Republic of the Philippines COMMISSION ON AUDIT BIDS AND AWARDS COMMITTEE Region XI Carlos P. Garcia National Highway, Buhangin, Davao City MINUTES OF SPECIAL BAC MEETING January 18, 2019, 1:30P.M. Pomelo Conference Room COA Regional Office No. XI, Davao City Agenda: Negotiation Conference for the supply, delivery and installation of office and communication equipment for RTU under PR No. 1811-202 dated November 14, 2018 with an ABC of P1,427,503.00. Attendance Committee Name Designation Remarks BAC Ariel A. Lagmay Chairperson Present Atty. Dolores T. So Vice-Chairperson Present Gloria A. Cafete Member Absent, Luzvimind C. Ponce Member Present. Alicia D. San Juan Member Present WG Members _| Felimon L. Delola, Jr Head ‘Absent Janice R. Escobarte Member Present Darwin 8. Ayuban Member Absent Randy C. Pilapit Member Present ‘Ma. Rolynda B. BAC Secretariat_| Manongas Head Present Aida T. Albarracin ‘Member Absent Alain D. Lumakang Member Present Rowena B. Ruiz Member Present. End User Vanessa R. Pinsoy En-user Training Services _| Present Observer Arielyn Fernandez Audit Team Member Present Opening Prayer: Janice Escobarte ‘Time Started and Quorum: The Special BAC Meeting held at Pomelo Conference Room, Regional Office No. XI, Davao City, was called to order at 2:28P.M., January 18, 2019, and was presided by Ariel A. Lagmay, BAC Chairperson, where four (4) BAC members were present. Proceedings: Negotiation Conference For the supply, delivery, and installation of office and communication equipment for RTU under PR No, 18-11-202 dated November 14, 2018 with an ABC of P1,427,503.00, posted and published at the website of PhilGEPS on January 12, 2019 with reference number $952748 and 5952779; and posted at the bulletin board on January 11, 2019 and COA website on January 14, 2019. An invitation was sent to the COA Audit Team Leader, Baba’s Foundation, Inc. and Mindanao Business Council on January 11, 2019 as Observer. For bid documents, no prospective bidders bought the bidding documents as of the conduct of negotiation conference. _ “Minutes of the Negotiation Conference | January 18, 2019 Page 1There is only one prospective bidder who attended the negotiation conference. His presence was acknowledged by the BAC Chairperson and was introduced to the BAC ‘members, TWG and Secretariat. The following prospective bidder attended the conference: SN Name of Company Prospective Bidder 1_| PG Microworld Computers Romel Merencillo ‘The BAC Chairperson encouraged the prospective bidder present to raise questions and clarifications while the presentation is on-going so that it will be discussed and corrected right away. For the record, there is no Observer from the Private Organizations, only a representative from the COA XI Audit Team is present. ‘The BAC Chairperson informed the prospective bidder's representative that the bidding documents is at P1,500.00 and that the bidder will submit only one envelop as contained in the checklist. He requested Engr. Janice Escobarte., to present the requirements for the negotiated procurement. ‘The following are the requirements needed for negotiated procurement: A. Checklist of Technical and Financial Requirements > Certificate of PhilGEPS Registration (Platinum Membership) with ‘Annex “A”, together with the renewed copy of any expired Class “A” Eligibility Document; > Schedule of Requirements > Technical Specifications > Schedule of Prices B. Requirement after award and prior to the signing of the Purchase Order > Cash or cashier’s/manager’s check issued by a Universal or Commercial Bank equal to 5% of the total contract price > Bank drfat/guarantee or irrevocable letter of credit issued by a Universal or Commercial Bank equal to 5% of the total contract price > Surety Bond, equal to 30% of the total contract price, callable upon demand issued by a surety or insurance company duly certified by the Insurance Commission as authorized to issue such security ‘There were changes in the technical specifications during the conference. The following were the final technical specifications for the negotiation procurement: i Specification ay. | unit T | Vertical Cabinet (Recessed Handle) 4 ait ‘© Centralized locking systems ‘© Color: beige oF light gray = 4 Layer ‘= Atleast W46, D62, H140(em) ‘» Material: Metal «© High quality Features all metal construction Steel ball bearing At least Gauge 20 / 0.9mm (0.0355") \w/file divider ‘© Capacity: at least 64 kg / drawer 2 _ | Vertical Cabinets (Two Doors File Locker) 2 vit ‘© Type: Office Fumiture «© Size: at least H18S0*W900"D400mm * Color: beige or light gray «Structure: Knock-down # Lock: Cam Lock ‘Minutes of the Negotiation Conference | January 18, 2019 Page 2= Material: Metal ‘+ High Quality ‘Atleast Gauge 20/ 0.9mm (0.0355 ‘Specific Use: Filing Cabinet + Atleast 4 adjustable shelves, 3 _| Visitor's Chair 30 | — anit « Plastic with fabrc/eatherette + Steel Frame powder coated 4 _| Gang Chair ~ Chrome Plated Steet z wait 5 seater | Gang Chair — Chrome Plated Steet z wait 3 seater ©_| Folding Training Table 30 | aie «# Plssee attached sample 7 | Training Chair 30] nie «Pls see atached sample 3 | Water Dispenser, Floor Standing, 20 Liters, Hot and | 5 walt Cold © Low noise Energy Saving + With mini storage cabinet + Heating/Cooling atleast S00w/80w Stainless steel tank * Push-type + Independent On/OM Switches for Hot and Cold Legs: Pasticrmetal leg ‘© Povder coated metal legs 14 | Blood Pressure Apparatus T vit ‘Intellisense Technology ‘* Cuff Wrapping Guide ‘* Hypertension Indicator + Body Movement Detection « lnregular Heartbeat Detection ‘Can be used for both adult and pediatric patients Atleast Cuff Size: 22-32 em Arm Circumference 1S | Cameras for CCTV (additional) with installation 5 wit * Atleast: 1/2.9"2 MP CMOS, ICR H.264/MIPEG, LO80P(1~30Fps), 3.6mm, 6mm optional, IR 30m, 1°67, DCI2wPoE, bullet type (2 years warranty) 1 roll CAT. 6€ UTP, 4 pair, 24 AWG, Blue (excess will be turned-over to COA) ‘+ 1 Lot Installation (fom NVR to location) ‘© 1 unit at least 8 ports POE switch T6__| Powered Stage Floor Monitor Speaker z wale ‘© Frequency Range: at least 48 Hz~20 kHz «Features: 2~ Way Configuration, Full Range Configuration, Input Gain Control, Portable, XLRM and XLRP + ActivePassive: Active 17 _| Projector Seren, Tripod z walt Atleast 7. 84x84 inches 18 | Microphone Cable 4 unit ‘© XLRM to XLRF connectors ‘© 30 meters High-Risk Cable 19 | Projector Ceiling Brave, compatible with EPSON EB- | 1 Tot G7000W + Lot Materials: © Molding (© Extension Wire, 10 meters o_HDMI cable, 10 meters 20 | Sound Active Changing Light LED - intl 2 ait ‘© Atleast 8 Colors Changing ‘+ DOUBLE Head Moving Light LED ‘Pattern Lamp 3-Pin XLR DMX input/output Pan and Tilt: Rapid Movement and Infinite Rotating Voltage: at least AC 100V-240V, S0/60H2 Power consumption: atleast 70W. Since there is no more clarifications or questions being asked from the prospective bidder, the BAC Chairperson reminded again the prospective bidder of the date of opening; that if they need ‘more clarifications, they may inquire from the BAC before the opening of the bids. There being no other matters for discussion, the meeting was adjourned at 3:30 P.M. Prepared by: Approved by: bs MA. ROLYNDA B. MANONGAS ENGR. ‘A. LAGMAY lead, BAC Secretariat Minutes of the Negotiation Conference | January 18, 2019 Page 4