STANDARD BIDDING PROCEDURES

FOR GOODS, AND INFRASTRUCTURE

PROJECTS

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 I GENERAL PRINCIPLES AND CONSIDERATIONS

II PROCUREMENT PROCEDURE AND REQUIREMENTS FOR:

Goods and Services Infrastructure Projects

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without the author’s approval is prohibited.
INVITATION TO OBSERVERS
AT LEAST 3 OBSERVERS:

They MUST be invited in writing at least

FIVE (5) CALENDAR DAYS (CD) before the date
of the following procurement activity:

PRE-BID CONFERENCE PRELIMINARY BID

EXAMINATION

COA
DULY RECOGNIZED POST-QUALIFICATION BID EVALUATION
PRIVATE SECTOR
GROUP

NGO
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without the author’s approval is prohibited.
 COMPETITIVE BIDDING
PROCEDURE AND
REQUIREMENTS

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STANDARD COMPETITIVE BIDDING PROCEDURE
FOR GOODS AND SERVICES & INFRA
Pre-Procurement Advertisement Pre-Bid
Conference 7 Conference 1 cd
cd as
necessary

Opening of 1st Envelope –

Submission of Opening of 2nd Envelope –
Eligibility Documents &
Bids Financial Proposal
45 Technical Proposal

cd

Bid Evaluation Award

Post-qualification
and Ranking of Contract 15
7 cd 12/
45 cd cd
This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution without the author’s approval is prohibited.
STANDARD COMPETITIVE BIDDING PROCEDURE
FOR INFRASTRUCTURE PROJECT
Pre-Procurement Advertisement Pre-Bid
Conference 7 Conference 1 cd
cd as
necessary

Opening of 1st Envelope –

Submission of Opening of 2nd Envelope –
Eligibility Documents &
Bids Financial Proposal
50 or Technical Proposal
65 cd

Bid Evaluation Award

Post-qualification
and Ranking of Contract 15
7 cd 12/
45 cd cd
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SUBMISSION AND RECEIPT OF BIDS
BID VALIDITY

Financial
Proposal

120
calendar days
from the date of the
opening of bids

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SEALING AND MARKING OF BIDS

1 ORIGINAL
TECHNICAL
ORIGINAL

ORIGINAL
TECHNICAL

ORIGINAL
BID
ORIGINAL
Each envelope shall contain the name
FINANCIAL
FINANCIAL of the contract to be bid, name and
address of the bidder, recipient BAC /
PE, and the “Do not open before
[date/time of opening of bids]

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SEALING AND MARKING OF BIDS

IMPROPERLY
SEALED
UNSEALED
& &
UNMARKED BID MARKED

NOT IMPROPERLY
COMPRESSED COMPRESSED
& PASSWORD & PASSWORD
PROTECTED PROTECTED

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OPENING AND PRELIMINARY EXAMINATION OF BIDS

The BAC shall open the bids in public immediately after the deadline for the
submission and receipt of bids

1st ENVELOPE 2ND ENVELOPE Ranking

❑ presence or
absence Only bidders
Only 2nd Envelopes
❑ checklist of whose 1st and 2nd
of bidders whose 1st
required envelopes were
Envelope was rated
documents rated “PASSED”
❑ non-discretionary “PASSED” shall be
will be ranked as
“pass/fail” opened
read
criterion
OPENING AND PRELIMINARY EXAMINATION OF BIDS

❑ In case the submitted bids cannot be

opened as scheduled due to justifiable
reasons
❑ the BAC shall take custody of the said
bids and reschedule the opening on the
next working day or at the soonest
possible time
❑ Post in the PhilGEPS website and the
website of the PE concerned

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RECEIPT AND OPENING OF BIDS
Financial
Capacity
Legal Technical
Capacity Capacity

How to
prove
Bidder’s
eligibility

28
 Joint
Statement
Venture

Schedule

Requirements
Technical

applicable
Completed
Specifications
Statement
Authority
Agreeme
Statement
Signatory
Statement

Security
Conformity
Venture
Statement

Contract
Conformity
Single
Omnibus
Conformity

or
Authority
NFCC or

Contracts
On-
Largest
of Single
Omnibus

withCredit
Sworn
Agreeme
Joint
of Bid
Conformity

going
Line
All On-

Bid
with Schedule

NFCC
nt
of
Credit

of
Largest

if
of
Sworn
withGoing
Technical

All
nt
of
Security
of
Completed
Statement
with
Signatory
Line
Specifications
of
Requirements
Contracts
if
Contract
applicable

CHECKLIST (TECHNICAL COMPONENT:

(1) Authority of Signatory (6) Joint Venture Agreement, (JVA), if applicable

(2) Valid PhilGEPS Platinum Certificate (7) Bid Security

(3) Statement of Single Largest Completed Contract (8) Conformity with Schedule of Requirements

(4) Statement of All On-going Contracts (9) Conformity with Technical Specifications

(5) Net Financial Contracting Capacity (NFCC) (10) Omnibus Sworn Statements
 Bid Form
Financial

Financial
Bid Price
Bid Price
Bid Form

CHECKLIST (FINANCIAL COMPONENT:

(1) Financial Bid Form

(2) Bid Price
BID SECURITY
PURPOSE: FORMS:

To guarantee that the

successful bidder
2%
of the
shall, within ten (10) ABC

CDs from receipt of the

notice of award, enter
CASH OR CASHIER’S/ BID SECURING DECLARATION
into contract with the MANAGER’S CHECK
PE and furnish the BANK GUARANTEE / DRAFT OR
performance security IRREVOCABLE LETTER OF CREDIT,
ISSUED BY A UNIVERSAL OR
required. COMMERCIAL BANK

5% SURETY BOND CALLABLE

of the UPON DEMAND
ABC

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OMNIBUS SWORN STATEMENT
REVISED OMNIBUS SWORN STATEMENT

❖ Non-inclusion in blacklist (*revised*) ❖ Non-payment (directly or indirectly) any

❖ Authenticity of documents commission, amount, fee, or any form of
❖ Verification authority consideration in relation to any
❖ Signatory’s authority procurement project or activity
❖ Disclosure of relations ❖ In case advance payment was made or
❖ Responsibilities of bidders given, failure to perform or deliver any of
❖ Labor laws and standards the obligations and undertakings in the
contract shall be sufficient grounds to
constitute criminal liability (*new*)

GPPB RESOLUTION NO. 16-2020

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OPENING AND EVALUATION OF 2nd
ENVELOPE (GOODS & SERVICES)

FINANCIAL COMPONENT
Bid Form

Applicable Price Schedule

(Goods from Abroad or within the Philippines)

Certification from the DTI if claiming preference as DOMESTIC

BIDDER (RA No. 10667)

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BID FORM
APPENDIX “1”

Bid Form for the Procurement of Goods

[shall be submitted with the Bid]
_________________________________________________________________________

BID FORM
Date : _________________
Until a formal Contract is prepared and executed, this Bid, together with your written
Project Identification No. : _________________ acceptance thereof and your Notice of Award, shall be binding upon us.

To: [name and address of Procuring Entity] We understand that you are not bound to accept the Lowest Calculated Bid or any Bid
you may receive.
Having examined the Philippine Bidding Documents (PBDs) including the
Supplemental or Bid Bulletin Numbers [insert numbers], the receipt of which is hereby duly We certify/confirm that we comply with the eligibility requirements pursuant to the
acknowledged, we, the undersigned, offer to [supply/deliver/perform] [description of the PBDs.
Goods] in conformity with the said PBDs for the sum of [total Bid amount in words and figures]
or the total calculated bid price, as evaluated and corrected for computational errors, and other The undersigned is authorized to submit the bid on behalf of [name of the bidder] as
bid modifications in accordance with the Price Schedules attached herewith and made part of evidenced by the attached [state the written authority].
this Bid. The total bid price includes the cost of all taxes, such as, but not limited to: [specify
the applicable taxes, e.g. (i) value added tax (VAT), (ii) income tax, (iii) local taxes, and (iv) We acknowledge that failure to sign each and every page of this Bid Form, including the
other fiscal levies and duties], which are itemized herein or in the Price Schedules, attached Schedule of Prices, shall be a ground for the rejection of our bid.
If our Bid is accepted, we undertake:

a. to deliver the goods in accordance with the delivery schedule specified in the Schedule
of Requirements of the Philippine Bidding Documents (PBDs); Name: ___________________________________________________________________
b. to provide a performance security in the f orm, amounts, and within the times prescribed Legal capacity: _____________________________________________________________
in the PBDs;
Signature: ________________________________________________________________
c. to abide by the Bid Validity Period specified in the PBDs and it shall remain binding Duly authorized to sign the Bid for and behalf of: __________________________________
upon us at any time before the expiration of that period.
Date: ___________________
[Insert this paragraph if Foreign-Assisted Project with the Development Partner:
Commissions or gratuities, if any, paid or to be paid by us to agents relating to this Bid,
and to contract execution if we are awarded the contract, are listed below:

Name and address Amount and Purpose of

of agentCurrencyCommission or gratuity

________________________________________________
________________________________________________
________________________________________________
(if none, state “None”) ]

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution without the author’s approval is prohibited.
PRICE SCHEDULE FORM
Price Schedule for Goods Offered from Within the Philippines
[shall be submitted with the Bid if bidder is offering goods from within the Philippines]
______________________________________________________________________________

For Goods Offered from Within the Philippines

Name of Bidder ________________________ Project ID No._________ Page ___of___

1 2 3 4 5 6 7 8 9 10

Item Description Country Quantity Unit Transportation Sales and Cost of Total Total Price
of origin price and all other other Incidental Price, delivered
EXW costs taxes Services, if per unit Final
per incidental to payable if applicable, Destination
item delivery, per Contract per item (col
item is 5+6+7+ (col 9) x
awarded, 8) (col 4)
per item

Name: ___________________________________________________________________

Legal Capacity: ____________________________________________________________

Signature: ________________________________________________________________

Duly authorized to sign the Bid for and behalf of: __________________________________

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DETAILED EVALUATION OF BIDS

PURPOSE METHOD TIMELINE

To determine the A non-discretionary should be
Lowest Calculated Bid criterion shall be used, completedwithin
(LCB) or Highest rated which shall include
Bid (HRB) , by: consideration of:

❑ Establishing correct
calculated prices of
bids; and
❑ Completeness of bids;
and
❑ Minor arithmetical
corrections
7
calendar days
❑ Ranking calculated from the deadline for receipt
total bid prices from Results shall be contained of proposals

lowest to highest in the ABSTRACT OF BIDS

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DETAILED EVALUATION OF BIDS

Unless the Instructions to

Bidders (ITB) specifically
allows partial bids, those
not providing all required
items shall be considered
non-responsive

Placing no price is
considered as
non-responsive

Specifying a “0” or “-” NO CONTACT RULE

means it is offered for free
Prohibition on communication w/ bidders from bid
evaluation until award of contract
This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution
without the author’s approval is prohibited.
POST-QUALIFICATION
TIMELINE
should be completed within
PURPOSE METHOD
To determine whether
the LCB/HRB complies
with and is responsive
to all requirements and
A non-discretionary
pass or fail criterion
12
calendar days
conditions as specified shall be used to
in the Bidding “VERIFY, VALIDATE TIMELINE TIMELINE
Documents, to be AND ASCERTAIN” all should be completed
within should be completed
within
declared the Lowest statements and
Calculated and
Responsive Bid (LCRB)
documents submitted
by the LCB/HRB 45
calendar days
30
or Highest rated calendar days
(GOODS AND
Responsive Bid (HRRB) INFRA) (CS)
EXCEPTIONAL cases EXCEPTIONAL cases
upon approval by the upon approval by the
HoPE HoPE

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution without the author’s approval is prohibited.
POST-QUALIFICATION

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution without the author’s approval is prohibited.
POST-QUALIFICATION (For Goods)

The BAC shall check:

❑ Delay in the partial delivery of goods amounting

to ten percent (10%) of the contract price
❑ Bidder’s failure to deliver or perform
❑ Unsatisfactory performance

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. (Sec. 34.3(b), 2016 IRR of RA No. 9184)

24
POST-QUALIFICATION (INFRA)
SEC CERTIFICATE OF REGISTRATION FOR
FOREIGN BIDDERS
AMENDMENT SECTION 37.1.4 (A)(III) OF THE IRR OF RA 9184

Within ten (10) CD from receipt by the winning bidder of the Notice of Award,
the following documents shall be submitted before the contract may be
awarded:
i. xxx
ii. xxx
iii. The SEC Certificate of Registration of the foreign
corporation/consulting firm and/or the authority or license from the
appropriate government agency or professional regulatory body of the
foreign professionals engaging in the practice of regulated professions and
allied professions, where applicable.
GPPB RESOLUTION NO. 25-2019

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AWARD OF CONTRACT

❑ The BAC shall recommend award of contract to the

LCRB or HRRB at submitted price or calculated price,
whichever is lower.

❑ The BAC shall notify all other bidders, in writing, of TIMELINE

its recommendation to HoPE of award of contract to
within
LCRB or HRRB within 3 CD from the issuance of the
resolution recommending award.
15
calendar days
APPROVE or
DISAPPROVED by the HoPE

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AWARD OF CONTRACT
POSTING REQUIREMENT

NOTICE OF
AWARD
within

3
calendar days
www.xxxx.gov.ph

from the date of issuance of

the NOA

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AWARD OF CONTRACT

Award of contract is subject to the following conditions within 10 CD

from issuance of NOA:
🗹 If JV, submission of JVA
🗹 In the case of procurement by a Philippine Foreign Office or Post, PhilGEPS
Registration Number
🗹 If foreign-funded and stated in treaty, international or executive agreement,
PCAB License
🗹 Posting of Performance Security
🗹 Signing of Contract upon compliance with all documentary requirements
🗹 If required, approvals by higher authority

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PERIOD TO COMPLETE PROCUREMENT PROCESS
G.R. No. 212381, 22 April 2015

In the case of Jacomille v. Abaya, et al., the

petitioner contends that the public respondents
PROCUREMENT PROCESS failed to comply with the periods provided by law,
From Opening of Bids to specifically the 3-month period from the opening
Award of Contract shall of the bids up to the award of the contract under
Section 38 of RA 9184. The Supreme Court held
NOT EXCEED 3 that “[t]he different periods provided by RA 9184
MONTHS within which certain stages of the procurement
process must be completed is not merely directory
but mandatory.”
Thus, it concluded that such irregularity rendered
the procurement process null and void.
PERFORMANCE SECURITY
PURPOSE:
FORMS:
To guarantee performance
Not less
than
GOODS AND
of obligation by the 5% CONSULTANCY
LCRB/HRRB in such form of the
Contract
and amount specified in CASH OR CASHIER’S/ Price Not less
than
the Bidding Documents. MANAGER’S CHECK
BANK GUARANTEE / DRAFT OR
10%
of the
FAILURE TO POST: IRREVOCABLE LETTER OF CREDIT,
ISSUED BY A UNIVERSAL OR INFRA PROJ. Contract
Price

❑
COMMERCIAL BANK
Ground for disqualification

❑ Next-ranked LCB/HRB shall

undertake post-qualification
Not less
than
❑
30%
Bid security shall be
forfeited without prejudice SURETY BOND CALLABLE
of the UPON DEMAND
to the imposition of Contract
sanctions Price

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NOTICE TO PROCEED (NTP)
ISSUANCE POSTING REQUIREMENT
within NTP &
CONTRACT

7 within

15
calendar days
from the date of approval of
the contract

calendar days
All notices called for by the from the date of issuance
terms of the contract shall www.xxxx.gov.
be effective only at the ph
time of receipt thereof by
the successful bidder.

This learning module was developed by the Government Procurement Policy Board – Technical Support Office, and any form of reproduction and distribution without the author’s approval is prohibited.
FAILURE OF BIDDING
BAC shall DECLARE A
WAY FORWARD:
FAILURE OF BIDDING, when:
❑ Mandatory review shall be
No bids are received; conducted by BAC

Bids were received but no ❑ Based on its findings, BAC shall:

one was eligible; ❖ Revise terms, conditions,
specifications
All bids failed to post qualify; or ❖ Adjust ABC, subject to required
approvals
Refusal of the post-qualified ❖ Re-bidding
❖ Re-advertisement
bidder to accept award
without justifiable cause
Sec. 35 of RA 9184

33
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CANCELLATION / TERMINATION OF
PROCUREMENT ACTIVITIES
1 2 3 4
The physical and
The source Brought about
economic The project by the
conditions have of funds for
significantly is no longer declaration of
changed so as to necessary the project a State of
render the project has been Calamity, or
as implementatio
no longer withheld or
economically, determined n of
reduced
financially, or by the through no
community
technically quarantine or
feasible, as end-user fault of the similar
determined by the unit PE restrictions
end-user unit
GPPB RESOLUTION NO. 09-2020

34
34
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RESERVATION CLAUSE
HoPE reserves the right to: GROUNDS:
❑ Prima facie evidence of collusion
Reject any and all bids ❑ BAC is found to have failed in following
the prescribed bidding procedures
Declare a failure of ❑ For justifiable reasons, the award of
bidding contract will not redound to the benefit of
the Government:
Not award the contract ❖ Physical and economic conditions have
significantly changed;
❖ Project is no longer necessary
❖ Source of funds for the project has
been withdrawn/reduced.
Sec. 41 of RA 9184

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