When did the new Standard Procurement Forms start being used?

The new Standard Procurement Forms became effective 21 September 2025 — which is ninety (90) days after they were published 23 June 2025, pursuant to GPPB Resolution No. 03-2025 dated 14 May 2025.

What forms are included?

The set includes:

• Market Scoping Form
• Project Procurement Management Plan (PPMP)
• Annual Procurement Plan (APP)
• Philippine Bidding Documents (PBD) for Goods, Infrastructure Projects, and Consulting Services and other related documents

Do we really need to use the new standard bidding forms?

Yes. For procurement activities already covered by these forms, their use has been mandatory since 21 September 2025.

What help is available for us?

The GPPB-Technical Support Office (TSO) prepared Procurement 101 self-paced online modules. They walk you through how to fill out and use the new forms. Right now, there are modules on Market Scoping, PPMP, and APP — more are on the way.

Where can we get the forms and learning materials?

•    GPPB-TSO website – Resolution No. 03-2025 and Standard Forms
•    Official Gazette – Publication notice
•    GPPB-TSO Downloadable Forms Portal – Editable versions you can actually use

Do we need to attach the Market Scoping Form when submitting the PPMP?

Yes. Think of the Market Scoping Form as the “supporting evidence” for your PPMP. It shows where your cost estimates and sourcing strategy came from, so it should go with your PPMP submission.

Do we need Market Scoping even for items like food, accommodation, or small activity expenses?

Yes. Market Scoping applies to all procurement — big or small. Of course, for simpler items like meals or room rentals, the market research does not need to be as detailed as for big-ticket projects, consistent with the Principle of Proportionality under RA No. 12009 and its Implementing Rules and Regulations (IRR).

Is Market Scoping required for Direct Acquisition under RA No. 12009?

Yes. Market Scoping is still required, but it does not need to be as extensive or detailed compared to other procurement activities. Since Direct Acquisition under RA No. 12009 allows procurement without securing multiple market quotations, the Market Scoping Form may simply record the basic justification for direct purchase, such as:
•    the availability of the item,
•    its price as offered, and
•    the legal basis for resorting to Direct Acquisition.

Why is there already a budget in Section 2 of the Market Scoping if costing is done in Section 4?

Section 2 is meant to reflect the initial or indicative budget allocation for the requirement. Section 4, on the other hand, contains the validated cost estimate based on actual market research. To avoid confusion or inconsistencies, the end-user who prepares the Market Scoping should update the entry in Section 2 so that it matches the final figure determined in Section 4. 

How many Market Scoping Forms are needed before we can make a PPMP?

At least one Market Scoping Form per project requirement is needed. If the items are grouped into a single procurement package (for example, office supplies of the same type, or medicines with similar specifications and the same procurement mode), then one Market Scoping Form is usually sufficient.

However, if the items are different in nature, have distinct specifications, or will be procured through different procurement modes (e.g., some through competitive bidding, others through Direct Contracting or Agency-to-Agency arrangements), it is best to prepare separate Market Scoping Forms for each group. This way, the PPMP will clearly reflect the sourcing and costing basis for each package, and it will be easier to consolidate into the APP.

How do we handle situations like in hospitals where there are many medicines in one project, but with different modes of procurement (e.g., bidding and direct contracting)?

Market Scoping should be done by procurement package, not for every individual item. If one project covers many medicines, group the items logically based on their procurement mode and specifications. For example:

• Medicines that will go through competitive bidding may be grouped together under one Market Scoping Form.
• Medicines that qualify for Direct Contracting (e.g., branded items with no substitutes) may be documented under a separate Market Scoping Form.

Within each Market Scoping Form, clearly indicate the specific line items included and the procurement mode to be applied. This way, when the PPMP is prepared, it will clearly reflect the different procurement strategies used within the project.

This approach helps to:

• Avoid confusion when consolidating multiple line items;
• Ensure transparency in applying different procurement modes; and
• Simplify consolidation from Market Scoping to the PPMP and eventually to the APP.

Should items available at PS-DBM be included in Market Scoping?

Yes, but in a simplified way consistent with the principle of proportionality. Items that are mandatorily procured through PS-DBM (e.g., commonly used supplies and equipment listed in the DBM Procurement Service catalog) should still appear in your Market Scoping Form so that they are properly documented as part of your requirement.

For these items, however, the Market Scoping does not need to be extensive. The Procuring Entity can simply cite the PS-DBM catalog price, reference, or availability as the basis for costing and sourcing. This ensures that:

• The item is still reflected in your Market Scoping and PPMP;
• The costing is traceable to an official PS-DBM reference; and
• The requirement is properly consolidated into the APP.

In the Indicative APP (based on the NEP), what fund source do we put?

For national government agencies, indicate the fund source reflected in the National Expenditure Program (NEP), since the Indicative APP is prepared alongside the budget proposal. 

For government-owned and controlled corporations (GOCCs) and government financial institutions (GFIs), the Indicative APP should reflect the fund sources identified in their Corporate Operating Budget (COB) as approved by the governing board.

For local government units (LGUs), the Indicative APP should be based on their proposed local budget submitted to the sanggunian (council). 

Do we need a PPMP and APP entry for projects not funded by the GAA (like trust funds or foreign-assisted projects)?

Yes. Under RA No. 12009 and its Implementing Rules and Regulations (IRR), the procurement rules apply to all procurement activities of government agencies, regardless of the fund source. This includes projects financed by:

·       the General Appropriations Act (GAA),

·       corporate operating budgets of GOCCs and GFIs,

·       local government funds,

·       trust funds,

·       internally generated income, and

·       foreign-assisted projects, unless exempted under the law or covered by international agreements with different procurement arrangements.

Accordingly, all projects must be supported by a Project Procurement Management Plan (PPMP) and consolidated into the Annual Procurement Plan (APP). This ensures that the APP provides a complete and transparent picture of all procurement activities, regardless of the source of financin

How can we prepare an Updated PPMP when the current form only indicates “Indicative” and “Final”?

An Updated PPMP is required whenever revisions occur after the approval of the Final PPMP. These revisions may include:

• Changes in cost or ABC;
• Adjustments in the procurement mode;
• Modifications in the schedule of activities; or
• Revisions in the scope or packaging of the project.

Even if the PPMP form does not explicitly have an “Updated” type, the updates can be documented as follows:

• Record all changes in the Remarks section of the PPMP form, clearly specifying the adjustments made.
• Ensure proper referencing and consolidation into the Updated APP so that the procurement plan remains aligned

With the new APP format, do we still need supplemental APPs?

All changes to the APP are now captured in the Updated APP, which reflects both:

• Revised entries, such as adjustments in schedule, procurement mode, or Approved Budget for the Contract (ABC); and
• Unchanged entries carried over from the previous APP.

This approach ensures there is always a single, consolidated document that provides a complete view of all procurement activities. What was previously handled through a Supplemental APP under RA No. 9184—such as new projects, revisions in ABC, or changes in procurement schedules—is now incorporated directly into the Updated APP.
The Updated APP still undergoes the necessary processes: it must be reviewed by the BAC, approved by the HoPE.  The sample APP illustration demonstrates how all changes, whether revisions or new entries, are fully integrated in the Updated APP version.