,dGOVERNMENT PROCUREMENT POLICY BOARD

Agency Procurement Compliance and Performance Indicator (APCPI) Self-Assessment Form

Name of Agency: Foreign Service Institute, DFA (2015)Date of Self Assessment:

Name of Evaluator: Kristi Ann P, RutabPosition: PMO IV

No,Assessment Conditions Agency Score APCPI Rating' Comments/Findings to the Supporting Information/Documentation

lndlcators and Sublndlcator (Not to be Indud d in the Evaluation Form(b) Percentage of total number of contracts awarded against

APP(inciuding Supplemental amendments,22 total number of procurement activities done through public 100.00% 3.00Ih;,lrl;n~ if any)and PMRs

23 (c) Percentage of failed biddings and total number of0.00% 3.00 APP (including Supplemental

rocurement activities conducted Amendments if anvl and PMRs

Indicator 9. Comoliance with Procurement Timeframes(a) Percentage of contracts awardecl within prescribed

24 procurement tirne frames to procure goods as indicated in 100.00% 3.00 PMRS'nnov "r" nf"ho Inn

(b) Percentage of contracts awarded within prescribed25 procurement time frames to procure infrastructure projects nla nla PMRs

I ir-i ~n'wJi "('" nfth~ IRR

(c) Percentage of contracts awarded within prescribed26 procurement time frames to procure consulting services as nla nla PMRs

.,,,,,Hr,'ed 'n 'nnov "c.:.of..the IRR

Indicator 10. Capacity Bulldlng for Government Personnel and Private Sector Participants

27 (a) There is a system within the procuring entity to evaluate Fully3.00 Ask BACSecretariat Head, verify Office

the performance of procurement personnel Compliant Orders on training of Procurement Staff

28 (b) Percentage of participation of procurement staff in annual Between 91.00 Ask for copies of Office Orders, training

100%3.00 modules, list of participants, schedules ofprocurement training

actual training conducted

29 (c) Agency has actvities to inform and update entities onNot Compliant 0.00 Ask for copies of documentation of

Ioublic orocurernent activities for bidders

Indicator 11. Management of Procurement and Contract Management Records

Verify actual procurement records andtime it took to retrieve records (should be

(a) The SACSecretariat has a system for keeping and Fully3.00

no more than two hours)30 rnaintaining procurement records Compliant Refer to Section 4.1 of User's Manual for

list of procurement-related documents forrecord-keeping and maintenance.

31 (b) Implementing Unit has anel is implementing a system for FullyVerify actual contract management records

3.00 and time it took to retrieve records shouldkeeping and maintaining contract management records Compliantbe no more than two hours

Indicator 12. Contract Management Procedures

(a) Agency has well defined procedures and standards forFully

Verify copies of written procedures for32 quality control, acceptance and inspection, supervision of

Compliant3.00 quality control, acceptance and inspection;

works and evaluation of contractors' performance CPESevaluation formsz

(b) Agency complies with the thresholds prescribed for Fully Specific procurement contract with33 amendment to order, variation orders, advance payment, and Compliant

3.00 amendment to order, variation order or·d'Llli.cL.!;.QD Tort, wlth np",t;vp ,linn,"p

On or beforeAsk Finance or Accounting Head of Agency

34 (c) Timely payment of procurement contracts30 days

3.00 for average period for the release ofpayments for procurement contracts

Averaae IIIPILLAR IV. INTEGRITY AND TRANSPARENCY OF AGENCY PROCUREMENT SYSTEMIndicator 13. Observer Participation in Public Bidding

Verify copies of Invitation Letters to CSOs

35(a) Observers are invited to all stages of every public bidding Not Compliant 0.00 and professional associations and COA (Listactivity and average number of C50s and PAs

:hp ,'eri \

36 b) Attendance of Obser:!crs in nubllc blddinz activities 100.00% 3.00 PMRs and Abstract of Bids

Indicator 14, Internal and External Audit of Procurement ActivitiesVerify copy of Order or show actual

37(a) Creation and operation of internal audit unit as prescribed Fully

3.00 organizational chart showing IAU, auidtby DBM (Circular Letter No. 2008-5, April 14, 2008) Compliant reports, action plans and IAU

(b) Agency Action on Prior Year's Audit RecommendationsAbove 90- Verify COA Annual Audit Report on Action

38(APYAR)on procurement related transactions 100% 3.00

on Prior Year's Audit Recommendations

GOVERNMENT PROCUREMENT POLICYBOARDAgency Procurement Compliance and Performance Indicator (APCPI) Self-Assessment Form

Name of Agency: Foreign Service Institute, DFA (2015)Date of Self Assessment:

Name of Evaluator: Kristi Ann P. RutabPosition: PMO IV

Assessment Conditions

Verify copies of BACresolutions on Motionfor Reconsiderations, Protests andComplaints; Office Orders adoptingmesures to address procurement-related

to Hanc!le Procurement Related Com

40 (a) Agency has a specific antl-corruption program/s related torocurement

Verify documentation of anti-corruptionr r m

(al The Procuring Entity has an efficient procurement39 cornplaints system and has the capacity to comply with

procedural requirements

Indicator 16. Anti-Corru ition Pro rams Related to Procurement

GRAND TOTAL (Avarege I + Average II + Average 1\1+ Average IV! 4)

.•APePI Rating is based on the APePI Rating System found in Annex e of the User's Guide. Please use this rating system for the self-assessment. After completing the assessment,identify those Indicators with rottnqs of between a to 2 and formulate a procurement capacity development plan called the APePI Action Plan based On the attached format andsubmit to GPPBfor monitoring .

.• For sub-indicators that afe not aopticoble to YOllr specific agency, please write the word Not Applicoble in the second column and do not put a rating

Summary of APCPIScores by Pillar

APCPIPillars Ideal Rating Agency Rating

Pillar I: Compliance with Legislative and Regulatory 3.0000 1.33FrameworkPillar II: Agency Insitutianal Framework and Management 3.0000 2.88Canadtv -Pillar III: Procurement Operations and Market Practices 3.0000 2.75

Pillar IV. Integrity and Transparency of Agency Procurement 3.0000 2.50Svstems

TotallPillar I+Pillar II+Pillar 111+PillarlVl/4 3.0000 2.36