Memorandum Circular 2021 2
Memorandum Circular 2021 2
Memorandum Circular 2021 2
October 2021
1.0 PURPOSE
The Administrative Order (AO) No. 25 Inter-Agency Task Force on the Harmonization
of National Government Performance Monitoring, Information and Reporting Systems
(A025 lATF) has issued Memorandum Circular (MC) No. 2021-1 (Guidelines on the
Grant of the Performance-Based Bonus for the Fiscal Year 2021 under Executive
Order No. 80 s. 2012 and Executive Order No. 201 s. 2016) dated June 3, 2021.
Consistent with MC No. 2021-1, the Department of the Interior and Local Government
(DILG), Local Water Utilities Administration (LWUA), find the Governance Commission
for Government-Owned or-Controlled Corporations (GCG) shall issue separate
guidelines for the grant of the FY 2021 Performance-Based Bonus (PBB) for local
government units (LGUs), local water districts (LWDs), and government-owned or-
controlled corporations (GOCCs), respectively.
For FY 2021, agencies must submit evidence of accomplishments of the criteria and
conditions provided in Section 4.0 — Performance Results, Process Results, Financial
Results, and Citizen/Client Satisfaction Results. Agencies are encouraged to include
in their submission all explanations and justifications for deficiencies and ^non-
achievement of targets.
The following requirements shall be attained by the agencies in compliance with the
FY 2021 PBB criteria and conditions:
2.1 Performance Results. Agencies must ensure the uploading of the quarterly
Budget and Financial Accountability Reports (BFARs) on the Department of
Budget and Management-Unified Reporting System (DBM-URS), in a timely
manner within thirty (30) days after the end of each quarter. The quarterly BFARs
shall be used in the assessment of the FY 2021 Performance Results
accomplishments of the agencies.
2.3 Financial Results. Same as the Performance Results, the agencies must
ensure the uploading of the quarterly Budget and Financial Accountability
Reports (BFARs) on the DBM-URS, in a timely manner within thirty (30) days
after the end of each quarter.
Agency reports on the CCSS should follow the prescribed requirements and
rating scale as stated in Annex 4 of MC No. 2021-1 Guide in Conducting
the CCSS. The report should include a description of the methods and
rating scale used in determining the FY 2021 Overall Satisfaction Score for
its services.
The agencies shall report the overall agency rating in the service quality
dimensions and overall agency citizen/client satisfaction score for the
reported services.
LWDs and GOCCs covered by RA No. 10149 shall report the results of their
CCSS or feedback mechanism based on the standard methodology and
corresponding questionnaire prescribed by LWUA and GCG.
2.4.2 Resolution of Reported Complaints from Hotline #8888 and CCB:
' Institutionalizing the 8888 Citizen's Complaint Hotline and Establishing the 8888 Citizen's Complaint Center
For Hotline #8888, a concrete and specific action shall refer to the
actual and factual action to the complaint. It must be within the
mandate of the agency and a clear, specific, and relevant
response to the concern of the caller. As much as the
circumstances permit, the caller shall be given advice on the
concrete and specific action taken or feedback on the status of the
concern until its resolution, and the agency shall inform the #8888
CCC, through their respective #8888 Agency Portals, of the action
taken on the complaint, concern, or request. The #8888 CCC
requires proof of concrete and specific action taken and proof of
communication to the caller.
For reference to the deadline of submissions, agencies shall refer to the Agency
Accountability Timelines document provided by the A025 Secretariat following the
issuance of MC No. 2021-1. Agencies may also directly coordinate with the
validating/oversight agencies should there be any clarifications or separate guidelines
pertaining to the FY 2021 requirements under this section.
Certified true copies shall be posted on the RBPMS website and the Official Gazette,
and shall be filed at the University of the Philippines Law Center.
I
\
Agency Accountability Timelines
For reference, agencies should observe the timelines and comply with the following requirements
under Section 5.0: Agency Accountabilities of Memorandum Circular (MC) 2021-1:
Validating
Deadline Requirements
Agency
Submit Certificate of Compliance that the agency conducted
On or before Early Procurement Activities for at least 50% of the Total Value
31 January of the of the FY 2022 Procurement Projects to the GPPB-TSO. GPPB-TSO
fiscal year
Note: Early Procurement Activities should be conducted in FY 2021
March 31, 2021 Submit FY 2021 APP-non CSE to GPPB-TSO. GPPB-TSO
Submit Results of the APCPI system for FY 2020 Procurement
June 30, 2021 GPPB-TSO
Transactions to GPPB-TSO.
August 31,2021 Submit the FY 2022 APP-CSE thru the PhilGEPS Virtual Store. DBM-PS
Posting of Indicative FY 2022 APP-non CSE in the agency’s
September 30, 2021 GPPB-TSO
Transparency Seal webpage.
Maintain/Update the agency Transparency Seal (TS) under
Section 96 of the General Provisions of the FY 2021 General
October 01, 2021 DBM-OCIO
Appropriations Act (GAA). The TS page should be accessible by
clicking the TS logo on the home page.
Set-up the most current and updated Citizen’s or Service
Charter, reflecting the agency’s improved and streamlined/re
engineered system and procedure for all its government services
to citizens, businesses, and government agencies.
December 04, 2021 ARTA
Notes:
*As provided in MC No. 2021-1, while the above conditions are no longer required in determining the overall PBB
eligibility of agencies, compliance with these conditions shall be used as the basis in determining the eligibility of
responsible units and individuals. Agencies should submit these legal requirements directly to the oversight/validating
agencies.
**The oversight/validating agencies have the authority to modify their requirements and timelines as necessary.
Agencies should directly contact the oversight/validating agencies of the above-mentioned Agency Accountabilities for
updates and concerns.
Page 2 of 2
Annex “A”
GUIDELINES IN THE CONDUCT OF EARLY PROCUREMENT ACTIVITIES AS A
REQUIREMENT FOR THE GRANT OF THE PERFORMANCE-BASED BONUS
(GUIDELINES)
1.0 Objective
2.0 Definition
EPA refers to the conduct of procurement activities from the posting of opportunity, if
required, until recommendation of the Bids and Awards Committee (BAC) to the Head
of the Procuring Entity (HoPE) to award the contract, pending approval of the funding
source.5 The rules for the conduct of EPA is governed by Government Procurement
Policy Board (GPPB) Circular No. 06-2019.6
Procuring Entities (PEs)7 that would like to be eligible for the grant of PBB are required
to successfully undertake EPA for at least fifty percent (50%) of the value of its eligible
Procurement Projects (EPPs) pursuant to Administrative Order (AO) No. 25 Inter-
Agency Task Force (lATF) Memorandum Circular (MC) No. 2020-1.8
4.1 The conduct of EPA is required for PEs receiving budgetary support from the
National Government based on the National Expenditure Program (NEP).
4.2 PEs are required to undertake EPA for at least fifty percent (50%) of the value
or amount of EPPs included in its Indicative Annual Procurement Plan (APP)9
upon the issuance of the NEP.10
4.3 EPPs shall refer to Goods, Infrastructure Projects, and Consulting Services
reflected in the PE’s indicative APP based on the NEP to be undertaken through
Competitive Bidding and Alternative Methods of Procurement under Republic Act
(RA) No. 9184 and its revised Implementing Rules and Regulations (IRR),
except for the following;
4 See Memorandum Circular No. 2021-1 or the Guidelines on the Grant of the Performance-Based Bonus (PBB) for
Fiscal Year (FY) 2021 Under Executive Order No. 80, s. 2012 and Executive Order No. 201, s. 2016 dated 3 June 2021
5 See Section 3.1 of Government Procurement Policy Board (GPPB) Circular 06-2019
6 Guidelines on the Implementation of Early Procurement Activities (EPA) dated 17 July 2019
7 PEs shall check with the Guidelines on the Grant of PBB issued by AO 25 annually the applicability of the
requirements whether for the whole PE or responsible unit/individual.
8 Guidelines on the Grant of the Performance-Based Bonus (PBB) for the Fiscal Year 2020 under Executive Order No.
80, s. 2012 and Executive Order No. 201, s. 2016
9 The Indicative APP shall be posted on the agency Transparency Seal pursuant to Department of Budget and
Management Circular Letter 2018-8 dated 30 July 2018. The Indicative APP is not submitted to the GPPB.
10 Per Memorandum Circular No. 2020-1 or the Guidelines on the Grant of the Performance-Based Bonus (PBB) for the
Fiscal Year 2020 under Executive Order No. 80, s. 2012 and Executive Order No. 201, s. 2016
Annex “A’
d. Negotiated Procurement - Take-Over of Contracts (Section 53.3); and
e. Negotiated Procurement - Small Value Procurement (Section 53.9).11
4.4 All PEs shall submit an EPA Certification under Oath to the GPPB-Technical
Support Office (TSO), as the case may be, thus:
4.5 The fifty percent (50%) compliance requirement for the conduct of EPA shall be
computed using this formula:
4.6 The EPA Certification under Oath shall be submitted to the GPPB-TSO on or
before 3151 of January of the fiscal year through electronic mail (e-mail) at
[email protected]. Given the limited mobility and in consideration
of health and safety protocols being implemented to avoid the transmission of
Corona Virus Disease 2019, submissions in printed copy shall not be accepted.
In case the deadline falls on a weekend or a regular or special holiday, the
deadline shall be on the next business day.
i
Annex “A’
PEs will receive an auto-acknowledgement receipt from the GPPB-TSO upon
receipt of the EPA Certification under Oath sent through e-mail. Note that this
acknowledgment receipt shall be the only acceptable proof of submission.
4.7 The GPPB-TSO shall consider PEs compliant with the EPA requirement for the
grant of PBB if the submitted Certification complies with the following:
a. Used the prescribed and applicable template for EPA Certification under
Oath;
b. Shows that the PE has either successfully undertaken EPA for at least fifty
percent (50%) of the total amount of EPPs or has no EPPs for the conduct of
EPA. In case of failure to conduct at least fifty percent (50%) of the total
amount of EPPs, the provision in Item 4.8 shall apply;
c. Bears the approval of the HoPE and is duly notarized; and
d. Submitted within the deadline.
4.8 PEs with EPPs which are not able to comply with the EPA requirement must
provide a valid reason or justification in the certification. The reason or
Justification will be reviewed and evaluated to determine acceptability. Failure to
provide any valid reason or justification on the non-undertaking or non
achievement of the required fifty percent (50%) shall constitute outright non-
compliance.
Annex “A-1’
CERTIFICATION OF UNDERTAKING/NON-UNDERTAKING OF EARLY
PROCUREMENT ACTIVITIES
I hereby certify that the [State: Complete Name of Procuring Entity] has [Choose whichever
applies: Osuccessfully undertaken / Ounsuccessfully undertaken / Dnot undertaken] Early
Procurement Activities (EPA) for eligible Procurement Projects based on the agency’s
Indicative Annual Procurement Plan consistent with the National Expenditure Plan (NEP) for
Fiscal Year_____ in the following amounts:
Total Amount
Description16
(in PhP)
a. Total Amount in Indicative APP based on NEP
b. Less: Exceptions17
c. Total Amount of Eligible Procurement Projects [c=(a-b)]
d. Amount of Successful18 EPA projects
e. Percentage of Successful EPA [e=(d/c)*100]
<ln case the agency did not undertake EPA or was not able to achieve the required 50%,
please indicate reason/s and Justification/s on this portion>
This Certification is being made in compliance with the Guidelines on the Grant of the
Performance-Based Bonus for the Fiscal Year_______ , of the Administrative Order No. 25
Inter-Agency Task Force on the Harmonization of National Government Performance
Monitoring, Information and Reporting Systems.
The undersigned attests to the accuracy of all information contained herein based on
available records and information that can be verified with the [Name of Agency] and the
Philippine Government Electronic Procurement System.
SUBSCRIBED AND SWORN to before me this (DATE), in (CITY. PROVINCE). Philippines, with
affiant exhibiting me his/her (GOVERNMENT-ISSUED ID) issued on (DATE OF ISSUANCE) at
(PLACE OF ISSUANCE).
NOTARY PUBLIC
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16 Amount and values refer to the Approved Budget for the Contract
17 See item 4.3 of the Guidelines in the Conduct of Early Procurement Activities as a Requirement for the Grant of the
Performance-Based Bonus
18 Section 3.1 of GPPB Circular 06-2019 provides that the “EPA shall refer to the conduct of procurement activities, from
posting of the procurement opportunity, if required, until recommendation of the Bids and Awards Committee (BAC) to
the Hope as to the award of the contract xxx"
Annex “A-2’
I hereby certify that the [Complete Name of Procuring Entity] has no eligible
Procurement Projects for the conduct of Early Procurement Activities based on the
agency’s Indicative Annual Procurement Plan consistent with the National
Expenditure Program.
This Certification is being made in compliance with the Guidelines on the Grant of
the Performance-Based Bonus for the Fiscal Year_______ , of the Administrative
Order No. 25 Inter-Agency Task Force on the Harmonization of National
Government Performance Monitoring, Information and Reporting Systems.
The undersigned attests to the accuracy of all information contained herein based on
available records and information that can be verified with the [Name of the
Procuring Entity] and the Philippine Government Electronic Procurement System.
SUBSCRIBED AND SWORN to before me this (DATE), in (CITY, PROVINCE). Philippines, with
affiant exhibiting me his/her (GOVERNMENT-ISSUED ID) issued on (DATE OF ISSUANCE) at
(PLACE OF ISSUANCE).
NOTARY PUBLIC
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ANNEX 1
A. DEPARTMENTS
Department OffIces/Bureaus/UnIts
1. Office of the President • Office of the Executive Secretary*
• Commissions
• Centers
• Technical and Staff Offices
• Offices of Presidential
Advisers/Assistants (per area of
concern)
• Offices with special concerns
2. Office of the Vice-President • Office of the Chief of Staff (including
the Office of the Vice-President
Proper and the Office of the
Assistant Chief of Staff)
• Technical and Staff Offices
3. Department of Agrarian Reform
a. Office of the Secretary (Proper) • Office of the Secretary*
• Council Secretariat
• DAR Adjudication Boards
• Services
• Bureaus
• Regional Offices
4. Department of Agriculture
a. Office of the Secretary (Proper) • Office of the Secretary*
• Services
• Bureaus
Regional Offices
• SOCSKSARGEN Area Development
Project Office
• Institutes (e.g., PRRI)
• Centers (e.g., FDC)
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d. National Council for Children’s
Television (identified as DU of the
Office of the Secretary Proper)
9. Department of Finance
a. Office of the Secretary (Proper) • Office of the Secretary*
• Services
• Offices
• One-Stop Shop Center
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Annex 1
b. Bureau of Customs • Office of the Commissioner*
• Services
• Offices
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Annex 1
d. Foreign Service Institute • Office of the Director General
• Divisions
11. Department of Health
a. Office of the Secretary (Proper) • Office of the Secretary*
• Bureaus
• Services
• Regional Offices
c. Bureau of Jail Management and • Office of the Chief of the Jail Bureau*
Penology • Directorates
• Jail Units by Region
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a.1 National Prosecution Service • Prosecution Staff*
• City Prosecutor’s Offices
• Regional Prosecution Offices
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c. National Conciliation and • Office of the Executive Director*
Mediation Board • Central Office Divisions
• Regional Conciliation Mediation
Branches
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Annex 1
c. Government Arsenal • Office of the Director*
• Divisions
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Annex 1
c. Inter-Country Adoption Board • Office of the Director*
• Divisions
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Annex 1
h. Technical Education and Skills • Technical and Staff Offices
Development Authority • Services
• Regional Offices
23. Department of Transportation
a. Office of the Secretary • Office of the Secretary*
• Services
• DOT-CAR
• DOT-CARAGA
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Annex 1
B. CONSTITUTIONAL OFFICES AND OTHERS
Agency Delivery Units
1. Civil Service Commission • Office of the Chairperson*
• Technical and Staff Offices
• Services
• Regional Offices
2. Commission on Audit • Office of the Chairperson*
• Technical and Staff Offices
• Clusters
• Services
• Regional Offices
3. Commission on Human Rights • Office of the Chairman*
• Technical and Support Services
• Field Operations
• Field Units
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Annex 1
8. Energy Regulatory Commission • Office of the Chairman {including the
Internal Audit Division and the Office
of the Executive Director)*
• General Counsel and Secretariat of
the Commission
• Services
9. Fertilizer and Pesticide Authority • Office of the Executive Director*
• Divisions
10. Film Development Council of the • Office of the Chairman {including the
Philippines Office of the Executive Director)*
• Administrative and Finance Unit
• Cinema Evaluation Board and Archive
Unit
• Festival and PFESO Unit
11. Games and Amusement Board • Office of the Chairman*
• Divisions
• Field Offices
12. Governance Commission for • Office of the Chairman* {including
Government-Owned or -Controlled Strategy Management Division)
Corporations • Technical and Staff Offices
13. Metropolitan Manila Development • Office of the Chairman* {including
Authority Council Secretariat, Management
Information Staff and Public Affairs
Staff)
• Office of the General Manager*
• Services
• Offices
14. Mindanao Development Authority • Office of the Chairperson*
(including Offices of the Executive
Director and Directors)
• Divisions
• Area Management Offices
15. Movie and Television Review and • Office of the Chairman
Classification Board • Office of the Executive Director
• Divisions
16. National Anti-Poverty Commission • Office of the Director General*
• Technical and Support Services
17. National Commission for Culture and • Office of the Chairman {including the
the Arts (Proper) Office of the Executive Director)*
• Divisions
18. National Historical Commission of the • Office of the Commission Chairman*
Philippines (National Historical • Office of the Executive Director*
Institute) • Divisions
19. National Library of the Philippines • Office of the Director*
• Divisions
20. National Archives of the Philippines • Office of the Executive Director*
(formerly Records Management and • Divisions
Archives Office) • Regional Archival Networks
21. National Commission on Indigenous • Office of the Chairman*
Peoples • Office of the Executive Director*
• Technical and Support Offices
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Annex 1
• Regional Offices
22. National Intelligence Coordinating • Office of the Director General*
Agency • Directorates
• Regional Offices
23. National Security Council • Office of the Director General*
• Technical and Support Units
24. Office of the Presidential Adviser on • Office of the Presidential Adviser*
the Peace Process • Technical and Support Services
25. Optical Media Board • Office of the Executive Director*
• Divisions
26. Philippine Competition Commission • Office of the Chairman* {including
Office of the Executive Director)
• Technical and Staff Offices
CAR
1. Abra Institute of Science and Technology
2. Apayao State College
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3. Benguet State University
4. Ifugao State University
5. Kalinga State University (Kalinga-Apayao State College)
6. Mountain Province State University (Mt. Province State Polytechnic College)
Region I
7. Ilocos Sur Polytechnic State College
8. Don Mariano Marcos Memorial State University
9. Mariano Marcos State University
10. North Luzon Philippines State College
11. Pangasinan State University
12. University of Northern Philippines
Region II
13. Batanes State College
14. Cagayan State University
15. Isabela State University
16. Nueva Vizcaya State University
17. Quirino State College
Region III
18. Aurora State College of Technology
19. Bataan Peninsula State University
20. Bulacan Agricultural State College
21. Bulacan State University
22. Central Luzon State University
23. Don Honorio Ventura Technological State University
24. Nueva Ecija University of Science and Technology
25. Pampanga State Agricultural University (Pampanga Agricultural College)
26. Philippine Merchant Marine Academy
27. Ramon Magsaysay Technological University
28. Tarlac College of Agriculture
29. Tarlac State University
Region IV-A
30. Laguna State Polytechnic University
31. Southern Luzon State University
32. Batangas State University
33. University of Rizal System
34. Cavite State University
Region IV-B
35. Marinduque State College
36. Mindoro State University (Mindoro State College of Agriculture and Technology)
37. Occidental Mindoro State College
38. Palawan State University
39. Romblon State University
40. Western Philippines University
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Region V
41. Bicol University
42. Bicol State College of Applied Sciences and Technology
43. Camarines Norte State College
44. Camarines Sur Polytechnic College
45. Catanduanes State College
46. Central Bicol State University of Agriculture
47. Dr. Emilio B. Espinosa, Sr. Memorial State College of Agriculture and Technology
48. Partido State University
49. Sorsogon State College
Region VI
50. Akian State University
51. Capiz State University
52. Carlos Hilado Memorial State College
53. Guimaras State College
54. Iloilo State University of Science and Technology (Iloilo State College of Fisheries)
55. Central Philippines State University
56. Northern Iloilo State University (Northern Iloilo Polytechnic State College)
57. Northern Negros State College of Science and Technology
58. University of Antique
59. West Visayas State University
60. Iloilo Science and Technology University (Western Visayas College of Science and
Technology)
Region VII
61. Bohol Island State University
62. Cebu Normal University
63. Cebu Technological University
64. Negros Oriental State University
65. Siquijor State College
Region VIII
66. Eastern Samar State University
67. Eastern Visayas State University
68. Leyte Normal University
79. Biliran Province State University
70. Northwest Samar State University
71. Palompon Polytechnic State University (Palompon Institute of Technology)
72. Samar State University
73. Southern Leyte State University
74. University of Eastern Philippines
75. Visayas State University
Region IX
76. JH Cerilles State College
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77. Jose Rizal Memorial State University
78. Western Mindanao State University
79. Zamboanga City State Polytechnic College
80. Zamboanga State College of Marine Sciences and Technology
Region X
81. Northwestern Mindanao State College of Science and Technology
82. Bukidnon State University
83. Camiguin Polytechnic State College
84. Central Mindanao University
85. Mindanao University of Science and Technology
86. Misamis Oriental State College of Agriculture and Technology
Region XI
87. Davao del Norte State College
88. Davao del Sur State College
89. Davao Oriental State College of Science and Technology
90. Southern Philippines Agri-Business, Marine and Aquatic School of Technology
91. University of Southeastern Philippines
92. Compostela Valley State College
Region XII
93. Cotabato State University (Cotabato City State Polytechnic College)
94. Cotabato Foundation College of Science and Technology
95. Sultan Kudarat State University
96. University of Southern Mindanao
CARAGA
97. Agusan Del Sur State College of Agriculture and Technology
98. Caraga State University
99. Surigao Del Sur State University
100. Surigao State College of Technology
BARMM
101. Basilan State College
102. Mindanao State University System
103. Sulu State College
104. Tawi-Tawi Regional Agricultural College
105. Adiong Memorial Polytechnic College
NCR
106. Marikina Polytechnic College (Marikina Polytechnic State College)
107. Eulogio "Amang" Rodriguez Institute of Science and Technology
108. Philippine Normal University
109. Philippine State College of Aeronautics
110. Polytechnic University of the Philippines
111. Rizal Technological University
112. Technological University of the Philippines
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113. University of the Philippines System (UP)
Note:
*lncluding the Office(s) of the Deputy Head(s) and immediate support staff.
** Agencies to be treated separately from their mother departments for the purpose of
rating and ranking
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Annex 1