PROCESS AND RESPONSIBILITY MATRIX: DILG 13 (REGIONAL OFFICE) PROCUREMENT PROCEDURES

(GUIDE FOR PUBLIC BIDDING of GOODS AND SERVICES: > Php 500K)

BAC Documentary
END-USER BAC MEMBER BAC TWG HOPE
SECRETARIAT Requirements/Requisites

I. PREPARATION OF BIDDING DOCUMENTS

Prepares and facilitates Treats approved  BAC Minutes of Meeting
approval of Purchase purchase request and  Bidding Documents (by the end user)
Start
Request (PR) & Bidding determines mode of
Documents procurement

II. INVITATION TO BID

2.1 Pre-procurement Conference Calls for a Pre-procurement  Minutes of Pre-procurement Conference
conference (may not be required  Bidding Documents
Prepares Bidding
for ABC Php2M & below)
Documents

2.2 Advertise/Posting
Post Invitation to Bid (for 7 days) in:
Newspaper (not required for ABC
Php2M & below), PhilGeps, website
& Conspicuous place
 Invitation to Bid
Post bid bulletin/supplemental
 Final Bidding Documents for Posting
bid (if any) 7 days before the
 Copy (Abstract) of PhilGeps Posting
deadline of submission of bids

2.3 Pre-bid Conference Conducts Pre-bid Conference (12 cd  Invitation letters for the Observer
before deadline of submission of bids  Minutes of Pre-bid Conference
(required for ABC Php1M and above)  Bid Bulletin

III. RECEIPTS AND OPENING OF BIDS Receives and Open quotations of at least  Invitation letters for the Observer
3 bidders (determine presence/ absence  Receipt and Attendance Sheets
of required documents  BAC Minutes (Bid Opening)

Conducts bid evaluation (within 7cd  Abstract of Bids

IV. BID EVALUATION Assist the BAC in the initial  Bid Evaluation Report (BER)
Assist the BAC in upon the deadline of the receipt of
preparation of bid proposal) to ascertain eligibility evaluation of the bid
Abstract of Bids & lowest calculated bid and (calculation & specification)
prepares abstract of bids

1
 PROCESS AND RESPONSIBILITY MATRIX: DILG 13 (REGIONAL OFFICE) PROCUREMENT PROCEDURES

END-USER BAC Documentary

BAC MEMBER BAC TWG HOPE
SECRETARIAT Requirements/Requisites

VI. POST QUALIFICATION  Notice to LCB re conduct of post qualification

Conduct post qualification (within & submission of documents (within 3cd upon
1 7cd after determination of LCB to receipt of notice): Latest Income & Business
determine responsiveness of bid Tax; PhilGeps Registration
 Post Qualification Report

VII. AWARD, IMPLEMENTATION AND TERMINATION OF THE CONTRACT
7.1 Contract Award
Prepares Resolution
Recommending to HOPE
the awarding of Contract
to the LCRB
Prepares delivers Notice of
Award to the LCRB (also
requires LCRB to post
performance security)
 BAC Resolution recommending award
Determines & with supporting documents: Abstract of
recommends lowest Bids, duly approved delivery schedule,
calculated & responsive Sub-allotment or other appropriate
document
bid
 Notice to Award (requires LCRB to post
Approves BAC Resolution
performance security)
(within 7 cd) and signs Notice
of Award to the LCRB

7.2 Contract Signing and Issuance of Notice to Proceed

Upon submission of the LCRB of the  Purchase Order (by GSS) with attachment:
performance security, signs Bidding documents, winning bidder’s bid
Contract/PO (within 10 cd upon receipt
(eligibility/technical and financial
of NOA) with the winning bidder
proposal), Performance Security, NOA)
 Notice to Proceed (with copy of the
Post Notice to Proceed &
contract/PO)
End Contract/PO (within 3dc Issues Notice to Proceed (within
at PhilGeps, website & 3cd) to the winning bidder
conspicuous place

NOTE: For submission to COA:

1. Copy of Contract or PO (within 5 working days from execution of the Contract).
2. Copy of Bid documents (of all bidders) in case of failure of bidding.