Emergency Community Procurement Procedures (ECPP)

Emergency Procurement refers to the selection of an appropriate method of procurement to

procure urgently needed goods, services and infrastructure facilities to assist disaster affected
communities brought about by natural or man-made calamities (typhoons, earthquakes,
landslides, volcanic eruptions, tsunamis, hurricanes, wars, etc.). In post recovery and
reconstruction efforts, the community driven development approach adopted under the KCNCDDP is an effective mechanism to mobilize resources and implement interventions to respond
and assist disaster affected communities.
The NCDDP Disaster Response Operations Manual (DROM) states that for a community to be
eligible to utilize KC-NCDDP funds for recovery and rehabilitation efforts, there should be a
declaration of a State of Calamity by the President or by the LGU concerned.
After the Declaration of the State of Calamity, the NPMO and the relevant RPMO shall
undertake the accelerated CEAC process discussed in the DROM for social preparation,
community planning, implementation and monitoring and evaluation.

The emergency procurement procedures for KC-NCDDP as set out in this guidelines is
intended to accelerate and simplify the procurement process taking into account the
more challenging implementation conditions in post-disaster settings while ensuring that
the above mentioned principles are maintained. Simplified procurement methods will be
applied under disaster response operations.
Preparation of Emergency Community Procurement Plan (ECPP)
The ACT or MCT Technical Facilitator/s (TFs) in coordination Community Empowerment
Facilitators (CEFs), the Community Procurement Team (PT) shall prepare an Emergency
Community Procurement Plan (ECPP) by undertaking the following:

From the sub-project proposal or program of works, identify and group the items
to be procured into goods (supplies and materials) and works (skilled and
unskilled labor, as well as technical and complex phases of infrastructure subprojects that would require contracting the services of contractors who are
technically capable of performing the procurement at hand).

In cases of existing SPs, review and enhance the existing Procurement Plan to
check appropriateness of packaging;

Determine which items are available within the community and, if not available,
potential sources outside the community. List down all possible suppliers both
within and outside the community.

Similar to the process of PACKAGING under the regular community based

procurement procedure as stated in the revised CBPM, determine the packages
what method of procurement will be used. The ECPP will be presented to the
Community Assembly1 for validation and confirmation.

The Procurement Team (PT) presents the proposed ECPP to the Community
Assembly. The presentation of the ECPP allows the community to be informed.
The Community Assembly also makes a decision on the proposed procurement
plan. All agreements shall be reflected in the minutes of the Assembly Meeting.
The Procurement Team with the assistance of ACT/MCT finalizes ECPP. After
approval of the sub-project the Procurement Team then proceeds with the
procurement based on the approved ECPP and in coordination with the Project
Implementation Team (PIT).

Emergency procurement facilitation

The timeline for every step shall be waived due to the need to facilitate the implementation
of the identified subproject in order to restore the functionality of basic services. The ACT
and MCT shall closely assist the BSPMC on all procurement activities to ensure that
procurement at hand are delivered as soon as possible.
Any member of the BSPMC or ACT/MCT could perform procurement functions if the
Procurement Team (PT) members are not available or could not function as a result of
the disaster.
6.3. Emergency procurement methods and procedures
Under the disaster response operation procedures (DROP), the following adjustments to
the procurement procedures are to be followed. The adjustments in the community
procurement shall be in-force until the completion of the sub-project. If a project began
under the emergency mode, the emergency procurement process will continue until the
project is completed, even if the declaration of emergency is lifted or has lapsed.
DIRECT CONTRACTING
APPLICABILITY CONDITIONS
1) For Works and for Goods
2) One eligible (technically and financially capable) supplier/contractor;
3) BSPMC to Government Agency (e.g. LGU, NGA such as TESDA, others)
1

Similar to Barangay Assembly only that due to the disaster the house hold number may have been reduced

- Justification that it is more practical and advantageous to engage LGUs,

NGAs, GOCCs and other government agencies who has the capacity and
are mandated to perform functions relevant to the needed services
4) Adjacent or contiguous with ongoing KC-NCDDP Project. Justification that it is
more practical to engage the contractor/supplier provided the contractor/supplier
has the capacity to perform the contract and the cost is within available budget.
5) Through Repeat Order (for goods only);
- 100% of the cost of the original contract/PO previously procured under
DROP;
- Applicable within 60 days from the date of the original contract
- Same or lower quantity and unit costs of the same items of the original
PO/contract
- Conducted once
6) No threshold due to the emergency nature of procurement.
7) Prior review by the RPMO for contracts equal or higher than P2M
8) For works contracts costing P1,000,000.00 or higher, 10% retention in every
billing shall be deducted to cover any damage as a result of poor performance
within 6 months defect liability period. Upon consultation with the Community
Assembly, a retention shall be required for contracts below P1.0M as justified in
the assembly.
COMMUNITY SHOPPING
For Works and for Goods
More than one eligible (technically and financially capable) supplier/contractor
in the area. If there are only two eligible suppliers or contractor who submitted
quotation, evaluation of the RFQ can proceed. If quotation found to be
responsive, proceed with the contract/PO award
Similar to direct contracting, there is no threshold due to the emergency nature
of the procurement.
For works contracts costing P1,000,000.00 or higher, 10% retention in every
billing shall be deducted to cover any damage as a result of poor workmanship
within 6 months defect liability period. Upon consultation with the Community
Assembly, a retention shall be required for contracts below P1.0M as justified in
the assembly.
SMALL VALUE PROCUREMENT(SVP)
Small Value Procurement refers to a method for the procurement of goods, services,
works and consulting services where direct purchase is used for items of small quantities
and value since it is more practical and economical to do so. The decision to resort to small
value/off-the-shelf procurement must be reflected in the ECPP. Splitting of contracts to
evade or circumvent the requirements (i.e. competitive) of this manual using this method is
not allowed.

There are three types of small value procurement:

1. Off-the Shelf Goods
Off-the-Shelf Goods Procurement applies to the purchase of readily available goods
from local market outlets/stores. This may include the purchase of food, perishable or
non-perishable items, agricultural products, office supplies, hand tools, or other items
necessary for the implementation of the sub-project, among others.
2. Short Term Services
Short Term Services procurement refers to the purchase or acquisition/engagement
of non-consultancy service requirements available in the local community and requiring
a very limited period of time. This may include hiring of caterers for workshops, training
or meetings, transportation or trucking services, repair of vehicles and other project
related equipment, hiring of resource persons for training, rental of hand tools and
equipment, or other services necessary for the implementation of the sub-project,
among others.
In the rental of hand tools that are commonly used in construction projects and included
in the POW, the PT must determine the required duration of use and assess whether it
is more economical to rent or to purchase such items. If the cost of renting such tools
exceeds the threshold provided above, then the PT should consider purchasing such
items either through community bidding, shopping or direct contracting as goods or
equipment, as applicable, provided that: this is included in the ECPP; the procedures
for operation and maintenance of such tools and equipment are clearly established
including its turn-over and custody after project completion; and a cost comparison is
submitted/attached as part of the readiness filter.
3. Small Works
Small Works procurement refers to the purchase of construction related service
requirements available in the local community and requiring a very limited period of time
and skilled labor such as painting, repair or renovation of roofs, walls, plumbing or
electrical works, fabrication of small structures or other services necessary for the
implementation of the sub-project which would be more economical to procure as small
works rather than pakyaw contract. In this case, the C/BSPMC directly engage worker/s
in the community with known capacity to perform the job. The cost and scope of works
should have been established in the POW or as discussed in the C/BSPMC meeting or
at the Barangay Assembly (BA). Payroll, accomplishment report prepared by the PIT
and checked by the TF/engineer in-charge and Timesheets or a photocopy logbook will
be the supporting documents for payment.

PAKYAW CONTRACT

Pakyaw Contract refers to a system of hiring a group of skilled or unskilled

workers within the community or its vicinity by the community itself for the
performance of a specific work incidental to the implementation of the project
where tools and local indigenous materials may or may not be furnished by the
community. It is an alternative method of procurement where the partial or full
implementation of an infrastructure project or items of work for its completion is
carried out by labor from the community or its vicinity.
Pakyaw contracts are used to complete items of work defined by a specific
quantity or output (e.g. excavation, clearing and grubbing). Where available, the
community through the C/BSPMC may also supply needed equipment to
complete the work. This may be done by organizing and hiring its members to
supply labor under pakyaw contracts; through the direct provision of
construction and other needed materials; or through the use of its own or the
leasing of construction equipment, or Labor only; or any of these combinations.
Payment will be based on the scope of works quantity output derived from the
POW and reflected in the statement of works accomplishment. Particular scope
of works, quantities, schedule and corresponding costs will be prepared and
attached to the Pakyaw Agreement. For the specific works output, a lump-sum
payment may be made based on a statement of work accomplished either
through the group leader or divided among the pakyaw workers and disbursed
using a payroll system through the C/BSPMC/Barangay treasurer. A list or
payroll that reflects the cost due to every member of the Pakyaw should be
provided as an attachment to the disbursement voucher. The payroll shall then
be concurred by the member to indicate acknowledgement of the payment
expected. The method for paying community based labor under the pakyaw
contract should be discussed and agreed upon during the Barangay or
community Assembly.

6.4. Emergency procurement methods and prior-review

Procurement Method

Threshold
Amount
(P)

Prior Review Requirement

Threshold (P)
RPMO

NPMO

Community Shopping
- Works

None

2.0 M

Random

- Goods

None

2.0 M

Random

None

Post review

Post review

Community Direct Contracting

- Sole source

- BSPMC to Government Agency None

Post review

Post review

- Adjacent and contiguous with None

ongoing KC Projects
- Repeat Order (Goods)
100% of previous
contract
Small Value Procurement (SVP)

500,000

Post review

Off-the-Shelf (Goods), Small

50,000.00
works and Short term services
Pakyaw Contract
- Works (Labor including local 500,000.00
materials such as aggregates,
boulders, lumbers and other
indigenous materials)
Variation Order for Works
Up to 20% of All
In case of additive/deductive and original contract
extra work orders

6.5. Procedures:
Key Activities
1. Pre-Procurement

Description
ACT/MCT to convene the community volunteers to discuss the
procurement at hand. In case of ongoing subprojects, where its
still relevant (as discussed in the community assembly) to
continue/complete the SP, review the existing Community
Procurement Plan (CPP) and update it if necessary should
there be revision as a result of the disaster. It is very important
that community volunteers understand the emergency
procedure of the procurement.
The market condition shall be discussed to determine the
availability of resources, suppliers and service providers. This is
important in preparing the emergency community procurement
plan (ECPP)

The ACT shall closely assist the community volunteers in the

preparation of the procurement documents. This include the
conduct of market survey (material and labor); emergency
procurement plan, RFQs, AOQs, POs and other procurement
activities and documents.
For Small Value Procurement, the items/list shall be prepared
using the forms for small value procurement in the annexes.
2. Preparation of the Fill-up the RFQ based on the ECPP and ensure that all
Request for Quotation information required and signatories are complete.
(RFQ)
Any member of the BSPMC can represent the community in the
procurement if the Procurement Team (PT) members are not
available. The Community Facilitator (CF) or any member of
the ACT shall facilitate the preparation of the RFQ. The ACT
can serve as the Procurement Team in case members of the
BSPMC are not available as a result of the calamity.
For SVP, the survey form will serve as the RFQ.
3. Serving the
Request for
Quotation (RFQ)

Before serving the RFQ, the Procurement Team should already

have an idea where to serve it. Only suppliers/contractors that
carry the complete line of materials or equipment required shall
be served with the RFQ. Members of the ACT/MCT shall assist
the CVs in serving the RFQ.
Suppliers/Contractors shall acknowledge receipt of the RFQ.

4. Evaluation of the
Request for
Quotation (RFQ)

For SVP, the PT directly canvass prices and fill-out the SVP
survey form.
If the BSPMC Bids and Awards Committee (BAC) is not
functional, at least two (2) members of the BSPMC and one (1)
member of the ACT/MCT shall conduct the evaluation to check
the completeness and responsiveness of the quotations
received. Reflect the evaluation in the abstract of quotation
(AOQ)
The most capable and responsive supplier based on the
primary criteria of a) prices; and b) ready availability of the
materials for immediate delivery based on the POW and

schedules will be determined. Before the award of the contract,

the Procurement Team will also review the reasonableness of
the price by comparing it to prices of same items procured by
other barangays or the MLGU under the emergency situation.
RPMO NOL is required for procurement of Goods amounting to
PhP 2,000,000.00 or higher and for Works amounting to PhP
2,000,000.00 or higher.
Abstract of Quotation attached.

5.Issuance of
Purchase Order
(P.O.)/Contract

For SVP, the PT shall evaluate the prices as canvassed. If

prices found to be responsive, the PT will let the supplier signed
the survey form. For Goods, the survey form will now serve as
the Purchase Order (PO).
The ACT shall ensure that correct information is reflected in the
Purchase Order (P.O.) or Contract.
For Works contract, a Notice to Proceed will be issued.

GENERAL NOTES:

For SVP on small works and short term services, use the forms
in the annexes.
1. Considering the emergency nature of procurement, the
conract/PO can be awarded within a day as soon the
complete process is conducted.
2. Some information in the forms and terms and conditions
may be modified to suit the requirement of the
procurement at hand;
3. Should there be clarifications and substantial
modification that involves policies on the use of this
guidelines, clearance from the NPMO shall be obtained.

ANNEXES: COMMUNITY EMERGENCY PROCUREMENT FORMS

KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT
EMERGENCY COMMUNITY PROCUREMENT PLAN (ECPP)
Name of Proposed Community Project: ____________________________________

Date Prepared: _____________

Barangay
: __________________
Municipality
: _______________
Province: __________________
Total Estimated Cost: _______________
Community Project Duration: _______________
Project Implementation Duration: ___________________
Items to be Procured

Quantity

Unit
of Measure

Unit Cost

Total Cost

Procurement
Method

Schedule of
Procurement

Comments/Remarks

Package No.
Sub-Total
Package No.
Sub-Total
Package No.
Sub-Total
Package No.
Sub-Total
GRAND TOTAL
Prepared by:
_____________________
Procurement Team Head
(Name and Signature)

Reviewed by:
________________________
TF/Municipal Engineer
(Name and Signature)

Approved by:
__________________
BSPMC Chairperson
(Name and Signature)

KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT

MARKET SURVEY OF AVAILABLE SUPPLIERS AND CONTRACTORS
Name of Proposed Community Project : ____________________________________
Date Prepared: _____________
Barangay
: __________________
Municipality
: __________________
Province
: __________________
Total Estimated Cost: _______________
Community Project Duration: _______________
Project Implementation Schedule: ___________________
Items to be Procured

Quantity

Prepared by:
_____________________
Procurement Team Head
(Name and Signature)

Provide necessary information on the item/s described

Unit of
Measure

Names of Possible Suppliers and

Contractors

Reviewed by:
________________________
TF/Municipal Engineer
(Name and Signature)

Market Price

Remarks2

Approved by:
___________________
BSPMC Chairperson
(Name and Signature)

KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT

SURVEY OF AVAILABLE LABORERS
Name of Proposed Community Project : ____________________________________
Barangay
: __________________
Municipality
: __________________
Project Implementation Duration: ___________________
Work Items to be Procured

Prepared by:
_____________________
Procurement Team Head
(Name and Signature)

Quantity

Unit of
Measure

Estimated Cost
No. of
Skilled

Date Prepared: _____________

Province
: __________________
Availability of Local Labor
Daily Rate No. of
Unskilled

Reviewed by:
________________________
TF/Municipal Engineer
(Name and Signature)

Remarks
Daily
Rate

Approved by:
___________________
BSPMC Chairperson
(Name and Signature)

KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT

Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
REQUEST FOR QUOTATION FORM
FOR GOODS
Date: _____________

Quotation No. _______

To: Company Name: ___________________________________

Address: _________________________________________
May we request you to indicate your prices for the items listed below. Please return this form
to the canvasser in sealed envelope or submit it to the Barangay Sub-Project Management
Committee (C/BSPMC) at the Barangay Hall on insert date and time of deadline for
submission
Items
No.

Description/Specs of Items

Qty

Unit

Unit
Cost

TOTAL
Amount in Words:
Delivery Period

Total

: ___________________________________

Notes:
1. Quotation must be valid and fixed for 15 calendar days.
2. Prices quoted must include taxes and other incidental expenses.
3. Cost of delivery:
to include
not to include
4. Award shall be made: on per item basis on per package basis
_______________
C/BSPMC Chairperson
After having carefully read and accepted your General Conditions, I/We quote you on the
item/s at prices noted above.
Canvass Submitted by:

(Name & Signature of Authorized Representative)

Date:__________________________

KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT

Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
REQUEST FOR QUOTATION FORM
FOR WORKS
Date: _____________

Quotation No. _______

To: Company Name:___________________________________

Address: _________________________________________
Our community has received a grant from the Department of Social Welfare and
Developments KALAHI-CIDSS NCDDP. The Barangay Sub-Project Management Committee
(C/BSPMC) invites you to submit a quotation to construct and complete, on behalf of the
community and according to the conditions of this Invitation, the whole of the work items for
said project broken down as follows:
Name of Community Project: _______________________________________________
Work
Item
No.

Scope of Works

Qty

Unit

Unit
Cost

Total

TOTAL
To assist you in the preparation of your price quotation, we enclose the necessary drawings
and specifications. Your quotation should be submitted in a sealed envelope and addressed
to the undersigned at the following address:
The Barangay Sub-Project Management Committee
Attention: Bids and Awards Committee
Barangay Hall, Barangay ______________________
Municipality of _________________, Province of ________________
Your quotation shall be valid and fixed for a period of thirty (30) days from the date of
submission of the quotation. Price quoted must include taxes and other incidental expenses.
It is understood that the contractor shall complete all works enumerated at the total quoted
price. Minor works not listed therein but are necessary to execute the work items are deemed
part of these work items. Likewise, in case the contract is awarded, the firm/contractor agrees
to utilize local labor including women who are capable of doing scope of works as suited.
A contractor who withdraws his quotation during the validity period and/or refuses to accept
the award of the contract will be permanently disqualified from participating in any KC-NCDDP
funded community projects:

Attached for your information and guidance is the Draft Contract with its Terms and Conditions.
Your quotation should be received by the C/BSPMC on or before _______________ (date
and time). The Quotations shall be opened in public in your or your representatives presence
if you choose to attend, on ___________________ (same date as deadline for bid submission)
at ____ (time) (same as the deadline for bid submission) at the given address:
Please attach to your quotation with the requirements provided in the Instructions to Bidders
containing the following:
I.
II.
III.

Technical Documents;
Legal Documents; and,
Financial Documents
Very truly yours,
__________________________
BSMPC Chairperson

Quotation Submitted by:

____________________
Name of Firm

________________________
Signature over Printed Name
Owner/Manager

___________
Date

KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT

Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
Contract Reference Number:
Name of the Contract:
ACKNOWLEDGEMENT RECEIPT
This is to acknowledge receipt of the Request for Quotation/Canvass Form served by
______________, ______________, _________________ Procurement Team members of
C/BSPMC ______________________________________ (Name of Barangay /Municipality).

________________________
Name & Signature of Contractor / Supplier
Date Served _________________

_________________________
Name & Signature of Contractor /Supplier
Date Served_________________

_________________________
Name & Signature of Contractor /Supplier
Date Served_________________

_________________________
Name & Signature of Contractor /Supplier
Date Served _________________
___________________________
Name & Signature of Contractor /Supplier
Date Served _________________

_________________________
Name & Signature of Contractor /Supplier
Date Served ________________

KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT

Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: ___________________________

Item
No.
1.
2.
3
4
5
6
7

Description/Specifications

ABSTRACT OF CANVASS/QUOTATION
(Community Shopping/Direct Contracting for Goods)
Qty. Unit
Name of Supplier
Name of Supplier
Unit Price Total
Unit Price
Total

Name of Supplier
Unit Price Total

TOTAL
Encircled is/are the price/s evaluated to be the lowest calculated and responsive quotations/s. Award is hereby recommended to this/these
supplier/s.
BIDS AND AWARDS COMMITTEE
____________________________

APPROVED BY:
____________________________
C/BSPMC CHAIRPERSON

____________________________
____________________________
BAC Chairman

DATE: ___________________

KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT

Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
ABSTRACT OF CANVASS/QUOTATION
(Community Shopping/Direct Contracting for Works)
Name of Project/Contract: _________________________________________
NAME OF CONTRACTOR

AMOUNT

REMARKS

1.
2.
3.
4.
Based on the quotations opened on _________________ (date). The quotation submitted by
___________________________
(name
of
contractor)
in
the
amount
of
____________________________________________ (amount in words) P ______ (in
figures) was determined after evaluation to be the lowest calculated complying/responsive
quotation. Therefore, award of the contract is hereby recommended to the said contractor.
BIDS AND AWARDS COMMITTEE
__________________________
__________________________
__________________________
BAC Chairperson

APPROVED BY:

__________________________
C/BSPMC CHAIRPERSON
Date: __________

KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT

Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________

PURCHASE ORDER FOR GOODS

(Community Shopping/Community Direct Contracting)
Name of Supplier:__________________________________
Address:__________________________________________
Date:_______________

P.O.No.:____________

In accordance with the canvass dated ___________, the Barangay Sub-Project

Management Committee (C/BSPMC) of Barangay ______________________________
requests you to supply and deliver the items detailed below:
Item No.

Description / Specification

Quantity

Unit

Unit Price

Total Amount

TOTAL AMOUNT OF THIS PURCHASE ORDER

TERMS & CONDITIONS: Deliver to insert place of delivery hereon or before insert date of delivery here.
In case of delay in delivery, 1% of the price of each item not delivered will be deducted from the total
amount due for each day of delay (weekends, and holidays included).

The C/BSPMC reserves the right to accept or reject any part of the items delivered which are not in
accordance with the specifications.
Very truly yours,

Chairperson, C/BSPMC
Date ________

Funds Available:
___________________________________________
Date ________
Treasurer
Conforme: ______________________________________________
(Name and signature of Supplier)

Date ________

Inspected/Tested by: ___________________________________________

Date:

Received by:

Date:

___________________________________________

Note: Below terms and conditions are example/template. In the actual

procurement, the terms and conditions should be indicated as applicable
on the what is being procured.

TERMS AND CONDITIONS

1.
All prices quoted herein are valid, binding and effective at least within forty _____
calendar days from date of quotation.
2.
AWARDEE shall be responsible for the source(s) of his supplies/materials/equipment
shall make deliveries in accordance with schedule, quality and specifications of the
award and purchase order. Failure by the AWARDEE to comply with the same shall
be ground for cancellation of the award and purchase order.
3.
Subject to the provisions of the preceding paragraph, where AWARDEE has accepted
a purchase order but fails to deliver the required product(s) within the time called for in
the same order, the C/BSPMC may cancel the award.
4.
All deliveries by suppliers/contractors shall be subject to inspection and acceptance by
the (C/BSPMC through insert name of representative). All necessary laboratory tests
undertaken by the (C/BSPMC through insert name of representative)on the item(s)
shall be for the account of the supplier/contractor.
5.
Rejected deliveries shall be construed as non-delivery of product(s)/item(s) so ordered
and shall be subject to liquidated damages, subject to the terms and conditions.
6.
Supplier shall guarantee his deliveries to be free from defects. Any defective item(s) /
product(s), therefore that may be discovered by the (C/BSPMC through insert name of
representative) within three (3) months after acceptance of the same, shall be replaced
by the supplier with seven (7) calendar days upon receipt of a written notice to that
affect.
7.
A penalty of one percent (1%) of the total value of the undelivered
product(s)/goods/works purchased shall be deducted for each day of delay in the
delivery of the product(s)/goods/works ordered.
8.
All duties, excise and other taxes and revenue charges, if any, shall be for the
suppliers/contractors account.

KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT

Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
CONTRACT AGREEMENT FOR WORKS
(for Community Shopping/Community Direct Contracting)
This agreement, made this ______ day of ______ 200__ by and between C/BSPMC: insert
name of barangay herewith address at insert address of barangay herein represented by insert
name of C/BSPMC Chairpersonherein after called OWNER as party of the first part
and
Insert name of Contractor and company with official address at insert address of
contractorinsert name of barangay, municipality, province, here in after called
CONTRACTOR as party of the other part.

Whereas the CONTRACTOR is desirous to execute the works described in the requestfor
quotation.
And the OWNER has accepted the proposal of the CONTRACTOR for the execution and
completion of such works and remedying of any defects therein.
Now this agreement witnesseth as follows:
1. In this agreement, words and expressions shall have the same meanings as respectively
assigned to them.
2. The following document shall be deemed to form and be read and construed as part
of this agreement:
a.
b.
c.
d.

Invitation to Quote
Abstract of Quotation
Minutes of evaluation of quotation
Contract Agreement

2. In consideration of the payments to be made by the OWNER to the CONTRACTOR

as hereinafter mentioned, the OWNER hereby covenants with the CONTRACTOR to
execute and complete the works within ______ calendar days and remedy any
defects therein in conformity in all respects with the provision of the contract .
3. The CONTRACTOR is allowed to collect advance payment equivalent to 15% of the
contract after posting bank guarantee of equivalent amount.
4. The CONTRACTOR is entitled to claim partial billing subject to the percentage of
accomplishment of the work.
5. The provisions of Section IV. Conditions of Contract for Works under the Community
Based Procurement Manual of the Kalahi CIDSS National Community Driven
Development Project (NCDDP) shall prevail.
In witness whereof the parties thereto have caused this Agreement to be executed this_____
day of______201__

_____________________
Chairperson, C/BSPMC

____________________
Contractor

Funds Available:
_______________________
Barangay Treasurer

Date:_________________

ACKNOWLEDGEMENT
REPUBLIC OF THE PHILIPPINES
MUNICIPALITY OF _____________, ______________

BEFORE ME, a Notary Public for and in the above jurisdiction, personally appeared
this ____ day of __________, 20____ at ______________, ____________, Philippines.
Name

Res. Cert. No.

Date / Place Issued

___________________

______________

_______________

____________________

______________

_______________

__________________

______________

_______________

Known to me to be the same persons who executed the foregoing CONTRACT

AGREEMENT consisting of two (2) pages including this page on which the
acknowledgement appears and they acknowledged to me that the same is their free and
voluntary act and deed and those of the principals they respectfully represent.
IN WITNESS WHEREOF, I have hereunto set my hand and seal on the date and at
the place first above- mentioned.

_____________________
Notary Public
PTR
No.______________
Until December 31, 201___
Doc. No. ____________;
Page No. ____________;
Book No. ____________;
Series of ____________.

KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT

Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
CANVASS FORM FOR LEASE OF LEASE OF EQUIPMENT
Date:_______________
To:(Name of Contractor/ Equipment Lessor)
Address:_______________________________
May we request you to indicate your quotation for the rental for the equipment indicated
below. Please return this form to the canvasser in sealed envelope or submit it to the
Barangay Sub-Project Management Committee (C/BSPMC) at the Barangay Hall on insert
date and time of deadline for submission
EQUIPMENT LEASE
Terms and Conditions:
1. In case of unacceptable/unreasonable delay in delivery of services as required, 1%
of the rental will be deducted from the total amount due for each day of delay
(weekends, and holidays included)
2. Quotation must be valid and fixed for 30 calendar days.
3. Prices quoted must include taxes and other incidental expenses.
4. The Equipment Operators wages cost of equipment maintenance and repairs shall
be for the account of the LESSOR.
5. The LESSOR shall ensure that the equipment is in operating condition at all times
during the duration of the contract agreement.
6. Fuel, oil and lubricants shall be supplied by the LESSOR. The lessor shall ensure
the equipment for third party liability and for total loss or partial damage to the
equipment while on transport or at the designated area of operation.
7. The LESSOR binds itself to protect and immune the LESSEE from any suit or
liability resulting from claims of any nature, whether for death, injuries or damages
that maybe suffered by the LESSORS Operator and/or third parties, arising from
or in connection with the transport of the equipment or performance of the work.
8. Damages caused by the LESSORS party shall be charged/deducted from the
LESSOR.
9. Payment shall be in accordance to the Community Finance Manual

____________________
C/BSPMC Chairperson
Date: __________
Canvass Submitted by:
Owner/Manager:
____________________________________________
Signature over Printed Name
Signature over Printed Name
Date: __________
Date: __________

KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT

Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________

PURCHASE ORDER (for equipment services)

Barangay: _____________________________
Municipality: ___________________________
Province: ______________________________

Name of Supplier:

P.O. No.
_________

Address:
Date:___________________
In accordance with the canvass dated ___________, the Community Project Management
Committee (C/BSPMC) off Barangay ____________________ requests you to provide services
as stated below:
Item No. /
Package No.

Equipment Needed (Type of

Equipment)

Number of No. of Unit

equipment / (Days / Rate
No. of Unit Hours) Per
(Day /
Hour)

Total
Rental
Cost

TOTAL AMOUNT OF THIS PURCHASE ORDER

TERMS & CONDITIONS:
1. Provide the services at insert project locationon or before insert date of delivery. In case
of delay in delivery of services, 1/10 of 1% of the rental will be deducted from the total
amount due for each day of delay (weekends, and holidays included).
2. Quotation must be valid and fixed for 30 calendar days.
3. Prices quoted must include taxes and other incidental expenses.
4. The Equipment Operators wages, cost of equipment maintenance and repairs shall be
for the account of the LESSOR.
5. The LESSOR shall ensure that the equipment is in operating condition at all times during
the duration of the contract agreement.
6. Fuel, oil and lubricants shall be supplied by the LESSOR.
7. The LESSOR shall insure the equipment for third party liability and for total loss or partial
damage to the equipment while in transport or at the designated area of operation.
8. The LESSOR binds itself to protect and immune the LESSEE from any suit or liability
resulting from claims of any nature, whether for death, injuries or damages that maybe
suffered by the LESSORS Operator and/or third parties, arising from or in connection
with the transport of the equipment or performance of the work.
9. Damages caused by the LESSORS party shall be charged/deducted from the LESSOR.
10. Payment shall be through CHECK.

C/BSPMC reserves the right to accept or reject the equipment if found not capable of
delivering the required services.
Very truly yours,
________________________________
Chairperson, C/BSPMC
Date: __________

Funds Available:

__________________________________

Date
________

Treasurer
Conforme: ______________________________________________
(Name and signature of Lessor)
Inspected / Tested by: ________________________________
Date: ________________
Received by: ________________________________
Date: __________________

Date ________

KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT

Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
LIST OF ITEMS TO BE PROCURED THROUGH SMALL VALUE PROCUREMENT
(Off-the-Shelf, Short Terms Services, Small Works)

Item
No.
1.
2.
3
4
5
6
7

Items to be Procured

Qty.

Unit

Estimated Cost

TOTAL AMOUNT REQUESTED

Prepared by:
____________________________
PT
DATE: ___________________
FUNDS AVAILABLE BY:
__________________________
TREASURER
DATE: ___________________

APPROVED BY:
____________________________
C/BSPMC
DATE: ___________________

KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT

Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
SURVEY OF AVAILABLE SUPPLIERS/SERVICE PROVIDERS/CONTRACTORS
(Off-the-Shelf, Short Terms Services, Small Works)
Item
Items to be
Qty. Unit Est. Purchase
Name of Supplier/Service
No.
Procured
Price Cost
Price
Provider/Contractor
1.
2.
3.
Price
Price
Price
1.
2.
3
4
5
6
7
TOTAL
Please encircle most reasonable price and purchase price

CONDUCTED BY:
____________________________
PT
DATE: ___________________

Name of Supplier/Contractor/Service Provider:_______________________________

Signature:
_______________________________ Date: ________________

Inspected by:_______________________________
Signature:_________________________________
Date:________________________________

NOTE:
When the above survey is evaluated and found to be responsive by the PT on-site, the supplier/
contractor and service provider will sign the above. This will serve as the Purchase Order (PO) and
will be used to prepare the payment.

KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROJECT

Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
JOB ORDER FOR SHORT TERM SERVICES/SMALL WORKS
(Catering, Training, Transportation, Trucking, Repair Services,Rental of Tools and
Equipment, Small Worksetc.)
Name of Service Provider:__________________________________
Address:__________________________________________
Date:_______________
The Barangay Sub-Project Management Committee (C/BSPMC) of
Barangay
______________________________ requests you to supply/deliver/provide the short term
service described below detailed below:
Item
No.

Description of Short Term Service

Duration Schedule Unit Price

of Service
Of
Delivery

Total Amount

TOTAL AMOUNT OF THIS JOB ORDER:

The C/BSPMC reserves the right to accept or reject any part of the items delivered which are not in
accordance with the specifications.
Very truly yours,

___________________________________________
Chairperson, C/BSPMC
Date: ________

Funds Available:
___________________________________________
Barangay Treasurer
Date: ________

Conforme: ______________________________________________
(Name and signature of Service Provider)

Date ________

Inspected/Validated
(MIT & CF)
by:
Date:______________