School-Based Feeding Program

SY 2018-2019
Budget Allocation – SBFP SY 2018-2019

DEPARTMENT OF EDUCATION 2
33%

DEPARTMENT OF EDUCATION 3
Budget Allocation – SBFP SY 2018-2019

DEPARTMENT OF EDUCATION 4
Budget Allocation – SBFP SY 2018-2019

DEPARTMENT OF EDUCATION 5
 Eligible Operational Expenses

 Basic eating/cooking/kitchen tools and equipment

 Stove
 Reasonable transportation expenses
 Water
 Dishwashing soap
 LPG/charcoal/firewood/kerosene
 Labor/service of cook (1 cook < 40)
 Common office supplies for the preparation of reports

DEPARTMENT OF EDUCATION 6
Procurement/Food preparation Modalities

DEPARTMENT OF EDUCATION
Procurement/Food preparation Modalities

DEPARTMENT OF EDUCATION
Procurement/Food preparation Modalities

DEPARTMENT OF EDUCATION
Procurement/Food preparation Modalities

DEPARTMENT OF EDUCATION
Procurement/Food preparation Modalities

DEPARTMENT OF EDUCATION
Procurement/Food preparation Modalities

DEPARTMENT OF EDUCATION
Creation of SBFP Core Group

DEPARTMENT OF EDUCATION
 Commodities

 A one-month or two-month cycle menu consisting of rice and a viand shall

be prepared and followed

 With the cycle menu as basis, the School Head and the SBFP Core Group
shall determine and prepare the complete list of ingredients needed for the
entire duration of the feeding period using the Request for Quotation (RFQ)
Form

 It is encouraged to include fruits in the meals or milk from local dairy farmers
if the budget can accommodate the costs or when provided by partners

DEPARTMENT OF EDUCATION
Procurement of Commodities

DEPARTMENT OF EDUCATION
 Release of Funds and Liquidation

1. DepEd RO shall 3. Schools to submit

release the funds to
2. SDOs WFP & PPMP. 4. DepEd SDOs
SDOs in two (2)
submit Then SDOs shall
tranches: the 1st submits to
tranche (50% of request release funds in
two (2) tranches
DepEd RO
the allocation per NCAs to
SDO) shall be or through regular consolidated
downloaded 1st Qtr RO-DBM monthly release liquidation
of 2018 to start the (attached as preferred by report at the end
preparatory copy school recipients. of each month
activities and start SubARO Succeeding
the feeding by July.
The 2nd tranche & lists of allocations shall
(50%) shall be recipient be released upon
downloaded to the schools) submission of
SDO not later than partial liquidation
August to ensure reports (50%)
continuity of pertaining to
feeding. previous releases.

DEPARTMENT OF EDUCATION
 Fund Utilization and Liquidation

 Feeding shall commence as soon as preparatory activities are conducted and funds are
received by schools to complete the feeding cycle at the end of December 2018

 SDO Accountants shall ensure that the School head or accountable officer has duly
applied for bonding with the Bureau of Treasury, Fidelity Bond division. Additional
bond shall be sourced from school MOOE.

 The School Head is primarily responsible for the liquidation of the funds released to
them by the SDO

 SBFP Funds are considered "Special Purpose Fund", and should be issued/released to
SHs regardless of the other unliquidated MOOE/cash advance provided that the said
cash advance is current in status.

DEPARTMENT OF EDUCATION
 Fund Utilization and Liquidation

 SBFP fund shall be deposited directly to the school’s current account and
disbursements shall be made by checks except for schools with less than 7
teachers.

 School Heads should ensure proper withholding of taxes from Suppliers and
report to SDO the taxes for remittance every end of each month

 Please be reminded to observe the proper procurement process. Advance

payment to supplier is a violation to RA 9184.

DEPARTMENT OF EDUCATION
 Special Provisions

 To maximize the use of funds in a S/Y, or to catch up on missed feeding days due to
man-made or natural calamities, schools may propose to conduct double feeding
(feeding with 2 meals a day and/or feeding with 1 meal and 1 snack a day), feeding
on weekends or feeding during summer vacation for approval of the RD in
coordination with auditor and accountant

 Double feeding may also be conducted if the estimated number of feeding days will
exceed the number of school days, subject to the approval of RD prior to the
implementation to complete 120 feeding days.

DEPARTMENT OF EDUCATION
 Downloading Procedure

 Submission of WFP to the Accounting section (with the initial of staff-in

charge of the Health and Nutrition section certifying the number of
beneficiaries)

 Liquidation of all previous cash advances (regular and special funds) and
refund of excess cash. For cash advances granted in CY 2014 and prior years,
the School head shall execute a promissory note for approval of the SDS.

DEPARTMENT OF EDUCATION
 Procurement Flowchart

DOWNLOADING PREPARATION OF BAC RESOLUTION SENDING OF RFQs

OF CASH PURCHASE RECOMMENDING TO AT LEAST THREE
ADVANCE REQUEST (PR) MODE OF (3) SUPPLIERS
PROCUREMENT
WFP and PPMP REQUIREMENT BASED ON
120-DAY MENU

INSPECTION & PURCHASE ORDER ABSTRACT OF

ACCEPTANCE DELIVERY (PO) QUOTATION AND
REPORT AWARD

LOWEST QUOTATION
AMONG 3 SUPPLIERS
PAYMENT

DEPARTMENT OF EDUCATION
 Preparatory/Pre-Procurement Activities

1. Prepare the Work and Financial Plan (WFP)

2. Identify the 20-day menu to be served for the 120 feeding days
3. Prepare the list of ingredients needed for the entire 120 feeding days based on
the menu selected
4. From the list of ingredients, determine items to be classified under Lot 1, 2 or 3
5. Conduct pre-canvass or market survey to get the prevailing prices of ingredients
6. Prepare the Purchase Request (PR) by lot. Total amount of the three lots must
not exceed the total SBFP budget (No. of beneficiaries x P16 x 120 feeding
days).
7. Prepare daily menu (indicating the ingredients) to facilitate daily purchase of
goods (quantity and amount).

DEPARTMENT OF EDUCATION
 Checklist of Supporting Documents

General Requirements

 Work and Financial Plan (WFP)

 Project Procurement Management Plan (PPMP)
 Supplemental Procurement Plan (SPP)
 Cycle menu for 120 feeding days
 Master list of beneficiaries (SBFP Form 1)
 Summary of Beneficiaries & Start of Feeding (SBFP Form 3)
 Daily Attendance of beneficiaries (SBFP Form 4)

DEPARTMENT OF EDUCATION
 Checklist of Supporting Documents

OPTION 1 – Regular Mode (Lots 1-3)

 Disbursement Voucher
 Photocopy of check
 Purchase Request by Lot
Lot 1: Vegetable and Other Food Items
Lot 2: Grocery Items
Lot 3: Fish, Meat and Poultry
 BAC Resolution recommending the adoption of alternative
mode of procurement
 Request for Quotation
 Abstract of Quotations and Award

DEPARTMENT OF EDUCATION
 Checklist of Supporting Documents

OPTION 1 – Regular Mode (Lots 1-3) cont..

 Purchase Order and schedule of delivery/purchases
 Proof of PhilGEPS posting (if amount per lot exceeds P50K)
RFQ
Resolution to Award
Notice of Award (NOA)
Purchase Order
Notice to Proceed (NTP)
 Delivery Receipt
 Daily Inspection & Acceptance Report
 Sales Invoice
 BIR Withholding Tax (2306 and 2307)
DEPARTMENT OF EDUCATION
 Checklist of Supporting Documents

OPTION 1 – Regular Mode (Lots 1-3) cont..

 Pictures taken before, during and after feeding and the goods
procured (daily)
 Designation of SBFP Core Group
 Supplier’s Legal Documents
Mayors Permit/ BIR Certificate of Registration
PhilGEPS Registration Number
Income/Business Tax Return (if amount exceeds P500K)
Omnibus Sworn Statement (if amount exceeds P50K)

DEPARTMENT OF EDUCATION
 Checklist of Supporting Documents

OPTION 2 – Daily Purchase (Lots 1 and 3)

 Disbursement Voucher
 Photocopy of check
 Purchase Request
 Daily Purchases Report
 Schedule of Daily Purchases
 Sales Invoice/list of items purchased signed by the vendor
 Pictures taken before, during and after feeding and the goods procured
(daily)

OPTION 2 – Regular Mode (Lot 2)

shall follow the same procedure as Option 1

DEPARTMENT OF EDUCATION
 Checklist of Supporting Documents

HIRED COOK
 Disbursement Voucher
 Photocopy of check
 Purchase Request
 Accomplishment Report
 RER (amounts in words and in figures written by payee)
 ID or CTC of the cook

DEPARTMENT OF EDUCATION
 Checklist of Supporting Documents

HAULING
 Disbursement Voucher
 Photocopy of check
 RER (amounts in words and in figures written by payee)
 Accomplishment Report
 Picture of hauled items

DEPARTMENT OF EDUCATION
 Checklist of Supporting Documents

Checklist – FUEL/DRINKING WATER/OFFICE SUPPLIES

(if amount is less than 1K)
 Disbursement Voucher
 Photocopy of check
 Purchase Request
 Sales Invoice/RER
 Inspection and Acceptance Report

If amount is 1K and above – same documentary requirements

for procurement-alternative mode

DEPARTMENT OF EDUCATION