GOVERNMENT PROCUREMENT POLICY BOARD TECHNICAL …. 2020 GPPB TSO... · 2020-07-24 · I. MANDATE...
Transcript of 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)
GOVERNMENT PROCUREMENT POLICY BOARD TECHNICAL SUPPORT OFFICE
(GPPB – TSO)
SERVICE CHARTER 2020 (1st Edition)
GOVERNMENT PROCUREMENT POLICY BOARD TECHNICAL SUPPORT OFFICE
CITIZEN’S CHARTER HANDBOOK
2020 (1ST Edition)
TSO Service Charter | 2
GOVERNMENT PROCUREMENT POLICY BOARD TECHNICAL SUPPORT OFFICE
(GPPB – TSO)
SERVICE CHARTER 2020 (1st Edition)
GOVERNMENT PROCUREMENT POLICY BOARD TECHNICAL SUPPORT OFFICE
CITIZEN’S CHARTER HANDBOOK
2020 (1ST Edition)
TSO Service Charter | 3
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
Development Division
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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
Development Division
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
Development Division
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
Legal and Research Division
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
Type of Transaction: G2G - Government to Government G2B - Government to Business G2C - Government to Citizen
Schedule of Availability of Service:
Monday to Friday, 9:00 A.M. to 4:30 P.M., except holidays
Who May Avail: NGAs, SUCs, GOCCs, GFIs, LGUs, CSOs and Private Sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
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,
Administrative Division
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),
Legal and Research Division
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 Client Steps 2
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
Legal and Research Division
Contact No.: (02) 7900 - 6741 to 44 locals 117 and 124
Public Assistance Team (PAT) locals: 101, 116, 119
Email Address: [email protected]
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Name of Service Process:
Attending Phone-In Queries
Division/Office/Unit: Legal and Research Division (LRD)
Description: Attends all phone-in queries regarding non-policy procurement related matters, or technical applications of the procurement rules and regulations from all clients.
Classification: Simple
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 4:00 P.M., except holidays
Who May Avail: NGAs, SUCs, GOCCs, GFIs, LGUs, CSOs and Private Sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
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 Client Steps 1
TOTAL No. of Agency Actions 4
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
Legal and Research Division
Contact No.: (02) 7900 - 6741 to 44 locals 117 and 124
Email Address: [email protected]
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Name of Service Process: Responding to Email Queries
Division/Office/Unit: Legal and Research Division (LRD)
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.
Classification: Simple
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 Sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Client contact details and email address. Requesting Party
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
PMO II/III, Legal and Research Division
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,
Legal and Research Division
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,
Legal and Research Division
END OF TRANSACTION
TOTAL No. of Client Steps 1
TOTAL No. of Agency Actions 6
TOTAL No. of TAT or Duration of the Activity 3 working days
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EXTERNAL SERVICES
RESPONDING TO LETTER REQUEST/
RENDERING NON-POLICY MATTER OPINIONS
Legal and Research Division
Contact No.: (02) 7900 - 6741 to 44 locals 117 and 124
Email Address: [email protected]
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Name of Service Process: Responding to Letter Requests/Rendering Non-Policy Matter Opinions
Division/Office/Unit: Legal and Research Division (LRD)
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.
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 Sector
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Client contact details and email address. Requesting Party
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
Attorney V, Legal and Research Division
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
PMO II/III, Legal and Research Division
5 None
LRD team member drafts appropriate written communication for highly technical queries or Non-Policy Matter (NPM) Opinion.
None 9 days/12
days
Team member, Legal and Research Division
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
Attorney V, Legal and Research Division
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
Team member, Legal and Research Division
9.1 None
DED signs finalized Letter Replies.
None 1 hour Deputy
Executive Director IV
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
PMO II/III, Legal and Research Division
END OF TRANSACTION
TOTAL No. of Client Steps 1
TOTAL No. of Agency Actions 10
TOTAL No. of TAT or Duration of the Activity 20 working days
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.
Classification: Simple
Type of Transaction: G2G - Government to Government
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
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
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,
Administrative Division
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 Client Steps 1
TOTAL No. of Agency Actions 3
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.
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
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
Executive Director IV
None
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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 Client Steps 1
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.
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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!
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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!
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CLIENT FEEDBACK FORM
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