Performance Monitoring Division

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LEGAL BASES

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MANDATE OF THE GPPB

Sec. 63.1 of the revised IRR:

Ensure the proper implementation by Procuring

Entities (PEs) of the procurement rules pertaining to
public procurement; and

Conduct a review of the effectiveness of the

Procurement Law.
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MONITORING MANDATE OF THE GPPB-TSO

Sec. 63.3 of the revised IRR:

Evaluation of the effectiveness of the government

procurement system and recommend improvements
therein; and

Monitoring the compliance to the Act and assisting

PEs improve their compliance.
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GOVERNMENT
PROCUREMENT
MONITORING TOOLS

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MONITORING

Gives a clear and real time picture of how the

procuring entities’ procurement system is doing;
Early diagnostics that will help the PEs plan
efficiently;
Help set priority action plans for improvement.

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GOVERNMENT PROCUREMENT MONITORING
SYSTEM
• Project Procurement Management Plan (PPMP)
Planning • Annual Procurement Plan (APP)

Actual
• Procurement Monitoring Report (PMR)
Procurement

• Agency Procurement Compliance and

Post-procure Performance Indicator (System)
ment

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PROCUREMENT
MONITORING REPORT (PMR)

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COMPLIANCE REQUIREMENT

Sec. 12 of the Republic Act No. 9184:

It is the BAC who shall be responsible for ensuring

that the procuring entity abides by the standards set
forth under R.A. 9184 and its IRR.

The PMR shall be approved and submitted by the

Head of the Procuring Entity (HOPE) to the GPPB on
a semestral basis
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COMPLIANCE REQUIREMENT

The PMR must cover all activities, whether on-going

or completed, from pre-procurement conference to
the issuance of NOA and approval of contract

To be submitted in electronic format within fourteen

(14) calendar days after the end of each semester

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SUBMISSION AND POSTING

The PMR must be duly approved by the HoPE, or

his/her duly designated second ranking official, and
submitted through electronic mail in MS Excel and
PDF Format to the email address [email protected]

Must be posted at a designated section of the

agency website or in the absence of such, at any
conspicuous place reserved for this purpose within
the premises of the PE
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POSTING CERTIFICATION

Submitted by the Head

of the BAC Secretariat
stating that the PE has
complied with the
posting requirement
using the prescribed
form

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without the author’s approval is prohibited.
DEADLINE OF SUBMISSION

PEs should be able to receive an auto-generated

acknowledgment from the GPPB-TSO upon
submission of the certifications and reports
which shall serve as the PE’s proof of
submission.

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AGENCY PROCUREMENT
COMPLIANCE AND
PERFORMANCE INDICATOR
SYSTEM (APCPI)

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MONITORING & EVALUATION (M&E)

M & E goes hand in hand; monitoring provides useful and

credible information on the status of a system/process at any
given time (and over time) relative to targets and outcomes, while
evaluation looks into the causality of why target and or outcomes
were not achieved.

“What gets measured, gets managed”

– Peter Drucker

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without the author’s approval is prohibited.
WHAT IS APCPI?

Procurement monitoring and evaluation tool

Qualitative and Quantitative
Strengths and Weaknesses
Action plan

The APCPI is used to measure and evaluate the effectiveness of the practices
of procuring entities against that of the national public procurement systems
and international best practices and standards.

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THE NEED FOR AN ASSESSMENT TOOL

OE
C
M D-D PI
AP AC C
S A P

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without the author’s approval is prohibited.
APCPI UPDATE – GPPB RESOLUTION NO. 39-2017
DATED 21 DECEMBER 2017

The 2016 revised IRR of RA 9184;

The 2016 version of the Organisation for Economic Co-operation
and Development-Methodology for the Assessment of
Procurement Systems (OECD-MAPS); and
Feedback and comments from procuring entities that have
implemented the APCPI system.

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without the author’s approval is prohibited.
APCPI UPDATE – GPPB Resolution No. 11-2020, dated 20 May 2020

All PEs shall submit to the GPPB their respective APCPI Results, duly approved by
the HoPE, in both Microsoft Excel and Portable Document Format (PDF) files
through electronic mail: [email protected]
In case of discrepancy in the submitted copies, the data provided in the PDF File shall prevail.

Frequency Annual
Deadline for Submission 31 March of the succeeding FY

Upon electronic submission, PEs should be able to receive an auto-generated

acknowledgment from the GPPB-TSO. The acknowledgment mail shall serve as
the PE’s proof of submission.

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THE APCPI PILLARS
I II III IV
Compliance with Agency Procurement Integrity and
the Legislative Institutional Operations and Transparency of
PILLAR and Regulatory Framework and Market Practices the Agency
Framework Management Procurement
Capacity System

INDICATORS
(16) 3 4 5 4
SUB-INDICATO
RS (41)
13 10 13 5
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THE APCPI PILLARS
Description How can it improve performance What does it cover
I. COMPLIANCE WITH THE LEGISLATIVE AND REGULATORY FRAMEWORK
It helps procuring entities to The results will guide procuring entities on Use of Public Bidding and Limited use of
determine compliance to key how to strategically plan their procurement Alternative methods of Procurement;
legal requirements and adopt practices that will encourage Competitiveness of the Bidding Process
wider bidder participation

II. AGENCY INSTITUTIONAL FRAMEWORK AND MANAGEMENT CAPACITY

It looks at how the procurement The indicators guides procuring entities to Presence of Procurement Organizations,
system is being operated within ensure that the necessary resources and Procurement Planning and Implementation;
the agency’s management technology are in place to ensure the Use of Philippine Government Electronic
system timely and proper posting, reporting and Procurement System (PhilGPES), System for
dissemination of procurement related Disseminating and Monitoring Procurement
information. Information

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THE APCPI PILLARS
Description How can it improve performance What does it cover
III. PROCUREMENT OPERATIONS & MARKET PRACTICES
Measures operational The indicators guides procuring entities to adopt Efficiency of Procurement Process; Compliance
effectiveness and efficiency at measures that will ensure adequacy of managerial with Procurement Process; Capacity Building for
the agency level and technical capacities in conducting efficient and Government Personnel and Private Sector
transparent procurement processes. Participants, Management of Procurement and
Contract Management Records, Contract
Management Procedures

IV. INTEGRITY & TRANSPARENCY OF THE AGENCY PROCUREMENT SYSTEM

Its sub-indicators looks at the The results will help procuring entities to monitor Observer Participation in Public Bidding; Internal
aspects of the procurement the implementation of good governance policies and External Audit; Capacity to Handle
system and governance related to procurement as well as to encourage Procurement Related Complaints; Anti-Corruption
environment towards integrity observer participation in bidding processes. Programs
and transparency

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COMPONENTS (2011 Version)

20 Quantitative
+ 20 Qualitative .
40 Sub-Indicators SOURCE: “GPPB Resolution No. 10-2012”, June 2012

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution23
without the author’s approval is prohibited.
COMPONENTS (2017 Version)
Sub-indicator 2e Conditional
Sub-indicator 2f Conditional
Sub-indicator 1a Core Sub-indicator 3d Conditional
Sub-indicator 1b Core Sub-indicator 3e Core
Sub-indicator 2a Core Sub-indicator 4a Core
Sub-indicator 2b Core Sub-indicator 4b Core
Sub-indicator 2c Core Sub-indicator 5a Core
Sub-indicator 2d Core Sub-indicator 5b Core
Sub-indicator 3a Conditional Sub-indicator 5c Conditional
Sub-indicator 3b Conditional Sub-indicator 7a Core
Sub-indicator 3c Conditional Annex B Sub-indicator 7b Core
Sub-indicator 6a Core CPMR
Sub-indicator 6b Conditional
Sub-indicator 8c Core Annex B
Sub-indicator 10a Core Questionnaire
Sub-indicator 6c Conditional Sub-indicator 10b Core
Sub-indicator 8a Core Sub-indicator 10c Core
Sub-indicator 8b Conditional Sub-indicator 11a Core
Sub-indicator 9a Conditional Sub-indicator 11b Core
Sub-indicator 9b Conditional Sub-indicator 12a Core
Sub-indicator 9c Conditional Sub-indicator 12b Core
Sub-indicator 13a Conditional
17 Quantitative Sub-indicator 14a Core
+ 24 Qualitative . Sub-indicator 14b Core
41 Sub-Indicators Sub-indicator 15a Core
Sub-indicator 16a Core
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without the author’s approval is prohibited.
PILLAR I: Compliance with the Legislative and Regulatory
Framework

Indicator SUBINDICATOR

1. Competitive bidding as 1a. Percentage of competitive bidding and limited

default procurement source bidding contracts in terms of amount of
method total procurement.

1b. Percentage of competitive bidding and limited

source bidding contracts in terms of volume of
total procurement.

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without the author’s approval is prohibited.
PILLAR I: Compliance with the Legislative and Regulatory
Framework
Indicator SUBINDICATOR
2. Limited Use of 2a. Percentage of shopping contracts in terms of amount of total
Alternative Methods of procurement*
Procurement
2b. Percentage of negotiated contracts in terms of amount of total
procurement*
2c. Percentage of direct contracting in terms of amount of total
procurement
2d. Percentage of repeat order contracts in terms of amount of total
procurement
2e. Compliance with Repeat Order procedures.

2f. Compliance with Limited Source Bidding procedures.

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PILLAR I: Compliance with the Legislative and Regulatory
Framework

Indicator SUBINDICATOR
3. Competitiveness 3a. Average number of entities who acquired bidding
of the Bidding documents
Process 3b. Average number of bidders who submitted bids

3c. Average number of bidders who passed eligibility

stage
3d. Sufficiency of the period to prepare bids

3e. Use of proper and effective procurement

documentation and technical specifications/requirements

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PILLAR II: Agency Institutional Framework and Management
Capacity

Indicator SUBINDICATOR
4. Presence of 4a. Creation of Bids and Awards Committee (BAC)
Procurement
Organizations 4b. Presence of a BAC Secretariat or Procurement Unit

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without the author’s approval is prohibited.
PILLAR II: Agency Institutional Framework and Management
Capacity

Indicator SUBINDICATOR
5. Procurement 5a. An approved APP that includes all types of
Planning and procurement
Implementation 5b. Preparation of Annual Procurement Plan for
Common-Use Supplies and Equipment (APP-CSE) and
Procurement of CSE from the PS
5c. Existing Green Specifications for GPPB-identified
non-CSE items are adopted

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without the author’s approval is prohibited.
PILLAR II: Agency Institutional Framework and Management
Capacity

Indicator SUBINDICATOR
6. Use of 6a. Percentage of bid opportunities posted by the
Government PhilGEPS-registered Agency
Electronic 6b. Percentage of contract award information posted by
Procurement System the PhilGEPS-registered Agency
6c. Percentage of contract awards procured through
alternative methods posted by the PhilGEPS-registered
Agency

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PILLAR II: Agency Institutional Framework and Management
Capacity

Indicator SUBINDICATOR
7. System for 7a. Presence of website that provides up-to-date
Disseminating and procurement information easily accessible at no cost
Monitoring 7b. Preparation of Procurement Monitoring Reports
Procurement using the prescribed format, prompt submission to
Information GPPB, and posting in agency website

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PILLAR III: Procurement Operations and Market Practices

Indicator SUBINDICATOR
8. Efficiency of 8a. Percentage of total amount of contracts signed
Procurement within the assessment year against total amount in the
Processes approved APPs.
8b. Percentage of total number of contracts signed
against total number of procurement projects done
through competitive bidding (if applicable)
8c. Planned procurement activities achieved desired
contract outcomes and objectives within the
target/allotted timeframe

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PILLAR III: Procurement Operations and Market Practices

Indicator SUBINDICATOR
9. Compliance with 9a. Percentage of contracts awarded within prescribed
Procurement period of action to procure goods
Timeframes 9b. Percentage of contracts awarded within prescribed
period of action to procure infrastructure projects
9c. Percentage of contracts awarded within prescribed
period of action to procure consulting services

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without the author’s approval is prohibited.
PILLAR III: Procurement Operations and Market Practices

Indicator SUBINDICATOR
10. Capacity 10a. There is a system within the procuring entity to
Building for evaluate the performance of procurement personnel on
Government a regular basis
Personnel and 10b. Percentage of participation of procurement staff in
Private Sector procurement training and/or professionalization program
Participants
10c. The procuring entity has open dialogue with private
sector and ensures access to the procurement
opportunities of the procuring entity.

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PILLAR III: Procurement Operations and Market Practices

Indicator SUBINDICATOR
11. Management of 11a. The BAC Secretariat has a system for keeping and
Procurement and maintaining procurement records
Contract 11b. Implementing Unit has and is implementing a
Management system for keeping and maintaining complete and easily
Records retrievable contract management records

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PILLAR III: Procurement Operations and Market Practices

Indicator SUBINDICATOR
12. Contract 12a. Agency has defined procedures or standards in
Management such areas as quality control, acceptance and
Procedures inspection, supervision of works and evaluation of
contractors’ performance
12b. Timely payment of Procurement Contracts

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PILLAR IV: Integrity and Transparency of the Agency Procurement
System

Indicator SUBINDICATOR
13. Observers’ 13a. Observers are invited to attend stages of
Participation in procurement as prescribed in the IRR.
Public Bidding

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PILLAR IV: Integrity and Transparency of the Agency Procurement
System

Indicator SUBINDICATOR
14. Internal and 14a. Creation and operation of Internal Audit Unit (IAU)
External audit of that performs specialized procurement audits
Procurement 14b. Audit Reports on procurement related transactions
Activities

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PILLAR IV: Integrity and Transparency of the Agency Procurement
System

Indicator SUBINDICATOR
15. Capacity to 15a. The Procuring Entity has an efficient procurement
Handle complaints system and has the capacity to comply with
Procurement-related procedural requirements
Complaints

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PILLAR IV: Integrity and Transparency of the Agency Procurement
System

Indicator SUBINDICATOR
16. Anti-Corruption 16a. Agency has a specific anti-corruption program/s
Programs Related to related to procurement
Procurement

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ASSESSMENT METHODOLOGY
STEP 1: Data Collection STEP 2: Data Consolidation STEP 3: Scoring and Rating

STEP 4: Analysis of Results STEP 6: Confirmation of Results

STEP 5: Preparation of Action
Plan

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WHO ARE INVOLVED IN THE APCPI?

Head of the Procuring Entity (HOPE)

Bids and Awards Committee (BAC)
BAC Secretariat
Other departments/divisions/units concerned within the PE.

The HOPE may, however, create an ad hoc Assessment

Committee for purposes of the assessment.

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APCPI DOCUMENTS
USER’S GUIDE
ANNEX “A” - SELF-ASSESSMENT FORM
ANNEX “B”
CONSOLIDATED PROCUREMENT MONITORING REPORT
APCPI QUESTIONNAIRE

ANNEX “C” - SCORING AND RATING SYSTEM

ANNEX “D” - PROCUREMENT CAPACITY DEVELOPMENT ACTION
PLAN TEMPLATE

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APCPI SELF-ASSESSMENT FORM

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CONSOLIDATED PROCUREMENT MONITORING
REPORT (CPMR)

45
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APCPI QUESTIONNAIRE

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LOGICAL ANALYSIS OF APCPI RESULTS

Low High

Ratings Ratings

[0 – 2] [2.1 – 3.0]

“Weaknesses” “Strengths”
“Opportunities”

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ACTION PLANNING

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S.M.A.R.T.

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APCPI

“Measurement is the first step that leads to control and eventually

to improvement. If you can't measure something, you can't
understand it. If you can't understand it, you can't control it. If you
can't control it, you can't improve it.”

— H. James Harrington

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DEADLINE OF SUBMISSION

FY 2020 APCPI : 31 March 2021

PEs should be able to receive an auto-generated

acknowledgment from the GPPB-TSO upon
submission of the certifications and reports
which shall serve as the PE’s proof of
submission

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without the author’s approval is prohibited.
NEXT STEPS

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Next Steps

Automation of Procurement Forms

Revision of Forms
Revisiting the APCPI System

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