8. Procurement of Goods and Services

Process of finding and agreeing to terms, and services, or works from external source, often via a tendering or competitive bidding process.

 A.Procurement of Goods and Services for ABC amounting to PHP50,000 and below

RESPONSIBLE UNIT : ADMINISTRATIVE DIVISION -PROCUREMENT

Who may avail:

Suppliers / NDA End-users

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

1 original copy of Purchase Requisition Slip (PRS)

Finance & Admin. Division

2 copies of Purchase Request (PR) (1 original, 1 duplicate)

Finance & Admin. Division

2 copies of Purchase Order (PO) or Job Order (JO) (1 original, 1 duplicate)

Finance & Admin. Division

2 copies of Budget Utilization Requisition Slip (BURS) (1 original, 1 duplicate)

Finance & Admin. Division

1 original copy of Request for Quotation (RFQ)

Finance & Admin. Division

1 original copy of Abstract of Canvass (AOC)

Finance & Admin. Division

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

  1. Submits one (1) copy of PRS
  1. Reviews and approves PRS

 

None

5 minutes

End-user’s Division Chief

 

  1. Submits approved PRS

2.1 Prepares two (2) copies of PR

None

15 minutes

End User

  1. Submits accomplished PR for budget approval
  1. Reviews and earmarks budget allocation stated in PR

None

5 minutes

Budget Officer

Finance Division

  1. Submits PR earmarked by Budget Officer

4.1 Prepares RFQ

None

5 minutes

Procurement Officer

Administrative Division

None

  1. Send invites to at least three (3) prospective suppliers of goods or services

None

4 hours

Procurement Officer

Administrative Division

None

4.3 Prepares AOC

None

1 hour

Procurement Officer

Administrative Division

None

4.4 Prepares PO/ JO

None

1 hour

Procurement Officer

Administrative Division

None

  1. Secures approval of PO/ JO

None

5 minutes

Procurement Officer

Administrative Division

None

  1. Reviews and approves PO/JO

None

15 minutes

Administrator

None

  1. Issues PO/ JO to supplier of goods ordered or services contracted for confirmation and signature.

None

1 hour

Procurement Officer

Administrative Division

None

  1. Purchase/ pick-up goods / contact service provider

None

1 day

Procurement Officer

Administrative Division

  1. Inspect/ receives goods and/or services
  1. Prepares inspection and acceptance of goods and/or services

None

30 minutes

End-user

TOTAL

None

1 day, 8 hours & 20 minutes

 

 B. Procurement of Goods and Services for ABC amounting to PHP50,000 to PHP1M

RESPONSIBLE UNIT : ADMINISTRATIVE DIVISION - PROCUREMENT/BIDS &AWARDS COMMITTEE

Who may avail:

Suppliers / NDA End-users

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

2 copies of Purchase Request (PR) (1 original, 1 duplicate)

Finance & Admin. Division

2 copies of Purchase Order (PO) or Job Order (JO) (1 original, 1 duplicate)

Finance & Admin. Division

2 copies of Budget Utilization Requisition Slip (BURS) (1 original, 1 duplicate)

Finance & Admin. Division

1 original copy of Request for Quotation (RFQ)

Bids and Awards Committee – BAC Secretariat

1 original copy of Abstract of Canvass (AOC)

Bids and Awards Committee – BAC Secretariat

2 copies of Notice of Award (NOA) (1 original, 1 duplicate)

Bids and Awards Committee

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

  1. Endorses one (1) copy of approved PR and other necessary documents
  1. Examine completeness of submitted documents

 

None

1 hour

BAC Secretariat

Bids and Awards Committee

 

None

  1. Prepares RFQ

 

  1. Post RFQ in PhilGEPS Portal

None

3 days for Small Value Procurement

BAC Secretariat

Bids and Awards Committee

None

  1. Prepares AOC to be forwarded to Technical Working Group for technical specification and evaluation

None

3 hours

BAC Secretariat

Bids and Awards Committee

None

  1. Review quotations submitted by suppliers
  2. Prepares Evaluation Report for endorsement to BAC for action

None

7 calendar days

Technical Working Group (TWG)

Bids and Awards Committee

 

End-users

None

1.7  Reviews the technical evaluation report

1.8  Prepares BAC Resolution recommending approval and NOA to the Management

None

2 calendar days

BAC Members

Bids and Awards Committee

None

  1. Reviews and sign approval to the NOA

None

1 hour

Head of the Procuring Entity

Office of the Administrator

2. Facilitates preparation and signing of BURS/ PO/ JO

  1. Issues PO/ JO to supplier of goods ordered or services contracted for confirmation and signature.

None

1 calendar day

Procurement Officer

Administrative Division

None

  1. Purchase/ pick-up goods / contact service provider

None

1 day

Procurement Officer

Administrative Division

3. Inspect/ receives goods and/or services

  1. Prepares inspection and acceptance of goods and/or services

None

30 minutes

End-user

TOTAL

None

14 days, 5 hours and 30 minutes

 

C.  Procurement of Goods and Services for ABC amounting to PHP1M and up

Procurement of goods and services amounting to PHP1M and up requiring the conduct of public bidding under the Republic Act No. 9184, otherwise known as the "Government Procurement Reform Act"

  1. For Goods

RESPONSIBLE UNIT : ADMINISTRATIVE DIVISION

Who may avail:

Suppliers of Goods and Services      

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

PhilGEPS and Website Posting (1 copy)

Bids and Awards Committee (BAC)

MISD

Pre-Bid Attendance Sheet (1 copy)

Bids and Awards Committee (BAC)

ABC and Source of Funds (1 copy)

Bids and Awards Committee (BAC)

Date, time and place of pre-bid conference, submission of bids and opening of bids (1 copy)

Bids and Awards Committee (BAC)

Instructions to Bidders (ITB), including criteria for eligibility, bid evaluation and post-qualification (1 copy)

Bids and Awards Committee (BAC)

Technical Specifications (1 copy)

Bids and Awards Committee (BAC)

Form of bid, price form and list of goods or bill of quantities (1 copy)

Bids and Awards Committee (BAC)

Delivery time or completion schedule (1 copy)

Bids and Awards Committee (BAC)

Form, amount and validity period of bid security (1 copy)

Bids and Awards Committee (BAC)

Form of Contract, General Conditions of the Contract (GCC) and Special Conditions of the Contract (SCC) (1 copy)

Bids and Awards Committee (BAC)

Legal Documents (1 photocopy):

1. Registration Certificate from DTI/SEC Registration

2. Valid/Current Mayor's Permit/Municipal License

3. Tax Clearance per EO 398, S.2005 as finally reviewed by BIR

Bidder (submit to BAC)

Technical Documents (1 original, 2 photocopies):

1. Statement of all on-going government and private contracts, whether similar in nature and complexity to the contract to bid; and

2. Statement identifying the bidder's Single Largest Completed Contracts (SLCC) to be bid, except under conditions provided for in Sec. 23.4.1.3 and 23.4.2.4 of the RA 9184 IRR, within the relevant period as provided in the bidding documents

Bidder (submit to BAC)

Financial Documents (1 original, 2 photocopies):

1. Audited Financial Statement with total & current assets and liabilities, stamped "received" by the BIR

2. Net Financial Contracting Capacity (NFCC) at least = ABC

Bidder (submit to BAC)

BAC Resolution (1 copy)

Bids and Awards Committee (BAC)

Notice of Award (1 original. 1 photocopy)

Bids and Awards Committee (BAC)

Proof of Performance Bond (1 original, 1 photocopy)

Bids and Awards Committee (BAC)

Contract (9 original copies)

Legal Unit

Notice to Proceed (1 original, 1 photocopy)

Bids and Awards Committee (BAC)

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Endorses one (1) copy of approved PR and other necessary documents

  1. Examine completeness of submitted documents

 

None

1 hour

BAC Secretariat

Bids and Awards Committee

 

None

  1. Conduct Pre-procurement Conference

None

1 CD

BAC Members

BAC Secretariat

2. Log-in at PhilGEPS to view Bid Requirements

2.1 Post advertisement thru PhilGEPS and Website

None

7 CD

BAC Secretariat

MIS Officer

3. Attendance to Pre-bid Conference

 

3.1. Pay Tender of Documents to the Cashier

3.1. Conduct Pre-bid Conference

 

 

3.2. Issuance of Tender of Documents

See table below (standard rates of bidding documents)

1-33 CD

*+12 CD in between

BAC Members

BAC Secretariat

4. Attendance to Opening of Bid/Submit Bid Documents

4.1. Deadline of Submission/Bid Opening

None

1-45 CD

BAC Members

BAC Secretariat

 

None

4.1. Bid Evaluation

None

1-7  CD

None

4.2. Post-qualification

None

2-45 CD

None

4.3. Approval of BAC Resolution/Issuance of Notice of Award

None

  1. D

5. Posting of Performance Bond

5. Receipt of Proof of Payment of Performance Bond

None

Admin. Staff

6. Signing of Contract

6.1. Contract Preparation and Signing

None

1-10 CD

BAC Secretariat

HOPE

Winning Bidder

None

6.2. Approval of Contract by Higher Authority

None

2-20 CD       (if necessary)

HOPE

7. Receipt of Notice to Proceed

7. Issuance of Notice to Proceed

None

1-7 CD

Admin. Staff

8. Delivery of Goods per Contract

8. Contract Implementation

None

 

Winning Bidder

TOTAL

See table below (standard rates of bidding documents)

26 Calendar Days - Earliest Possible Time

 

136 Calendar Days-Maximum Period Allowed

 

*per IRR RA 9184 Procurement Act

Annex C-Recommended Earliest Possible Time and Maximum Period Allowed for the Procurement of Goods and Services

 

 

  ii.  For Infrastructure

RESPONSIBLE UNIT : ADMINISTRATIVE DIVISION

Who may avail:

Contractors       

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

PhilGEPS and Website Posting (1 copy)

Bids and Awards Committee (BAC)

MISD

Pre-Bid Attendance Sheet (1 copy)

Bids and Awards Committee (BAC)

ABC and Source of Funds (1 copy)

Bids and Awards Committee (BAC)

Date, time and place of pre-bid conference, submission of bids and opening of bids (1 copy)

Bids and Awards Committee (BAC)

Instructions to Bidders (ITB), including criteria for eligibility, bid evaluation and post-qualification (1 copy)

Bids and Awards Committee (BAC)

Scope of work for services (1 copy)

Bids and Awards Committee (BAC)

Technical Specifications (1 copy)

Bids and Awards Committee (BAC)

Form of bid, price form and list of goods or bill of quantities (1 copy)

Bids and Awards Committee (BAC)

Delivery time or completion schedule (1 copy)

Bids and Awards Committee (BAC)

Form, amount and validity period of bid security (1 copy)

Bids and Awards Committee (BAC)

Form of Contract, General Conditions of the Contract (GCC) and Special Conditions of the Contract (SCC) (1 copy)

Bids and Awards Committee (BAC)

Legal Documents (1 photocopy):

1. Registration Certificate from DTI/SEC Registration

2. Valid/Current Mayor's Permit/Municipal License

3. Tax Clearance per EO 398, S.2005 as finally reviewed by BIR

Bids and Awards Committee (BAC)

Technical Documents (1 original, 2 photocopies):

1. Statement of all on-going government and private contracts, whether similar in nature and complexity to the contract to bid; and

2. Statement identifying the bidder's Single Largest Completed Contracts (SLCC) to be bid, except under conditions provided for in Sec. 23.4.1.3 and 23.4.2.4 of the RA 9184 IRR, within the relevant period as provided in the bidding documents

Bids and Awards Committee (BAC)

Financial Documents (1 original, 2 photocopies):

1. Audited Financial Statement with total & current assets and liabilities, stamped "received" by the BIR

2. Net Financial Contracting Capacity (NFCC) at least = ABC

Bids and Awards Committee (BAC)

BAC Resolution (1 copy)

Bids and Awards Committee (BAC)

Notice of Award (1 copy)

Bids and Awards Committee (BAC)

Proof of Performance Bond(1 copy)

Bids and Awards Committee (BAC)

Contract (9 original copies)

Legal Unit

Notice to Proceed (1 copy)

Bids and Awards Committee (BAC)

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Endorses one (1) copy of approved PR and other necessary documents

1.1. Examine completeness of submitted documents

None

1 hour

BAC Secretariat

Bids and Awards Committee

 

None

1.2. Conduct Pre-procurement Conference

None

1 CD

BAC Members

BAC Secretariat

2. Log-in at PhilGEPS to view Bid Requirements

2. Post advertisement thru PhilGEPS and Website

None

7 CD

BAC Secretariat

MIS Officer

  1. Attendance to Pre-bid Conference

 

  1. Pay Tender of Documents to the Cashier
  1. Conduct Pre-bid Conference

 

 

  1. Issuance of Tender of Documents

See table below (standard rates of bidding documents)

1-40 CD

 

BAC Members

BAC Secretariat

  1. Attendance to Opening of Bid/Submit Bid Documents
  1. Deadline of Submission/Bid Opening

None

12 CD

BAC Members

BAC Secretariat

 

None

  1. Bid Opening

None

1-15  CD

None

  1. Post-qualification

 

2-45 CD

+1-15 CD in between

None

  1. Approval of BAC Resolution/Issuance of Notice of Award

None

  1. D
  1. Posting of Performance Bond
  1. Receipt of Proof of Payment of Performance Bond

None

Admin. Staff

  1. Signing of Contract
  1. Contract Preparation and Signing

None

1-10 CD

BAC Secretariat

HOPE

Winning Bidder

None

  1. Approval of Contract by Higher Authority (if necessary)

None

20-30 CD

HOPE

  1. Receipt of Notice to Proceed
  1. Issuance of Notice to Proceed

None

1-7 CD

Admin. Staff

  1. Delivery of services
  1. Contract Implementation

None

 

Winning Bidder

TOTAL

See table below (standard rates of bidding documents)

26 Calendar Days - Earliest Possible Time

 

136 Calendar Days-Maximum Period Allowed

 

*per IRR RA 9184 Procurement Act

Annex C-Recommended Earliest Possible Time and Maximum Period Allowed for the Procurement of Goods and Services

 

 iiiFor Consulting

RESPONSIBLE UNIT : ADMINISTRATIVE DIVISION

Who may avail:

Contractors 

CHECKLIST OF REQUIREMENTS

WHERE TO SECURE

PhilGEPS and Website Posting (1 copy)

Bids and Awards Committee (BAC)

MISD

Pre-Bid Attendance Sheet (1 copy)

Bids and Awards Committee (BAC)

ABC and Source of Funds (1 copy)

Bids and Awards Committee (BAC)

Date, time and place of pre-bid conference, submission of bids and opening of bids (1 copy)

Bids and Awards Committee (BAC)

Instructions to Bidders (ITB), including criteria for eligibility, bid evaluation and post-qualification (1 copy)

Bids and Awards Committee (BAC)

Scope of work for services (1 copy)

Bids and Awards Committee (BAC)

Technical Specifications (1 copy)

Bids and Awards Committee (BAC)

Delivery time or completion schedule (1 copy)

Bids and Awards Committee (BAC)

Form, amount and validity period of bid security (1 copy)

Bids and Awards Committee (BAC)

Form of Contract, General Conditions of the Contract (GCC) and Special Conditions of the Contract (SCC) (1 copy)

Bids and Awards Committee (BAC)

Legal Documents (1 photocopy):

1. Registration Certificate from DTI/SEC Registration

2. Valid/Current Mayor's Permit/Municipal License

3. Tax Clearance per EO 398, S.2005 as finally reviewed by BIR

Bids and Awards Committee (BAC)

Technical Documents (1 original, 2 photocopies):

1. Statement of all on-going government and private contracts, whether similar in nature and complexity to the contract to bid; and

2. Statement identifying the bidder's Single Largest Completed Contracts (SLCC) to be bid, except under conditions provided for in Sec. 23.4.1.3 and 23.4.2.4 of the RA 9184 IRR, within the relevant period as provided in the bidding documents

Bids and Awards Committee (BAC)

Financial Documents (1 original, 2 photocopies):

1. Audited Financial Statement with total & current assets and liabilities, stamped "received" by the BIR

2. Net Financial Contracting Capacity (NFCC) at least = ABC

Bids and Awards Committee (BAC)

BAC Resolution (1 copy)

Bids and Awards Committee (BAC)

Notice of Award (1 original. 1 photocopy)

Bids and Awards Committee (BAC)

Proof of Performance Bond (1 copy)

Bids and Awards Committee (BAC)

Contract (9 original copies)

Legal Unit

Notice to Proceed (1 original. 1 photocopy)

Bids and Awards Committee (BAC)

CLIENT STEPS

AGENCY ACTIONS

FEES TO BE PAID

PROCESSING TIME

PERSON RESPONSIBLE

1. Endorses one (1) copy of approved PR and other necessary documents

1. Examine completeness of submitted documents

 

None

1 hour

BAC Secretariat

Bids and Awards Committee

 

None

1.1. Conduct Pre-procurement Conference

None

1 CD

BAC Members

BAC Secretariat

  1. Log-in at PhilGEPS to view Bid Requirements
  2. Submit Expression of Interest

1.2. Advertisement/Posting of Request for Expression of Interest

None

7 CD

+7 CD in between

BAC Secretariat

MIS Officer

None

1.3. Eligibility Check/Shortlisting

None

1-20 CD

 

BAC Members

BAC Secretariat

TWG

Bidders

Observers

  1. Attendance to Pre-bid Conference
  1. Conduct Pre-bid Conference

See table below (standard rates of bidding documents)

1-50 CD

  1. Attendance to Opening of Bid/Submit Bid Documents
  1. Deadline of Submission/Bid Opening

None

12 CD

BAC Members

BAC Secretariat

Bidders

None

  1. Bid Evaluation

None

1-21  CD

BAC Members

BAC Secretariat

TWG

None

  1. Approval of Banking by the HOPE

None

1-2 CD

HOPE

  1. Receipt of Notice of Negotiation
  1. Notice of Negotiation

None

1-3 CD

BAC Secretariat

  1. Negotiation
  1. Negotiation

None

1-10 CD

BAC Members Winning Bidder

None

  1. Post-qualification

None

2-30 CD

BAC Members

None

  1. Approval of BAC Resolution / Issuance of Notice of Award

None

1-15 CD

BAC Members Secretariat

Admin. Staff

  1. Posting of Performance Bond
  1. Receipt of Proof of Payment of Performance Bond

None

Admin. Staff

  1. Contract Signing
  1. Contract Preparation and Signing

None

1-10 CD

BAC Secretariat HOPE

Winning Bidder

None

  1. Approval of Contract by Higher Authority (if necessary)

None

1-20 or 30 CD

HOPE

  1. Receipt of Notice to Proceed
  1. Issuance of Notice to Proceed

None

1-7 CD

Admin. Staff

  1. Delivery of Consultancy Services
  1. Contract Implementation

None

 

Winning Bidder

TOTAL

See table below (standard rates of bidding documents)

26 Calendar Days - Earliest Possible Time

 

136 Calendar Days-Maximum Period Allowed

 

*per IRR RA 9184 Procurement Act

Annex C-Recommended Earliest Possible Time and Maximum Period Allowed for the Procurement of Goods and Services

 

Standard Rates of Bidding Documents:

The cost of bidding documents shall correspond to the ABC range as indicated in the table below. This shall be the maximum amount of fee that procuring entities can set for the acquisition of bidding documents.

Approved Budget for the Contract

Maximum Cost of Bidding Documents (in Philippine Peso)

500,000 and below 500.00

500.00

More than 500,000 up to 1 Million

1,000.00

More than 1 Million up to 5 Million

5,000.00

More than 5 Million up to 10 Million

10,000.00

More than 10 Million up to 50 Million

25,000.00

More than 50 Million up to 500 Million

50,000.00

More than 500 Million

75,000.00

 

 

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