v.4 Guidelines (Other Goods)

Republic of the Philippines
BIDS AND AWARDS COMMITTEE

City Hall Bldg., J.P. Rosales Ave., Doongan, Butuan City
THE GUIDELINE FOR THE SPECIFICATIONS OF

GOODS TO BE PROCURED
Sec. 1. Coverage. Procurement of all forms of Goods as defined by the law

and rules except for meals and snacks.
Sec. 2. Guiding Principle. In case of procurement of goods, each item must

be specified by the End-user unit in such a manner that it will leave no doubt
with respect to their technical specifications, particularly on the part of the
End-user unit, the City Procurement Management Services Office (CPMSO),
Bids and Awards Committee (BAC) for Goods, including its Technical
Working Group (TWG), and the prospective bidders.
Sec. 3. Acceptance of Approved Purchase Request. For the purpose of

accepting the approved Purchase Request (PR) by the CPMSO, the end-user
shall provide, among the others, the following:
a. For Radio, TV or Social Media Advertising, Audio Visual Production

and Audio Video Documentation, Live Telecast and all others of
similar nature. Terms and Conditions signed by the end-user and
approved by the City Mayor/Head of the Procuring Entity (HOPE), or
his authorized representative, which must specify among others, the
airtime per day or month or the number of seconds;
b. For Information Technology (I.T.) Equipment (Computer, Laptop,

Camera. and all others of similar nature): The equipment must have a
technical specification signed by the head of the City Information and
Communication Technology Office (CICTO) with confirmation from the
End-user unit.
c. For Furniture and Fixtures (FF):
Email : baccityhallbutuan@gmail.com
Website : http://www.butuan.gov.ph
1. The technical specifications must indicate the material(s) to be

used (wood, metal etc.); and
2. A sample picture or design must be attached, also specifying the
dimensions or sizes of the FF, signed by End-user unit.
d. For Office Equipment (Airconditioning unit, TV, Antenna, Radio Base,

Stove and all others of similar nature): The equipment must have a
technical specification with a sample picture or design with the
dimensions or sizes signed by the End-user unit.
e. For Apparels (clothing, shoes, bags, which includes Sports Equipment

or Paraphernalia and all others of similar nature): The apparels must
have a technical specification with a sample picture or design with the
dimensions or sizes signed by the End-user unit, which shall include
but not limited to, the following:
1. Definite size standards provided by the end-user which shall not
be dependent on the sizes of the bidders or winning bidders
unless there is a written justification from the End-user unit for
the absence thereof.
2. Specific material(s) to be used per apparel.
f. Motor Vehicles: All Motor Vehicles to be procured must have a

comprehensive technical specification, which is responsive to its
intended use, together with a sample picture or design signed by the
End-user unit, subject to the following:
1. The End-user unit shall also attach an Authority to Purchase

issued by the Sangguniang Panlungsod for the purpose of
accepting the approved PRs of the following motor vehicles:
i. Specific purpose vehicles such a medical ambulance,

military and police patrol vehicles, armored vehicles,
prisoner’s vans, and fire trucks;
ii. Heavy equipment such as road construction equipment,

cargo transport equipment, farm machineries, waste
management/environmental sanitation equipment, and
similar vehicles/equipment;
iii. Locally assembled owner- or passenger-type jeep;
iv. Motorized bancas/boats;
v. Vehicles for mass transport, when necessary in the interest

of public service; and
vi. Motorcycles and tri-wheel vehicles.
2. For the purpose of accepting the approved PRs of the following

motor vehicles, the end-user shall attach an Authority to
Purchase issued by the Sangguniang Panlungsod AND an
Authority to Purchase issued by the Department of the Interior
and Local Government (DILG):
i. Car (sedan or hatchback)
ii. Passenger van or pick-up;
iii. Crossover Utility Vehicle/Asian Utility Vehicle/Multi-

purpose Vehicle;
iv. Sports Utility Vehicle;
v. All types of aircrafts; and
vi. All types of seacrafts, not otherwise classified under this

subsection.
g. For Repair and Maintenance of Vehicle:

1. A certification that the repair and maintenance of the respective
vehicle cannot be done by the Motor Pool;
2. Pre-Inspection Report of the Motor Pool specifying the details of
the repair; and
3. A copy of the maintenance and repair record;
h. For Other Repairs and Maintenance:

1. Terms and Conditions stating the details of the repair;
2. Program of Works (POW), if applicable.
Sec. 4. Restriction as to the Reference of Brand Names and Recommended

Use of “Range-Basis”. Specifications for the procurement of Goods shall be
based on relevant characteristics, functionality and/or performance
requirements. Reference to brand names shall not be allowed except for items
or parts that are compatible with the existing fleet or equipment of the same
make and brand, and to maintain the performance, functionality and useful
life of the equipment.
To this end, the end-user is recommended to set the technical specifications

by range in order to encourage competitive bidding and extend equal
opportunity to as many eligible bidders as possible.
Sec. 5. Duration and Additional Requirements. The end-user is given three

(3) working days from the receipt of its respective generated PR to comply
with the foregoing guidelines. Otherwise, the end-user shall update the
CPMSO in writing, signed by the head of the End-user unit, as to the status of
the PR and the reason for the delay.
The CPMSO may require additional document(s) pertinent to the purpose of

this Guideline.
Sec. 6. Resort to Alternative Methods of Procurement. It is an established

policy that procurement of goods shall be competitive and transparent, and
therefore shall undergo Competitive Bidding.
In case the end-user requests to change the manner of procurement of their

respective PR from Competitive Bidding to any of the Alternative Modes of
Procurement, the BAC shall do so only for "Highly Exceptional Cases” with
proper written justification from the end-user, and upon determination and
recommendation by the TWG that indeed such change falls into said
exception. The BAC for Goods shall issue a Resolution for the purpose,
subject to the approval of the HOPE.
Sec. 7. Effect in case of Non-compliance. Documents not in compliance with

this guideline shall be returned to the concerned End-user unit, subject to the
guidance of the CPMSO and/or the BAC for Goods.
Sec. 8. Separability Clause. If any provision of this Guideline is declared

invalid or unconstitutional, the provisions not affected shall thereby continue
to be in full force and effect.
Sec. 9. Repeal Clause. All issuances inconsistent with the provisions of this
Guideline are hereby repealed or amended accordingly.
Sec. 10.Effectivity and Prospectivity. This Guideline shall take effect upon
the approval of the City Mayor/Head of the Procuring Entity of the BAC
Resolution issued for the purpose.

v.4 Guidelines (Other Goods)

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v.4 Guidelines (Other Goods)

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Republic of the Philippines

BIDS AND AWARDS COMMITTEE

THE GUIDELINE FOR THE SPECIFICATIONS OF

Sec. 1. Coverage. Procurement of all forms of Goods as defined by the law

Sec. 2. Guiding Principle. In case of procurement of goods, each item must

Sec. 3. Acceptance of Approved Purchase Request. For the purpose of

a. For Radio, TV or Social Media Advertising, Audio Visual Production

b. For Information Technology (I.T.) Equipment (Computer, Laptop,

c. For Furniture and Fixtures (FF):

1. The technical specifications must indicate the material(s) to be

d. For Office Equipment (Airconditioning unit, TV, Antenna, Radio Base,

e. For Apparels (clothing, shoes, bags, which includes Sports Equipment

f. Motor Vehicles: All Motor Vehicles to be procured must have a

1. The End-user unit shall also attach an Authority to Purchase

i. Specific purpose vehicles such a medical ambulance,

ii. Heavy equipment such as road construction equipment,

iii. Locally assembled owner- or passenger-type jeep;

iv. Motorized bancas/boats;

v. Vehicles for mass transport, when necessary in the interest

vi. Motorcycles and tri-wheel vehicles.

2. For the purpose of accepting the approved PRs of the following

ii. Passenger van or pick-up;

iii. Crossover Utility Vehicle/Asian Utility Vehicle/Multi-

iv. Sports Utility Vehicle;

v. All types of aircrafts; and

vi. All types of seacrafts, not otherwise classified under this

g. For Repair and Maintenance of Vehicle:

h. For Other Repairs and Maintenance:

Sec. 4. Restriction as to the Reference of Brand Names and Recommended

To this end, the end-user is recommended to set the technical specifications

Sec. 5. Duration and Additional Requirements. The end-user is given three

The CPMSO may require additional document(s) pertinent to the purpose of

Sec. 6. Resort to Alternative Methods of Procurement. It is an established

In case the end-user requests to change the manner of procurement of their

Sec. 7. Effect in case of Non-compliance. Documents not in compliance with

Sec. 8. Separability Clause. If any provision of this Guideline is declared

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