BAC PRE-BID CONFERENCE

A. ATTENDANCE:
1. A call to order by the Chairman
2. An Invocation
3. A roll call and determination of quorum
4. Reading and correcting of the minutes of the previous meeting
5. Business arising from the previous meeting

B. PROCESS OF PRE-BID:
1. All potentials bidders are called in to the room
2. The project is announced, included in the announcement are:
a. Project Name
b. Project Owner
c. Budget
d. Working Calendar Days
e. Specify the Scope of Work
f. Type of BID: Public/Private
g. Procedures to be followed or “Government Procurement Reform Act”
h. Where and when bidding documents may be acquired and the amount for the said
documents
i. Deadline of BIDS
j. The schedule for the opening of BIDS
3. A representative of the project owner will be asked for any clarifications, if any

PROCESS OF OPENING OF BIDS

1. The name of the project

2. The names of the bidders are mentioned and respective representatives are called in
3. Opening of BIDS, two (2) envelopes;
First Envelope (Checklist of Eligibility and Technical Requirements)
The needed information or documents are:
- Philgeps Certificate of Registration
- Statement of Bidder’s all ongoing contracts
- Statement of the bidder’s Single Largest Completed Contract (SLCC)
- NFCC Computation
- Joint Venture Agreement (JVA)
- Bid Security
- Conformity with the technical specifications
- Omnibus sworn statement

Second Envelope (Checklist of Financial Requirements for the BAC

The needed information or documents are:
- BID Form
- Duly signed Price Schedule
 4. The Chairperson announces that all bids are subject to evaluation.

RESTRICTIONS OF THE BIDS

- Bids received in excess of the ABC shall be automatically rejected at BID opening
- Restricted to Filipino Citizens
- At least 75% interest
- Capital stock belonging to citizens of the Philippines

The Pre-BID Conference is an avenue for DISCUSSION, CLARIFICATION, and EXPLANATION of the
following:

1. Required documents as part of the BID such as;

a. Eligibility Documents
b. Technical Documents
c. Financial Documents
2. Manner of submission of BID Documents
3. Technical specifications of the item(s) to BID
HOW TO PREPARE BID DOCUMENTS?
Guidelines/Instructions for preparing BID documents:

A. Eligibility Documents
 Class A Documents
 Certificate of Registration (SEC / DTI)
 Business Permit / Mayor’s Permit
 Tax Clearance (For Bidding Purpose Only)
 Philgeps Platinum Membership Certificate
Please note that bidders may still submit either of the following:
 Class “A” eligibility documents required to be uploaded and
maintained current and updated in the Philgeps
 Philgeps certificate of registration with updated annex A, if available;
or
 A combination thereof in case any of the earlier uploaded class “A”
eligibility documents has been expired.
 If the bidder opted to pass only the class “A” eligibility documents, the
Philgeps registration certificate remains as a post-qualification
requirement
 Statement/List of all Ongoing Government and Private Contracts including
contracts awarded but not yet started.
 Statement identifying the Bidder’s Single Largest Completed Contract similar to
the contract to be bid.
This shall be supported by any of the following:
 Purchase order or contracts
 Certificate of Completion or end-users’ acceptance
 Official receipts issued for the contract

 Audited Financial Statements

Audited Financial Statements Showing the following:
 Total and current assets and liabilities
 Stamped received by the bureau of internal revenue
 Or it’s duly accredited and authorized institutions
For the preceding calendar year not earlier those two years from the date
of bid submission
The audited financial statements shall be submitted along with the
following documents:
 Income statement
 Cash Flows
 Change in equity
 Comprehensive income
 Notes to financial statement
 Net Financial Contracting Capacity
The Formula:
 NFCC=[(Current Assets – Current Liabilities) (15)] – value of all
outstanding contracts
This must be based on the latest audited financial statement

 Class B Documents
In case of a joint venture agreement
 Valid joint Venture Agreement
 Philgeps Platinum membership certificate for each partner of the JVA
 Certificate of registration from SEC / DTI
 Valid Mayor’s/Business Permit
B. Technical Documents:
 BID Securing Declaration Form

ACCEPTED FORMS OF BID SECURITY AMOUNT OF BID SECURITY

Cash or cashier’s/manager’s check issued by a Universal or Two Percent (2%) of the
Commercial Bank ABC
Bank Draft/guarantee or irrevocable letter of credit issued by a Two Percent (2%) of the
Universal or Commercial Bank ABC
Surety bond callable upon demand issued by a surety or
Five Percent (5%) of the
insurance company duly certified by the Insurance Commission
ABC
as authorized to issue such security
Duly notarized BID Securing Declaration No Percentage Required

 Technical Specifications (Accomplished and signed)

Include Purchaser’s Specifications with the Supplier’s Specifications
(Additional Sheet may added if necessary)
Use only the prescribed form
Use of other forms will be a ground for disqualifications
 Productions / Delivery Schedule (Schedule of Requirements)
 Omnibus Sworn Statement
Provision 1: Statement of the one submitting the bid that they are the
duly authorized representative of the supplier/company
Provision 2: Statement that the authorized representative is granted
authority
Provision 3: Statement that the company is not blacklisted by the GOP
Provision 4: Statement that all documents are authentic copies of the
original, complete, and all are true and correct
Provision 5: Statement that the bidder authorized the HOPE to verify all
the documents submitted
Provision 6: Statement that the bidder is not related to the HOPE,
members of the BAC, TWG, BAC Secretariat, PMT, and end user
Provision 7: Statement that the bidder is compliant with existing labor
laws and standards
 Provision 8: Statement that the bidder is responsible for examining bid
docs, acknowledging all conditions for contract, making an estimate of
facilities available and needed for the contract, and inquiring/securing
supplemental/bid bulletins issued
Provision 9: Statement that the bidder did not give or pay any amount
to any person or official of the government in relation to procurement
projects or activities.

Note: All provision must be included in the OSS. Absence of any declaration can be
considered as non-compliance and may be a ground for disqualification. Please note
that the Omnibus Sworn Statement must be duly notarized.

 Secretary’s Certificate (duly notarized authority of the signatory)

C. Financial Documents:
There may be instances (Depending on the project) that additional requirements will be
requested from the bidders
 Duly accomplished and signed IRATM BID Form
o Use only the prescribed forms
o Use of other forms will be a ground for disqualifications
 Duly accomplished and signed PRICE SCHEDULE
o The authorized signatory must sign all pages of the submitted
documents

HOW TO SUBMIT THE DOCUMENTS TO THE BAC?

PROVIDE in three (3) copies
PUT the 3 folders documents together with the Eligibility and technical documents it must be properly
sealed
Put the three (3) documents together in one envelope and sealed it properly

The two envelops shall contain the Name of Bidder in Capital Letters and Address of bidder in capital
letters

Address the envelopes to the BAC Committee

Indicate the specifications in the BAC ID

To be open only on the time of Bidding BAC clause

BIDS 101

TWO Envelope System Bidding

FIRST ENVELOPE
SECOND ENVELOPE
BID SELECTION METHOD / EVALUATION

BIDDING PROCESS
PREPARATION OF BIDDING DOCUMENTS
PRE-PROCUREMENT CONFERENCE
INVITATION TO BID
ADVERTISING AND POSTING OF INVITATION TO BID
PENALTY FOR NON-POSTING

PRE-BID CONFERENCE
SUPPLEMENTAL BID BULLETIN
MODIFICATION AND WITHDRAWAL OF BIDS

RECEIPT AND OPENING OF BIDS