Online Bidding System for One Commerce

University of Perpetual Help System DALTA
College of Computer Studies

CHAPTER 1
The Problem and its Settings
1.1 Project Context
An Auction is a Latin word which means augment. Auction is a bid, a process
where selling, buying, and services offered take place. There are several types of auctions
and certain rules exist for each auction which may include minimum price limit,
maximum price limit and time limitations etc. depending upon the auction method bidder
can participate remotely or in person. Remote auction includes participating through
telephone, mail, and internet.
Shopping online has widely grown. Online auction is becoming more and more
popular in electronic commerce. Hence its system must increase its quality and security.
The online auction system is a model where we participate in a bid for products and
service. This auction is made easier by using online software which can regulate
processes involved. There are several different auction methods or types and one of the
most popular methods is English Auction System. It is designed to be highly-scalable and
capable of supporting large numbers of bidders in an active auction.
Online Auctioning System has several other names such as e-Auctions, electronic
auction etc. The requirement for online auction or online bidding can be more accurately
specified by the client. It should be healthy and will be a good practice when it is made
more transparent as a matter of fact.
Online Bidding has become more wide spread in all sorts of industrial usage. It
does not only include the product or goods to be sold. It also has services which can be
provided. Due to their low cost this expansion made the system to grow.
ONLINE BIDDING SYSTEM FOR ONE COMMERCE
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Online bidding has become a standard method for procurement process. Bidders
can be maintained in a single database according to the preference and they can be
monitored. User's data can be maintained in a confidential way for validity and integrity
of
contractual
documentation.
Neat
reporting
reduces
paperwork,
postage,
photocopying, and time beneficial. Multiple bidders can be communicated with a great
ease. This system allows multiple bids by single users. Online bidding is based upon
lowest or the highest price which is initiated but not the best value for the product,
although there is a chance to fix the criteria against the fact expected to have desired
value by the seller.
1.2 Purpose and Description
One Commerce International is in need of a system that will help either the client
or their supplier in bid efficiently. The goal of this system is to help the client and
supplier in managing their bid in One Commerce and make things as easy as possible.
The system must contain qualification that an online bidding supposed to have like real
time Online Bidding, Request for Proposal, Request for Quotation, Request for
Information, Bid Documents, and etc. The System contains 2 levels: admin and members,
having an encrypted password to ensure security and confidentiality within the supplier
and clients respectively. The system administrator must have a back end for altering some
parts that are needed to update in the future.
A Request for Proposal should include information about your organization and
project as well as questions that elicit differences among competing companies. An RFP
should also solicit cost quotes that allow you to determine both initial and ongoing costs
of the product or service.
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A Request for Quotation is a request that a company puts out when they want to
hire contractors to perform a job. The RFQ is basically their way of encouraging
contractors to bid against each other. The company that issues an RFQ then selects one of
the bidders to take the job.
A Request for Information (RFI) is a proposal requested from a potential seller or
a service provider to determine what products and services are potentially available in the
marketplace to meet a buyer's needs and to know the capability of a seller in terms of
offerings and strengths of the seller.
1.3 Objectives of the Study
1.3.1 General objective
The general objective of the project is to develop an online bidding system for
One Commerce with a basic Request for Information, Request for Proposal and Request
for Quotation; and to increase the knowledge on how procurement system works where it
is needed to be used and serves as a backbone of the online bidding system.
1.3.2 Specific objectives
This study aims:
to develop a webpage containing complete reports on each elements system

(Request for Information , Request for Proposal and Request for Quotation);
to develop a system that will help the customer to bid more precisely and more
secured;
to earn necessary information on how procurement data are established; and
to establish a concrete knowledge about procurement system that will be used in

making the online bidding system.
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1.4 Scope and Limitations of the Study
1.4.1 Scope
End to end system (Request for Information , Request for Proposal and Request
for Quotation)
Bidding structure of the system
Data process on how the Online Bidding supposed to work
Relation between system integrators and client or suppliers.
1.5.2 Limitation
Only allowed to I.T, Telco, Electrical, Electronics, and Software Staffs

Cash or payment transactions will be done manually by the company Staffs
There will be no online communication or chat context. All of the conversation
will be held through phone calls that will be answered by the assigned staff.
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CHAPTER 2
Review of Related Literature and Studies
For further understanding of the study, the researchers made use of different
reading materials related to the online system. These materials such as books, magazines,
newspapers, thesis, and other web articles are essential in broadening the knowledge of
the researchers. These will also guide the researchers to achieve their objectives by
getting ideas on other related studies and make improvements as possible.
The information gathered by the researchers focuses on the development of
Online Bidding or Procurement system and its advantages to the economy, consumers
and businesses. Security measurement information in terms of payment and customers
privacy to be considered in developing an online system are also obtained.
The researchers also sum up the different techniques on how to gain web visitors
and eventually convince them to purchase the products based on some surveys gathered
by the past studies. Some of the programming background skills needed to create a
website are also being discussed to further understand why the researchers chose PHP as
front end and MySQL as backend of the proposed system.
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2.1 Related Literature
This review consists of books, articles, and documents that focus on the same
subject matter or other concepts of the study.
Foreign Literature
Online Bidding System/Aestiva Procurement System/System #1

Automating a procurement process requires procurement software. Procurement
processes vary. They can include purchase order management processes, receiving,
invoicing, RFQ Management, and more.
At Aestiva, we use the term procurement software to indicate software that also
manages multi-supplier purchase requests. These situations require software tools to split
the purchase requests into two or more requisitions. An Aestiva Procurement Software
system, like our Purchase Order systems, can be expanded with the modules you need. A
Procurement Software system is not really a single product. It is a family of products that
constitute a system. A Procurement Software system can stand-alone or be integrated
with an ERP system, for example. It can be single-currency or multi-currency, singlelanguage or multi-language. Procurement systems can be set up for manufacturing or
government agencies for banks or retail chains. They can be installed on your own
equipment or cloud.
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Online Bidding System/exBid Procurement System/System #2
eBid eXchange is an integrated procurement system for supplier management, esourcing, and contract management. Help the procurement team by providing the
software tools for strategic sourcing to drive process efficiency and cost saving
throughout the organization. The eBid eXchange e-procurement platform is an easy-touse, affordable, and customizable software-as-a-service solution used by large and small
businesses and government procurement organizations.
Online Bidding System/ SAP Supplier Relationship Management/ System #3

SAP has a product that allows a company to manage its relationship with its
vendors more successfully. The SAP Supplier Relationship Management (SRM)
application can connect a company with its supply base which allows multiple levels of
suppliers, partners, and manufacturers to work together while you reduce the cost of
goods sold. There is a number of functions that are found in the SAP SRM application
including procure to pay, catalog management, and supplier evaluation.
Procure to Pay
This function is used to enforce procure to pay best practices that will reduce
procurement costs. This is achieved by improving supplier communications, streamlining
procurement operations, and improving cost management. In this function it is possible to
cut process costs and speed cycle times by automating procurement and leveraging
workflow. You can also improve supplier relationship by assisting electronic transactions
and collaboration. Companies can use the procure to pay data to create strategies with
vendors.
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Catalog Management
This function is used to manage the catalogs that are supplied by vendors and
used by the company's staff to purchase items. The catalog data has to be synchronized
with the SAP master data and the data should be checked for quality to ensure that it is
correct for users. The catalog data should be maintained so that the data can be cleansed,
loaded, aggregated, and put in a position where the data can be searchable. The catalog
function in SAP SRM also provides companies with the ability to add images to the
catalogs they use as well as internet and print publishing.
Operational Sourcing
This function allows a company to look across the enterprise to gain visibility
even when a company is using a variety of purchasing solutions. The functionality gives
the purchasing department a view of the demand for goods across the company, even
non-SAP applications so that they can combine the total expenses and improve the
negotiation process with vendors. The purchasing department can work with the data in
the application to co-operate with vendors to improve overall savings.
Contract Management
Centralized contracts with vendors allow a company to use their total expenses
across a number of locations to help negotiate better prices. The SAP SRM application
gives a purchasing department the tools to track the money spent and ensure that
employees are purchasing the correct items for the prices negotiated with the vendor.
Self Service Procurement
This functionality gives employees of a company the opportunity to purchase
items they need from vendors via an internet portal. This allows employees who do not
normally purchase items, to be able to purchase items through the catalogs that are
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available to them. By developing a set of business rules for the employees, they can
purchase items which can trigger an approval workflow so the items are received in a
timely fashion.
Reporting
The SAP SRM application contains operational reporting that allows a company
to monitor purchasing activities, measure contract compliance, and review organization
wide spending and sourcing needs. The reports can use data from the SAP SRM and SAP
ERP systems.
Current Release
The current release of the SAP Supplier Relationship Management is version 7.0,
which was released in 2009. The first SAP e-procurement solution was offered in 1999,
and over the years, the solution has grown from a Web-based catalog requisitioning
solution aimed at operational excellence to the solution today that offers complete supply
management. SAP SRM is based on a number of best practices that come from proven
business and industry expertise. It also provides a wide range of pre-configured business
scenarios that companies can quickly implement and benefit from with improved
efficiency in their business processes.
Online Bidding/ Coupa Procurement System / System #4

Coupas cloud procurement software application is a powerful procure-to-pay
system that brings consumer e-commerce shopping ease and bottleneck-busting
functionality to the procurement workflow. Our procurement software can handle
transactions in multiple currencies and languages so you can run a global operation using
Coupa.
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Purchase requisitions: Users can requisition any item from any supplier, and put it
through your purchasing process for approval. Purchase order software: iBuy lets buyers
place and manage purchases from any ecommerce site. Real-time budgeting application,
so youll know where you are before you approve: Full-featured, real-time inventory
system.
Online Bidding/ Ivalua Buyer/ System #4

Complete Spend Management Suite is extremely flexible and able to address all
the specific needs of every client. They have a solution and they can deliver it exactly
what you need. Robust integration across 24 modules: procure-to-pay; e-sourcing, spend
analysis and supplier management. When customizations are needed, Ivalua Buyer is
unsurpassed in terms of flexibility. Battle tested solutions by more than 80
implementations worldwide. We deliver Spend Solutions for the Wise Founded in 2000,
Ivalua uses RFP, RFQ in their system which will be the same to the said title that we
propose. Ivalua buyer manages 24/7 online which is capable of live representation for the
valued customers or bidders.
Online Bidding/ Xchanging Inspiring innovation / System #5
Its not difficult to see how a single, end-to-end procurement solution would
strengthen business operations.
A single journey is an all the way from initial product or service sourcing through
invoice payments and ongoing supplier management. Cost savings would be achieved
and process efficiencies would clearly add to the overall business value. So its not the
vision that is the challenge. The difficulty has always been making it happen. Each stage
of the procurement cycle involves multiple stakeholders, variable processes, questionable
practices, unregulated pricing and almost limitless administration. Any value initially
attached to a transaction is systematically leached from the business as the process grinds
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slowly and painfully onwards to an eventual but unsatisfying conclusion. Its hardly the
thing dreams that are made of. In any other part of a commercial enterprise, systemic
inefficiency would be penalized. Business architects would operate, or amputate. But the
procurement cycle is mission-critical. However complex the structures may be, they
remain essential to the running of the organization. So the inefficiencies continue. This is
fractured but not broken, fragmented but not split.
It takes a rare and unique blend of people, technology and process to tackle the
complexities of the procurement outsourcing market from end-to-end. Fortunately for our
customers and their businesses, Xchanging Procurement has all the talent, technology and
processes theyll ever need. Our Source-to-Pay, Source-to-Contract and Co-Sourcing
solutions are designed and tailored to best match each of our customers environments.
As the business of business accelerates, so does the process of processing. Time is
money. Speed in delivering results is power. From initial supplier contracts to final
accounts payable, Xchanging Procurement accelerates the entire buying transaction
across markets, across companies and across borders. The faster and more efficient a
business can process supply chain intelligence and transactions, the more competitive it
can become. If it can connect the transaction to the finance department, competitive
advantage can only increase.
Competitive advantage is driven through MM4, the integrated technology
platform from Xchanging Procurement. By developing a single environment for
Procurement Outsourcing, Xchanging Procurement helps synchronize disparate elements
of the procurement cycle. Market intelligence and insight are inextricably connected to
accounts payable and accounts receivable. We create a single view of the buying cycle so
that stakeholders across the enterprise and supply chain are visible, connected,
streamlined, and working together.
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Togetherness is a word not often attributed to procurement, but Xchangings
global expertise and proven ability to synchronize sourcing and business objectives
creates a cycle of improvement that directly benefits the customer organization again and
again. Procurement Outsourcing requires collaboration not just between Xchanging and
the customer, but with all associated internal/external stakeholders.
Local Literature
PhilGEPS Governments Tool for Procurement Reforms and Transparency
Procurement is commonly defined as the acquisition of appropriate goods and/or
services at a best possible price to meet the needs of the purchaser in terms of quality and
quantity, time, and location. The procurement process formally starts from the point
where the need to make a purchase to deliver an objective has been identified, and its
process ends when the product has been used up or sold on or the service contract has
been delivered completely and the supplier or contractor is paid in full. The procurement
function makes it possible for organizations to plan, acquire and distribute their needed
resources - from paper and pens, to mobility items, IT systems and applications, security
contracts, consultancies to continue the business operations of the firm. In any
organization, procurement is the largest or second-largest category of expenditure. In
contemporary business parlance, the term procurement is an umbrella term which
includes in its sphere concepts such as logistics and inventory management, online
transactions, sourcing and outsourcing, supply chain management and operations, and
eBidding. Procurement is an essential function that helps shape corporate strategy and
success.
All organizations aim for good procurement practices and that means value for
money that is, buying something that is fit for purpose, taking into account the overall
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cost. A good procurement process should also be delivered efficiently to limit the time
and expense for the parties involved.
Procurement is also a major activity in government. In the Philippines, hundreds

of billions of pesos is spent by the government to buy goods and services to operate the
bureaucracy, carry out projects, and deliver services to its citizens. The World Bank, a
development partner, cites that for the past four years, an average of P121 billion worth
of infrastructure, equipment, materials, supplies, and services pass through government
procurement processes each year which accounts for 15% of the countrys annual budget.
Procurement plays a central role in delivering all Philippine government priorities
from the free drugs and medicines at public hospitals, public school buildings, desks
and chairs, to the guns and ammunitions of the military and police and the electronic
systems that supported our recently-concluded automated elections.
The Philippines procurement system used to be described as cumbersome and
prone to corruption as there were many outdated and inconsistent laws and many
agencies dealing with issuance of guidelines and procedures in procurement. The public
perception is that government procurement was characterized by fraud, inefficiency and
lack of transparency. As a result, there is very low trust and confidence in the public
procurement system.
What has become PhilGEPS today had its beginnings as the Pilot Electronic
Procurement System (Pilot EPS) in November 2000. By utilizing the accessibility of the
internet, the EPS was established with the assistance of the Canadian International
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Development Agency (CIDA) as a common portal for registration of suppliers and
advertisement of bid opportunities.
The passage of the Government Procurement Reform Act in 2003 further boosted
the importance of PhilGEPS. This law set forth the rules and regulations for government
procurement transactions as guided by the principles of transparency, competitiveness,
streamlined procurement processes, accountability, and public monitoring. It required all
government requirements from goods and consulting services to civil works to be
centrally posted through an internet infrastructure which will be called the Philippine
Government Electronic Procurement System (PhilGEPS).
With the implementation of RA 9184, all National Government Agencies (NGAs),

Government Owned and Controlled Corporations (GOCCs), Government Financial
Institutions (GFIs), State Universities and Colleges (SUCS) including Local Government
Units (LGUs) are mandated to use the PhilGEPS. Suppliers, manufacturers, contractors
and consultants are also required to register as well. Through the use of the PhilGEPS,
transparency in government procurement is enhanced since opportunities to trade with
government and the ensuing transactions are provided online. Information on changes in
terms of references, bid schedules, and the winning bidder and contract amount are all
accessible through the system. In addition, the electronic catalogue, which provides
information on pre-approved cost of commonly used items, will help government
auditors check whether the supplies purchased by a government agency are not grossly
over-priced. Before the enactment of RA 9184, bid opportunities costing 2M and above
for goods and consulting services and 5M and above for civil works should be advertised
twice on two newspapers of general circulation. With the new law, opportunities are now
required to be advertised only once in a newspaper of general circulation and posted
continuously in the PhilGEPS for seven calendar days. As a result, the government has
been able to save almost Php 600 million in newspaper advertisement expenses alone as
of June 2010.
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As of September 15, 2010, the PhilGEPS hosted bid opportunities posted by
11,147 government agencies and accessed by 45,955 goods and services providers. Over
1,080,000 bid notices have been posted by various procuring entities in the system.
Globe Telecom e-Bid System

The Internet has provided unique opportunities for Globe Telecom to interact with
its suppliers and partners as closely as if they were a single entity. Termed as the "new
economy", the company is enhancing its procurement approach and infrastructure in
order to maximize the benefits that can be derived in participating in this collaborative
environment.
Globe's e-Sourcing Portal was developed in order to provide our partners an
effective means of joining in an "ecosystem" that simplifies the procurement processes.
Our vision is to build an environment that promotes stronger business relationship by
utilizing the advancement in communication technology and enterprise mobility. Truly,
this is e-Commerce in action.
MEC NETWORK SOLUTION
They have a wide array of global brands and ICT products that uses our
distribution services as to reach the intended market. Here, they are parked under their
respective technologies. These products under their respective technologies are what
makes up the salient components of every business ICT infrastructure. As a Value Added
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Distributor in the ICT industry, they provide their business partners and end clients with
various pre-sales ICT services in the fields of wired and wireless data, voice and video
network design ICT services, demo facilities, solution proofs of concept, reference
systems and network value engineering design services. These services are ISO 9001:
2008, ITIL and DNB Certified to help feel more at ease when dealing with them. MEC
have been in the industry since 1995 with their still expanding worth of networks to help
company choose products in the ICT, IT industry.
2.2 Related Studies

This section consists of information gathered from thesis and dissertations which
are also relevant to the research.
Foreign Studies
Procurement Procedures Under the Private Finance Initiative: The
Operation of the New Legal Framework
(Dr. Richard Craven, Supervised
Professor David Fraser, 2012)
by
Professor
Sue
Arrowsmith
and
Richards thesis investigates the application of the new 'competitive dialogue'

procedure in the EC public procurement rules to projects tendered under the Private
Finance Initiative (PFI).
The aim of the thesis is to examine the way in which the new legal framework for
competitive dialogue is applied to PFI projects in the UK and actors perceptions of that
framework. It identifies: perceived positive aspects of the framework in facilitating best
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practice; perceived problems, including any legal uncertainty and constraints on best
practice; strategies to conduct the process within the constraints; and the factors that
influence compliance and approach to legal risk.
The Impact of the EC Procurement Rules on Corporate Responsibility in the

Supply Chain: a Study of Utilities
(By Dr. Eleanor Aspey, Supervised by Professor Sue Arrowsmith and
Professor David Fraser and Frances Darton of Achilles Information Ltd,
2011)
Dr. Eleanor's thesis examines the effect of the EC procurement legislation on the
implementation of corporate social responsibility policies by the UK utilities. The
thesis aims to discover any problems and uncertainties in the area of Corporate
Responsibility in the Supply Chain within utilities caused by the EC rules, any positive
benefits of the rules on designing corporate social responsibility policies, and the
response of the utility sector in practice. The thesis involves legal analysis of the relevant
EC rules and empirical research, interviewing those responsible for implementing CSR
policies in a sample of UK utilities. Her research was funded by the ESRC and Achilles
Information Ltd.
Public Procurement and Tied Aid in the European Union: A Critical Analysis
of the Legal Framework
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(By Dr. Annamaria La Chimia, Supervised by Professor Sue Arrowsmith,
2006)
Dr. Annamaria La Chimia's thesis provides a critical examination of the legality of

practice of tied aid in the EU Member States, under regional and international trade rules.
It focuses on the question of the compatibility of tied aid practices with EC rules and
principles and with the international legal instruments relevant for the EU, such as the
WTO Agreements.
The thesis is based on the premise that tying of aid is a problem that needs to be
addressed, and the analysis elucidates the legal tools to help address the problem by
identifying the legal rules that are relevant, by considering how they apply to tied aid, and
by highlighting where amendments may be needed to limit the practice of tied aid by
using legally binding international and regional instruments. Two European countries are
taken as examples in order to provide a practical illustration of the real world scenarios
where the law must deal with, namely Italy and United Kingdom.
Buyers, Sellers and Bids The tendering Market in Public Procurement

(By Henrik Stensson; University essay from Blekinge Tekniska
Hgskola/Inst. fr industriell ekonomi, TIEK [2014])
This thesis studies the function of the tendering market in public procurement.
The effects of the characteristics of buyers, sellers, and bids in the tendering market are
analyzed. A dataset of construction tenders in the county of Kalmar, Sweden is analyzed
by using regression analysis. Several findings are made about how characteristics of size,
level of organizational knowledge, and location of buyers and sellers affect the
functioning of the tendering market in public procurement. The market for public tenders
is part of the public procurement market which is described in the thesis from a European
and Swedish perspective.
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The roles of public procurement authorities and of the supplying firms in this
market are described and the interactions of these players are analyzed. Tendering
involves an auction procedure and the thesis treats some aspects of auction theory. The
subject of the thesis to study the functioning of the public procurement market based on
the characteristics of the players within it is a new approach, but the characteristics that
are studied in the thesis and their effects on the behavior of the participant in the public
procurement market have all to some extent been described in the literature. A short
presentation of the main findings of the analysis:
The location of a firm here, meaning the site of its headquarter, has an
influence on the frequency with which the firm is bidding. The effect is a small
positive correlation between the firm being local (in the place where the contract
of the tender is to be carried out) and its participation in tender. The organizational
knowledge of a firm is positively correlated with the frequency with which it
submits bids in public tenders. The more organizational knowledge there is in the
buying public entity, the smaller will the price variation be in the bids submitted
in a tender.
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There is a negative relationship between the size of the tender and the
variation in price among the bids received. Being a local firm slightly increases
the chance of winning a tender. The study gives an indication that the studying of
the described characteristics have effects on the behavior of the participants in the
market and it opens for further research in the area.
Assessment of Effectiveness of Public Procurement Process: The Case Study of

Ministry of Finance and Economic Affairs In Tanzania
(Christian Myowela; Alemante Ergete Gorfu; [2012]
Presence of a free market economy has strongly increased competition among

companies. This case has led them to find new techniques on how to sell their products or
services while public sector have stopped engaging in business by privatizing their
production companies, Nowadays in developing countries, all government expenditure
depending fully in private sector for products or services, a good example is within
stationery items, construction of roads, cleaning works, transportation and so forth. These
procurements have been associated with many scandals such as favoritism in awarding of
procurement contracts to some companies.
Therefore, there is need for developing countries to rectify and control ministerial
tender board acts in awarding contracts that will ensure fair competition, transparency
and accountability by establishing good corporate governance codes. The aim of this
thesis is to assess efficiency and effectiveness of Public Procurement Process as a case
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study in the Ministry of Finance and Economic Affairs of Tanzania. This study has
targeted interviews and observation which have shown there are ineffective of the public
procurement process. These are injected by the public procurement Act No. 21 of 2004
and others are caused by inadequate budget to pay suppliers on time, limitation of skills,
and knowledge to the ministerial staffs and PMU staffs.
Furthermore, researchers have recommended that there is a need to amend the

public procurement Act No. 21 of 2004 and accommodate some key points that will
enhance efficiency and effectiveness of the procurement process which will increase
revenue collection and emphasizing training of user PMU staffs. However, this Act is not
panacea solution to everything but it must be dynamic to accommodate new issues as it
will be raised new techniques and principles that will ensure accountability and efficiency
on procurement.
Local Studies
Department of Heath Customized Procurement Manual

It is fundamental that we purchase the needed goods, services, and works in the
right quantity and quality, at the right time and price, to better support the
implementation of health programs and delivery of health services. We need to plan our
procurements better, improve our systems, use better tools, and produce arcade of
committed and trustworthy procurement professionals. We need to better manage our
procurements to have significant impacts of lowering costs, generating substantial
saving, and ensuring that quality goods and services are available for health program at
all cost and in service delivery points. We need to make our transactions more
transparent, competitive, and faster, and to comply with existing laws that relate to
purchasing of health goods, services and works. It is also essential that we have
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procurement reform activists and a core group of highly competent and honest
professionals and support staff.
The procurement reform is an essential component of our health sector reform
agenda. The Government Procurement Reform Act or Republic Act 9184 of 2003 and its
Implementing Rules and Regulations give us a legal basis for conducting our
procurements. In addition, the Government Procurement Policy Board wherein the
Department is an active member has been issuing standard bid documents and forms,
various resolutions, circulars, opinions, and generic manuals to support compliance,
facilitate the procurement processes and make it more efficient and effective. With the
variations in procurement practices in each of the DOH procuring entities and special
requirements of health goods, services and works, the generic procurement manuals
have been customized to minimize variations and ensure that all concerned follow the
procurement law and related laws. For your reference and guidance are the four (4)
customized volumes: Volume I: Guidelines on the Establishment of Procurement
Systems and Organizations; Volume II: Guidelines on the Procurement Goods; Volume
III: Guidelines on the Procurement of Civil Works and Volume IV: Guidelines on the
Procurement of Consulting Services. With these, we hope to improve the efficiency and
effectiveness of our procurement systems, practices and processes.
(By Enrique T. Ona MD.)
Procurement of Consulting Services

These Philippine Bidding Documents (PBDs) for the procurement of Consulting
Services through Competitive Bidding have been prepared by the Government of the
Philippines (GOP) to be used by all branches, agencies, departments, bureaus, offices, or
instrumentalities of the Government, including government-owned and/or controlled
corporations (GOCCs), government financial institutions (GFIs), state universities and
colleges (SUCs), and local government units (LGUs). The procedures and practices
presented in this document have been developed through broad experience, and are for
mandatory use in projects that are financed in whole or in part by the GOP, World Bank,
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or any foreign government/foreign or international financing institution in accordance
with the provisions of the Implementing Rules and Regulations (IRR) of Republic Act
9184 (R.A.9184).
The bidding documents shall clearly and adequately define, among others: (a) the
objectives, scope, and expected outputs and/or results of the proposed contract; (b) the
minimum eligibility requirements of bidders, such as track record to be determined by the
Head of the Procuring Entity; (c) the expected contract duration, delivery schedule and/or
time frame; and (d) the obligations, duties, and/or functions of the winning bidder.
(The Philippine Bidding Documents, Government of the Philippines)
Transparency and Accountability Network procurement monitoring
On January 2003, it passed the RA9184 Government Procurement Reform
Act provided for NGO observers to the procurement process. The procurement
monitoring is based on Government Procurement Reform Act (RA 9184) and other
related GPPB issuances and it covers monitoring of competitive bidding, and alternative
modes of procurement. Observers report also provides guide on determining red flags and
utilizes documents such as Annual Procurement Plan or Procurement List (including
Supplemental Procurement), Items to Bid, Bid Results on Civil Works, and Goods and
Services, Abstract of Bids as Calculated, etc.
(Vincent T. Lazatin 25 January 2012)
2.3 Conceptual model of the study
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Input
Process
Output
Knowledge Requirement
Database Management
PHP
Software Requirement
Microsoft Visual Studio 2010
MySQL
Adobe Photoshop CS5
Online Bidding
System For One
Commerce
Adobe Illustrator
Internet Web Browser
A system application
that will improve
bidding or auctioning
method with the help
of the procurement
process
Operating System
System Analysis & Design
User Interface
For Easy and efficient

service to all
Data Flow Model

Entity Event Model
Testing &Revisions
Debugging
Unit testing
Product testing
Integration testing
Acceptance testing
End-to-end testing
Hardware Requirement
Computer Set with
IPO Model
Internet Connection
IPO
27

This chapter explains the conceptual model of a general system. It is a table that
shows a programs input, its output, and the processing steps required to transform the
input into the output.
It also includes all the materials and information required for the process, details
of the process itself, and descriptions of all products and by-products resulting from the
process.
Input
The first component of the conceptual model is input which includes
knowledge requirement, software requirement and hardware requirement. Input is the
information, ideas, and resources used in creating a program. Knowledge requirement
refers to the knowledgeable person who must have skills in order to identify the
strengths and weaknesses of alternative solutions, conclusions of their system. Software
requirement includes Visual Studio, Browser, and MySQL, Adobe Photoshop and Adobe
Illustrator for design purposes. Last is hardware requirement where computers and other
devices are used in development and testing.
Process
The next stage in the information input being manipulated is processing. It is the
action of manipulating the input for more useful forms. It is a series of procedures which
include system analysis, project design and system development testing and revision to
develop a website of online event management system
Output
27

The last stage is the output. It is the result of the processing based on inputs and
process identified during the actions taken by the researchers through the system
development of the study.
2.4 Operational Definition of terms
27

System bounded transformation process, that is, a process or collection of processes
that transforms inputs into outputs. It can comprise multiple views. For the man-made
systems
it
may
be
such
views
as
planning, requirement (analysis), design,
implementation, deployment, structure, behavior, input data, and output data views.
Data
Distinct
pieces
of
information
usually formatted in
special
way
of instructions for manipulating data.

Online Anything done using the internet or on the web
Transaction Transfer of data from one person/computer with another.
Encode Input data to the computer.
Input/output - is the communication between information processing system (such as a
computer) and the outside world.
Request for Quotation A way of encouraging contractors to bid against each other in
certain items or products.
Request for Information A kind of the data which comes from the potential seller or
service provider that can determine the availability of products or services in the
marketplace
Request for Proposal A process of including informations about determining both
initial and ongoing costs of the product or service.
2.4.1 Acronyms
27

KIDS Knowledge in Data System
I/O Input/Output
VS Visual Studio
SQL Structured Query Language
MS Microsoft
RFI- Request for Information
RFQ- Request for Quotation
RFP- Request for Proposal
CCS College of Computer Studies
UPSHD University of Perpetual Help System Dalta
27

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