MSEUF

Manuel S. Enverga University Foundation is certified by the Philippine Council for NGO Certification (PCNC) as a well-governed organization. The effectiveness of the Board of Trustees and key officers in managing the University was measured under five performance areas - Vision, Mission, and Goals, Governance, Financial Management and Administration, Program Operations, and Partnering and Networking. MSEUF consistently observes these templates of good governance to continually improve all aspects of administration including the observance of international standards, balanced control, and sustainable techniques for procurement of supplies and services as well as effective approaches to construction and project management. The University endeavors to become a benchmark foundation in the Philippines and the ASEAN Region in terms of best practices and sustainable initiatives in promoting the local economy and in keeping with fiscal efficiency and good stewardship.

1. Purpose

This policy aims to promote good governance and sustainability in procurement processes by incorporating resource optimization and environmental, social, and economic considerations into purchasing decisions. The Sustainable Procurement Program aims to minimize negative environmental impacts, provide adequate, fair, and equal opportunity to local and eligible suppliers, implement accountable and transparent bidding to and awarding, support fair labor practices, and achieve value for money over the goods, services, and works requirements.

2. Scope

This policy applies to all procurement activities undertaken by the University, including acquiring goods, services, and works as well as ideas, intellectual property, and AI-related goods and services. It covers all departments, suppliers, contractors, and stakeholders involved in the procurement process.

3. Policy Statement

The University is committed to:

Ensuring consistency of the procurement program with vision, mission, and goals.
Complying with local laws and regulations promoting good governance and social responsibility.
Reducing environmental impacts by prioritizing products and services with lower carbon footprints and environmental certifications.
Supporting suppliers and contractors who adhere to ethical labor practices and social responsibility standards.
Promoting economic sustainability by engaging with local businesses and small- to medium-sized enterprises (SMEs).
Ensuring that procurement decisions align with the principles of transparency, accountability, and value for money.

4. Principles

To achieve well-governed and sustainable procurement, the following principles will guide all procurement activities:

Good Stewardship: Optimize financial resources for priority projects.
Good Governance: Separate governing and implementing functions supported by a clear written policy on conflict of interest.
Environmental Responsibility: Preference will be given to products and services that reduce waste, conserve energy and water, and minimize greenhouse gas emissions.
Social Responsibility: Suppliers must adhere to ethical practices, including fair wages, safe and healthy working conditions, and non-discrimination policies.
Economic Responsibility: Support local economies by prioritizing local suppliers and encouraging innovation.

5. Procedures

5.1 Planning

Conduct strategic planning to define priority projects and procurement requirements following the mission, vision, and goals of the University and in compliance with regulatory standards for various academic programs.
Prepare the financial plan or budget for the priority projects and procurement requirements observing every department’s cap for capital and expense outlay.
Conduct a needs and technical assessment to determine the environmental, social, and economic impacts of the required goods, services, or works.
Integrate sustainability criteria into procurement and project designs, plans, and specifications.

5.2. Approval

1. Endorse the priority projects and procurement plan as reviewed by the Technical Working Council.

2. Present for resolution the endorsed priority projects and procurement plan to the Management Council and/or Executive Council by the Vice President for Administration.

3. Secure approval of the Board of Trustees with the proper and timely endorsements by the Management Council and Executive Council.

4. All approved priority projects and procurement plans shall be supported with the proper resolution of the Board of Trustees, the Executive Council, or the Management Council, respectively, following their particular cost threshold.

5.3 Implementation

1. The approved resolutions shall be communicated through official channels by the respective secretaries of the Board, the Executive Council, or the Management Council.

2. The Vice President for Administration shall coordinate the implementation timeline with the Technical Working Council and the Bids and Awards Council.

3. Necessary permits, certification, and accreditation shall be secured from relevant government offices.

5.4 Supplier or Contractor Selection

Subject the interested suppliers, bidders, or contractors to a pre-qualification process to evaluate suppliers’ eligibility, industry experience, and adherence to sustainability standards.
Include sustainability requirements in tender documents and requests for quotations.
Assess suppliers based on criteria such as appropriate experience, proven track record, financial capacity and annual turnover, environmental certifications, customer responsibility feedback, social responsibility policies, and whether or not free of any pending litigation.
Secure the approval of pre-qualified suppliers, bidders, or contractors

5.5 Evaluation and Award

Evaluate bids using the bidding and evaluation process of the Bids and Awards Council.
Recommend awarding of contracts to suppliers who demonstrate compliance with the University’s sustainability objectives and provide the best overall value.
Secure approval of the recommended most competitive bid.

5.6 Monitoring, Audit, and Reporting

Establish key performance indicators (KPIs) to measure the efficiency of project delivery and the sustainability impacts of procurement activities.
Require suppliers and contractors a report on their sustainability practices and progress.
Conduct regular audits to ensure compliance with specifications and sustainability commitments.
The Project Engineer or Procurement Officer shall regularly report to the Technical Working Council about the progress of the project or procurement activity and coordinate with the Health and Safety Office and General Services Department, respectively for any health, safety, and regulatory concerns.

5.7 Capacity Building

Provide training for staff on project management and sustainable procurement practices and the importance of lifecycle thinking.
Engage suppliers and contractors through workshops and consultations to promote awareness of sustainability standards.
Tap major suppliers to provide training to technical staff adapting innovative and sustainable practices in the areas of post-construction activities, repairs, and maintenance.

6. Responsibilities

Corporate Planning and Development Office: Facilitate strategic planning on departmental and institutional levels to identify priority projects and procurement activities vis-à-vis the vision, mission, and sustainable goals.
Finance and Comptrollership: Observe effective budget and optimize financial resources for priority projects that implement sustainability.
Technical Working Council: Assess every aspect of the project and procurement activity ensuring that designs, plans, and specifications promote sustainability, economy, and efficiency.
Administration Department: Secure proper approval for reviewed projects and procurement activities ensuring that sustainability considerations are embedded in procurement processes and overseeing compliance, capacity building, and reporting.
Bids and Awards Council: Observe pre-qualification, confidentiality, avoidance of conflict of interest, and bid evaluation with emphasis on sustainability promotion and resource optimization.
Departments and Units: Collaborate with the Technical Working Council and Administration Department to define program guidelines and sustainable requirements.
Internal Audit and Quality Improvement Departments: Ensure that internal controls are observed and output is reviewed, reported, and proper corrective and preventive actions are implemented.
Suppliers or Contractors: Adhere to the organization’s sustainability policies and provide documentation as required.

7. Continuous Improvement

The Office of Quality Improvement will regularly review and update this policy to align with emerging best practices, legislative changes, and organizational priorities.

8. References

ISO 20400:2017: Sustainable Procurement – Guidance
ISO 9001:2015: Quality Management Systems
United Nations Sustainable Development Goals (SDGs)
Good Governance Guidebook of the Philippine Council for NGO Certification (PCNC)

9. Effective Date

This policy is effective as of September 1, 2023.

Sustainable Procurement / Purchasing Policy