ARTICLE VI

PREPARATION OF BIDDING DOCUMENTS

SEC. 17. Form and Contents of Bidding Documents. – The Bidding Documents shall be prepared by the
Procuring Entity following the standard forms and manuals prescribed by the GPPB. The Bidding
Documents shall include the following:

(a) Approved Budget for the Contract;

(b) Instructions to Bidders, including criteria for eligibility, bid evaluation and postqualification, as well as
the date, time and place of the pre-bid Conference (where applicable), submission of bids and opening
of bids;

(c) Terms of Reference;

(d) Eligibility Requirements;

(e) Plans and Technical Specifications;

(f) Form of Bid, Price Form, and List of Goods or Bill of Quantities;

(g) Delivery Time or Completion Schedule;

(h) Form and Amount of Bid Security;

(i) Form and Amount of Performance Security and Warranty; and,

(j) Form of Contract, and General and Special Conditions of Contract.

The Procuring Entity may require additional document requirements or specifications necessary to
complete the information required for the bidders to prepare and submit their respective bids.

Bid Form

Documents required to be submitted in response to an invitation to bid (ITB). These include the
prescribed bid form, drawings, specifications, time lines, charts, price breakdowns, etc. Bids not accompanied
by all the required documents are considered incomplete bids, and are usually automatically rejected.

What are Bidding Documents?

 Bidding documents are documents issued by the Procuring Entity to provide prospective
bidders all the necessary information that they need to prepare their bids. (IRR-A Section 5 [f]) These
clearly and adequately define, among others:

1. The objectives, scope and expected outputs and/or results of the proposed contract;

2. The technical specifications of Goods to be procured;

3. Expected contract duration, the estimated quantity in the case of procurement of goods, delivery
schedule and/or time frame;

4. The obligations, duties and/or functions of the winning bidder; and

5. The minimum eligibility requirements of bidders, such as track record to be determined by the Head
of the Procuring Entity. (IRR-A Section 17.2)