PhilGEPS, the Philippine Government Electronic Procurement System, is an online platform launched in 2005 to streamline government purchase processes.
It aims to simplify purchases by promoting transparency, efficiency, and fairness.
Government agencies use the system to post acquisition opportunities, while suppliers can bid on these opportunities, promoting equal access and competition in the supply market.
This system also allows stakeholders to monitor the entire process, enhancing accountability and reducing corruption.
PhilGEPS benefits agencies, suppliers, and the public by making purchase processes more accessible and efficient.
What is PhilGEPS?
PhilGEPS, or the Philippine Government Electronic Procurement System, is the central online portal for all public acquisition activities in the Philippines.
Created in 2005, this online system aims to simplify purchase, promoting openness, efficiency, and fairness.
It serves as a platform for public offices to post acquisition opportunities, for suppliers to bid on these opportunities, and for stakeholders to monitor the entire process.
Legal Framework
The legal framework for the Philippine Government Electronic Procurement System is primarily established through the following laws and executive orders:
- Republic Act (RA) 9184 or the Government Procurement Reform Act (GPRA) and its Implementing Rules and Regulations (IRR). This law provides the overall policy guidance and directives for the use of the system in public purchase.
- Executive Order (EO) 262 issued by President Arroyo, which institutionalized the use of PhilGEPS in gov’t acquisition.
- EO 40 issued by President Arroyo, which provided the implementing rules and regulations for the use of the system.
- EO 322 issued by President Estrada, which established the PhilGEPS as the central portal for all purchase activities of the Philippine gov’t.
- RA 8792 or the Electronic Commerce Act, which provides the legal framework for electronic transactions and supports the use of the system.
These laws require all public entities to use PhilGEPS during acquisition , following set guidelines and policies.
It also provides high-level guidance to all public entities on how the systemwill be utilized throughout the acquisition process.
The existing legal framework sufficiently supports the adoption of a new business model for PhilGEPS, whether as a corporate entity or a regular government agency, without posing any restrictions.
This adaptability helps this system meet evolving purchase needs and maintain its effectiveness.
How PhilGEPS Works
PhilGEPS operates as a comprehensive online system that simplifies government purchases.
Here’s a look at how the system functions:
1. Registration
Both public agencies and suppliers need to register on the PhilGEPS website.
This registration involves providing necessary information and completing the required forms.
2. Posting of Bidding Opportunities
Public agencies post details of their acquisition projects, including requirements and terms, on the platform.
Suppliers can view these opportunities and decide which ones to bid on.
3. Submission of Bids
Suppliers prepare and submit their bids online, following the guidelines provided in the bidding documents.
The platform securely stores these submissions.
4. Evaluation and Awarding
Government agencies evaluate the bids based on pre-set criteria.
The winning bid is selected, and the contract is awarded to the chosen supplier.
5. Contract Management
Post-award, the system helps manage the contract between the public agency and the supplier.
This includes monitoring progress, processing payments, and resolving any issues that arise.
Regulatory Agencies
The key agencies that regulate the Philippine Government Electronic Procurement System and its transactions are:
- Department of Budget and Management (DBM): PhilGEPS is under the administrative supervision of the DBM.
- Government Procurement Policy Board (GPPB): The GPPB, an inter-agency body composed of Cabinet Secretaries from the ten largest buying agencies and a representative from the private sector, provides functional supervision over the system.
- Procurement Service (PS): The PS, which is under the DBM, is responsible for managing and operating the PhilGEPS portal, including issuing guidelines and regulations for its use.
Benefits of Using the System
PhilGEPS offers numerous advantages to both suppliers and public agencies:
1. Increased Access to Opportunities
Suppliers can easily access and participate in various gov’t purchasing opportunities, leveling the playing field for both large and small businesses.
2. Streamlined Process
By digitizing and centralizing purchasing activities, PhilGEPS reduces paperwork and manual errors, making the process more efficient.
3. Cost Savings
Businesses save on costs associated with traditional acquisition processes, such as printing and postage.
Additionally, increased competition can lead to better pricing.
4. Transparency and Accountability
The platform enhances openness and accountability in purchasing, helping to prevent corruption and promote fair competition.
PhilGEPS Online Services
The system offers various online services to modernize and streamline public purchases in the Philippines. Here’s a closer look at each service:
Annual Procurement Plan (APP)
The APP service allows agencies to prepare and submit their annual acquisition plans online. This helps in forecasting and planning procurement activities for the entire year, ensuring a systematic approach to purchasing.
Electronic Bulletin Board
The Electronic Bulletin Board is an online platform where agencies post their acquisition opportunities, notices, and updates. Suppliers can easily access this information, keeping them informed about new bids and purchasing activities.
Contract Management
This service facilitates the management of purchasing contracts. It includes tools for monitoring contract performance, processing payments, and addressing any issues that may arise during the contract period. This ensures that both parties fulfill their obligations efficiently.
Government of the Philippines – Official Merchant’s Registry
The Official Merchant’s Registry is a comprehensive database of registered suppliers and contractors. Public agencies can use this registry to find qualified suppliers, verify their credentials, and invite them to participate in acquisition activities.
Virtual Store
The Virtual Store is an online marketplace where public agencies can purchase common-use supplies and equipment. It provides a convenient and efficient way to procure everyday items needed for government operations.
E-Marketplace
The E-Marketplace extends the Virtual Store concept by offering a wider range of products and services. It allows agencies to compare prices, check availability, and make purchases from a variety of suppliers, promoting competitive pricing and better purchasing choices.
By utilizing these services, the system enhances the efficiency, transparency, and fairness of the public purchasing processes, benefiting both agencies and suppliers.
Recent Updates
PS-DBM on Wheels in Batangas City: Enhancing Procurement Accessibility
Ms. Mirasol Cena, Provincial Statistics Officer of the Philippine Statistics Authority – Oriental Mindoro, praises the convenience of procuring common-use supplies and equipment from PS-DBM. Despite the three-hour journey by boat to participate in the PS-DBM on Wheels event, Ms. Cena and her team found it worthwhile to obtain essential office supplies, particularly bond paper, expressing gratitude for the system’s significant assistance.
PS-DBM collaborates with automotive industry partners to introduce the eMarketplace for public purchasing, starting with motor vehicles as the pilot product. This online platform streamlines the acquisition process, allowing entities to access, compare, and purchase supplies and equipment efficiently. With training sessions and live simulations led by key PS-DBM figures, the system aims to enhance acquisition practices and support the government’s digital transformation efforts.
PS-DBM is mandated by the GAA, RA 9184, and AO No. 17 to facilitate the direct purchase of common-use items for government entities. CSE includes essential supplies like stationery, computers, and services such as cloud computing and airline tickets. By leveraging bulk buying capabilities, PS-DBM enables cost-efficient procurement, leading to savings and streamlining administrative processes for enhanced public service delivery.
Video: Procurement Service – PhilGEPS
The Procurement Service of the Department of Budget and Management provides common supplies, acts as an acquisition agent for unique items, and helps agencies optimize resources for projects.
Leveraging its expertise, PS-DBM enhances efficiency and accessibility of essential supplies for various governmental requirements.
Conclusion
PhilGEPS, the Philippine Government Electronic Procurement System, is an online platform that revolutionizes public purchasing in the Philippines.
It promotes transparency, efficiency, and fairness by digitizing and centralizing acquisition tasks.
Public agencies can post procurement opportunities, while suppliers can access and bid on these opportunities, making the process streamlined and accessible.
The system enhances accountability and integrity in public dealings, helping to prevent corruption and promotes effective use of public funds.