STANDARDIZED BIDDING PROCEDURES

(based on RA 9184 and its 2016 IRR)

PROCESS STEPS PEOPLE INVOLVED DETAILS OF ACTIVITY
1. PREPARATION OF BIDDING 1. BAC Members 1. The BAC Secretariat/TWG, with the
DOCUMENTS 2. TWG assistance of consultants (if any)
3. Secretariat and the end-user unit/PMO,
4. Consultants, If Any prepares the bidding documents
5. The End-User/PMO following the standard forms and
manuals prescribed by the GPPB.
2. Specifications and other terms in
the Bidding Documents shall reflect
the minimum requirements or
specifications required to meet the
needs of the procuring entity.
3. Use clear and unambiguous terms
in your specifications.
4. Reference to brand names not
allowed.
2. PRE-PROCUREMENT 1. BAC Members 1. Conducted before
CONFERENCE 2. BAC TWG advertisement/posting of the
3. Bac Secretariat Invitation to Bid.
4. Consultants, If Any. 2. Purpose is to determine the
5. The End-User Unit/Pmo readiness of the procurement at
hand.
3. The holding of a pre-procurement
conference may not be required for
small procurements, i.e.,
procurement of Goods costing
Two Million Pesos
(₱2,000,000.00) and below,
procurement of Infrastructure
Projects costing Five Million Pesos
(₱5,000,000.00) and below, and
procurement of Consulting
Services costing One Million Pesos

3. ADVERTISING AND POSTING OF
INVITATION TO BID
4. ISSUANCE OF BID DOCUMENTS
(₱1,000,000.00) and below.
1. BAC 1. The BAC Secretariat prepares the
2. BAC Secretariat draft Invitation to Apply for Eligibility
and to Bid (IAEB) to be approved
by the BAC
2. Not required for projects with ABC
of 2M and below
3. Posted continuously for 7 calendar
days –
a. PhilGEPS;
b. website of the Procuring Entity,
if any
c. At any conspicuous place in the
premises of the Procuring
Entity.
1. BAC Secretariat 1. The bidding documents must be
made available to the prospective
bidders from the time the IAEB is
advertised until immediately before
the deadline for submission of bids.
2. The BAC Secretariat issues the
bidding documents to the
prospective bidders that may wish
to secure the said documents, or, if
it is for sale, to those prospective
bidders that may wish to purchase
the same. If the bidding documents
are sold, only those prospective
bidders that have paid the amount
required shall be issued bidding
documents, and bidders should be
informed that the Procuring Entity
will only accept bids from bidders
that have purchased the bidding
documents from the office indicated
in the IAEB.
 3. The BAC must issue copies of the
bidding documents to the
Observers free of charge.

5. PRE- BID CONFERENCE 1. BAC Members; 1. Mandatory for projects with ABC of
2. BAC Secretariat 1M or more;
3. BAC TWG And Consultants, If Any 2. Held at least 12 calendar days
4. The Procuring Unit/End-User Unit before deadline for bid submission.
5. The Prospective Bidders 3. At the option of procuring entity,
6. The Observers only bidders who purchased bid
documents are allowed to attend or
ask questions
4. Attendance of prospective bidders
is not mandatory.

6. OPENING OF BIDDING 1. BAC Members; 1. BAC opens bid envelopes in public

DOCUMENTS 2. BAC Secretariat to determine each bidder’s
3. BAC TWG and Consultants, If Any compliance with the documents
4. The Procuring Unit/End-User Unit required to be submitted;
5. The Prospective Bidders 2. BAC shall check the submitted
6. The Observers documents of each bidder against
a checklist of required documents
using a non-discretionary “pass/fail”
criteria
3. If a bidder submits the required
documents, it shall be rated
“passed” for that particular
requirement.
4. Bids that fail to include any of the
requirement or are incomplete or
patently insufficient shall be
considered as “failed”.

7. BID EVALUATION 1. BAC TWG 1. After the opening of bids, those

2. End-Users declared technically and financially
eligible undergo bid evaluation by
 the Technical Working Group/End-
Users.
2. Ranking of the total bid prices as
so calculated from the lowest to the
highest. The bid with the lowest
price shall be identified as the LCB.
3. No Contact Rule - prohibition on
communication with bidders from
bid evaluation until award of
contract. The “no contact” rule
applies only to those whose bids
are being evaluated by the BAC
after passing the preliminary
examination until the issuance of
Notice of Award. No
communication should be made by
bidders until a decision to award a
contract is made by the BAC.
8. POST QUALIFICATION 1. BAC; 1. A non-discretionary pass/fail
2. BAC TWG; criterion shall be used to
3. BAC SECRETARIAT / Procurement “Verify, Validate and Ascertain”
Unit; And all statements and documents
4. The Eligible Supplier/Manufacturer, (licenses, certificates, etc.)
Ranked Starting from Bidder with the submitted by the LCB
LCB. 2. Completed in not more than 12
calendar days, or up to 45
calendar days, in exceptional
cases, upon approval of the
HoPE.
3. 3. In case of post-
disqualification of the LCB, the
BAC shall be given the same
fresh period to conduct the
post-qualification of the next
LCB.
4. BAC will notify the Bidder with
the Lowest Calculated Bid that
 it was determined as such.
5. Within 5 calendar days from
receipt of Notice, the Bidder
declared to have the Lowest
Calculated Bid should submit
the following:
a. Latest Income and
Business Tax Returns; and
b. Other appropriate Licenses
and permits required by law
and stated in the Bidding
Documents.

 Failure to submit any of the post-

qualification requirements on time,
or a finding against the veracity
thereof, shall disqualify the bidder
for award. Should there be a
finding against the veracity of any
of the documents submitted, the
Bid Security shall be forfeited.

 For Goods, the BAC shall check:

a) Delay in the partial delivery of
goods by the bidder amounting to
ten percent (10%) of the con-tract
price in its ongoing government
and private contracts;

b) If any of these contracts shows

the bidder’s failure to deliver or
perform any or all of the goods or
services within the period(s)
specified in the contract or within
any extension there-of granted by
the PE pursuant to a request made
by the supplier prior to the delay,
 and such failure amounts to at least
ten percent (10%) of the contract
price; or
c) Unsatisfactory performance of
the supplier’s obligations as per
contract terms and condi-tions at
the time of inspection.

 If the BAC verifies any of these

deficiencies to be due to the
bidder's fault or negligence, the
BAC shall disqualify the bidder
from the award, for the
procurement of Goods.

 For Infrastructure Projects, BAC

shall check:

a) Negative slippage of at least

15% in any one project or a
negative slippage of at least 10% in
each of 2 or more contracts.

b) Failure of the contractor to

commence repair works on
ongoing contracts.

c) Failure of the contractor to

commence repair works on
contracts with pending certificates
of acceptance.

d) Substandard quality of work or

unsatisfactory performance at the
time of inspection.

9. AWARDING OF CONTRACT 1. The Head of The Procuring Entity; The following steps are followed in the
2. BAC Members awarding of a contract
3. The Procurement Office
4. BAC SECRETARIAT/ 1. The BAC Secretariat consolidates
Procurement Unit all the documents and/or records of
5.The Observers the proceedings of the BAC with
regard to the procurement at hand,
and attaches the same to the BAC
Resolution.
2. The BAC Secretariat drafts the
BAC Resolution recommending
award.
3. The BAC approves and signs the
Resolution Recommending Award,
and transmits the same to the
Head of the Procuring Entity.
4. The Head of the Procuring Entity,
or his/her duly authorized
representative, acts on the
recommendation for award within
seven (7) calendar days from the
date of determination and
declaration by the BAC of the
LCRB/SCRB. In the case of
GOCCs and GFIs, the governing
Board shall have fifteen (15)
calendar days within which to
approve the recommendation for
award.
5. In case of approval of the
recommendation, the Head of the
Procuring Entity, through the
procurement unit/office, issues the
Notice of Award to the bidder with
the LCRB/SCRB, while the BAC
accordingly notifies the losing
bidders. In case of a disapproval of
the recommendation of award, the
Head of the Procuring Entity shall
state the reason(s) for disapproval
and instruct the BAC on the
 subsequent steps to be adopted.
6. The bidder with the LCRB/SCRB
accepts the Notice of Award.