Government Procurement Law

RA 9184

GENERAL PRINCIPLES
All procurement of the national government, its departments, bureaus, offices and agencies, including
state universities and colleges, government-owned and/or controlled corporations, government
financial institutions and local government units, shall, in all cases, be governed by these principles:
a. Transparency in the procurement process and in the implementation of procurement contracts.
b. Competitiveness by extending equal opportunity to enable private contracting parties who are
eligible and qualified to participate in public bidding.
c. Streamlined procurement process that will uniformly apply to all government procurement. The
procurement process shall be simple and made adaptable to advances in modern technology in
order to ensure an effective and efficient method.
d. System of accountability where both the public officials directly or indirectly involved in the
procurement process as well as in the implementation of procurement contracts and the private
parties that deal with government are, when warranted by circumstances, investigated and held
liable for their actions relative thereto.
e. Public monitoring of the procurement process and the implementation of awarded contracts
with the end view of guaranteeing that these contracts are awarded pursuant to the provisions
of tis Act and its implementing rules and regulations, and that all these contracts are performed
strictly according to specifications.

SCOPE OF APPLICATION
Applies to Procurement of Infrastructure Projects, Goods and Consulting Contracts, regardless of source
of funds, whether local or foreign, by all branches and instrumentalities of government, its departments,
offices and agencies, including government owned and/or controlled corporations and local government
units, subject to the provisions of Commonwealth Act No. 138.

Any Treaty or international or executive agreement affecting the subject matter of this law to which the
Philippine government is signatory shall be observed.

COMPETITIVE BIDDING

General Rule: All procurement shall be done through competitive bidding.

Competitive Bidding – refers to a method of procurement which is open to participation by any

interested party and which consist of the following processes: advertisement, pre-bid conference,
eligibility screening of bids, evaluations of bids, post qualification, and award of contract, the specific
requirements and mechanics of the law.

Exception: When Alternative Modes of Procurement applies.

BIDS AND AWARDS COMMITTEE (BAC)

Composition: The Head of Procuring Entity(HoPE) shall designate at least five but not 
more than seven (7) members to the BAC of unquestionable integrity and procurement proficiency.
Functions:
 Advertise and/or post the invitation to bid
 Conduct pre-procurement and pre-bid conference
  Determine the eligibility of prospective bidders,
 Receive bids
 Conduct the evaluation of bids
 Undertake post-qualification proceedings
 Recommend award of contracts to the Head of the Procuring Entity of his duly authorized
representative
 Recommend the imposition of sanctions, and perform such other related functions as may
necessary, including the creation of a Technical Working Group from a pool of technical,
financial and/or legal experts to assist in the procurement process.

PHILGEPS
 single portal that shall serve as the primary source of information of government procurement.
 The PhilGEPS shall serve as the primary and definitive source of information on government
procurement.
 The PhilGEPS shall have a centralized electronic bulletin board for posting procurement
opportunities, notices, awards and reasons for award. All Procuring Entities are required to post
all procurement opportunities, results of bidding and related information in the PhilGEPS
bulletin board.
 The PhilGEPS shall have a centralized electronic database of all manufacturers, suppliers,
distributors, contractors and consultants registered under the system.

OVERVIEW OF THE PROCUREMENT PROCESS

Preparation of Pre-Procurement Advertising of Pre-Bid Receipt and

Bidding Conference Invitation to Bid Conference Opening of Bids
Documents
Execution of Winning bidder Notice of Award Post- Bid Evaluation
Contract shall post qualification
performance
Notice to security
Notice of Award Contract
Proceed Implementation

1. PREPARATION OF BIDDING DOCUMENTS

Bidding Documents - refer to documents issued by the Procuring Entity as the basis for Bids, furnishing
all information necessary for a prospective bidder to prepare a bid for the Goods, Infrastructure
Projects, and Consulting Services to be provided.

I. INVITATION TO BID
a.Pre-procurement Conference-assess the readiness of the procurement in terms of confirming the
certification of availability of funds, as well as reviewing all relevant documents and the draft Invitation
to Bid, as well as consultants hired by the agency concerned and the representative of the end -user.
b. Advertising and Contents of the Invitation to Bid-posting in the Procuring Entity's premises, in
newspapers of general circulation, the PHILGEPS and the website of the Procuring Entity, if available
c. Pre-bid conference-For contracts with an Approved Budget Contract(ABC) of 1,000,000 or more, the
BAC shall convene at least one (1) pre-bid conference to clarify and/or explain any of the requirements,
terms, conditions, and specifications stipulated in the Bidding Documents.
II. RECEIPT AND OPENING OF BIDS
Technical Aspect
Financial Aspect

III. RECEIPT AND OPENING OF BIDS

Bids shall be received by the BAC on the date, time, and place specified in the Invitation to Bid/Request
for Expression of Interest. The following periods from the last day of posting of the Invitation to
Bid/Request for Expression of Interest up to the submission and receipt of bids shall be observed:
a. For Goods, a maximum period or forty-five (45) calendar days.
b. For Infrastructure Projects, the following maximum periods:
 With ABC of 50M and below-50 calendar days
 With ABC above 50 million-65 calendar days
c. For Consulting Services, a maximum period of seventy-five (75) calendar days.

II. RECEIPT AND OPENING OF BIDS

Bid Security
All Bids shall be accompanied by a Bid security, which shall serve as guarantee that, after receipt of the
Notice of Award, the winning bidders shall enter into contract with the Procuring Entity within the
stipulated time and furnish the required performance security.

Bid Validity
Bids and Bid securities shall be valid for such reasonable period of time indicated in the Bidding
Documents. The duration for each undertaking shall take into account the time involved in the process
of Bid evaluation and award of contract.

IV. Bid Evaluation

Technical- Pass/Fail
Financial- Abstract of Bids, Identify Lowest Calculated Bid

V. POST QUALIFICATION
The stage where the bidder with the Lowest Calculated Bid, in the case of Goods and Infrastructure
Projects, or the Highest Rated Bid, in the case of Consulting Services, undergoes verification and
validation whether he has passed all the requirements and conditions as specified in the Bidding
Documents.
If the bidder with the Lowest Calculated Bid or Highest Rated Bid passes all the criteria for post-
qualification, his Bid shall be considered the "Lowest Calculated Responsive Bid," in the case of Goods
and Infrastructure or the "Highest Rated Responsive Bid," in the case of Consulting Services.
However, if a bidder fails to meet any of the requirements or conditions, he shall be "post-disqualified"
and the BAC shall conduct the post-qualification on the bidder with the second Lowest Calculate Bid or
Highest Rated Bid.
In all cases, the contract shall be awarded only to the bidder with the Lowest Calculated Responsive Bid
or Highest Rated Responsive Bid.

FAILURE OF BIDDING
There shall be a failure of bidding if:
a. No bids are received.
b. No bid qualifies as the Lowest Calculated Responsive Bid; or,
  All prospective bidders are declared ineligible
 All bids fail to comply with all the bid requirements or fail post qualification, or, in the case of
Consulting Services, there is no successful negotiation;
c. Whenever the bidder with the highest rated/lowest calculated responsive bid refuses, without
justifiable cause to accept the award of contract, as the case may be.
Under any of the above instances, the contract shall be re-advertised and re-bid. The BAC shall observe
the same process and set the new periods according to the same rules followed during the first bidding.
After the second failed bidding, however, the BAC may resort to negotiated procurement. 

SINGLE CALCULATED/RATED AND RESPONSIVE BID

A single calculated/rated and responsive bid shall be considered for awaraos, dang under of the
following circumstances:
a. If after advertisement, only one prospective bidder submits a Letter of Intent and/or applies for
eligibility check, and meets the eligibility requirements or criteria, after which it submits a bid, which is
found to be responsive to the bidding requirements;
b. If after the advertisement, more than one prospective bidder applies for eligibility check, but only one
bidder meets the eligibility requirements or criteria, after which in submits a bid which is found to be
responsive to the bidding requirements; or
c. If after the eligibility check, more than one bidder meets the eligibility requirements, but only one
bidder submits a bid, and its bid is found to be responsive to the bidding requirements. 

VI. AWARD, IMPLEMENTATION AND TERMINATION OF CONTRACT

Determination and
declaration by the
BAC of the Lowest
Calculated 15 calendar
Responsive Bid days
or
Notice
Highestof Rated
Award
Responsive
SubmissionBid,ofand
the recommendation
additional 10 calendar
documents,
ofposting
the award.
of
days
performance security
and signing and
7 calendar
approval of contract.
days
Notice to Proceed

VII. CONTRACT IMPLEMENTATION AND TERMINATION

The guidelines for contract implementation differs depending on the kind of procurement.

SPLITTING OF GOVERNMENT CONTRACTS

Splitting of Government Contracts is not allowed. Splitting of Government Contracts means the division
or breaking up of contracts into smaller quantities and amounts, or dividing contract implementation
into artificial phases or subcontracts for the purpose of evading or circumventing the requirements of
the law, particularly the necessity of competitive bidding and the requirements for the alternative
methods of procurement.

VII. CONTRACT IMPLEMENTATION AND TERMINATION

Grounds for termination of contracts:
a. In case of procurement of goods, failure to deliver at least 10% of the contract price
b. In case of infrastructure, due to contractor's fault, negative slippage of 15% or more while project is
ongoing, or 10% or more in the completion of work, neglect, negligence, sublets any part of the coptract
without approval
c. In contracts for Consulting Services, failure deliver or perform the Outputs and Deliverables within the
period(s) specified in the contract, unable to deliver or perform a material portion of the Outputs and
Deliverables for a period of not less than sixty (60) calendar days after the Consultant's receipt of the
notice from the Procuring Entity stating that the circumstance of force majeure is deemed to have
ceased or fails to perform any other obligation under the contract. 

VII. CONTRACT IMPLEMENTATION AND TERMINATION

Grounds for termination of contracts:
 For convenience
 Insolvency of the supplier, contractor or consultant
 Unlawful acts
 Termination by contractor/consultant

ALTERNATIVE METHODS OF PROCUREMENT

Method Definition When it may be resorted to:

Limited Is a method of
Source procurement of Goods and
Bidding, Consulting Services that
otherwise known involves direct invitation to
Selective bid by the Procuring Entity
Bidding from the list of pre-
selected suppliers or
consultants with known
experience and proven
capability on the
requirements of particular
contract.
Direct A method of procurement
contracting or of Goods that does not
single source require elaborate Bidding
procurement Documents. The supplier is
simply asked to submit a
price quotation or pro
forma invoice together
with the conditions of sale.
The offer may be accepted
immediately or after some
a. Procurement of highly specialized types of goods
(e.g., sophisticated defense equipment, complex
air navigation systems, coal) and consulting
services where only a few suppliers or consultants
are known to be available, such that resorting to
the competitive bidding method will not likely
result in any additional suppliers or consultants
participating in the bidding; or
b. Procurement of major plant components where it
is deemed advantageous to limit the bidding to
known qualified bidders in order to maintain
uniform quality and performance of the plant as a
whole.
a. Procurement of Goods of proprietary nature
which can be obtained ony from the
proprietary source, i.e. when patents, trade
secrets and copyrights prohibit others from
manufacturing the same item.
b. When the procurement of critical components
from a specific supplier is a condition
precedent to hold a contractor to guarantee its
project performance, in accordance with the
provisions of its contract; or
 negotiations.
Repeat Order When provided for in the
Annual Procurement Plan,
is a method of
procurement of Goods
from previous winning
bidder, whenever there is
a need to replenish goods
procured under a contract
previously awarded
through Competitive
Bidding.
Shopping A method of procurement
of Goods whereby the
Procuring Entity simply
requests for the
submission of price
quotations for readily
available off-the-shelf
goods or ordinary/regular
equipment to be procured
directly from suppliers of
known qualifications.
In this case, at least three
(3) price quotations from
bona fide suppliers shall be
obtained.
c. Those sold by an exclusive dealer or
manufacturer which does not have sub-dealers
selling at lower prices and for which no
suitable substitute can be obtained at more
advantageous terms to the government of the
Philippines.
a. Unit prices of the repeat order must be the
same as or lower than those in the originl
contract: Provided, That such prices are still
the most advantageous to the GoP after price
verification;
b. The repeat order will not result in the splitting
of contracts, requisitions, or purchase orders
c. Except in cases duly approved by the GPPB,
the repeat orders shall be availed of only
within six (6) months from the date of the
Notice to Proceed arising from the original
contract; Provided, That there has been a
partial delivery, inspection and acceptance of
the goods within the same 6-month period;
and
d. Repeat orders shall not exceed twenty-five
percent (25%) of the quantity f each item in
the original contract. In order not to exceed
the 25% threshold, the goods under the
original contract must be:
1. Quantifiable
2. Divisible, and
3. Consisting of at least four (4) units per
item
a. When there is an unforeseen contingency
requiring immediate purchase:
Provided, however, That the amount shall not exceed
the following amounts:
 For NGAs, GOCCs, GFIs, SUCs and Autonomous
Reginal Government, Two Hundred Thousand
Pesos (P200,000.00)
 For LGUs, in accordance with the following
schedule:
DOF Maximum Amount (in Philippine
Classification Peso)
of LGUs Province City Municipality
st
1 Class 200,000 200,00 100,000
0
nd
2 Class 200,000 200,00 100,000
0
 3rd Class 200,000 160,00 100,000
0
4th Class 160,000 120,00 100,000
0
5th Class 120,000 100,00 100,000
0
6th Class 100,000 100,00 100,000
0
In the case of barangay, Fifty Thousand Pesos
(P50,000.00)

b. Procurement of ordinary or regular office

supplies and equipment not available in the
DBM-PS, in the amount not to exceed the
following:
 For NGAs, GOCCs, GFIs, SUCs and Autonomous
Reginal Government, One Million Pesos
(P1,000,000.00)
 For LGUs, in accordance with the following
schedule:
DOF Maximum Amount (in Philippine
Classification Peso)
of LGUs Province City Municipality
st
1 Class 1,000,000 1,000,000 200,000
2nd Class 1,000,000 1,000,000 200,000
rd
3 Class 1,000,000 800,000 200,000
4th Class 800,000 600,000 100,000
th
5 Class 600,000 400,000 100,000
6th Class 400,000 200,000 100,000
b. In the case of barangay, Fifty Thousand Pesos
Negotiated A method of procurement It may be availed in any of the following cases:
Procurement of Goods, Infrastructure 1. Two Failed Biddings. Where there has been
Projects and Consulting failure of competitive bidding or Limited
services, whereby the Source Bidding for the second time.
Procuring Entity directly 2. Emergency Cases
negotiates a contract with a. In case of imminent danger to life or
a technically, legally and property during a state of calamity.
financially capable b. When time of the essence arising from
supplier, contractor or natural or man-made calamities; or
consultant c. Other causes where immediate action
is necessary to prevent damage to or
loss of life or property, or to restore
vital public services, infrastructure
facilities and other public utilities.
3. Take-Over of Contracts
4. Adjacent or Contiguous
5. Agency to Agency
 6. Scientific, Scholarly or Artistic Work, Exclusive
Technology and Media Services
7. Highly Technical Consultants
8. Defense Cooperation Agreement, Defense
Inventory-Based Items
9. Small value Procurement
10. Lease of Real Property and Venue for official
Use
11. NGO Participation
12. Community Participation
13. United Nations Agencies, International
Organizations, or International Financing
Institutions
14. Direct Retail Purchase of Petroleum Fuel, Oil,
Lubricant (POL) Products and Airline Tickets

EMERGENCY PROCUREMENT PROCEDURE

• The BAC or the End-user unit or any other appropriate bureau, offices, support or procuring unit shall
request for the approval of the Annual Procurement Plan(APP) from the Head of Procuring Entity(HoPE)
to cover the Procurement Project. The APP may only be approved by the HoPE upon confirmation of the
existence and veracity of the ground(s) relied upon in resorting to Negotiated Procurement (Emergency
Cases) and the existence of funds for the purpose. Thus, by approving the APP, the HoPE effectively
confirms the existence of the grounds for emergency procurement, thereby dispensing with the
previous requirement for a written confirmation from the HoPE prior to the approval of contract.
• The BAC or the End-user unit or any other appropriate bureau, committee, support or procuring unit,
authorized by the HoPE shall then directly negotiate with a legally, technically, and financially capable
supplier, contractor, or consultant.

EMERGENCY PROCUREMENT PROCEDURE

 Upon recommendation of the BAC or End-user unit or any other agency, bureau, committee,
support or procuring unit duly authorized by the HoPE, The contract shall be immediately
awarded to the legally, technically, and financially capable supplier, manufacturer, distributor,
contractor, and consultant, contractor, or consultant.
 Except for contracts with ABC of Fifty Thousand Pesos (PhP50,000.00) and below, the BAC,
through the Secretariat shall post for information purposes the Notice of Award, contract or
purchase ordey including the Notice to Proceed, if necessary, in
i. the PhilGEPS website;
ii. the website of the PE or its electronic procurement service provider, if any; and
iii. any conspicuous place in the premises of the PE.