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 ANNEX A
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GOVERNMENT PROCUREMENT POLICY BOARD
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Agency Procurement Compliance and Performance Indicator (APCPI) Self-Assessment Form
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Name of Agency: University of Science and Technology of Southern Philippines
Name of Evaluator: Melanie A. Jalover
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Date of Self Assessment: March 25, 2019
Position: Head, Procurement Services
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No.Assessment Conditions Agency Score APCPI Rating* Comments/Findings to the Indicators and SubIndicatorsSupporting Information/Documentation (Not to be Included in the Evaluation Form Submitted to GPPB)
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PILLAR I. LEGISLATIVE AND REGULATORY FRAMEWORK
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Indicator 1. Competitive Bidding as Default Method of Procurement
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11.aPercentage of competitive bidding and limited source bidding contracts in terms of amount of total procurement88.81%2.00PMRs
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21.bPercentage of competitive bidding and limited source bidding contracts in terms of volume of total procurement100.00%3.00PMRs
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Indicator 2. Limited Use of Alternative Methods of Procurement
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32.aPercentage of shopping contracts in terms of amount of total procurement0.65%3.00PMRs
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42.bPercentage of negotiated contracts in terms of amount of total procurement10.53%2.00PMRs
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52.cPercentage of direct contracting in terms of amount of total procurement0.00%3.00PMRs
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62.dPercentage of repeat order contracts in terms of amount of total procurement0.00%3.00PMRs
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72.eCompliance with Repeat Order proceduresn/an/aProcurement documents relative to conduct of Repeat Order
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82.fCompliance with Limited Source Bidding procedures n/a n/aProcurement documents relative to conduct of Limited Source Bidding
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Indicator 3. Competitiveness of the Bidding Process
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93.aAverage number of entities who acquired bidding documents 1.50 0.00Agency records and/or PhilGEPS records
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103.bAverage number of bidders who submitted bids 1.54 0.00Abstract of Bids or other agency records
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113.cAverage number of bidders who passed eligibility stage 1.17 1.00Abstract of Bids or other agency records
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123.dSufficiency of period to prepare bids Fully Compliant 3.00Agency records and/or PhilGEPS records
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133.eUse of proper and effective procurement documentation and technical specifications/requirements Fully Compliant 3.00Cost Benefit Analysis, Work Plans, Technical Specifications included in bidding documents
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Average I 2.09
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PILLAR II. AGENCY INSTITUTIONAL FRAMEWORK AND MANAGEMENT CAPACITY
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Indicator 4. Presence of Procurement Organizations
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144.aCreation of Bids and Awards Committee(s) Substantially Compliant 2.00Verify copy of Order creating BAC; Organizational Chart; and Certification of Training
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154.bPresence of a BAC Secretariat or Procurement Unit Fully Compliant 3.00Verify copy of Order creating BAC Secretariat; Organizational Chart; and Certification of Training
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Indicator 5. Procurement Planning and Implementation
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165.aAn approved APP that includes all types of procurement Compliant 3.00Copy of APP and its supplements (if any)
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175.bPreparation of Annual Procurement Plan for Common-Use Supplies and Equipment (APP-CSE) and Procurement of Common-Use Supplies and Equipment from the Procurement Service Fully Compliant 3.00APP, APP-CSE, PMR
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185.cExisting Green Specifications for GPPB-identified non-CSE items are adopted Compliant 3.00ITBs and/or RFQs clearly
indicate the use of green technical specifications for the procurement activity
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Indicator 6. Use of Government Electronic Procurement System
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196.aPercentage of bid opportunities posted by the PhilGEPS-registered Agency100.00%3.00Agency records and/or PhilGEPS records
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206.bPercentage of contract award information posted by the PhilGEPS-registered Agency100.00%3.00Agency records and/or PhilGEPS records
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216.cPercentage of contract awards procured through alternative methods posted by the PhilGEPS-registered Agencyn/an/aAgency records and/or PhilGEPS records
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Indicator 7. System for Disseminating and Monitoring Procurement Information
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227.aPresence of website that provides up-to-date procurement information easily accessible at no cost Fully Compliant 3.00Identify specific procurement-related portion in the agency website and specific website links
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237.bPreparation of Procurement Monitoring Reports using the GPPB-prescribed format, submission to the GPPB, and posting in agency website Fully Compliant 3.00Copy of PMR and received copy that it was submitted to GPPB
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Average II 2.89
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PILLAR III. PROCUREMENT OPERATIONS AND MARKET PRACTICES
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Indicator 8. Efficiency of Procurement Processes
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248.aPercentage of total amount of contracts signed within the assessment year against total amount in the approved APPs80.37%3.00APP (including Supplemental amendments, if any) and PMRs
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258.bPercentage of total number of contracts signed against total number of procurement projects done through competitive bidding68.75%0.00APP(including Supplemental amendments, if any)and PMRs
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268.cPlanned procurement activities achieved desired contract outcomes and objectives within the target/allotted timeframe Fully Compliant 3.00Agency Procedures/Systems for the conduct of needs analysis or market research, monitoring of timely delivery of goods, works, or services

Contracts with amendments and variations to order amount to 10% or less
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Indicator 9. Compliance with Procurement Timeframes
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279.aPercentage of contracts awarded within prescribed period of action to procure goods100.00%3.00PMRs
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289.bPercentage of contracts awarded within prescribed period of action to procure infrastructure projects100.00%3.00PMRs
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299.cPercentage of contracts awarded within prescribed period of action to procure consulting services100.00%3.00PMRs
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Indicator 10. Capacity Building for Government Personnel and Private Sector Participants
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3010.aThere is a system within the procuring entity to evaluate the performance of procurement personnel on a regular basis Fully Compliant 3.00Samples of forms used to evaluating procurement performance on top of or incorporated within the regular assessment for Procurement Personnel
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3110.bPercentage of participation of procurement staff in procurement training and/or professionalization program75.00%1.00Ask for copies of Office Orders, training modules, list of participants, schedules of actual training conducted
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3210.cThe procuring entity has open dialogue with private sector and ensures access to the procurement opportunities of the procuring entity Compliant 3.00Ask for copies of documentation of activities for bidders
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Indicator 11. Management of Procurement and Contract Management Records
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3311.aThe BAC Secretariat has a system for keeping and maintaining procurement records Fully Compliant 3.00Verify actual procurement records and time it took to retrieve records (should be no more than two hours)
Refer to Section 4.1 of User's Manual for list of procurement-related documents for record-keeping and maintenance.
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3411.bImplementing Units has and is implementing a system for keeping and maintaining complete and easily retrievable contract management records Fully Compliant 3.00Verify actual contract management records and time it took to retrieve records should be no more than two hours
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Indicator 12. Contract Management Procedures
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3512.aAgency has defined procedures or standards in such areas as quality control, acceptance and inspection, supervision of works and evaluation of contractors’ performance Fully Compliant 3.00Verify copies of written procedures for quality control, acceptance and inspection; CPES evaluation formsz
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3612.bTimely Payment of Procurement Contracts On or before 30 days 3.00Ask Finance or Accounting Head of Agency for average period for the release of payments for procurement contracts
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Average III 2.62
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PILLAR IV. INTEGRITY AND TRANSPARENCY OF AGENCY PROCUREMENT SYSTEM
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Indicator 13. Observer Participation in Public Bidding
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3713.aObservers are invited to attend stages of procurement as prescribed in the IRR Fully Compliant 3.00Verify copies of Invitation Letters to CSOs and professional associations and COA (List and average number of CSOs and PAs invited shall be noted.)
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Indicator 14. Internal and External Audit of Procurement Activities
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3814.aCreation and operation of Internal Audit Unit (IAU) that performs specialized procurement audits Not Compliant 0.00Verify copy of Order or show actual organizational chart showing IAU, auidt reports, action plans and IAU recommendations
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3914.bAudit Reports on procurement related transactions Above 90-100% compliance 3.00Verify COA Annual Audit Report on Action on Prior Year's Audit Recommendations
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Indicator 15. Capacity to Handle Procurement Related Complaints
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4015.aThe Procuring Entity has an efficient procurement complaints system and has the capacity to comply with procedural requirements Fully Compliant 3.00Verify copies of BAC resolutions on Motion for Reconsiderations, Protests and Complaints; Office Orders adopting mesures to address procurement-related complaints
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Indicator 16. Anti-Corruption Programs Related to Procurement
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4116.aAgency has a specific anti-corruption program/s related to procurement Fully Compliant 3.00Verify documentation of anti-corruption program
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Average IV 2.40
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GRAND TOTAL (Avarege I + Average II + Average III + Average IV / 4)
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Summary of APCPI Scores by Pillar
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APCPI Pillars Ideal Rating Agency Rating
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