DepEd PPMD Form No.

005
Authority to Procure
Revised September 2019

Republic of the Philippines

ATP No.
Department of Education
PROCUREMENT MANAGEMENT SERVICE

AUTHORITY TO PROCURE
(EMERGENCY CASES)
o GOODS AND SERVICES o INFRASTRUCTURE PROJECTS o CONSULTING SERVICES

Bureau/Service: ________________________________ Date: ___________________________________

Division or Unit: _________________________________ WFP Activity Code: _______________________
Fund Cluster: ___________________________________ APP Project Code: _______________________
Source of Fund: _________________________________ Resp.Ctr.Code : _________________________

Project Title/Name (If in the APP, as indicated therein):

_______________________________________________________________________________________________

Item No. Description Remarks/Reference

Technical Specifications/Scope of Work/
1 See Annex "A"
Program of Works/Terms of Reference
Delivery Period/Contract Duration and
2 See Annex "B"
Terms of Payment

3 Delivery Terms and Conditions See Annex "C"

Cost Breakdown and Estimates (Supported by

5 existing Price Data or Market Survey, where See Annex "D"
necessary)

Note: This ATP/PR, when approved, shall constitute the Project Procurement Management Plan (PPMP) for the
procurement project and shall be deemed incorporated into the approved Work and Financial Plan (WFP)
and the approved Annual Procurement Plan (APP) as supplement thereto, without need of further or
subsequent modification of the WFP and APP. In compliance with the requirement under Section 3.2 of GPPB
Circular 01-2020, the ATPs/PRs shall be submitted to and consolidated by the Procurement Planning and
Management Division, in the case of the Central Office, and the designated BAC Secretariat in the case of
the field offices and the IUs

Requested by: Approved by:

Signature :
Printed Name :
Position: Head of Office
Date :
Certification of Availability of
Allotment
Signature :
Printed Name :
Position : Chief of Budget Division
Date :

AUTHORITY TO PROCURE
(ATP)

INSTRUCTIONS
DepEd PPMD Form No. 005
Authority to Procure
Revised September 2019

A. The ATP/PR is a form used by the End-user to request for authority to procure goods,
services, infrastructure projects and consulting services and would have the same
import as a Purchase Request under the GAAM.

B. This form shall be accomplished as follows:

a. Bureau/Service – name of the Bureau or Service

b. Division or Unit – name of the requesting office/division/section or unit
c. Fund Cluster – fund cluster name/code in accordance with UACS
d. Date/ATP No. – date ATP was prepared by the End-user and the number to be assigned
to the ATP . It shall be numbered as follows:
0000-00-000
Year
Month
Serial number (one series for each year)
e. Responsibility Center Code – the assigned code of the cost/responsibility center
requesting the purchase of item/s
f. Item No. – number assigned to the item being requested
g. Unit– unit of measurement of goods/property requested (i.e. piece, roll, box, ream, lot, etc.)
h. Item Description – Item I Procurement Project should contain the title of the project
consistent with the title in the APP, or the proposed title, in case of emergency procurement;
and Item II Package/Lot/Item Description should reflect i-iv details
i. Quantity – quantity of goods/property requested to be procured
j. Estimated Unit Cost – estimated cost per unit of the goods/property being requested
k. Total Cost – estimated total cost of the goods/property being requested (Quantity x Unit
Cost)
m. Purpose – a brief explanation of the purpose why the goods/property/service are being
requested
n. Requested by – signature, printed name and designation of the person requesting the
procurement of the item/s
o. Approved by – signature, printed name and designation of the person approving the
procurement of the item/s. Refer to the Department Order designating the signing
authority to concerned Officials for certain transactions
p. Certification of the availability of allotment – signature, printed name and designation of
the person certifying as to the availability of budget to be earmarked for the project.

C. The PR shall be prepared in three copies distributed as follows:

Original - Requisitioning Department/Office/Division File
Copy 1 Supply and/or Property Division/Unit File
Copy 2 Finance Department, to support the payment
 Annex "A"

Republic of the Philippines

Department of Education
Bureau/Service -Division/Unit

Proposed Technical Specification

Project Title: _________________________________________________________________
_________________________________________________________________

General Specification

Detailed Specification

Item Description
Functional:
Performance:
1 Design:
Environmental Interface:
Comparative Description:
Functional:
Performance:
2 Design:
Environmental Interface:
Comparative Description:

Note:

Functional Specifications:
Describe here the functionalities in which the goods are expected to be utilized.

Performance Specifications:
Describe here the performance characteristics desired for the item, particularly indicating
the manner or method by which the goods or services are expected to carry out the
functions expected of them.

Design Specifications:
Describe here the precise measurements, tolerances, materials, in-process and finished
product, tests, quality control and inspection measurements and other relevant
information regarding the item desired to be procured.
 Annex "A"

Environmental Interface:
As may be applicable, describe here the environment in which the functions required of
the goods and sevices sought to be procured are performed at the desired level.

Comparative Description (by standard or benchmarks):

As may be applicable, identify the item to be procured by another product, brand or
exclusive standard which may already be known and is of desirable features and
characteristics with the mandatory use of the "or its equivalent" phrase to allow
competition.
Annex "A"
 Annex "A"

Republic of the Philippines

Department of Education
Bureau/Service -Division/Unit

Program of Works
Project : Appropriation :
Project ID : Source of Fund :
Location : Target Start Date :
Project Description : Total Project Duration :

AS ESTIMATED
DESCRIPTION OF WORKS TO BE DONE QUANTITY UNIT
% TOTAL TOTAL DIRECT COST

Part I Facilities for the Engineer

Part II Other General Requirements

Project PROJECT COMPONENT

Component ID DESCRIPTION
Civil, Mechanical, Electrical, and
Part III
Sanitary/Plumbing Works

Part A Earthworks

Plain and Reinforced Concrete

Part B
Works

Part C Finishing Works

Part D Electrical Works

Part E Mechanical Works

EQUIPMENT BREAKDOWN OF EXPENDITURES

DESCRIPTION REQUIRED AS ESTIMATED AS ESTIMATED

1. Labor a. Total Direct Cost

2. Materials b. OCN and Profit

3. Rental of c. Value Added Tax

Equipment (5%)
4. Provisional Sum/ d. Total Construction
Daywork Cost
e. Eng'g &
5. OCM and Profit Administrative
Overhead, 0.25%
6. Value Added Tax
f. RROW Acquisition
(5%)
g. Physical Reserved
7. EAO, 0.25%
(Contingency)

8. RROW Acquisition

9. Physical Reserved
(Contingency)
TOTAL TOTAL
ESTIMATED ESTIMATED
COST: COST:

Prepared by : ________________________________________________________________________________

Checked/Submitted by : _____________________________________________________________________

Recommending Approval : ___________________________________________________________________

Approved : ___________________________________________________________________________________
 Annex "B"

Republic of the Philippines

Department of Education
Bureau/Service -Division/Unit

Proposed Schedule of Requirements and Payment

Project Title: ________________________________________________________________________
_________________________________________________________________________

A. Schedule of Requirements

Quantity Delivery Period

(*if staggard or in (*if staggard or in
Item Number Description
tranches, indicate tranches, indicate
quantity per tranche) periods per tranche)

B. Schedule of Payment

Note:

1. The standard DepEd payment arrangement as indicated in the conditions of contract, are as follows:
Advance Payment - A claim for advance payment not exceeding fifteen percent (15%) of the
Contract Amount/Price shall be allowed and paid within sixty (60) calendar days form signing of the
Contract. Provided that said claim is supported by an irrevocable letter of credit or bannk guarantee
issued by a Universal or Commercial Bank for an equivalent amount and remain valid until the goods
are delivered.
Progress Payment - Supplier may submit a request for payment based on the monthly Progress Reports
which shall include the following: (i) cumulative quantities of items delivered based on the schedule
of deliveries and other relevant terms and conditions of the contract; and (ii) Inspection and
acceptance reports, including certification by supplier, as approved by duly authorized DepEd
representative, that the items have been delivered on/or properly installed and commissioned in
accordance with the contract. For the initial progress payment, minimum of 25% of the Contract Price
shall be paid to the Supplier upon a minimum of 25% delivery of the requirement and duly accepted
by DepEd's representatives.
Final Payment - shall constitute release of the retention money in case of expiry of the warranty period, or whatever

2. Under exceptional circumstances, and depending on the nature of the project and contract
arrangement, different payment terms and conditions may be allowed. The proposed alternative payment
arrangement is as follows:
_________________________________________

_________________________________________

_________________________________________
Annex "B"
 Annex "D"

Republic of the Philippines

Department of Education
Bureau/Service -Division/Unit

Cost Breakdown & Estimates (CONSULTANCY)

FPF 3. BREAKDOWN OF PRICE PER ACTIVITY

Activity No.:____________________ Activity No.:__________________ Description:________________

Price Component Currency(ies) Amount in Philippine Peso

Remuneration

Reimbursables

Miscellaneous Expenses

Total
____________________________

Prepared by:
___________________________________________________

Noted by:
___________________________________________________
 Annex "D"

Republic of the Philippines

Department of Education
Bureau/Service -Division/Unit

Cost Breakdown & Estimates (GOODS)

ITEM: ___________________________________ AMOUNT REMARKS

Direct Cost (EXW)

- Cost of Goods
- Sales and Other Taxes

Indirect Costs
- Cost of Other Incidental Services
Assembly and Installation
Commissioning
Training
- Cost of Freight, Transportation and
Logistics to Final Destination
- Cost of Warranty
- Cost of Consumables

Prepared by:
________________________________________________

Noted by:
________________________________________________
 Annex "D"

Republic of the Philippines

Department of Education
Bureau/Service -Division/Unit

Cost Breakdown & Estimates (SECURITY SERVICES)

DepEd's Computation
PADPAO
COMPUTATION 12 HR Day Shift Duty 12 HR Night Shift Duty
Items
Wage Order No. 0600-1800H 1800-0600H
_________
No. of Guards No. of Guards

Days workedper week

No. of days/year

Amount to Guard:
Daily Wage (DW)

Ave. Pay/Month (DW x No. of days/year/12)

*Night Differential Pay (Ave. Pay/Month x 10% x 1/3) (x1/2)
13th Month Pay (DW x 365/12/12)
5 Days Incentive Pay (DW x 5/12)
COLA (10.00 x 377/12)
Uniform Allowance (R.A. 5487)
Overtime
sub-total >>>

*Night Diff. Pay (AMP x 10%)

Amount to Government in Favor of Guard:

Retirement Benefit (RA7641)(WDx22.5/12)
SSS Premium (April 2019)
Philhealth Contribution (MBSX2.75%/2)
State Insurance Fund
Pag-ibig Fund
sub-total >>>

TOTAL AMOUNT TO GUARD & GOVERNMENT:

AGENCY FEE (Administrative Overhead and Margin):
VALUE ADDED TAX (Agency fee x 12% VAT-RMC-39-2007

MINIMUM CONTRACT RATE PER MONTH

MINIMUM CONTRACT COST PER MONTH
MINIMUM CONTRACT RATE FOR __ MONTHS

Note:
Agency Fee vary based on the Total Amount to SG & Gov't; recommended
Agency Fee is 20%

TOTAL MANPOWER ______________________

TOTAL ESTIMATED COST PER MONTH
TOTAL ESTIMATED COST FOR ____ MONTHS

Prepared by:
___________________________________________________

Noted by:
___________________________________________________
 Republic of the Philippines
Department of Education
PROCUREMENT SERVICEPROCUREMENT SERVICEPROCUREMENT SERVICEPROCUREMENT SERVICPROCUREMENT SERVICPROCUREMENT SERVICPROCUREMENT SERVICEPROCUREMENT SERVICEPROCUREMENT SERVICEPROCUREMENT SERV ICEPROCUREMENT SERVICEPROCUREMENT SERVICEPROCUREMENT SERVICEPROCUREMENT SERVICEPROCUREMENT SERVICPROCUREMENT SERVICEPROCUREMENT SERVICEPROCUREMENT SERVICE

(NAME OF IMPLEMENTING OFFICE)

Resolution to Award (Emergency Procurement)
(Date)

WHEREAS, the Department of Education (DepED), through the (name of

implementing office), is in need of supplier/s for the (Procurement Project Title), with a total
approved budget for the contract (ABC) in the amount of Philippine Pesos (amount in
words) and 00/100 (PhP (amount in figures)) only; copies of approved authority to procure
dated _____________ and other supporting documents are attached and marked as Annex
“A”;

WHEREAS, the end-user / implementing office prepared the Request for Quotation,
and sent out the same to the following prospective bidders: (1) _________________, (2)
_________________, and (3) ______________________; copy of the RFQ is attached as Annex “B”;

WHEREAS, on the deadline of submission and opening of quotations last

___(date)_____, two (2) bidders submitted their bids, namely: 1) ____________________________
and 2) _____________________________; the quotations are as follows:

Name of Bidder Quotation (in PhP) Rank

Copies of the quotations are attached as Annex “C”;

WHEREAS, the end-user / implementing office declared _______(name of

bidder)______ as the bidder having the most advantageous offer;

WHEREAS, the end-user / implementing unit, having determined that the said
bidder is legally, technically and financially capable to deliver the project, is recommending
the award of this project to the said bidder; copies of the bidder’s submitted documents are
attached as Annex “D”;

WHEREFORE, all premises considered, the end-user / implementing office resolves

as it is hereby resolved, to recommend to the Approving Official the award of Purchase
Order for the (Procurement Project Title) to (Name of Bidder) in the total amount of
PHILIPPINE PESOS (Amount in Words) (PhP (Amount in Figures)).

NAME OF REQUESTING OFFICIAL

Position

A P P R O V E D:

NAME OF APPROVING OFFICIAL

Position
Head of Procuring Entity

jrgybiernas / Appendix B_RTA Page 1 of 1

 Republic of the Philippines
Department of Education

(Office of the Approving Authority)

NOTICE OF AWARD

____________________________
(Date)

(NAME OF AUTHORIZED REPRESENTATIVE)

(Position)
(NAME OF COMPANY)
(Address)

Project: _____________________________

ABC: PhP ________________________

Dear (Name of Authorized Representative):

We are pleased to notify you that the contract for the above Project is hereby
awarded to your Company in the amount of PHILIPPINE PESOS
___________________________________________ ONLY (PhP____________________________).

Kindly affix your signature on the space provided for below to indicate your
formal acceptance of the award.

Failure to enter into contract with us shall constitute a sufficient ground for
cancellation of this award, and imposition of appropriate sanctions.

Your Company’s performance of its contractual obligations shall commence

effective from the date of approval of the Contract between the Department of
Education and your Company.

Please acknowledge receipt and acceptance of this Notice by signing in the

space provided below. Keep one copy and return the original within two (2) calendar
days from receipt hereof to the issuing office.

jrgybiernas Page 1 of 2
 Very truly yours,

(NAME OF HoPE)
(Position)
Head of Procuring Entity
Date: _________________________

CONFORME:

___________________________________________
(Signature over Printed Name and Position)

__________________________________________
(Name of Company)

__________________________________
(Date Signed)

jrgybiernas Page 2 of 2
 Republic of the Philippines
Department of Education

(Office of the Approving Official)

NOTICE TO PROCEED

____________________________
(Date)

(NAME OF AUTHORIZED REPRESENTATIVE)

(Position)
(NAME OF COMPANY)
(Address)

Project: _____________________________

ABC: PhP ________________________

Dear (Name of Authorized Representative):

The attached Contract in the amount of PHILIPPINE PESOS

___________________________________________ ONLY (PhP____________________________)
only, inclusive of VAT, having been approved, this Notice is hereby given to (NAME OF
BIDDER) that the firm’s performance of its contractual obligations shall commence
effective immediately from date of receipt of this Notice by the firm.

Therefore, you are responsible for performing said obligations in accordance

with the terms, conditions and the implementation schedule of the Contract.

Please acknowledge receipt and acceptance of this Notice by signing in the

space provided below. Keep one copy and return the original within two (2) calendar
days from receipt hereof to the issuing office.

Very truly yours,

(NAME OF APPROVING OFFICIAL)

(Position)
Date: _________________________

CONFORME:

___________________________________________
(Signature over Printed Name and Position)

__________________________________________
(Name of Company)

__________________________________
(Date Signed)

jrgybiernas Page 1 of 1