their request and TNA at least 45 calendar days before activity. Limited to 3 trainings in Metro Manila, and 1 training per region per day. For requests received beyond prescribed period or in case of unavailability of slot, the activity shall be automatically re-scheduled on a later schedule to be proposed by CDD PMO. Maximum of 2 batches per agency per year. No schedule of trainings on December.

2 None RO transmits to CDD Head/OIC

None

RO, Administrative

Division

3 None

CDD Head/OIC assesses details of request and assigns to CDD PMO

None 2 days

Head/OIC, Capacity




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4

Coordinate with the assigned CDD PMO regarding the request

Assigned CDD PMO coordinates with Resource Persons

None 16 days

Assigned PMO, Capacity


Assigned CDD PMO assesses completeness of documents in compliance with requirements under Step 1, and instructs Requesting Party to accomplish TNA if not yet submitted. Coordination with trainers/RPs shall only commence once documents are completed and schedule is finalized, subject to availability of Resource Persons (RPs) on identified schedule. Assigned CDD PMO shall request for re-scheduling with proposed dates on the 12th day of the coordination process in case of unavailability or no response was received from trainers on requested schedule. In case of request for re-scheduling from the Requesting Party, a formal notice with new schedule, venue and purpose for re-scheduling should be sent to the GPPB-TSO. Fresh period for coordination (16 working days) shall be applied in case of re-scheduling upon acceptance of the request. Maximum of 2 requests for re-scheduling from both the Requesting Party and GPPB-TSO. The pool of trainers/RPs of GPPB-TSO is composed of GPPB-TSO officials and personnel, and majorities are recognized individuals from various government agencies.

5 None

Assigned CDD PMO sends formal reply to Requesting Party

None 1 day

Assigned PMO, Capacity


For accommodated Requests, details of RPs shall also be contained in the letter reply of GPPB-TSO

END OF TRANSACTION

TOTAL No. of Client Steps 2

TOTAL No. of Agency Action 5

TOTAL No. of TAT or Duration of the Activity 20 working days



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EXTERNAL SERVICES

ATTENDING WALK-IN QUERIES


Contact No.: (02) 7900 - 6741 to 44 locals 117 and 124

Email Address: [email protected]



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Name of Service Process: Attending Walk-In Queries

Division/Office/Unit: Legal and Research Division (LRD)

Description: Attends all walk-in queries regarding non-policy procurement related matters, or technical applications of the procurement rules and regulations from all clients.

Classification: Simple




Who May Avail: NGAs, SUCs, GOCCs, GFIs, LGUs, CSOs and Private Sector


1. Client contact details and email address. Requesting party

No CLIENT STEP

AGENCY ACTION

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

REMARKS

1

Client may provide documents that will support their query.

Front Desk Officer (FDO) receives inquiry from walk-in clients, records the same prior to endorsement to the Action Officer of the Day (AOD) and processing of feedback form.

None 10 minutes FDO,


2 None

AOD gathers information, evaluates the client issues or concerns, and acts appropriately in the following manner:

None None

Action Officer of the Day (AOD),


2.1 Walk-In Query Form

For simple questions, AOD directly answers

None 1 day AOD,

Legal and Research



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pursuant to available/known legal bases. For complex concerns, AOD advises clients to submit a letter-request via email or regular mail indicating the facts and circumstances of their query in order to receive a formal reply from the LRD.

Division

2.2

Refer to requirements in rendering NPM Opinions/ Letter-Requests.

For highly technical or requests escalating into a rendition of Non-Policy Matter (NPM) Opinion, refer to the process on this matter.

None

Refer to timeliness in

rendering NPM Opinions

AOD, Legal and Research Division

Includes research, coordination with other Divisions and elevation to the Executive Director for approval.

3

Refer to requirements in responding to email queries or rendering NPM Opinions/ Letter Replies, as the case may be.

Transmit written reply to client via email or regular mail, as the case may be.

None

Refer to requirements in responding to

email queries or rendering NPM Opinions/Letter-Requests, as the

case may be.

AOD, Legal and Research Division

Only if walk-in query becomes NPM.

END OF TRANSACTION


TOTAL No. of Agency Actions 2

TOTAL No. of TAT or Duration of the Activity 1 working day and 10

minutes



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EXTERNAL SERVICES

ATTENDING PHONE-IN QUERIES



Public Assistance Team (PAT) locals: 101, 116, 119




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Name of Service Process:

Attending Phone-In Queries


Description: Attends all phone-in queries regarding non-policy procurement related matters, or technical applications of the procurement rules and regulations from all clients.







1. Client contact details and email address. Requesting Party

No CLIENT STEP

AGENCY ACTION

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

REMARKS

1

Call for queries related to procurement

Public Assistance Team (PAT) receives phone queries and records the complete contact details of callers, asks the concern or issues of the client, and records and enters "action taken" in the Phone Query Management System (PQMS).

None; call

costs if reached via

mobile number

5 minutes

Public Assistance

Team (PAT) - Administrative

Assistants Legal and Research Division

2 None PAT directly answers simple questions.

None 30 minutes

PAT Member, Legal and Research Division

3 None PAT records response or action taken in

None 5 minutes PAT Member,

Legal and Research



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the PQMS. Division

4 None

If further clarification is required due to complexity, PAT forwards call to Phone-in Responding Officer (PRO), Legal and Research Division (LRD).

None 2 minutes

PAT Member, Legal and Research Division

4.1 None

For simple questions, PRO directly answers pursuant to available/known legal bases. If additional information is necessary, PRO will return call to client.

None 1 hour

Phone-in Responding

Officer (PRO), Legal and Research Division

If PRO, LRD cannot answer, he/she will call back within 48 hours after call ends (see step 4.2).

4.2 None PRO, LRD shall return call to client.

None 2 days

PRO, Legal and Research Division

4.3

Refer to requirements in responding to email queries or Letter-Requests

For complex or highly technical concerns, PRO advises client to submit a letter-request via email or regular mail indicating the facts and circumstances of their query in order to receive a formal reply from the LRD.

None

Refer to requirements in responding to

email queries or Letter-Requests, as the case may

be.

PRO, Legal and Research Division

Includes research

END OF TRANSACTION



TOTAL No. of TAT or Duration of the Activity 2 working days, 1 hour and 42 minutes



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EXTERNAL SERVICES

RESPONDING TO EMAIL QUERIES






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Name of Service Process: Responding to Email Queries


Description:

Responses to email queries by requesting government agencies/ procuring entities, and private entities by providing guidance on non-policy procurement related matters, or technical applications of the procurement rules and regulations.








No CLIENT STEP

AGENCY ACTION

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

REMARKS

1

Email Request from the requesting entity

Receiving Officer (RO) receives Request for Email Query and records the same in the Document Management Tracking System (DMTS).

None 10 minutes

RO is Front Desk Officer

(FDO) for Regular Mail, Administrative

Division

Cut-off for action on the email is 2:00PM.

Procurement Management Officer (PMO)

II/III Legal and Research Division

Copy furnish FDO for email

2 None RO submits to LRD Attorney V.

None 30 minutes

RO Legal and Research Division



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3 None

LRD Attorney V determines appropriate action and instructs concerned LRD team member.

None 2 hours

Attorney V, Legal and Research Division

Appropriate Action includes determination whether to reject request based on GPPB Resolution No. 36-2013 or completeness or request; category of complete request-simple email 3 days; complex 7 days.

4 None

PMO II/III records instructions and forwards to assigned LRD team member.

None 30 minutes

PMO II/III, Legal and Research Division

Subject to availability of Resource Persons on identified schedule; In case of request for re-scheduling, fresh period will be applied.

5 None

PMO II/III acknowledges email query; and PMO II/III sends letter/email denying request (template).

None 1 hour


Written Communication may either be: (a) acknowledgment of request & for referral to LRD team member; (b) denial of request.

6 None

LRD team member drafts appropriate written communication for simple queries.

None 1 day

Team member, Legal and Research Division



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None

LRD team member drafts appropriate written communication for complex queries.

None

Refer to timeliness in responding to Letter-Requests

Team member, Legal and

Research Division

LRD team member drafts appropriate written communication for highly technical queries.

None Team member,


Attorney V shall review email reply drafts for complex queries.

None Attorney V, Legal and

Research Division

Attorney V shall review email reply drafts for highly technical queries.

None Attorney V, Legal and

Research Division

LRD team member finalizes and send Email Reply for simple and complex queries.

None Team member,


END OF TRANSACTION






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EXTERNAL SERVICES

RESPONDING TO LETTER REQUEST/

RENDERING NON-POLICY MATTER OPINIONS






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Name of Service Process: Responding to Letter Requests/Rendering Non-Policy Matter Opinions


Description:

Assists in the issuance of non-policy matter opinions and letters in response to requests by the stakeholders dealing with non-policy procurement related matters or issues, or technical applications of the procurement rules and regulations.








No CLIENT STEP

AGENCY ACTION

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

REMARKS

1

Letter from the requesting entity

Receiving Officer (RO) receives Requests for Opinion in writing (letter or e-mail) and records the same in the Document Tracking System (DTS).

None 30 minutes

RO is Front Desk Officer

(FDO) for Regular Mail, Administrative

Division

Procurement Management Officer (PMO)

II/III Legal and Research Division

2 RO submits to LRD Attorney V.

None 30 minutes

RO, Legal and Research Division



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3 None

LRD Attorney V determines appropriate action and instructs concerned LRD team member.

None 1 day


Appropriate Action includes determination of the nature and completeness of the request. Nature of Request: (a) Letter Reply Criteria: i) Mere request for information or updates regarding on the law and rules. ii) Not novel as there are previous NPM Opinions or GPPB issuances covering the same issue. (b) Non-Policy Matter (NPM) Opinion Criteria: i) Requests for the interpretation of the provisions of Republic Act No. 9184, and its IRR and other associated issuances. ii) Requires clarification or guidance on the applicability of the laws and rules that are novel, i.e. no similar NPM Opinions or GPPB issuances dealing with the issue.

4 None

PMO II/III records instructions and forwards to assigned LRD team member; PMO II acknowledges regular mail.

None 30 minutes


5 None

LRD team member drafts appropriate written communication for highly technical queries or Non-Policy Matter (NPM) Opinion.

None 9 days/12

days


Apply 12 days if the written communication is determined to be a Letter-Reply



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6 None

Attorney V shall review drafts of letter replies for highly technical concerns and NPM opinions.

None 2 days/3 days


Apply 3 days if the written communication is determined to be a Letter-Reply and not a NPM.

7 None

Deputy Executive Director (DED) reviews the draft Letter Replies/NPM-highly technical, and then either approves/initials the draft and instructs the assigned PMO/Atty. to finalize the same, or returns it to the LRD member for revisions.

None 2 days/3 days Deputy

Executive Director IV

Apply 3 days if the written communication is determined to be a Letter-Reply and not a NPM.

7.3 None

Executive Director reviews the draft (NPM Opinions), then either approves the draft and instructs the assigned PMO/Atty. to finalize the same, or returns it to the PMO/Atty. for revisions.

None 5 days Executive Director V



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8 None

LRD team member proofreads and prints finalized copy.

None 1 hour


9.1 None

DED signs finalized Letter Replies.

None 1 hour Deputy


9.2 None ED signs finalized NPM Opinions.

None 1 hour Executive Director V

10 None

Finalized Letter Reply/NPM Opinion is scanned, sent via email or original document is sent through registered mail and recorded.

None 2 hours


END OF TRANSACTION




Due to the nature of the request, extension may allow up to 20 days pursuant to Executive Order No. 2, s. 2016.



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EXTERNAL SERVICES

POSTING OF THE PRE-SELECTED LIST OF

SUPPLIERS OR CONSULTANTS

Performance Monitoring Division (PMD) Contact No.: (02) 7900 - 6741 to 44 local 102 Email Address: [email protected]



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Name of Service Process: Posting of the Pre-Selected List of Suppliers or Consultants

Division/Office/Unit: Performance Monitoring Division (PMD)

Description: For agencies submitting documents of Pre-Selected List of Suppliers for posting in the GPPB Website.


Type of Transaction: G2G - Government to Government



Who May Avail: NGAs, SUCs, GOCCs, GFIs, LGUs


One (1) copy of Pre-Selected List of Suppliers and Certification from the Head of the Procuring Entity

List of Pre-selected Suppliers and the Certification from the Head of Agency shall be coming from the

Procuring Entity

No CLIENT STEP

AGENCY ACTION

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

REMARKS

1

Client submits Pre-Selected List of Suppliers

Receiving Officer (RO) receives and logs the document submission in the database

None costs are outside of

our control/

borne by the sender

4 hours RO,


Submissions may be submitted in electronic copies

2 None

PMO-in Charge reviews the submitted documents. If the Pre-Selected List of Suppliers is found in order, the submissions shall be included in the appropriate List in the GPPB website.

None 1 day

PMO-in-Charge, Performance Monitoring

Division

Document goes through the usual routing and assigning process, and reviewed at first-in, first-out basis



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3 None

For reply letters with observations or findings, PMO-in Charge sends reply letter/check list to the procuring entity. Upon completion, documents are returned to the Receiving Officer for filing.

None 1 day

PMO-in-Charge; Division Head, Performance Monitoring

Division

RO, Administrative

Division

Includes processing the drafting, review, release, and mailing/sending of letter.

END OF TRANSACTION



TOTAL No. of TAT or Duration of the Activity 2 working days and 4 hours



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EXTERNAL SERVICES

PROCESSING OF WRITTEN REQUEST

FOR GPPB ACTION

Secretariat Division (SD) Contact No.: (02) 7900 - 6741 to 44 locals 107 and 123 Email Address: [email protected]



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Name of Service Process: Request for GPPB Action

Division/Office/Unit: Secretariat Division

Description: Processing of requests by complete research and focus group discussions to craft recommendations for the approval of the Board.



Schedule of Availability of Service: Monday to Friday, 8:00 A.M. to 5:00 P.M., except holidays

Who May Avail: NGAs, SUCs, GOCCs, GFIs, LGUs, CSOs and Private Organizations


1. One (1) letter / email containing details of the request. Requesting Party

No CLIENT STEP

AGENCY ACTION

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

REMARKS

1

Sends letter/email containing details of the request.

Receives letter request and encodes in the database.

None

1 day

RO None

2 None Transmits to the DC of the Secretariat.

None PMO,

Secretariat Division

None

3 None

Assesses details of request and determines whether the request requires GPPB intervention or may be addressed by GPPB-TSO divisions.

None Head/OIC, Secretariat

Division

May need consultation

with ED/DED for

highly technical topics.

(If request does not

need GPPB

intervention, proceed

to 3A. Otherwise, proceed to



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3B.)

3A None

Prepares reply and informs Requesting Party that the request has been directed to appropriate division for processing.

None

Assigned PMO, Secretariat

Division

END OF PROCESS

3B None

Prepares acknowledgment letter using appropriate template. If documents are not complete, letter must require Requesting Party to submit necessary documents.

Proceed to Step 4.

4 None

Assigns Handling Officer (HO) and Alternate in consultation with the DEDs.

None Head/OIC, Secretariat

Division None

5 None

Conducts Complete Staff Work (CSW) and prepares all necessary documents and submits to the DED.

None 20 days Handling Officer

Period may be extended depending

on the requirement

s of the request.

6 None

Recommends to the Executive Director (ED) to include in the agenda for IATWG presentation.

None 10 days Deputy


None



2020 (1ST Edition)


7 None

Decides whether to include the request in the agenda for presentation to the IATWG.

None 5 days Executive Director

None

8 None

SD to schedule presentation to the IATWG and sends letter informing the requesting Party as to the status.

None 1 day Head/OIC/PMO,

Secretariat Division

None

END OF TRANSACTION


TOTAL No. of Agency Action 8

TOTAL No. of TAT or Duration of the Activity 37 working days*

(Extendable) * Extendable - Request for GPPB action/intervention requires Complete Staff Work (CSW) that is beyond conduct of research and study by the assigned project lead. It may include coordination and consultation meetings and conduct of focus group discussions and other means to gather data and information that are deemed necessary by the project lead to address the issue/concern in the request. Only after conduct of necessary staff work can the project lead prepare its recommendations and report to DED for the latter's review. Call for coordination/consultation meetings and setting up of focus group discussions depends highly on availability and participation of third party which the GPPB-TSO has no control over. Further, while regular schedule of IATWG and GPPB meetings are on a monthly basis, conduct of actual meetings depend on the availability of members of both IATWG and GPPB. Failure to establish quorum necessarily would warrant rescheduling of regular meetings.



2020 (1ST Edition)


FEEDBACK AND COMPLAINTS MECHANISM

Your feedback is important.

Please let us know how we have served you by doing any of the following:

1. Accomplish our Client Feedback or Complaints Forms the GPPB-TSO Front Desk

2. Send your Feedback through email – [email protected] or [email protected]

3. Talk to our Action Officer-of-the-Day (AOD). If you are not satisfied with our service, your written/verbal complaints shall immediately be attended to by the Action Officer-of-the-Day.

Contact Information:

Office Phone Number Email address

GPPB-TSO 7-900-6741 to 44 [email protected]

Presidential Complaints Center 8888 [email protected]

CSC Contact Center ng Bayan 0908-8816565

1-6565 [email protected]

Anti-Red Tape Authority 8478-5093 [email protected] [email protected]

Thank you for helping us improves our services!

mailto:[email protected]



2020 (1ST Edition)


Please let us know how we have served you. You may use this form for Compliments, Complaints and/or Suggestions.

CONTACT INFORMATION

Name

Address

Sex Male Female

Contact Numbers

E-Mail Address

Agency/Office

TYPE OF FEEDBACK (Kindly check)

COMPLIMENT COMPLAINT SUGGESTION

Date

Action Officer of the Day

Comments/Suggestions Details:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

CRITERIA E VS S F P

1 Management and assistance extended by TSO Personnel

2 Professionalism and attitude exhibited by TSO Personnel

3 Acts on request/concerns of client promptly

4 Suggestions/recommendations given were helpful to the objective of the agency

5 Facilities are comfortable/functional/clean/organized.

Legend: E – Excellent, VS – Very Satisfactory, S – Satisfactory, F- Fair, P- Poor

Overall Satisfaction (please check)

EXCELLENT VERY

SATISFACTORY SATISFACTORY FAIR POOR

Thank you for helping us improves our services!

GOVERNMENT PROCUREMENT POLICY BOARD TECHNICAL SUPPORT OFFICE (GPPB – TSO)

CLIENT FEEDBACK FORM



2020 (1ST Edition)


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