2. IS THE PROCESS OF IDENTIFYING AND CONSOLIDATING
REQUIREMENTS AND DETERMINING THE TIMEFRAMES
FOR THEIR PROCUREMENT WITH THE AIM OF HAVING
THEM AS AND WHEN THEY ARE REQUIRED. A GOOD
PROCUREMENT PLAN WILL DESCRIBE THE PROCESS IN
THE IDENTIFICATION AND SELECTION OF
SUPPLIERS/CONTRACTORS/CONSULTANTS
3. PURPOSE OF PROCUREMENT
PLANNING
TO CLARIFY AND QUANTIFY (TO THE EXTENT POSSIBLE)
THE TECHNICAL, COST, AND SCHEDULE OBJECTIVES OF THE
PROCUREMENT
TO DEFINE THE PLAN FOR ACCOMPLISHING THE
OBJECTIVES
5. ASSESS/LIST THE NEEDS OR REQUIREMENTS
o RESEARCH THE LOCAL MARKET FOR THE PRICES AND
AVAILABILITY OF GOODS
DETERMINE THE QUANTITIES AND ESTIMATED COSTS
DETERMINE WHEN THE REQUIREMENTS SHALL BE NEEDED
FOR USE
IDENTIFY THE INTER-RELATIONSHIPS BETWEEN AND
AMONG THE REQUIREMENTS
6. IDENTIFY APPROPRIATE PROCUREMENT METHODS AND
PROCESSES
SCHEDULE LEAD TIMES FOR EACH PROCESS
PREPARE AN IMPLEMENTATION TABLE AND/OR A BAR CHART
IDENTIFYING KEY DATES FOR EACH PROCESS
7. IMPORTANCE OF
PROCUREMENT PLANNING
PROCUREMENT PLANNING INCREASES THE
TRANSPARENCY AND PREDICTABILITY OF THE
PROCUREMENT PROCESS.
IT HELPS ORGANIZATIONS COLLECT SIMILAR
REQUIREMENTS UNDER ONE CONTRACT, AS WELL AS
DIVIDE COMPLEX REQUIREMENTS INTO MULTIPLE
CONTRACT PACKAGES TO MAXIMIZE COST SAVINGS
IT ALLOWS ORGANIZATIONS TO DETERMINE ANY
ADDITIONAL STAFFING NEEDS UPFRONT, INCLUDING
EXTERNAL ASSISTANCE THAT MIGHT BE NECESSARY TO SET
UP THE PRODUCTS OR SERVICES
8. PROCUREMENT PLANS ALLOW ORGANIZATIONS TO
COMPARE REAL-WORLD PERFORMANCE WITH THE
PLANNED PROJECT ACTIVITIES AND TIMELINE AND ALERT
DEPARTMENTS TO ADJUST PROCESSES THAT ARE OFF
TRACK
PROCUREMENT PLANNING PROVIDES AN OPPORTUNITY
FOR ALL STAKEHOLDERS TO MEET AND DISCUSS THE
REQUIREMENTS THEY FEEL ARE NEEDED
IT ALLOWS ORGANIZATIONS TO ESTIMATE HOW MUCH
TIME WILL BE REQUIRED TO COMPLETE THE
PROCUREMENT PROCESS AND CLOSE CONTRACTS.
PROCUREMENT PLANNING PROVIDES A GOOD BASIS FOR
MONITORING
9. CONSEQUENCES OF LACK OF
PROCUREMENT PLANNING
DELAYS IN PROJECT IMPLEMENTATION
INAPPROPRIATE PROCUREMENTS
USE OF INAPPROPRIATE PROCUREMENT METHODS AND
PROCEDURES
INCREASED PACKAGING COSTS
11. What is a Pre-Procurement Conference?
The pre-procurement conference is the forum where all
officials involved in the procurement meet and discuss all
aspects of the transaction.
12. These aspects include the technical specifications, the
ABC, the applicability and appropriateness of the
recommended method of procurement and the related
milestones, the bidding documents, and availability of the
pertinent budget release for the project.
13. Why is a Pre-Procurement Conference necessary?
For projects involving an ABC amounting to more than
Five Million Pesos (P5 Million), a preprocurement
conference is conducted to determine the readiness of
the Procuring Entity to procure infrastructure projects in
terms of the legal, technical and financial requirements.
More specifically, it ensures that the procurement will
proceed in accordance with the PPMP and APP, confirms
the availability of appropriations and programmed budget
for the contract, and reviews all relevant documents in
relation to their adherence to the law. (IRR-A Section 20)
14. Even when the ABC of the infrastructure project amounts
to P5 million and below, the BAC is encouraged to conduct
a pre-procurement conference if the circumstances, like
the complexity of the technical specifications, warrant the
holding of such a conference before the Procuring Entity
proceeds with the procurement.
15. Who calls for a Pre-Procurement Conference?
The BAC calls for a pre-procurement conference.
16. Who are the participants of a Pre-Procurement
Conference?
The BAC
The Secretariat
Representatives of the PMO or end-user unit/s; The members of
the TWG/s and consultants hired by the Procuring Entity who
prepared the technical specifications, TORs, bidding documents and
the draft advertisement, as the case may be, for the procurement at
hand
Officials who reviewed the above-enumerated documents prior to
final approval, if any; and
Other officials concerned, as may be required.