ALLOCATION AND SHIPMENT OF CENSUS MATERIALS AND SUPPLIES
The efficient allocation of resources during the conduct of the 2022 CAF will significantly contribute to the success of the entire census operation. Any delay in the distribution of census materials will have a domino effect on the succeeding phases of the operation.
This chapter explains the allocation scheme for the census supplies and materials by type, as well as the major census forms to be printed and census supplies and materials to be procured. The general allocation plan shall be used as basis in drawing up the allocation, distribution, and transport plans of the FOs.
3.1 PRINTING OF FORMS AND MANUALS
The CO is primarily responsible for the printing and shipment of the questionnaires, manuals, codebooks, enumerator’s handbook, and training workbook to be used in the 2022 CAF. Aside from doing the printing jobs in the CO, the official printer is also responsible for the shipment of the printed census materials to the RSSOs/PSOs based on the allocation scheme prepared by the CO.
On the other hand, the RSSOs/PSOs will be responsible for the printing or reproduction of other census forms, administrative and financial forms, and Information Education Communication (IEC) materials. Based on the allocation scheme provided by the CO, the budget for procurement of other census supplies and materials such as ink/toner, bond papers and Duplo ink/master roll that will be used for printing and reproduction will be provided by the CO to the RSSOs/PSOs.
A. Printing of Manuals, Enumeration Forms, and other Census Materials at the CO
The following table shows the list of training and enumeration materials that will be printed by the official printer at the CO:
1. Manuals and Training Materials
Enumerator's (EN's) Manual
Enumerator’s Handbook
Supervisor's Manual (SM) Codebook
Field Operations Manual (FOM) Training workbook
Identification Card
Blown-up CAF Forms 1, 2, 3, 4, 5, 6
Field Operations Manual | Chapter 3
2. Enumeration Forms
CAF Form 1 - Listing Booklet
Allocation and Shipment of Census Materials and Supplies
CAF Form 2 - Household Questionnaire
CAF Form 3 - Core Questionnaire for Agriculture
CAF Form 4 - Core Questionnaire for Aquaculture
CAF Form 5 - Core Questionnaire for Fishing
CAF Form 6 - Barangay Questionnaire
CAF Form 11 - Notice of Listing/Enumeration (Sticker)
B. Printing and Reproduction of Manual, Other Census Forms, and Administrative and Financial Forms at the FO
Listed below are other materials to be printed and reproduced in the RSSOs and PSOs. The soft copy of these forms will be provided to the RSSO for reproduction in their respective PSOs for use during training, enumeration, supervision, and financial claims.
The forms to be reproduced in the RSSOs and PSOs are as follows:
a. Training
CAF Form 12
Appointment Slip to the Household/Barangay Official
CAF Form 13 Daily Accomplishment Report of Enumerator
CAF Form 14 Weekly Accomplishment Report of the Team Supervisor
CAF Form 15
Weekly Accomplishment Report of CAS/ACAS
CAF Form 16 Spot-check/Reinterview Record
CAF Form 17 Observation Record
CAF Form 18
Transmittal/Receipt Form
CAF Form 19 Folio Cover for Main Forms
CAF Form 20 Folio Cover for Administrative Forms
CAF Form 21 Certification of Punong Barangay
CAF Form 22 Certificate of Work Completed
CAF Form 23
CAF Form 24
CAF Form 25
CAF Form 26
CAF Form 27
CAF Form 29
b. Enumeration
Map
CAF Form 7
CAF Form 8
CAF Form 9
CAF Form 10
CAF Form 11
CAF Form 12
CAF Form 13
CAF Form 14
CAF Form 15
CAF Form 16
Summary Report on Field Supervision of CAS/ACAS
Central Office/Field Office Supervision Form
Clearance
Household Referral Form
Non-Household Referral Form
List of Households for Telephone Interview and SelfAdministered Questionnaire (SAQ)
City/Municipality/Barangay/EA/Block Maps
Establishment Questionnaire on Growing of Crops
Establishment Questionnaire on Livestock and Poultry
Establishment Questionnaire on Aquaculture
Establishment Questionnaire on Fishing
Notice of Listing/Enumeration (Sticker)
Appointment Slip to the Household/Barangay Official
Daily Accomplishment Report of Enumerator
Weekly Accomplishment Report of the Team Supervisor
Weekly Accomplishment Report of CAS/ACAS
Spot-check/Reinterview Record
CAF Form 17 Observation Record
2022 Census of Agriculture and Fisheries
Philippine Statistics Authority
Form Type
CAF Form 18 Transmittal/Receipt Form
Description
CAF Form 19 Folio Cover for Main Forms
CAF Form 20 Folio Cover for Administrative Forms
CAF Form 23 Summary Report on Field Supervision of CAS/ACAS
CAF Form 24 Central Office/Field Office Supervision Form
CAF Form 25 Clearance
CAF Form 26 Household Referral Form
CAF Form 27
CAF Form 28
CAF Form 29
c. Data Processing
Non-Household Referral Form
Mapping Folio Cover
List of Households for Telephone Interview and SelfAdministered Questionnaire (SAQ)
SAQ Instructions
Data Processing Manual
d. Administrative and Financial Forms
CAF Form 21
CAF Form 22
Certification of Punong Barangay
Certificate of Work Completed
CAF Form 25 Clearance
CSC Form 48 Daily Time Record
Itinerary of Travel
Certificate of Appearance
Certificate of Travel Completed
General Form 3A
General Form 5A
General Form 7A
Reimbursement Expenses Receipt (RER)
Certification of Expenses Not Requiring Receipts (CENRR)
Disbursement Voucher
Timebook and Payroll
Aside from census materials and supplies, RSSOs are also responsible for the reproduction of the following IEC and publicity materials.
1) 2022 CAF Primer
2) List of Data Items (Leaflet)
3) 2022 CAF FAQs (Brochure)
4) Comics
5) Streamer
6) Poster
7) Standee
8) Sticker for PUVs
The CO will facilitate the transfer of funds for the expenses for the printing of publicity materials and other IEC activities and efforts based on the submitted IEC Plan.
3.2 PROCUREMENT OF SUPPLIES AND MATERIALS
The following supplies and materials for training and field operations that will be procured at the RSSO are as follows:
1. Supplies for Training and Enumeration
a. Bag (backpack) (with 2022 CAF logo)
b. T-shirt (with 2022 CAF logo)
c. Jacket (with 2022 CAF logo)
d. Cap/Hat (with 2022 CAF logo)
e. Arm Sleeve (with 2022 CAF logo)
f. Cloth Face Mask (with 2022 CAF logo)
g. Umbrella (with 2022 CAF logo)
h. Raincoat (with 2022 CAF logo)
i. Tumbler (with 2022 CAF logo)
j. Water Jug (with 2022 CAF logo)
k. ID Lace (with 2022 CAF and PSA logo)
l. ID Jacket
m. Clipboard (with 2022 CAF logo)
n. Tape measure/Medida
o. Notebook
p. Ballpen
q. Pencil
r. Eraser
s. Pencil Sharpener
t. White Board Marker
u. Permanent Marker
v. White Chalk
w. Masking tape
2. Supplies for Printing/Reproduction of other census forms, and administrative and financial forms*
a. Bond Paper (F4 and A4 size)
b. Ink/Toner
c. Master Roll
d. Duplicator Ink
*Printing services may be procured instead of supplies for printing/reproduction
3. Supplies for Bundling/Packaging of Forms
a. Packaging Tape
b. Packaging Plastic Bag/Sheet
c. Wrapping Paper (Manila Paper)
d. Corrugated box
e. Plastic Twine
4. Supplies for Data Processing Centers (DPCs)
a. Network Switch
b. Network Cables
c. Crimping Tool
d. Registered Jack-45
e. Monobloc Chair
f. Monobloc Table
On the other hand, the CO will be responsible for the procurement of tablets including hard case and power bank. However, the RSSO/PSOs shall be responsible for the procurement of SIM cards.
3.3 TRANSPORT OF CENSUS FORMS AND MATERIALS FROM CENTRAL OFFICE TO RSSOs/PSOs
The transport of 2022 CAF materials for training and enumeration shall involve the Recognized Government Printer (RGP)/supplier, CO, RSSOs and PSOs. The reserved questionnaires and manuals for training and enumeration will be printed and delivered by the RGP to the PSOs and selected special areas/municipalities.
A. Guidelines on the shipment of census forms, supplies, and materials to FO
The following are the guidelines on the shipment of census forms, supplies, and materials to the FOs:
1. Delivery to the FOs of the census materials printed by the RGP and the census supplies and materials procured from the suppliers will start in June 2023.
2. The RGP/supplier should ensure that the census materials are delivered to the RSSOs, PSOs, and selected special areas/cities/municipalities during business/office hours.
3. The RGP/supplier is responsible for the sorting of all printed census materials in accordance with the allocation given by the CO to the printer and for packaging the census materials before shipping them to the RSSOs, PSOs, and selected special areas/municipalities.
4. Prior to the shipment, the Inspectorate Team together with a representative from the Commission on Audit (COA) will be responsible for inspecting the quality and quantity of the census questionnaires, forms, manuals, and other materials that are printed and procured.
a. The shipment of census materials will be under the supervision of the General Services Division (GSD) under the Civil Registration and Central Support OfficeFinance and Administrative Service (CRCSO-FAS). The GSD will be responsible for the strict implementation of the allocation procedures set by the Agriculture and Fisheries Census Division (AFCD) under the Censuses and Technical Coordination Office (CTCO)-National Censuses Service (NCS).
5. The 2022 CAF-CPS will be responsible for coordinating with the RGP/supplier about the shipment/transport of census materials, and for monitoring the status of shipment/delivery.
6. The GSD should ensure and check that the names of the receiver and his/her alternate and their contact numbers are printed in each box that will be delivered to the FOs. It should see to it that the census materials are actually shipped/delivered on time.
7. The number of boxes in each shipment should be indicated, for example, 1 of 3 boxes, 2 of 3 boxes, and 3 of 3 boxes. If more than one box/package are to be shipped to the FO, the printer should ensure that the boxes/packages are shipped at the same time.
8. Each shipment should contain two copies of Delivery Receipt from the RGP, indicating the type and quantity of census materials transmitted.
9. All shipments received by the PSO-CSS should be immediately acknowledged by the PSO-CSS by informing the Assistant National Statistician (ANS) of the NCS through email address cps2022caf@psa.gov.ph or through telephone about the number of boxes of census materials received.
10. The RSSO/PSO staff should check the contents of the boxes received. After checking the contents of the boxes received, the duplicate copy of the CAF Form 18 should be returned to NCS (Attention: 2022 CAF-CPS) through email address
cps2022caf@psa.gov.ph
11. In case of any problem or delay in the shipment of census materials, the FO concerned should inform immediately the Assistant National Statistician (ANS) of the (NCS) (Attention: 2022 CAF-CPS) through email address
cps2022caf@psa.gov.ph
B. Guidelines on Handling of Tablets
Refer to the below Guidelines on Handling of Tablets which covers the guidelines for shipment, acceptance, re-issuance, distribution, return of tablets, safekeeping, and incident reporting in case of breakage, damage, failure to function, missing, or stolen tablets.
1. Shipment and Acceptance of Delivery
Supplier sends an advance copy of Delivery Receipt (DR), Sales Invoice (SI), Serial Number, and distribution list to Procurement Unit of the General Services Division(GSD).
GSD-Procurement Unit prepares Inspection and Acceptance Report (IAR) and sends a copyofDR,SI,Serial Number, and distribution list to GSD-PropertyUnitfor encoding to Asset Tracking System (ATS).
GSD-Property Unit encodes DR, SI, Serial Number, and distribution list;assignsassettracking number; and prints property tag, property sticker, Inventory Custodian Slip (ICS), RequisitionandIssueSlip (RIS) and Inventory TransferReport(ITR).
GSD-Procurement Unit schedules an inspection and tagging of goods at supplier’s warehouse with GSD-Property Unit,ICTInspectorate Team, and a representative from COA.
After inspection, acceptance, and tagging of goods, the supplier will ship the goods to RSSOs and PSOs. Upon receipt, the Information Systems Analyst I (ISA-I) of the RSSO/PSO checks the tablets's (including box and accessories) functionality and report defective/malfunctioningunitstoRSSO/PSOFocalPerson and should file an Incident Report through this link: https://tinyurl.com/CAFTabletIncidentReport andinformthe 2022 CAF-CPS through email address cps2022caf@psa.gov.ph. The RSSO/PSO forwards an advancescannedcopyofDR,signedITR,RIS,andICS through email address cps2022caf@psa.gov.ph and f.teves@psa.gov.ph(Cc:gsd.staff@psa.gov.ph).
ThesupplierwillcollecttheoriginalsignedITR,RIS,and ICSfromtheRSSO/PSOandwillsendthesetoGeneral ServicesDivisionc/oFlorTeves
Moreover, the RSSO/PSO shall provide a scanned CAF Form 18 (Transmittal/Receipt Form)totheAgricultureandFisheriesCensus Division (AFCD) through email address cps2022caf@psa.gov.ph
The GSD-Property Unit acknowledges receipt of the signed DR, ITR, RIS, and ICS from the RSSO/PSO throughemail.
The Supply Officer/Property Custodian of RSSO/PSO checks and receives the ITR, RIS, ICS, and tablets (including box and accessories). Upload the signed ITR, and ICS in the ATS.
The Supply Officer/Property Custodian of RSSO/PSO re-issues and prints the ITR, ICS, and tablets. The PTR, ICS, and tablets should be handed to the CAF Focal Person/ Alternate Focal Person.
The CAF Focal Person/Alternate Focal Person through CAS/ACAS will be resposible for distribution of tablets to ENs and TSs. They shall ensure that the EN/TS submitted the signed Affidavit of Undertaking and CAF Form 18 upon the receipt of tablet. He/She must instruct the EN/TS to preserve the box of the tablet.
TheENreturnsthetablet(includingboxand accessories) to the TS with accomplished CAFForm18.Fordefectiveornon-functional tablet, he/she should submit an incident report.
The TS checks the completeness/ functionality of the tablets (including boxandaccessoriesandendorsesto the CAS/ACAS using CAF Form 18. For defective or non-functional tablets, he/she should indicate it in theremarksportionoftheCAFForm 18andattachtheincidentreport.
The CAS/ACAS endorses the tablets to CAF Focal Person/ Alternate Focal Person using CAF Form 18. The ISA-I should assist the CAF Focal Person/Alternate Focal Person in the inspection of returnedtablets.
The CAF Focal Person/Alternate Focal Person transmits to PropertyCustodianthe tablets using the accomplished Receipt and Returned SemiExpendable Property (RRSP).
The Property Custodian checks the completeness of the tablets received and uploads the signed RRSPintheATS.
4. Safekeeping of Tablets
The Property Custodian shall ensure a safe and secure storage area/facility. He/she should place the tablets in their designated boxes based on their asset tag numbers.
5. Taking Care of the Tablets
All personnel involved in the receipt, transmittal, and safekeeping of tablets including but not limited to property custodian, ISA-I, and hired personnel should always observe proper handling of tablets, as follows:
1. Keep the tablet away from bad elements. Don’t leave the tablet in direct sunlight for a long period of time or anywhere that it might be in excessive heat. Keep it in normal, dry, room-temperature environments. Extreme heat or cold can damage the sensitive components inside, including the tablet display.
2. Keep the tablet in places where there is no chance of falling.
3. Keep the tablet away from food and liquids.
4. Do not put weight on the tablet. It could damage the display and its other components.
5. Don't let the battery go below 20%. Don’t keep it in charging every now and then. In an emergency it's okay but you shouldn't keep it in charge when the tablet has 70, 80, or 90 % charge, it affects battery life.
6. Clean it regularly with a cloth.
7. Do not use a hotspot while the tablet is charging, it will heat a lot and charging will be too slow.
8. Never make any phone calls when the tablet is in charge. Remove it from the plug and then make a call or answer a call.
9. Always carry the tablet in case, especially if you’re in transit.
10. Do not leave your tablet. Carry it at all times.
6. Incident Reporting
In case of breakage, damage, failure to function, missing, or stolen tablets, notify your supervisor immediately (within 24 hours). The PSA Focal Person/Supervisor should file an incident report through this link: https://tinyurl.com/CAFTabletIncidentReport and inform the 2022 CAF-CPS through email address cps2022caf@psa.gov.ph
In case of a factory defect or malfunction of new tablets, this will be covered by the warranty. The CO will then advise the supplier and the next step to take by the RSSO/PSO for the repair of the tablet.
In case of accident-related breakage or damage to the new tablet (human error), it will be covered by the insurance. The CO will advise the supplier and the next step to take by the RSSO/PSO for the repair of the tablet.
In case of missing or stolen tablets, the PSA Focal Person/Supervisor will also lead the filing of a police report within 24 hours.
To ensure the smooth and efficient shipment/delivery/distribution of 2022 CAF questionnaires, manuals, and other materials (Training Workbook, Enumerator’s handbook, Codebook, blown-up forms) from the Central Office to the Field Offices, the List of Drop-off points/Addresses and Receivers of Materials for the 2022 CAF that was provided to 2022 CAF-CPS will be followed.
C. RSSO to PSO; PSO to CAS
Each RSSO/PSO should work out a feasible transport plan to ensure complete and prompt delivery of the census materials. The plan should also include the census personnel who will be involved in the transport of census materials. Some of the aforementioned basic procedures should be adopted for this purpose.
3.4 ALLOCATION AND DISTRIBUTION OF CENSUS MATERIALS FOR TRAINING AND ENUMERATION
The following are the guidelines on the allocation of materials to be used during the training and enumeration:
A. Allocation Procedures
In general, the allocation is based on the following guidelines:
1. The Provincial Focal Person (PFP) under the guidance of the PSO-CSS should be responsible for the barangay level allocation. Barangay level allocation must not exceed the total allocation for the city/municipality. Refer to the Enumeration Area Reference File (EARF) for the estimated number of households per EA/barangay and Table 3.1 for the general allocation scheme.
2. If the allocation for the PSO is not enough, the PSO-CSS should request additional materials from the RSSO. The RD through Regional Focal Person (RFP)should assess the additional requirements of each province in the region to see if the reserve is enough for the needs of the entire region. If not, he/she should notify the CO and request additional materials.
3. If re-allocation is done, the questionnaires should not be mixed up. All field reporting and administrative forms should be sorted and packaged together in a separate box to facilitate distribution by the PFP to CAS/ACAS to the Team Supervisors (TS) and Enumerators (EN). The name of the city/municipality, “Box ___ of ___ Boxes”, and list of contents should be indicated in the labels of the boxes.
4. The PSO should prepare two copies of CAF Form 18 (Transmittal/Receipt Form), which contains the type and quantity of census materials transmitted to the CAS, the duplicate of which should be returned to the PSO.
The CAS should prepare two copies of CAF Form 18 which contains the type and quantity of census supplies and materials that will be transmitted to the TSs. Likewise, two copies of CAF Form 18 should also be prepared for transmitting the census supplies and materials from the TS to ENs. The personnel who transmit the census materials should always retain the duplicate copy.
B. Distribution of Census Materials and Supplies
After the allocation of census materials by city/municipality has been completed, the PSO-CSS is expected to perform the following:
ICT
Field Operations Manual | Chapter 3 – Allocation and Shipment of Census Materials and Supplies 48
1. Plan for the most practical and fastest means of distributing the materials to the cities/municipalities so that the census materials can reach the personnel concerned on time.
2. Make arrangements with other cooperating agencies for the transport of the materials to the official station of the CAS and ACAS, if necessary.
3. Provide a copy of the list of allocation for cities/municipalities to the respective CASs and ACASs during their training or prior to the training of ENs.
The following table shows the list of 2022 CAF materials and supplies that will be procured/reproduced by CO and RSSOs/PSOs including the allocation scheme for the second and third level trainings and enumeration:
Table 3.1 General Allocation Scheme of Supplies and Materials for the 2022 CAF
1 copy of barangay map for each barangay assigned for each TS, ACAS, and CAS
Census Material/Supply
To be procured/ reproduc ed by
Allocatio n for Second and Third Level Trainings
Enumeration Allocation Remarks
copies per PSO for training purposes
Codebook AFCD 1 per ACAS, CAS, PSO Clerk, Hired Assistant Statisticia ns
- With additional 20 copies per PSO for training purposes
1 per Data Processor and Data Processing Supervisor
Training Workbook AFCD 1 per participan t
-
Data Processing Manual RSSO - - 1 per Data Processor and Data Processing Supervisor
Training and Enumeration Supplies
White Board Marker RSSO 2 per training class
Permanent Marker RSSO 2 per training class
White Chalk (in case only blackboards are available in training room or census headquarters)
RSSO 10 per training class
Masking tape RSSO 2 per training class
-
3 per EN, 2 per TS, 1 per CAS/ACAS
- If necessary
- for blown-up CAF forms, for packing of census materials by EN to be used for enumeration
Notebook RSSO 1 per participan t
Ballpen RSSO 1 per participan t
- Part of training kit
3 per hired personnel
Pencil (lead no. 2) RSSO 1 per 5 per hired
Philippine Statistics Authority
2022 Census of Agriculture and Fisheries
Census Material/Supply
To be procured/ reproduc ed by
Allocatio n for Second and Third Level Trainings
Enumeration Allocation
Remarks participan t personnel
Eraser RSSO 1 per participan t
Sharpener RSSO 1 per participan t
Bag RSSO 1 per participan t
T-shirt
-
2 per EN, TS, ACAS, CAS
-
RSSO - 1 per participant in Second to Third Level Training
Jacket RSSO 10/RSSO and 10/PSO
2 per EN, TS, ACAS, and CAS
-
Cap/Hat RSSO - 1 per participant in Second to Third Level Training/Enumerat ion
Arm Sleeve
Cloth Face Mask
Umbrella
RSSO - 2 pair per EN, TS, CAS, and ACAS for Enumeration
RSSO - 2 per EN, TS, CAS, and ACAS for Enumeration
RSSO - 1 per participant in Second to Third Level Training/Enumerat ion
Raincoat RSSO - 1 per participant in Second to Third Level Training/Enumerat ion
Tumbler RSSO - 1 per participant in Second Level Training except ACAS and CAS
Water Jug RSSO - 1 per EN, TS, ACAS, and CAS for Enumeration
ID Lace RSSO - 1 per hired personnel 2022 Census of Agriculture and Fisheries
To be distributed on the last day of training or prior to the enumeration
Census Material/Supply
To be procured/ reproduc ed by
Allocatio n for Second and Third Level Trainings
Enumeration Allocation
ID Jacket RSSO - 1 per hired personnel
Clipboard
Tape Measure/Medida
RSSO - 1 per EN, TS, CAS, and ACAS for Enumeration
RSSO - 1 per EN for Enumeration
Other Administrative and Financial Forms
CSC Daily Time Record (CSC Form 48)
Itinerary of Travel
Certificate of Appearance
RSSO/ PSO* - 6 sheets (12 DTRs) per hired personnel
RSSO/ PSO* - 4 sheets per EN, TS, ACAS, CAS
RSSO/ PSO* - 4 sheets per EN, TS, ACAS, CAS
Certificate of Travel Completed RSSO/ PSO* - 4 sheets per EN, TS, ACAS, CAS
Reimbursement Expenses
Receipt (RER)
Certification of Expenses Not Requiring Receipts (CENRR)
RSSO/ PSO* - 4 sheets per EN, TS, ACAS, CAS
RSSO/ PSO* - 4 sheets per EN, TS, ACAS, CAS
Supplies for Bundling/Packaging of Forms
Packaging Tape
RSSO - 3 rolls per TS
Packaging plastic bag/sheet RSSO - 50 bags/sheets per PAPI EA, 10 bags/sheets per CAPI EA
Wrapping Paper (Manila Paper)
Corrugated Box
Plastic Twine
RSSO 2 per training class
-
RSSO - 2 per EA
RSSO - 1 roll per CAS
Supplies for Printing/Reproduction
Bond paper, A4
Bond paper, F4
RSSO 20 reams per RSSO and PSO for admin and financial forms, and CAF Forms 20 and 25
RSSO number of reams = (estimated number of Other CAF forms + maps + SAQ instructions)/500 + 10%
Remarks
For printing of Other CAF Forms and administrativ e and financial forms*
Ink/Toner
Master Roll
Duplicator ink
Furnitures and Fixtures for DPCs
Monobloc Table
Monobloc Chair
RSSO 1 per 500 sheets
RSSO 1 per 800 sheets
RSSO 1 per 800 sheets
RSSO 1 per 2 DPC Personnel
RSSO 1 per DPC Personnel
*Assumes in-house printing of Other CAF Forms and administrative and financial forms. Alternatively, printing services may be procured instead of supplies for printing/reproduction.
55 Field Operations Manual | Chapter 3 – Allocation and Shipment of Census Materials and Supplies
Where:
HHs = Households
VHUs = Vacant Housing Units
HUCs = Highly Urbanized Cities
EA = Enumeration Area
DPC = Data Processing Center
EN = Enumerator
TS = Team Supervisor
ACAS = Assistant Census Area Supervisor
CAS = Census Area Supervisor
The release of the transfer of funds for procurement in FOs is scheduled in May 2023.
3.5 PROBLEMS ON PROCUREMENT OF CENSUS SUPPLIES AND MATERIALS
If some census supplies and materials to be procured in the regions are not available, the RSSO should inform immediately the ANS of NCS (Attention: 2022 CAF-CPS) through email address cps2022caf@psa.gov.ph so that the materials can be procured in the CO or in the nearest region.
Any issues/concerns regarding procurement should be addressed immediately to ensure timely procurement.
3.6 RENTAL OF SPACE
For 2022 CAF, expansion of office space may be necessary for storage and data processing activities. The guidelines for the lease of real property/rental of space are as follows:
A. For rental of space for 2022 CAF DPC:
1. Refer to the estimated number of workstations and estimated area requirement for each DPC by PSO in Appendix 23 - Estimated Workload, Mandays, Number of Census Hired Personnel, and Data Processing Space Requirement for 2022 CAF.
2. The PSO-CSS will evaluate and assess if the required area for DPC can be provided/available within their office.
3. If expansion/rental of additional space is necessary, send a request and market study (with at least three quotations) to the RD. If approved, the RD will endorse the request to the ANS of NCS (Attention: 2022 CAF-CPS) through email address cps2022caf@psa.gov.ph. The quotations should be inclusive of monthly rates for space including provision of aircon. Refer to Annex H of IRR of RA 9184 for the guidelines on the Lease of Real Property and conducting of market study. Use the template provided in Appendix 24 – Market Study for Rental of Space for 2022 CAF.
Field Operations Manual | Chapter 3 – Allocation and Shipment of Census Materials and Supplies 56
4. Once the request is approved, the CO will facilitate the processing of ASA. The PSO will proceed to the usual procurement process.
5. Once awarded, the PSO will submit the notarized contract to Central Office through email address cps2022caf@psa.gov.ph.
B. If rental of storage space is necessary, follow Steps 3 to 5.
The deadline for submission of the request and market study for expansion of space is on 31 July 2023. The release of transfer of funds for space rental (Notice of Transfer of Allocation) is scheduled in October 2023.
