Procurement Monitoring Report submitted by the Head of Procuring Entity

(HOPE) to the Government Procurement Policy Board (GPPB) within 14 days

after end of each semester.

invitation shall be at least 3 days before the procurement activity. (Q: from
receipt or sending?)

Advertising/posting of ITB/REI shall be: (3)

a) Once in a newspaper of general circulation. (general circulation regularly
published for 2 years)
NOTE: advertising in newspaper optional in:
o Small Procurements (see PPC for figures); OR
o Consulting Services for less than 4 months
{Q: even if above P1M?}
b) Continuous for 7 days in the PhilGEPS website and website (if applicable)
c) Posting in a conspicuous place in the premises of procuring entity for 7
days.

PBD
12 days before the deadline for submission and receipt of bids.
If complex - 30 days.
MINUTES: made available to all participants not later than 3 days after the PBD.

CLARIFICATIONS: written and submitted to BAC at least 10 days before the

deadline to submit/receive bids. BAC shall respond within 7 days.
Supplemental/Bid Bulletin: Upon BACs own initiative it may clarify terms
in Bid Docs within at least 7 days before submission/receipt of bids.
Bidders who have submitted their bids before issuance of
supplemental/bid bulletin must be informed and allowed to
modify or withdraw their bids.

MAX PERIODS:
Last day of posting of ITB/REI to submission/receipt of bids
GOODS: max of 45 days.
INFRA: max of 50 days P50M and below; 65 days above P50M.
CONSULTING: 75 days.

GUARANTEE: Within 10 days or less as indicated in the ITB, from receipt

of the Notice of Award (NOA), enter into a contract with the procuring
entity and furnish the performance security.

Bid Security is considered as a guarantee that within 10 days or less as

indicated in the ITB, from receipt of the Notice of Award (NOA), the
 bidder shall enter into a contract with the Procuring Entity and furnish the
performance security.

For a reasonable period of time, not exceeding 120 days from the date of the
opening of bids.

Extension over 120 days: in writing and sent to all who submitted bids, and
before the expiration of the bid.
N.B. Bidders may refuse without forfeiting bid security.

Entire evaluation process for the procurement of Goods and Infra (above
P50M) shall be completed within 7 days from the deadline for receipt of
proposals.
N.B. If Infra P50M and below it shall be 5 days.

a.) Quality-Based Evaluation Procedure b.) Quality-Cost Based (QCB)

(QBE) Technical and financial proposal
Two stage procedure consultant shall be considered together.
submit tech and financial proposal Tech proposal evaluated first
simultaneously in separate sealed using sec. 32.2.2, financial
envelope. proposal of bidders that meet the
Technical proposal first opened and technical score shall be
evaluated in accordance with sec. opened.
33.2.2 [numerical weights WEIGHT: Financial proposal 15%-
indicated in the Bid Docs based 40%; technical proposal adjusted
on the quality of the personnel to be accordingly. The HOPE shall
assigned, experience and capability approve the exact weights.
of the consultant, plan of approach Rank in descending order.
and methodology]. HOPE shall act on the
Rank in descending order. recommendation of BAC within 2
The HRB should have passed the days after receipt of results from
minimum score indicated in the Bid BAC.
Docs. BAC shall invite the consultant
HOPE shall act on the with the HRB within 3 days for the
recommendation of BAC within 2 purpose of negotiating with the
days after receipt of results from consultant. [Terms under sec
BAC. 33.2.5 except (e) discussion of
BAC shall invite the consultant with financial proposal]. Negotiations
the HRB within 3 days for the shall be completed within 10
purpose of negotiating with the days, extendible only for
consultant [terms shall be on sec. meritorious reasons.
32.2.5]. Negotiations shall be
completed within 10 days,
 extendible only for meritorious
reasons.
Total contract amount shall not
exceed ABC and amount in
envelope.

For complex or unique undertakings (such as new technology, financial

advisory and the like) the consultants may be required to make an oral
presentation within 15 days after the deadline for submission of technical
proposals.

All participating short listed consultants shall be furnished of the results of

the ranking and total score of the evaluation. Results shall be posted in the
PhilGEPS and the website of procuring entity for not less than 7 days.

The LCB/HRB shall submit the following within 3 days from receipt of notice
(post-qualification) from BAC: (failure to submit shall result in the forfeiture of bid
security and DQ for award)
a.) Latest income and business tax returns
b.) Certificate of PhilGEPS registration
c.) Other licenses required by law and stated in the Bid Docs.

Post-Qualification process shall be completed within 7 days from

determination of LCB/HRB (JPG: in short from LCB/HRB to LCRB/HRRB)
- Extendible by HOPE, but maximum of 30 days.
HOPE PERIOD FOR APPROVAL: (issue Notice of Award)

Infra P50M and below 4 days.

Infra above P50M 7 days.
Goods and Consulting 7 days.
GOCCs/GFIs 15 days.
NOTE: BAC shall notify losing bidders of decision.
N.B. disapproval shall only be based on valid, reasonable, and justifiable
grounds. Must be in writing. CC BAC.

BAC Sec, posts NoA within 3 days from its issuance in PhilGEPS, website,
and conspicuous place.
within 10 days from receipt of notice of award the winning bidder shall post
Performance Security and enter into contract. (NOTE: posting of PS must be
prior to signing of contract see sec. 39.1)
Period in cases of approval of a higher authority: 15 days; infra P50M and
below 5 days; GOCCs 25 days. (NOTE: no indication of GFIs)
 NOTICE TO PROCEED (NtP): within 3 days from approval of the contract
(signing); infra P50M and below 2 days.

- EFFECTIVITY OF CONTRACT: within 7 days from NtP.

- BAC Sec, posts NtP within 15 days from its issuance in PhilGEPS,
website, and conspicuous place.
PERIOD OF PROCUREMENT PROCESS: from opening of bids up to the
award 3 months. (NOTE: end date is NoA)

Protest: Request for Reconsideration (ROR) by at any stage of the

procurement within 3 days upon any kind of notification.

BAC decides ROR within 7 days from receipt thereof.

Must be filed within 7 days from receipt of the denial of ROR by BAC.

HOPE shall resolve within 7 days from receipt of protest.

WARRANTY MINIMUM PERIOD:

Expendable Supplies - 3 months
Non-Expendable Supplies 1 year

WARRANTY: 1 year from project completion:

1.) Repair works at contractors expense within 90 days from
HOPEs order. May forfeit performance security if fails to
comply.
2.) Defects liability shall be covered by the performance security.
N.B. May forfeit performance security if fails to comply.

See sec. 62.2.3 for warranties after completion

Permanent Structures 15 years
Semi-Permanent Structures 5 years
Others 2 years;

N.B. warranty security shall remain effective 1 year after issuance of certificate of
acceptance.