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TERMS OF REFERENCE

I.

GENERAL INFORMATION AND BIDDING REQUIREMENTS

This Terms of Reference shall be used for the preparation of bids for supply of goods
and rendering of services valued at P300,000.00 and above. It identifies and specifies the
basic scope of supply of goods and rendering of services, as well as the obligations and
responsibilities of the Bidder in terms of the supply of goods and rendering of services.
II.

GENERAL REQUIREMENT

The Bidder should offer the best quality of goods and/or services that meets the
standards/criteria set under this Terms of Reference.
III.

OBJECTIVE

1. To ensure that the goods and services rendered are appropriate and that they are
procured at the best possible cost to meet the needs of the purchaser in terms of quality,
quantity, time, and location.
2. To promote fair and open competition among suppliers while minimizing exposure to
fraud and collusion.
IV. CONTENT OF BID PROPOSAL
The offer should contain, to wit:
1.

detailed description of the goods and/or services being offered;

2.

detailed and itemized cost breakdown.

VII. INVITATION TO BID


After the specifications and other details have been developed, the company
authorized representative must request that bids be made which contain essential information
about the goods and services being offered. The Authorized representative will send out
invitations to bid on the goods and services being offered and posting the opportunity online
and on newspaper of general circulation. The company authorized representative at his
option may request bids from the list of accredited suppliers and in emergency cases the bid
opportunity may be open to anyone who qualifies to bid on it.

VIII. BIDDING
After the information about the goods and services intended to be procured has been
distributed to suppliers, the bidding process begins. The bidder will submit their sealed bids
and the company authorized representative will submit the same to the approving authority for
evaluation.
IX. BID VALIDITY
Bids shall be valid for One Hundred Twenty Days (90) days from the date of opening of
bids.
X. REVIEWING BIDS
The company authorized representative will typically set a deadline on when the last
bids will be accepted. Once that deadline is reached, the company authorized representative
will begin reviewing the bids. The length of time that it takes to review the bids could vary,
depending on the number of bids received.
XI. AWARDING THE CONTRACT
After the bids have been thoroughly reviewed, the company authorized representative
will award the contract to one bidder. In most cases, the bidder with the lowest bid wins. In
some situations, the bidder will award the contract not only on price but other factors as well.
For instance, the owner of the project may be inclined to go with a more reputable provider or
with those where a prior relationship exists.

XII. CONTRACT REVIEW


The company authorized representative will request the legal department to review the
contract making sure that the needed legal provision are incorporating therein in order to
protect the right of the requisitioner.
IX. SCHEDULE OF DELIVERY OF GOODS AND RENDERING OF SERVICES
The bidder shall deliver the whole of the goods to the respective points of delivery or
render delivery of services within a reasonable period of time, or as agreed upon by the
parties in the contract. For any delay in delivery, the supplier shall pay Liquidated Damages.

X. SCHEDULE OF INSPECTION OF GOODS


The Purchasing Staff and the Requisitioner shall jointly inspect the goods upon delivery
at the place of destination. This inspection however, shall not relieve the Supplier of its
obligation under Bidders General Responsibility.
VIII. BIDDER'S GENERAL RESPONSIBILITY
The Bidder is responsible for securing that all goods supplied through the contract are
new, free of defects and meets the goods specification laid down by the suppliers. The Bidder
is responsible to supply the goods conforming 100% to the specifications laid down by the
supplier. At any time, if the goods are found not in accordance to the specifications, the
supplier shall be liable for replacement with the goods acceptable to the Requisitioner. The
Bidder's responsibilities are valid up to the expiration of the warranty period. The Bidder is
required to intervene and to rectify each defect or irregularity which is due to a fault of the
design, manufacturing or material. The bidder must ensure that the services rendered are
properly delivered in accordance with the contract considering time and quality.
IX. TERMS OF GUARANTEES
The Bidder should guarantee the quality and completeness of all goods and services
as per contract. The duration of the guarantee should be at least twelve (12) months from the
date of final acceptance of the goods in line with the terms of the contract.
X. Evaluation Criteria
The following criterias shall be used for evaluating the incoming proposals:
1. Minimum three (3) years prior experience in the field, Reference list of projects
shall be provided with supporting documents.
2. Result of the background check conducted -should a positive feedback from at
least three clients.
3. Location of the office or its accessibility;
4. Compliance with the requested specifications;
5. Adherence to delivery time from award of the contract;

V.

Review Schedule
This Terms of Reference shall be reviewed annually.