Gen. Trias Investment Incentive Code of 2008

VOLUME 2
PHILGEPS USER GUIDE

For Buyers and Buyer Coordinators
PHILGEPS version 1.0

November 2005
AYALA SYSTEMS TECHNOLOGY INC.

SINGAPORE COMPUTER SYSTEMS LTD.
VOLUME 2 GEPS USER GUIDE FOR BUYERS AND BUYER COORDINATORS Table of Contents
Table of Contents
About This Guide ......................................................................................................................4
1. PURPOSE ..........................................................................................................................................................4
2. HOW TO USE THIS GUIDE ..............................................................................................................................4
CHAPTER 1 - MY GEPS...............................................................................................................5
SECTION 1.1 - PENDING TASKS ...........................................................................................................................5
1.1.1 - Pending Request for Participation.............................................................................................................6
1.1.2 - Order Management ..................................................................................................................................8
1.1.3 - Pending Orders ......................................................................................................................................10
1.1.4 - Bid Notices for Posting ...........................................................................................................................11
1.1.5 - Award Notices Creation / Shortlisting......................................................................................................11
1.1.6 - Award Notices for Posting.......................................................................................................................12
1.1.7 - Award Notices to Proceed.......................................................................................................................13
SECTION 1.2 - MY NOTICES .............................................................................................................................. 15
1.2.1 - View Bid Notices.....................................................................................................................................17
1.2.2 - Create a New Bid Notice.........................................................................................................................17
1.2.3 - View Bid Notice Abstract ........................................................................................................................38
1.2.4 - Edit a Bid Notice.....................................................................................................................................47
1.2.5 - Delete a Bid Notice.................................................................................................................................48
1.2.6 - Post Bid Notice.......................................................................................................................................48
1.2.7 - Change Status of Bid Notice from Pending to In-Preparation ...................................................................49
1.2.8 - Create Bid Supplements ..........................................................................................................................50
1.2.9 - Add Suppliers to the Document Request List ............................................................................................53
1.2.10 - Create Bidders List ...............................................................................................................................57
1.2.11 - Shortlist Suppliers.................................................................................................................................62
1.2.12 - Create an Award Notice........................................................................................................................64
1.2.13 - Upload Associated Document................................................................................................................67
1.2.14 - Postpone / Cancel / Fail Bid Notice .......................................................................................................68
1.2.15 - View Detail Tracking Report .................................................................................................................71
SECTION 1.3 - AWARD NOTICE LIST ................................................................................................................ 74
1.3.1 - View Award Notice Abstract....................................................................................................................75
1.3.2 - Edit an Award Notice..............................................................................................................................79
1.3.3 - Post Award Notices.................................................................................................................................80
1.3.4 - Delete Award Notices .............................................................................................................................81
1.3.5 - Repeat Order / Re-Award / Cancel Award Notice.....................................................................................82
CHAPTER 2 - MY ORGANIZATION............................................................................................. 86
SECTION 2.1 - ORGANIZATION PROFILE .......................................................................................................... 86
2.1.1 - Update Organization Profile ...................................................................................................................88
SECTION 2.2 - SUB-ORGANIZATION LIST......................................................................................................... 90
2.2.1 - View Sub-Organizational Profile.............................................................................................................92
2.2.2 - Create New Sub-Organization.................................................................................................................92
2.2.3 - Edit Sub-Organization Profile .................................................................................................................94
SECTION 2.3 - ORGANIZATION CONTACT LIST................................................................................................ 96
2.3.1 - View Contact Profile...............................................................................................................................97
2.3.2 - Create New Contact..............................................................................................................................100
2.3.3 - Edit Contact Profile ..............................................................................................................................102
SECTION 2.4 - ORGANIZATION HISTORY ....................................................................................................... 104
SECTION 2.5 - ACCREDITED SUPPLIERS ......................................................................................................... 105

VOLUME 2 GEPS USER GUIDE FOR BUYERS AND BUYER COORDINATORS Table of Contents
2.5.1 - View Accredited Suppliers List ..............................................................................................................105

2.5.2 - Add New Accredited Supplier................................................................................................................106
2.5.3 - Remove Supplier from Accreditation List ...............................................................................................108
SECTION 2.6 - BLACKLISTED SUPPLIERS ....................................................................................................... 109
2.6.1 - View Blacklisted Suppliers List..............................................................................................................109
2.6.2 - Add New Blacklisted Supplier................................................................................................................110
2.6.3 - Remove Supplier from Blacklisted Suppliers List....................................................................................113
2.6.4 - Change Blacklist Expiration Date..........................................................................................................114
SECTION 2.7 - VIEW USER ACTIVITY ............................................................................................................. 115
CHAPTER 3 - MY PROFILE ..................................................................................................... 118
SECTION 3.1 - VIEW OWN PROFILE ................................................................................................................ 118
SECTION 3.2 - UPDATE OWN PROFILE ........................................................................................................... 120
SECTION 3.3 - CHANGE PASSWORD ............................................................................................................... 123
SECTION 3.4 - ACTIVITY ................................................................................................................................. 124
CHAPTER 4 - OPPORTUNITIES............................................................................................... 127
SECTION 4.1 - OPEN OPPORTUNITIES ............................................................................................................. 127
4.1.1 - View By Category.................................................................................................................................128
4.1.2 - View By Agency....................................................................................................................................130
4.1.3 - Simple Search.......................................................................................................................................132
4.1.4 - Detailed Search ....................................................................................................................................133
4.1.5 - View Bid Notice Abstract ......................................................................................................................135
4.1.6 - Order Bid Documents ...........................................................................................................................138
SECTION 4.2 - FORMER OPPORTUNITIES ........................................................................................................ 142
4.2.1 - View By Category.................................................................................................................................142
4.2.2 - View By Agency....................................................................................................................................144
4.2.3 - Simple Search.......................................................................................................................................146
4.2.4 - Detailed Search ....................................................................................................................................147
4.2.5 - View Bid Notice Abstract ......................................................................................................................148
SECTION 4.3 - AWARD NOTICES..................................................................................................................... 150
CHAPTER 5 - CATALOGUE...................................................................................................... 153
CHAPTER 6 - DIRECTORY ...................................................................................................... 154
SECTION 6.1 - BUYERS DIRECTORY ............................................................................................................... 154
6.1.1 - View Buyers by Sector...........................................................................................................................155
6.1.2 - Search Buyer Organization ...................................................................................................................158
6.1.3 - Search Buyer Contact Person................................................................................................................160
SECTION 6.2 - SUPPLIERS DIRECTORY ........................................................................................................... 163
6.2.1 - View Suppliers by Category ..................................................................................................................164
CHAPTER 7 - ABOUT GEPS .................................................................................................... 165

VOLUME 2 GEPS USER GUIDE FOR BUYERS AND BUYER COORDINATORS About This Guide
About This Guide

1. Purpose
This guide covers the features available for the Buyers and Buyer Coordinators who will be given
access to the Government Electronic Procurement System (GEPS). It is intended to provide ease in
navigating through pages of the web application.

2. How to Use This Guide

This guide assumes that readers are familiar with the following:
Use of Internet Explorer
Procurement system in the Philippine government context, including terminology
For ease of navigation, this guide is divided into seven (7) chapters as follows:
Chapter 1 My GEPS
Chapter 2 My Organization
Chapter 3 My Profile
Chapter 4 Opportunities
Chapter 5 - Catalogue
Chapter 6 Directory
Chapter 7 About GEPS
The above chapters are equivalent to the seven (7) main menu options available for the Buyer or
Buyer Coordinator upon log-in to GEPS application.
If you require information on any specific feature, you may use any of the following methods:
Refer to the Table of Contents.
Read the introductory paragraph at the beginning of each chapter and section for an
overview of the subjects covered.
AYALA SYSTEMS TECHNOLOGY INC. 4 - 165

VOLUME 2 GEPS USER GUIDE FOR BUYERS AND BUYER COORDINATORS Chapter 1 MY GEPS
CHAPTER 1 - MY GEPS
The My GEPS is the central part of the Buyer and Buyer Coordinators use of the GEPS application. It is
the module where the Buyer or Buyer Coordinator will be able to create, view, modify and monitor the
bid and award notices.
To access My GEPS, please perform the following:

1. Log in to GEPS application.
2. Click on My GEPS menu (see Figure 1.1).
Figure 1.1 My GEPS Menu Bar
The My GEPS menu consists of three (3) sub-menus as follows:

Pending Tasks
My Notices
Award Notice List
The succeeding sections will guide you on how will you be able navigate through each of the above sub-
menus.
Section 1.1 - Pending Tasks

Pending tasks work similar to the inbox in a workflow application. They serve as reminders to users,
as a Buyer or Buyer Coordinator, to take action on a task or tasks required, in the processing of
procurement in GEPS. The pending tasks are auto-generated in GEPS.
Since the Buyer and Buyer Coordinator are involved in different stages of the procurement process,
each one may have a different set of pending tasks.
Once a user logs-in to GEPS, the Pending Tasks page is displayed by default (see Figure 1.1.1).
The Pending Tasks page lists the different categories that a user has to complete. Opposite each
pending task is a Number that indicates the total number of tasks that he/she has to accomplish or
complete. The task is removed from the Pending Tasks or the Number is diminished after he/she
has completed the required action or actions on the pending tasks.
To see the pending tasks listed under a category, click on the corresponding Number link. The
specific pending task page will be displayed.

Click to
view/take
action on the
pending task.
Figure 1.1.1 Pending Tasks Page
1.1.1 - Pending Request for Participation

This pending task is created for the Buyer or Buyer Coordinator when a supplier requests to
participate in a limited source bidding. (Please refer to the Help link on every page for the
Definition of Terms.) The Buyer or Buyer Coordinator has the option to approve the request/s so
that supplier/s can get to order the document/s and participate in a particular bidding, or deny the
supplier from participating in that bidding.
If the request is approved by either the Buyer or Buyer Coordinator, an email will be sent to the
supplier about the status of his request. The system will also create a corresponding pending task
(Invitation to Bid) for the supplier.
If the Buyer or Buyer Coordinator reject/s the request/s, an email will be sent to the supplier
informing him/her that the request/s was/were denied.
A pending task will be removed from the list after the Buyer or Buyer Coordinator has either
approved or disapproved the request.
1. From the Pending Tasks page (see Figure 1.1.1), click on the Number hyperlink opposite
Pending Request for Participation category. The Pending Request for
Participation page is displayed (see Figure 1.1.1.1). The Number indicates the total
number of pending requests for invitations received from the suppliers.

Click to process supplier request

for participating in the bid.
Figure 1.1.1.1 Pending Request for Participation Page
2. In the Pending Request for Participation page, click on the Supplier Name. The
Supplier Organization Information page will be displayed (see Figure 1.1.1.2).
Figure 1.1.1.2 Supplier Organization Information Page
3. In the Supplier Organization Information page, click the Approve button to approve the
request. A pop-up message will appear confirming the approval of the request (see Figure
1.1.1.3). Clicking OK will return the previous page.

Figure 1.1.1.3 Approval Confirmation Message
4. To deny the Request for Participation, click the Reject button. The Disapproval pop-up
window will appear (see Figure 1.1.1.4) to enable the Buyer or Buyer Coordinator to enter
the Reason or reasons for disapproving the Request for Participation. Clicking the
Submit button will redirect the Buyer or Buyer Coordinator to the previous page.
Figure 1.1.1.4 Disapproval Pop-Up Window
5. To discontinue the process, click the Cancel button.
1.1.2 - Order Management

When a supplier orders a non-electronic bid document or bid supplement, the system will create
this pending task for the Buyer or Buyer Coordinator who is designated as the contact person of
the agency for the bid. This will allow the agency to record the information when the supplier
comes and collects the tender document.
The pending task will be removed from the Collected column in the Order Management
page after all document relative to a bid notice/s are collected for a particular order.
Order Management category. The Order Management page is displayed (see Figure
1.1.2.1). The Number indicates the total number of order/s pending for collection by
suppliers.

Click to record supplier document

collection information.
Figure 1.1.2.1 Order Management Page
" NOTE: The Pending link under Collected column will only be enabled if the
corresponding date under Document Available is the same or earlier than the
current date.
2. In the Order Management page, locate the particular supplier order and click on the
corresponding Pending link under the Collected column. The Document Collection
window is displayed (see Figure 1.1.2.2). The page shows the Buyer or Buyer Coordinator
the bid documents ordered by the supplier.

Click the document to be collected.
Enter
details of
collector
contact
person.
Figure 1.1.2.2 Document Collection Window
3. In the Document Collection window, a Buyer or Buyer Coordinator must perform the
following:
a. Select bid document/s to be collected by clicking on the corresponding Select
checkbox.
b. Type-in the name of the person who collected the document in the Collected By field.
c. In the Collected Date field, use the calendar icon to enter the date. (The Date
displayed in this field is defaulted to the current date.)
d. After clicking the Submit button, the Buyer or Buyer Coordinator will be redirected
back to Order Management page.
1.1.3 - Pending Orders

This pending task is created to remind the Buyer or Buyer Coordinator to complete the process
of ordering bid document/s.
From the Pending Tasks page (see Figure 1.1.1), click on the Number hyperlink opposite
Pending Orders category. (The Number indicates the total number of documents which are
pending to be ordered.) The Order Associated Documents (Order Basket) page is
displayed. To continue the order process, please refer to 4.1.2 Order Bid Documents.

1.1.4 - Bid Notices for Posting

This pending task is created to remind the Buyer or Buyer Coordinator that the bid notices
he/she has created are yet to be posted.
Bid Notices for Posting category. The Number indicates the total number of bid notices
pending to be posted. Upon clicking the Number hyperlink, the My Bid Notices page is
displayed (see Figure 1.1.4.1). The page displays all bid notices which are pending to be
posted. These bid notices have a status of In-Preparation.
Figure 1.1.4.1 My Bid Notices Page
2. To post the bid notices, please refer to 1.2.6 Post Bid Notice.
1.1.5 - Award Notices Creation / Shortlisting

This pending task is created to remind the Buyer or Buyer Coordinator to either create a shortlist
or Award Notice for a bid that has been closed for more than fifteen (15) days. For two-stage
bidding, this pending task reminds him/her to create the 2nd-stage bid notice after creating a
shortlist from the 1st-stage bidding.
Award Notices Creation / Shortlisting category. The Number indicates the total
number of bid notices pending to be awarded/shortlisted. Upon clicking the Number
hyperlink, the My Bid Notices page is displayed (see Figure 1.1.5.1).

Figure 1.1.5.1 My Bid Notices Page
2. To prepare an award notice from the My Bid Notices page, please refer to 1.2.12 Create
an Award Notice.
3. To process the bid notice for second stage bidding, please refer to 1.2.11 Shortlist
Suppliers.
1.1.6 - Award Notices for Posting

This pending task is created to remind the Buyer or Buyer Coordinator that award notices he/she
has created are not yet posted. An award notice must be posted before it can be displayed in
GEPS.
" NOTE: Before posting an award, the Buyer or Buyer Coordinator must ensure that all
details of the award are complete and that the Awardee is selected from the Bidders
List. Once the award is posted, all suppliers who participated in the bid will be
notified of the result.

Award Notices for Posting category. The Number indicates the total number of award
notices pending to be posted. Upon clicking the Number hyperlink, the Award Notice
List page is displayed (see Figure 1.1.6.1).
Figure 1.1.6.1 Award Notice List Page
2. To post an award notice from the Award Notice List page, please refer to 1.3.3 Post
Award Notices.
1.1.7 - Award Notices to Proceed

This pending task is created to remind the Buyer or Buyer Coordinator to issue a Notice to
Proceed after an award notice is created for the successful bidder.
Award Notices to Proceed category. The Notice to Proceed page is displayed (see
Figure 1.1.7.1). The Number indicates the total number of award notices to proceed
pending to be posted.
Click Title of award notice to

issue Notice to Proceed.
Figure 1.1.7.1 Notice to Proceed Page
2. In the Notice to Proceed page, locate the award notice to process and select by clicking on
the Title. The Award Notice Creation page is displayed (see Figure 1.1.7.2).

Enter pertinent information

about the awarded notice.
Figure 1.1.7.2 Award Notice Creation Page
3. In the Award Notice Creation page, enter the required information to complete the
award notice. The table below lists the required input fields.
DATA FIELD DESCRIPTION

Contract No.* Enter the contract number.
Proceed Date* Enter the date to proceed. The date format is in
DD/MM/YYYY.
Contract Start Date* Enter the start date of the contract. The date format is in
DD/MM/YYYY.
Contract End Date* Enter the end date of the contract. The date format is in
DD/MM/YYYY.
) LEGEND: *Input is required for these fields.
4. After entry, click the Done button to save. Otherwise, click Cancel button to return to
previous page.

Section 1.2 - My Notices

The My Notices sub-menu under the My GEPS menu is where a Buyer or Buyer Coordinator can
create a bid notice, update and monitor its status.
When you access the My Notices sub-menu under the My GEPS menu, the My Bid Notices page
is displayed by default (see Figure 1.2.1). This page displays the Open Notice List which includes
Active, In Preparation and Pending Notices. The page displays all the bid notices that you have
created. The functions available on this page are as follows:
View Bid Notice Abstract
Create a new bid notice
Edit a bid notice
Post bid notice/s
Use these filter facilities to

Click to create a new bid notice. view selected bid notices.
Click to select/ deselect

bid notice to post.
Figure 1.2.1 My Bid Notices Page

The table below lists all the data fields displayed in the My Bid Notices page (defaulted to Open
Notice List):

Check Boxes Used to select/deselect bid notices for posting. For Active
notices, the check box does not appear.
Sequence Number Represents each number of bid notice displayed regardless of
status.
Reference Number A system-generated number unique to each bid notice.
Paperclip Icon / Pushpin Icon The Paper Clip icon represents an attachment or attached
document to a notice. The Push Pin icon represents a Bid
Supplement to a notice. To view Associated Components / Bid
Supplements accompanying a bid notice, click on the icon.
Title Title of the notice. Click on the Title to view Bid Notice Abstract.
Published Date that the bid was published in GEPS. The date format is
DD/MM/YYYY.
Closing Closing date and time of the bid. Date format is DD/MM/YYYY
and time format is 12-hour.
Status Status of the bid. Valid values under the Open Notice List:
Active, In-Preparation and Pending
The table below lists all the data fields displayed in the My Bid page (defaulted to Closed Notice
List):

Sequence Number Represents a number of the bid notice displayed regardless of
status.
Reference Number A system-generated number unique to each bid notice.
Paperclip Icon / Pushpin Icon The Paper Clip icon represents an attachment or attached
document to a notice. The Push Pin icon represents a Bid
Supplement to a notice. To view Associated Components / Bid
Supplements accompanying a bid notice, click on the icon.
Title Title of the notice. Click on the Title to view Bid Notice Abstract.
Published Date that the bid was published in GEPS. The date format is
DD/MM/YYYY.
Closing Closing date and time of the bid. Date format is DD/MM/YYYY
and time format is 12-hour.
Status Status of the bid. Valid values under the Closed Notice List:
Awarded, Cancelled, Closed, Failed and Shortlisted
The succeeding sections will discuss the different functions a Buyer or Buyer Coordinator can
perform on the bid notices that he/she has created.

1.2.1 - View Bid Notices

This function allows a Buyer or Buyer Coordinator to view all bid notices he has created. By
using the filter function available on the page, he/she can view bid notices according to status.
To view bid notices, a Buyer or Buyer Coordinator must perform the following:
1. By default, the My Bid Notices page displays all bid notices that a Buyer or Buyer
Coordinator has created under the "Open Notice List" regardless of status. All notices that
are either Active, In-Preparation or Pending are included on this page.
An Active bid notice means that the Closing Date of the notice has not yet elapsed.
A notice with "In Preparation" status means a notice was created but was not posted.
A "Pending" notice means a notice was posted already but is still waiting to be batch-
processed by the system before becoming "Active". All bid notices posted on any given
day will undergo batch processing. This means that they have to reach a cut-off time
before they will be processed by the system to become "Active" and subsequently
displayed in the Open Opportunities under the Supplier menu and in the Splash
Page to become available to suppliers.
2. To display the notices that are already closed, select Closed Notice List from the drop-
down list of the Display field.
3. To view a bid notice with a specific status, click the appropriate status checkbox/es under
the Filter By Status field and then click the Search button.
1.2.2 - Create a New Bid Notice

To create a new bid notice, a Buyer or Buyer Coordinator shall perform the following functions:
1. In the My Bid Notices page (see Figure 1.2.1), click the Create Notice link. The Notice
Creation (Step1: Basic Information) page is displayed (see Figure 1.2.2.1).

Click to use existing bid notice templates.
Please ensure
that the
amount is in
Philippine
Peso.
Click to select
a different
procuring
entity/client
agency.
Click to
select a
different
contact.
Figure 1.2.2.1 Notice Creation (Basic Information) Page

2. STEP 1: BASIC INFORMATION

In the Notice Creation (Step 1: Basic Information) page, a Buyer or Buyer Coordinator
shall enter the necessary information for the new bid notice. The table below lists all the data
fields displayed in the Notice Creation (Step1: Basic Information) page:

Classification Refers to a group of radio buttons representing the type of
item/s being procured as classified under RA9184. These
types are Goods and Goods General Support Services,
Infrastructure Projects and Consulting Services.
For Goods, classification can undergo One-Step or Two-

Step Bidding.
For Goods General Support Services, One-Step Bidding is

allowed and the Contract Duration field will be mandatory
instead of the Delivery Date.
Civil Works and Consulting Services can have Two-Step

Bidding.
Reference Number A system-generated number which is unique to each bid

notice and increments to the next running number. This is
generated once a Buyer or Buyer Coordinator moves on to
the next step when creating a bid notice.
Solicitation Number* A user defined control number assigned to each bid notice
to keep tract of the Buyer or Buyer Coordinator's bid notices.
An agency may decide to assign only one series of
solicitation numbers for all bid notices posted or may opt to
assign a different series of control numbers depending on
the number of Buyers and Buyer Coordinators posting
notices within an agency.
Notice Type* A Buyer or Buyer Coordinator may select from the drop-down
list the Tender Type which is most applicable to the bid
notice he is creating. For Public Bidding, "The Invitation to
Apply for Eligibility and to Bid" Tender Type shall be used.
Category* A general classification of goods, works and services that are

usually bought by government agencies in a drop-down list
arranged by category. (E.g. If a Buyer has a requirement for
computers, he/she shall choose "Information Technology"
for his category.
Procurement Mode* A list of the Procurement Methods that an agency may

undertake as mandated under R.A. 9184. All procurement
shall be done through competitive bidding, except as
provided for in Section 48 of the IRRs of R.A.9184 which
provides for "Alternative Methods of Procurement".
Public Bidding or Competitive Bidding shall always be


the mode of procurement by agencies.
Shopping may be resorted to if any of the conditions

stipulated under Section 52 is met. If Shopping is
chosen, the Invite Supplier link is displayed. Clicking on
the link will prompt the Buyer or Buyer Coordinator to
select suppliers from the Supplier Directory (see Figure
1.2.2.2). He may search a supplier by Name, City,
Province or Accreditation Code. The selection of
Accreditation Code and Description is provided in
another field. The search would create an AND
condition if values were provided in all the search fields.
Supplier/s will be selected by clicking the corresponding
Select checkbox and clicking the Save button.
Limited Source may be applied if any of the conditions

stipulated under section 49 is met. If Limited Source is
chosen as the method of procurement, the Invite
Supplier link is displayed. After clicking the link, a pop-
up window will appear where a Buyer or Buyer
Coordinator may choose from a list box as to which
Accreditation Code applies to the type of procurement
at hand (see Figure 1.2.2.3). The Accreditation Code is
assigned and maintained by a relevant accreditation
authority like BFAD, PCAB, etc. There is a pool of
suppliers comprising each accreditation code and only
those suppliers assigned under a selected Accreditation
Code shall receive email notifications. When any of
these suppliers logs into the system, the notifications
shall be displayed in their Pending Tasks under the
Invitation to Participate column.
NOTE: To provide accreditation to suppliers, please refer

to Section 2.5 Accredited Suppliers.
Direct Contracting, is resorted to when any of the

conditions stipulated under Section 50 of the IRRs of RA
9184 applies. For this method, any supplier is eligible to
participate in the bid. (This is applied to Goods only.)
Negotiated Procurement is a method of procurement of

Goods, Works and Consulting Services whereby a
procuring entity directly negotiates a contract with a
supplier under conditions stipulated in Section 53.
Approved Budget for the Refers to the Budget for the Contract duly approved by the
Contract* Head of the Procuring entity as defined in Sec. 5a of RA
9184. The system will do a validation check to ensure that
data entered is only numeric. Currency will be in Philippine
Pesos.
NOTE: For shopping, the system would validate the Approved

Budget for the Contract (ABC). The maximum budget
allowed is PhP 250,000. The system will display an


alert message informing the Buyer or Buyer
Coordinator that he/she is not allowed to create a bid
notice using Shopping as the mode of procurement if
the ABC exceeds the allowable amount.
Publish Date* Refers to the date that the Buyer or Buyer Coordinator wants
the notice he/she has created to be posted in the system. By
using the calendar icon, he/she will choose his/her
preferred Publish Date which should be at least a day later
than the current date. It is also the date the notice has
become "Active" and which will be available to the public in
the electronic bulletin board.
Closing Date / Time* For Public Bidding:

Single Stage This field refers to the deadline
of bid submission.
Two Stage:
o 1st Closing Date/Time - This field refers to
the deadline of submission of eligibility for
shortlisting.
o 2nd Closing Date/Time This refers to the
deadline of submission of bids by the
shortlisted bidders.
For Alternative Modes of Procurement like Shopping:
This field refers to the deadline of bid submission.
The date format should be DD/MM/YYYY, while the time is
in 12-hour format.
The minimum period of posting from the Publish Date to the

Closing Date is seven (7) days. Therefore, the Closing Date
will fall on the 8th day from the time the notice was
published. In the cases where the 8th day posting falls on a
non-business day, the Closing Date should be adjusted to
the NEXT business day, provided that the minimum of seven
(7) days from Publish Date is still satisfied. For Shopping,
Negotiated Procurement and Direct Contracting, the same
validation mentioned above will still apply, but the closing
must be at least a full day after the published date.
Therefore, the closing date must not be earlier than or the
same date as the published date.
Area of Delivery Refers to where the procuring entity wants the goods or
items purchased delivered. A list box is provided to enable
the Buyer or Buyer Coordinator to select a particular area or
areas. He/she may also select multiple locations or areas of
delivery as needed.
Delivery Period Refers to the period given to a successful bidder to deliver

the goods or items to the procuring entity effective from
receipt thereof of the Notice to Proceed. The value will be
calculated in calendar day/s, month/s and year/s.
Trade Agreement* Applies only to procurement which is governed by


agreements or treaties entered into by the GOP with
multilateral or funding agencies. In most cases, trade
agreements do not apply, therefore a Buyer or Buyer
Coordinator will select the "Implementing Rules and
Regulations of R.A.9184. Valid values are maintained by
DBM-PS Systems Administrator.
Funding Source* Refers to the GOP or other multi lateral or funding agencies
from which the funds used to procure the items came from
(E.g. World Bank, JBIC, ADB, CIDA, etc.) Valid values are
maintained by DBM-PS Systems Administrator.
Scroll and click the chosen funding source. To select

multiple funding sources, hold the Ctrl key while scrolling
and click the desired entries. Your selection will then be
highlighted to signify that these entries are included in the
notice.
To deselect entries, hold down the Ctrl key and click the
selected entries.
Funding Instrument* Select the list box. You can select multiple funding
instruments. (E.g. GAA, Loan from ADB). Valid values are
maintained by DBM-PS Systems Administrator.
Scroll to select an instrument. Click the selected instrument.

Your selection will then be highlighted. To select several
instruments, hold down the Ctrl key and click on the selected
instruments. To select all instruments, click on the first
instrument, scroll to the end of the list and hold down the
Shift key while clicking on the last instrument.
To deselect instrument/s, hold down the Ctrl key and click

the selected instrument/s.
Pre-Bid Conference
Date / Time Refers to the date and time of the Pre-Bid Conference. Enter
date using calendar icon. Select the number in the drop-
down menu to enter the time. The time is in 12 hrs formats.
NOTE: This field should filled-out if amount of contract

exceeds PHP 2M,
Venue Refers to the location where the Pre-Bid Conference will be

conducted. This is a free text field to enable the Buyer or
Buyer Coordinator to indicate the exact location.
(E.g. GEPS Conference Room, Unit 2504 Raffles Corporate
Center, F.Ortigas Jr.Road, Ortigas Center, Pasig City). If the
Date / Time field is entered, this field becomes mandatory
and vice versa.
Basic Information


Procuring Entity* Refers to any branch, department, office, agency or
instrumentality of the government, including state
universities and colleges, government owned and/or
controlled corporations, government financial institutions,
and local government units, procuring Goods, Consulting
Services and Infrastructure Projects. The default value is the
agency of the Buyer or Buyer Coordinator who is currently
logged-in. He/She may also select a sub organization under
his/her agency by clicking on the Select link which is
available only if the agency is a parent organization and it
has sub-organization/s registered under it.
Client Agency Refers to an agency that has notice/s of procurement which

was/were posted by a parent organization on its behalf.
When the Select link is clicked, the default page is the Sub-
Organizations List of the parent organization. If the agency
does not maintain any sub-organization/s, the Select link will
not be available. For the Procurement Service, clicking on
the Select link will display the sub-organizations under DBM-
PS by default. However, the system will also allow a Buyer or
Buyer Coordinator of DBM-PS to search other agencies in
Buyer Directory.
Contact Person* Refers to either the Buyer or Buyer Coordinator who is/are
the registered representative/s of the organization. Default
value is the profile of the currently logged-in user creating
the notice. He/She may also opt to select a contact person
from the Organization Contact List when he/she is posting
notice/s for procurement projects on behalf of a registered
contact whose access to the system is limited to
viewing/browsing only. When he/she clicks the Contacts
icon, the Organization Contact List window is displayed (see
Figure 1.2.2.4). A contact is selected by clicking on the
corresponding Select radio button. Click Submit button to
proceed.
If a sub-organization is selected as the procuring entity, the

list of contacts will be changed accordingly.
The name, designation, address, phone number, fax number

and email of the contact person is captured in this field.

Click to select supplier.

Figure 1.2.2.2 Supplier Directory Window
(NOTE: This window will be displayed if the selected procurement mode is Shopping or Negotiated Purchase.)

Highlight to
select
accreditation
code(s).
Figure 1.2.2.3 List of Suppliers Window

(NOTE: This window will be displayed if the selected procurement mode is Limited Source.)
Click to select
contact person.
Figure 1.2.2.4 Organization Contact List Window

(NOTE: The above window will be displayed if you click on the contact icon in the Contact Person data field.)

TIP: To help you fill-in the information of your bid notice, you may want to use existing
bid notice templates. If you choose to use a template, the system will automatically
copy the information from the template to the new bid notice you are creating.
To use the template, please follow these steps:
a. In the Notice Creation (Basic Information) page, click Use Template
hyperlink. The Templates window is displayed (see Figure 1.2.2.5).
Click to view details of

template.
Click to select template to use.
Figure 1.2.2.5 Templates Window
b. In the Templates window, select template to use by clicking on the

corresponding Select radio button. You may click on the Notice Type to
view the details of the template (see Figure 1.2.2.6).
c. Click Submit button. The system then populates your notice creation page
with the template details.
TIP: You may delete a template by clicking on the Select radio button and
then the Delete button.

Figure 1.2.2.6 Notice Creation (Template) Page

3. After entering the required information in the Notice Creation (Step1: Basic
Information) page, click the Continue button to proceed to the next step. The Notice
Creation (Step 2: Notice Description) page is displayed (see Figure 1.2.2.7).
Click to enter products

/services you wish to procure.
Click to save
template information.
Figure 1.2.2.7 Notice Creation (Notice Description) Page
4. STEP 2: NOTICE DESCRIPTION

In the Notice Creation (Step 2: Notice Description) page, enter relevant information in
the data fields. The table below lists all the data fields displayed in the said page:

Title Refers to the Title of the notice/s created and/or posted in the
system. The information entered in this field should be a brief but
specific representation of the item/s or project/s to be procured.
Can accommodate 50 characters. .
Description Refers to any information, specification/s, instruction to bidders
that are relevant to the item/s or projects being procured and forms
part of the bid notice. This field allows for copying and pasting of
relevant information from another file to let the user to copy whole


sentences or phrases without typing every word. This field
accommodates 500 characters. The text in this field may be
edited/corrected by clicking the Title link in the My Notices page.
Other Information Refers to other information such as instructions to prospective
bidders where to pick up other reference materials that are part of
the bid documents but can not be uploaded or attached to the bid
notice like manuscripts, CDs, Blueprints, Samples, etc. You may
enter any other information here.
Line Item/s This link allows a Buyer or Buyer Coordinator to include several
items or lots in one bid notice. This also allows him/her to award
per item or lot provided a separate ABC (Approved Budget for the
Contract) for each item or lot is provided.
NOTE: For 2-Stage Bidding, the Buyer may prefer to create the
line items only in the 2nd stage notice. For the 1st stage notice,
the details of the line items may be written under the
Description field.
5. To add, edit or delete line items for the notice, click on Line Item link. The Line Items
window is displayed (Figure 1.2.2.8).
Figure 1.2.2.8 Line Items Window
The table below lists all data fields displayed on the Line Items window:

Select This column has checkboxes representing each item to allow
the Buyer or Buyer Coordinator to delete any line item/s.
Checkboxes will automatically appear every time an item is
added and saved.
Item No Represents the figure for each line item added starting from
one and incrementing to the next higher number as line items
are added.
Product / Service Name Refers to the general or common name of the item/s or
service/s. (E.g. Hard Disk)


Description Refers to the type or special characteristics of the
Product/Service being procured. (E.g. Hard Disk, external,
80GB)
Quantity Refers to the aggregate number required per line item.
UOM The unit of measure for every line item.
Budget Refers to the allotted budget for each line item. If one of the
Budget fields is filled, it becomes a mandatory field for all the
succeeding line items that are added. The system validates the
budget entered for each item and the total to ensure it does not
exceed the ABC specified (in step 1) for the bid requirement.
6. In the Line Items window, a Buyer or Buyer Coordinator may perform the following:
" NOTE: If the line items have individual budgets, the Buyer or Buyer Coordinator can
create an award for each of the line items. If the line items have no individual
budget each, then only one award can be created. This means that all line items
will be awarded to only one supplier.
Add a Line Item
a. Click on Add Line Item button. A blank row is displayed.
b. Enter the required information for the line item.
c. Click Save Changes button to save the entries.
d. To add more line items, repeat the process from step a.
Edit Line Item
a. Enter changes directly on the line item record.
" NOTE: This can be done if the Buyer or Buyer Coordinator posting the notice
is still on the Line Item page. However, if he has closed this page
already, he/she can still edit a line item by going back to the My Bid
Notices page and click the Title of the notice he/she wants to edit. In
the Bid Notice Abstract page, an Edit button is provided at the
bottom of the page. When clicked, the Notice Creation (Step 1:
Basic Information) page is displayed. If no changes will be made
here, the user will just click the Continue button until the Notice
Creation (Step 2: Notice Description) page is displayed, where
the Line Item link is present.
If the change/s to be made is/are in Notice Creation (Step 3: Add
Associated Component), also click the Continue button in Notice
Creation (Step 2: Notice Description) page.
b. Click Save Changes button to save the changes to database.

Delete Line Item

a. Line Items may be deleted within notices that have the following status: "In
Preparation". Select line items to delete by clicking on the corresponding Select
checkbox.
b. Click on Delete button to delete the line item/s selected.
c. Click the Save Changes button to confirm the deletion.
Add Line Item to Frequently Used List
" NOTE: When you add a line item to Frequently Used List, you can retrieve it for
later use in other notices. A maximum of ten (10) line items can be saved
in the Frequently Used List.
a. Select line items to add to Frequently Used List by clicking on the corresponding
Select checkbox.
b. Click on Add to Frequently Used List button to add the selected line items. A
pop-up confirmation message is displayed (see Figure 1.2.2.9).
Figure 1.2.2.9 Items Added to Frequently Used List Message
Select from Frequently Used List

a. Click on Select from Frequently Used List button. The My Frequently Used
List window is displayed (see Figure 1.2.2.10).
b. In the My Frequently Used List window, select the line items to use by clicking
on the corresponding Select checkbox.
c. Click Submit button when done

Click to select item (s)

to include in your bid.
Figure 1.2.2.10 My Frequently Used List Window
" NOTE: You can delete a line item from the Frequently Used List by clicking the
corresponding Select checkbox and then the Delete button.
Return to Previous Page
Click the Close button. You will be redirected back to the Notice Creation (Step 2:
Notice Description) page.
" NOTE: If you click the Close button without saving your entries or changes made
on the line items, a popup message will appear (see Figure 1.2.2.11). Click
OK button to save the items. Otherwise, click Cancel button.
Figure 1.2.2.11 Close Without Saving Prompt
7. If you want to use similar information in a future bid notice/s, you may want to save the
entered notice as template. To perform this, click the Save as Template button in the
Notice Creation (Step 2: Notice Description) page. The following pop-up message
(see Figure 1.2.2.12) will appear confirming that the notice/s has been saved as template:
Figure 1.2.2.12 Notice Template Saved Confirmation Message

8. When youre done with the Notice Creation (Notice Description) page, click the
Continue button to proceed to the next step. The Notice Creation (Step 3: Add
Associated Component-Electronic) page is displayed (see Figure 1.2.2.13). You are
now asked to add or attach associated components or related documents for you bid notice.
Figure 1.2.2.13 Notice Creation (Add Associated Component-Electronic) Page
9. STEP 3: ADD ASSOCIATED COMPONENTS

To add or attach an associated component, please follow these steps:
a. Select the Document Type (either Electronic or Non-Electronic) to add by clicking on
the appropriate radio button.
" NOTE: If you select Non-Electronic, a different page will be displayed (see
Figure 1.2.2.14).

Figure 1.2.2.14 Notice Creation (Add Associated Component-Non-Electronic) Page
b. Enter the required information. The table below lists all data fields displayed on the
Notice Creation (Step 3: Add Associated Component) pages:

Document Type There are two options (radio buttons) to choose from. Electronic
or Non-electronic.
Electronic Documents are files in Word, Powerpoint, Excel,
texts or rich text formats that can be uploaded as
attachments to the notice being created. However,
currently, the system does not allow exe, aspx, html, jpg or
gif types of files to be uploaded.
Non-electronic Documents refer to any material that forms
part of the bid document other than electronic files like
CDs, Blueprints, Books, Samples, etc. that a prospective
bidder should secure physically from the procuring entity.
Document Name* Refers to the Title of the document being attached.
If a Buyer or Buyer Coordinator chooses to attach an electronic
document, he/she must click the Browse button for him/her to
choose from which directory in his/her PC the file is located.
Once he/she clicks on the file name, it will populate the File
Name field.
After selecting the file, he/she must click the Attach button.
When done, the system will automatically convert said file to
.pdf. Once conversion is successful, the user selects the


checkbox to accept the attachment.
In the event that the user accidentally clicks the wrong file
name, he/she will select the checkbox and clicks the Delete
button and resume attaching a new electronic document.
If a Non-Electronic document, is chosen additional fields are
displayed: Date Available, Collection Contact, Collection Point
and Special Instruction.
Content* Refers to the inclusions of either an Electronic or Non-Electronic
Document. A drop-down list is provided to the user from which
he/she will select the appropriate contents. .
Format Refers to the page sizes of the file being attached. A drop-down
list is provided.
NOTE: This field is not mandatory for Non-Electronic Document.
Electronic Documents
File Name Refers to the name of the electronic document/s being
uploaded. Click on the Browse button beside the textbox to
select a file from a local drive. The Choose File window is
displayed (see Figure 1.2.2.15). Locate and click the file to
attach. Then, click the Open button. The user will be redirected
back to the previous page.

Figure 1.2.2.15 Choose File Window

Non-Electronic Documents
Date Available* Refers to the date the Non-Electronic document becomes
available for pick up by a prospective bidder from the procuring
entity.
Collection Contact* The Contact Person whom the Non-Electronic Document can
be secured. Default value is the name of the Buyer or Buyer
Coordinator who created the bid notice. Alternatively, he/she
may opt to select a registered contact from the Organization
Contact List by clicking on the icon. The address, phone
number and fax number of the user will be populated to
Collection Point text area. This field is not editable.
NOTE: The system allows only one entry per bid notice.
Collection Point* Refers to the address of the procuring entity where the Non-
Electronic Document can be secured. Default value is the
address, phone number and fax number of the collection
contact. This field will remain editable.
Special Instruction Additional instructions to prospective bidders. You may enter
Special Instruction for the bid.

c. After entering the required information, click the Attach button. A pop-up message will
appear confirming that the document/s has/have been successfully attached (see Figure
1.2.2.16). The document should be reflected in the table (see Figure 1.2.2.17).
Figure 1.2.2.16 Document Attached Confirmation Message
Status of document
conversion and virus scan
All documents attached will

be reflected on this table.
Figure 1.2.2.17 Notice Creation (Add Associated Components) Page
" NOTE: The system will scan for virus and convert to PDF all electronic
documents added or attached to the bid notice. A status of these operations
will be reflected on the table. Allowable size for uploaded documents is up
to3MB.Users are advised to limit uploaded documents to this capacity to
avoid extended uploading time or occurrence/s of error/s. The system
allows attaching multiples Electronic and/or Non-Electronic Documents to
a single bid notice.
d. To add more documents, repeat the process from step a.

e. After adding all associated components, the user is now asked to accept the documents.
Accepting the documents tells the system that the user has uploaded the correct
documents. To accept the documents, click the corresponding Select checkbox/es of
the associated component/s. Then, click the Accept button.
" NOTE: Electronic document/s can only be accepted if conversion to PDF has been
completed.
A user can delete an associated component by clicking the Select
checkbox/es of the associated component/s and clicking the Delete
button.
f. After accepting the documents, the user must click the Done button. The bid notice
creation is now completed and saved in the system. Status of the bid notice is In-
Preparation.
1.2.3 - View Bid Notice Abstract

The Bid Notice Abstract is the summary of all the information that the user has entered and is
made available to him/her as part of the bid notice. It includes basic information, notice
description, line items, pre-bid conference schedules, associated components, bid supplements
and document request list information.
Viewing the Bid Notice Abstract also allows the user to perform several actions for the bid
notice. The actions, however, would depend on the status of the bid notice.
If the status of the bid notice is In-Preparation, the following are the possible actions he/she
can perform:
Post Bid Notice (Please refer to 1.2.6 Post Bid Notice.)
Edit Bid Notice (Please refer to 1.2.4 Edit a Bid Notice.)
Delete Bid notice (Please refer to 1.2.5 Delete a Bid Notice.)
If the status of the bid notice is Pending, he/she can perform the following actions:
Change Status of Bid Notice to In-Preparation (Please refer to 1.2.6 Change Status of
Bid Notice from Pending to In-Preparation.)
If the status of the bid notice is Active, he/she can perform the following actions:
Postpone Bid (Please refer to 1.2.13 Postpone / Cancel / Fail Bid Notice.)
Cancel Bid (Please refer to 1.2.13 Postpone / Cancel / Fail Bid Notice.)
View Printable Version of Bid Notice Abstract (Please refer to step 4.)
View Associated Documents (Please refer to step 5.)
View Bid Supplements (Please refer to step 6.)
View Document Request List (Please refer to step 7.)
View Detail Tracking Report (Please refer to 1.2.14 View Detail Tracking Report.)

If the status of the bid notice is Closed, you can perform the following actions:
Postpone Bid (Please refer to 1.2.14 Postpone / Cancel / Fail Bid Notice.)
Fail Bid (Please refer to 1.2.14 Postpone / Cancel / Fail Bid Notice.)
Cancel Bid (Please refer to 1.2.14 Postpone / Cancel / Fail Bid Notice.)
To view the Bid Notice Abstract, please perform the following:
1. At the My Bid Notices page (see Figure 1.2.1), locate the bid notice you wish to view the
Bid Notice Abstract.
TIP: To locate the particular bid notice, use the available filter functions on the page.
2. To view the Bid Notice Abstract, click on the Title of the bid notice. The Bid Notice
Abstract page is displayed (see Figure 1.2.3.1).
Click to view
printable version of
bid notice abstract.
Click to view
the associated
components.
Click the appropriate button to

perform the specific function.
(If Status of Bid Notice is In-Preparation)

Click to view Detail

Tracking Report.
Click to view
printable
version of bid
notice
abstract.
Click link to view

Associated
Components, Bid
Supplements
and DRL,
respectively.
Click appropriate button to

(If Status of Bid Notice is Active)

Click to view Award

Notice Abstract
(If Status of Bid Notice is Closed)

Figure 1.2.3.1 Bid Notice Abstract Page
The table below lists all data fields displayed on the Bid Notice Abstract page:

Reference Number Refers to a system-generated number unique to each bid
notice and increments to the next running number. This is
generated once a Buyer or Buyer Coordinator moves on to the
next step when creating a bid
Procuring Entity Refers to any branch, department, office, agency or
instrumentality of the government including SUCs, GOCCs, GFIs
and LGU procuring Goods, Infrastructure Projects and
Consulting Services.


Title Refers to the Title of the notice/s created and/or posted in the
system. The information entered in this field should be a brief
but specific representation of the item/s or project/s to be
procured. Can accommodate 50 characters.
Area of Delivery Refers to where the procuring entity wants the goods or items
purchased delivered. A list box is provided to enable the Buyer
or Buyer Coordinator to select a particular area or areas.
He/she may also select multiple locations or areas of
delivery/ries as needed.
Printable Version A printer icon and Printable Version phrase is displayed on
the page. Clicking on one of them would bring the user to the
preview page displaying all the Bid Notice Abstract information.
Solicitation Number A user-defined control number assigned to each bid notice to
keep tract of the Buyer or Buyer Coordinator's bid notices. An
agency may decide to assign only one series of solicitation
numbers for all bid notices posted or may opt to assign a
different series of control numbers depending on the number
of Buyers and Buyer Coordinators posting notices within an
agency.
Trade Agreement Applies only to procurement which is governed by agreements
or treaties entered into by the GOP with multilateral or funding
agencies. In most cases, trade agreements do not apply.
Therefore, a Buyer or Buyer Coordinator will select the
"Implementing Rules and Regulations of R.A.9184. Valid values
are maintained by DBM-PS Systems Administrator
Procurement Mode A Procurement Method that an agency may undertake as
mandated under R.A. 9184. As a general rule, all procurement
shall be done through competitive bidding, except as
enunciated in Section 48 of the IRRs of R.A.9184 which
provides for "Alternative Methods of Procurement
Classification Refers to the type of item/s being procured as classified under
RA9184. These types are Goods and Goods General
Support Services, Infrastructure Projects and Consulting
Services.
Category A general classification of goods, works and services that are
usually bought by government agencies.
Approved Budget for the Refers to the Budget for the Contract duly approved by the
Contract Head of the Procuring entity as defined in Sec. 5a of RA 9184.
Delivery Period Refers to the period given to a successful bidder to deliver the
goods or items to the procuring entity effective from receipt
thereof of the Notice to Proceed. The value will be calculated in
calendar day/s, month/s and year/s.
Client Agency Refers to an agency that has notice/s of procurement which
was/were posted by a parent organization on its behalf. When
the Select link is clicked, the default page is the Sub-
Organizations List of the parent organization. If the agency does
not maintain any sub-organization/s, the Select link will not be
available.


For the Procurement Service, clicking on the Select link will
display the sub-organizations under DBM-PS by default.
However, the system will also allow a Buyer or Buyer
Coordinator of DBM-PS to search other agencies in the Buyer
Directory.
Contact Person Refers to either the Buyer or Buyer Coordinator who is/are the
registered representative/s of the organization. Default value is
the profile of the currently logged-in user creating the notice.
He/She may also opt to select a contact person from the

Organization Contact List when he/she is posting notice/s for
procurement projects on behalf of a registered contact whose
access to the system is limited to viewing/browsing only.
When he/she clicks the Contacts icon, the Organization

Contact List window is displayed (see Figure 1.2.2.4). A contact
is selected by clicking on the corresponding Select radio button.
Click Submit button to proceed.
If a sub-organization is selected as the procuring entity, the list

of contacts will be changed accordingly.
The name, designation, address, phone number, fax number
and email of the contact person are captured in this field.
Status Refers to the status of the bid whether "In Preparation",
"Pending" and "Active"
In Preparation - means the bid notice created in still in draft
form. This can be viewed only by the user that created it,
can be revised or deleted.
Pending - means the bid notice has been posted already
but still awaiting the daily batch processing that the system
does to all posted bid notices. This can not be deleted but
can be changed to "In Preparation" status if the user wants
to effect changes after posting.
Associated Components Refers to documents, whether Electronic or Non-electronic that
can be attached to a bid notice. Please refer to step 4 below for
details.
Bid Supplements Refers to additional information attached to the bid notice after
it is posted. Buyer or Buyer Coordinator may attach more than
one Bid Supplement. . Click on the number to display the Bid
Supplements page.
For details on Bid Supplements, please refer to 1.2.7 Create
Bid Supplements.
Document Request List Refers to the list of prospective bidders that have
downloaded/requested attachments (Electronic and/or Non-
Electronic).
For details on Document Request List, please refer to 1.2.8
Create Document Request List.
Date Published Refers to the date that the Buyer or Buyer Coordinator wants
the notice he/she has created to be posted in the system. By


using the calendar icon, he/she will choose his/her preferred
Publish Date which should be at least a day later than the
current date.
It is also the date the notice has become "Active" and which will
be available to the public in the electronic bulletin board.. The
date format is DD/MM/YYYY.
Last Updated /Time Refers to the date and time changes like Postpone Bid, Cancel
Bid, or bid supplements were attached to the notice after it
became active. Date format is DD/MM/YYYY and time format is
12-hour.
Closing Date/Time For Public Bidding:
Single Stage This field refers to the deadline of
bid submission.
Two Stage:
o 1st Closing Date/Time - This field refers to
the deadline of submission of eligibility for
shortlisting.
o 2nd Closing Date/Time This refers to the
deadline of submission of bids by the
shortlisted bidders.
For Alternative Modes of Procurement like Shopping:
This field refers to the deadline of bid submission.
Description/Other Refers to any information, specification/s, instruction to bidders
Information that are relevant to the item/s or projects being procured and
forms part of the bid notice. This field allows for copying and
pasting of relevant information from another file to let the user
to copy whole sentences or phrases without typing every word.
The text in this field may be edited/corrected by clicking the
Title link in the My Notices page.
Line Items
Items This link allows a Buyer or Buyer Coordinator to include several
items or lots in one bid notice. This also allows him/her to
award per item or lot provided a separate ABC (Approved
Budget for the Contract) for each item or lot is supplied.
Product / Service Name Refers to the general or common name of the item/s or
service/s being procured. (E.g.Hard Disk)
UOM The Unit of Measure for each line item.
Footer
Reason for Bid Failure/ The reason or reasons why a Bid Failure or Bid Postponement
Bid Postponement / Bid or Bid Cancellation is declared.
Cancellation
Created by Refers to the person who created and posted the notice. He
may or may not be the "Contact Person" appearing on the Bid
Notice Abstract.
Date Created The date the bid notice was created which may not necessarily
be the date it was published.

3. To view the printable version of the Bid Notice Abstract:

a. Click on the printer icon or Printable Version link. The Bid Notice Abstract
(Preview) window is displayed (see Figure 1.2.3.2).
Figure 1.2.3.2 Bid Notice Abstract (Preview) Page

b. Right-click on the page and select the Print function of your browser. The Print box is
displayed (see Figure 1.2.3.3).
c. Set printer options and then click Print button to print the Bid Notice Abstract. After
printing, the Buyer or Buyer Coordinator closes the page and will be redirected back to
the Bid Notice Abstract page.
Figure 1.2.3.3 Print Box
4. To view associated components:

a. Click on the Number in the Associated Components field. The Associated
Components window is displayed (see Figure 1.2.3.4). The page displays the
associated component/s attached to the bid notice.

Click to view/download the

associated component.
Figure 1.2.3.4 Associated Components Window
b. To view or download the associated component, click on the Document Name. The
File Download box is displayed (see Figure 1.2.3.5).
" NOTE: When downloading Electronic Associated Components, users must have
Adobe Acrobat Reader installed in their PCs.
Click to download
the document.
Click to view
the document.
Figure 1.2.3.5 File Download Box
c. From the File Download box, click the Open button to view the document or click the
Save button to save the document for later viewing
1.2.4 - Edit a Bid Notice

This function allows the Buyer or Buyer Coordinator to edit or make corrections to bid notices
that have a status of In-Preparation. After editing the bid notice, its status remains as In-
Preparation and is ready for posting.

1. To edit or make corrections to a bid notice, click the Title of the notice to view the Bid
Notice Abstract. (Please refer to 1.2.3 View Bid Notice Abstract.)
2. In the Bid Notice Abstract page (see Figure 1.2.3.1), click the Edit button. The user will
be redirected to the Notice Creation (Step 1: Basic Information) page (see Figure
1.2.2.1) to make the necessary correction/s or input additional information.
" NOTE: All validations, display fields and input fields follow the same pattern in the
creation of a new bid notice. Please refer to 1.2.2 - Create a New Bid Notice.
3. After the necessary entry/ries are supplied, click Submit button to save the changes.
Otherwise, click Cancel button. You will be redirected back to My Bid Notices page (see
Figure 1.2.1).
1.2.5 - Delete a Bid Notice

This function allows the Buyer or Buyer Coordinator to delete bid notices that he/she has
created. However, this is applicable only for bid notices with a status of In-Preparation.
1. Click the Title of the notice to view the Bid Notice Abstract of the bid notice to delete.
(Please refer to 1.2.3 View Bid Notice Abstract.)
2. At the Bid Notice Abstract page (see Figure 1.2.3.1), click the Delete button. A pop-up
confirmation will appear (see Figure 1.2.5.1).
Figure 1.2.5.1 Delete Bid Notice Confirmation Prompt
3. Click OK button to delete the bid notice. If the user decides to discontinue the deletion,
he/she clicks Cancel and will be redirected to the My Bid Notices page (see Figure
1.2.1).
1.2.6 - Post Bid Notice

This function allows the Buyer or Buyer Coordinator to post the bid notices that he/she has
created.
After a bid notice is posted, its status will be changed from In-Preparation to Pending. On
the next run of batch process, which is done by the system on a daily basis, bid notices with
Pending status will become Active. Once Active, bid notice/s will populate the Open

Opportunities in the Splash Page and the Electronic Bulletin Board and can be viewed by
suppliers and the general public.
" NOTE: The Publish Date is usually on the next business day after the bid notice is
created. However, a user may opt to create a bid notice in advance and indicate a
Publish Date at a later date. In this case, the notice will not be included in the
batch processing of bid notices due for publication on the next business date.
1. After the Buyer or Buyer Coordinator has completed the notice creation process, he/she is
directed to the Bid Notice Abstract page to post the notice. (Please refer to 1.2.3 View
Bid Notice Abstract.)
2. In the Bid Notice Abstract page (see Figure 1.2.3.1), click the Post button. A pop-up
confirmation message will appear (see Figure 1.2.6.1).
Figure 1.2.6.1 Post Bid Notice Confirmation Prompt
3. Click the Yes button to post the bid notice. However, if the user decides not to proceed,
he/she must click No. If he/she clicks Yes, the status of the bid notice is changed to
Pending.
4. After successfully posting a notice, the Buyer or Buyer Coordinator will be redirected back
to the My Bid Notices page (see Figure 1.2.1).
" NOTE: A user can also post bid notices from the My Bid Notices page especially
when he/she had previously created multiple notices. From among the list in
the My Bid Notices page, he/she can choose the bid notice/s to post by
clicking on the corresponding Select checkbox/es and the Post Bid button at
the bottom of the page.
1.2.7 - Change Status of Bid Notice from Pending to In-Preparation

This function allows you to change the status of a bid notice which was already posted back to
In-Preparation status
1. From the My Bid Notices page, click on the Title of the notice to view the Bid Notice
Abstract of the bid notice that will be changed. (Please refer to 1.2.3 View Bid Notice
Abstract.)
2. In the Bid Notice Abstract page (see Figure 1.2.3.1), click the Return to Draft button. A
pop-up confirmation prompt appears (see Figure 1.2.7.1).

Figure 1.2.7.1 Return to Draft Confirmation Prompt
3. If the user clicks OK, he/she will be redirected to the My Bid Notices page. The bid notice
that was "Returned to Draft" from "Pending" status now has the status of In-Preparation
which will enable the user to edit or make corrections to his/her notice.
" NOTE: When he/she clicks on the title of the notice, the Notice Creation (Step 1:
Basic Information) page is displayed and on to the next steps where he/she
can make the changes to complete the process of posting.
1.2.8 - Create Bid Supplements

If changes have to made to the bid information after the bid notice is posted and after a Pre-Bid
Conference, the Buyer or Buyer Coordinator needs to create a bid supplement to reflect the
changes that will form part of the bid notice. These changes would not only include
postponement or cancellation of the bids but also modification/s and/or clarifications of
specifications and terms and conditions like additional instructions to bidders.
Adding or attaching bid supplements is applicable only to bid notice/s with an Active
status. Any bid supplement/s attached to a "Closed" notice can no longer be edited. But can still
be viewed by the user. .
1. To attach a Bid Supplement, go to the My Bid Notices page and click on the Title of an
"Active" bid notice to view the Bid Notice Abstract. (Please refer to 1.2.3 View Bid Notice
Abstract.)
2. In the Bid Notice Abstract page (see Figure 1.2.3.1), click figure opposite the Bid
Supplement field. The Bid Supplements page is displayed (see Figure 1.2.8.1) where
the Buyer or Buyer Coordinator may start adding another bid supplement and also see the
bid supplement/s currently attached to the bid.

Click to add a new

bid supplement.
Figure 1.2.8.1 Bid Supplements Page
" NOTE: The Bid Supplement link is not available and a bid supplement/s can not be
attached if the status of the bid notice is In-Preparation.
3. To add a new bid supplement, click the Create New Bid Supplement button. The Bid
Supplement page is displayed (see Figure 1.2.8.2).
Select type of
bid supplement.
Click to upload bid

supplement document.
Figure 1.2.8.2 Add Bid Supplement Page
4. In the Bid Supplement page, select the Type of bid supplement (either Addendum or
Clarification) by clicking on the corresponding radio button.
5. Enter the required information about the bid supplement. The table below lists all data fields
displayed on the Bid Supplement page:


Bid Notice Information
Reference Number A system-generated number unique to each bid notice and
increments to the next running number.
Title The Title of the bid notice
Category A general classification of goods, works and services that are
usually bought by government agencies.
Type Select either Addendum or Clarification Options under which
the bid supplement can be classified.
Bid Supplement No. Auto-generated by the system. It will be a running number using
the Reference Number of the original bid notice as the prefix with a
sequence number representing the number of bid supplements
attached to the notice.
(E.g. If Bid Supplement No is 205554-01 , 01 represents the
number of bid supplements attached and 205554 represents
the reference number of the bid notice.)
Title Enter the title of the bid supplement being attached.
Area of Delivery/ Refers to where the procuring entity wants the goods or items
Location purchased delivered. A list box is provided to enable the Buyer or
Buyer Coordinator to select a particular area or areas. He/she may
also select multiple locations or areas of delivery/ries as needed.
Delivery Period / Refers to the period given to a successful bidder to deliver the
Contract Duration goods or items to the procuring entity effective from receipt thereof
of the Notice to Proceed. The value will be calculated in Calendar
Day/s, Month/s and Year/s.
Contact Person Refers to either the Buyer or Buyer Coordinator who is/are the
registered representative/s of the organization. Default value is the
profile of the currently logged-in user creating the notice.
He/She may also opt to select a contact person from the

Organization Contact List when he/she is posting notice/s for
procurement projects on behalf of a registered contact whose
access to the system is limited to viewing/browsing only. When
he/she clicks the Contacts icon the Organization Contact List
window is displayed (see Figure 1.2.2.4). A contact is selected by
clicking on the corresponding Select radio button. Click Submit
button to proceed.
Description Refers to a short narrative containing information about the bid
supplement being attached.
" NOTE: The user must first click the Add Associated Components link before
he/she clicks the Done button..
6. To upload the bid supplement document, click the Add Associated Components link.
The Bid Supplement (Add Associated Component) page is displayed (see Figure
1.2.8.3).

Figure 1.2.8.3 Bid Supplement (Add Associated Component) Page
" NOTE: The uploading of bid supplement documents follows the same process as
uploading of associated components during notice creation. Please refer to
1.2.2 Create a New Bid Notice (Step 8) for details.
7. After clicking the Done button on the Add Associated Component page, you will be
redirected back to the Add Bid Supplement page.
8. At the Add Bid Supplement page (see Figure 1.2.8.1), click the Done button. You will
be redirected back to the Bid Supplements page (see Figure 1.2.8.1).
" NOTE: The bid supplement will be posted immediately after you click the Done
button. At the same time, the bid supplement will be sent via email to the
suppliers who have ordered bid documents and activated the Auto-Update
facility.
9. To add another bid supplement, repeat the process starting from step 4. Otherwise, click the
Back button to return to Bid Notice Abstract page (see Figure 1.2.3.1). If the user wants
to attach another bid supplement to another bid notice or create a new one, he/she will click
the My Notices link.
1.2.9 - Add Suppliers to the Document Request List

This function allows the Buyer or Buyer Coordinator to add suppliers to the Document Request
List (DRL). A DRL is a list of suppliers who have ordered the bid supplements and/or
attachments.

Suppliers who ordered bid documents through GEPS are automatically added to the DRL. But
for those suppliers who ordered bid documents not through GEPS, the Buyer or Buyer
Coordinator will have to manually add suppliers using this function. Please note that suppliers
can only be added to the DRL of an "Active" bid notice/s.
1. From the My Bid Notices page, click the Title of the bid notice to view the Bid Notice
Abstract. (Please refer to 1.2.3 View Bid Notice Abstract.)
2. In the Bid Notice Abstract page (see Figure 1.2.3.1), click the Number link opposite to
Document Request List box. The Document Request List page is displayed (see Figure
1.2.9.1).
" NOTE: A zero (0) indicates that no supplier or buyer orders the bid document.
Click to add supplier to DRL.
Figure 1.2.9.1 Document Request List Page
The table below lists all the data fields displayed in the Document Request List page:

Reference Number Reference number of the bid
Title Title of the bid notice
Category Category of the bid notice
Select Under this column, a Buyer or Buyer Coordinator may select to
delete a supplier that was manually added.
Name of Supplier Name of the supplier organization to be added to the DRL.
Ordered By The representative from the Supplier Organization who
downloaded or manually picked-up the bid document and/or
attachment.
Ordered The date the document was downloaded or manually picked up.
If the supplier is added manually, this field is entered in the Add
Manually page. Date format is in DD/MM/YYYY. The default date
is the date when the Buyer added a supplier to the DRL.

3. In the Document Request List page, click the Add button to add a supplier to the DRL.
The user will be redirected to the Search Organization page for him/her to choose the
suppliers to be added (see Figure 1.2.9.2).
Click to add
non-registered
supplier to
Click to select DRL.
registered
supplier/s to add
to DRL.
Figure 1.2.9.2 Search Organization Page
The table below lists all the search criteria fields displayed in the Search Organization
page:

Member Type Defaulted to Supplier.
Name/City/Province A drop-down list to limit or refine searching of supplier
organizations. (E.g. City)
Text box Refers to specific information of the organization being searched.
(E.g. Cebu City)
4. In the Search Organization page, the user has the option to add a GEPS registered
supplier or a non-registered supplier.

5. To add a registered supplier, locate the supplier in the list and select by clicking the
corresponding Select checkbox.
6. To add a non-registered supplier,
a. Click the Add Manually button. The Add Supplier Information page is displayed
(see Figure 1.2.9.3).
Figure 1.2.9.3 Add Supplier Information Page
b. In the Add Supplier Information page, enter the required information. The table
below lists all the data fields displayed in the Add Supplier Information page:

Member Type System displays the system user type which is defaulted to
Supplier.
Organization Name* Refers to the name of the supplier that picked-up the bid
supplements and/or documents.
Address* The complete address of the supplier organization whose
representative picked up the bid supplements and/or
documents.
Telephone Number Enter the contact phone number.
Fax Number Enter the fax number of the Organization.
Contact Person* Contact Person from the Supplier Organization who is
authorized to transact business with the agency and pick up
the bid supplements and/or attachments.
Ordered By* Contact person from the supplier organization who manually
picks up the bid document and/or supplements.
Ordered* Refers to the date which the bid documents and/or
supplements were manually picked up. Date format is in
DD/MM/YYYY.

7. Upon supplying the necessary information, click the Add to DRL button. A pop-up
message will appear informing the user that the supplier was successfully added to the DRL.
When he/she clicks the OK button, he/she will be redirected back to the Document
Request List page.
8. To add another supplier, repeat the process from step 3. Otherwise, if the user chooses to
leave the page, he/she will click the "My Notices" link.
1.2.10 - Create Bidders List

This function allows the Buyer or Buyer Coordinator to create a Bidders List for his/her bid
notice. A Bidders List is a list of suppliers who participated or submitted r bids in response to a
particular notice. Creation of a bidders list is applicable only to bid notices with status of
Closed.
The Bidders List is a requirement to be able to either shortlist suppliers or create an award for the
bid notice. For notices with multiple line items with approved budget, a Bidders List must be
created for each line item Thereby allowing the creation of separate award notices for each of the
line items.
Bidders will be selected from the Document Request List (DRL). There is also an option where
a Buyer or Buyer Coordinator can add a non-registered joint venture company in the PhilGEPS
as a bidder. However, at least one member company of the joint venture must be included in the
DRL.
1. In the My Notices page, choose the Closed Notice List drop-down Display field. From
the list of Closed and Shortlisted notices, click the Title to view the Bid Notice Abstract.
(Please refer to 1.2.3 View Bid Notice Abstract.)
2. In the Bid Notice Abstract page (see Figure 1.2.3.1), click the Bidders List button. The
Bidders List page is displayed (see Figure 1.2.10.1).

Click to add
supplier from DRL
to bidders list.
Click to add a joint

venture company
to bidders list.
Figure 1.2.10.1 Bidders List Page
The table below lists all the data fields displayed in the Bidders List page:

Category Category of the bid notice
Approved Budget of the Contract Approved Budget of the Contract for the bid notice
Line Item Information
Item No. Item Number
Product/Service Name Product /Service Name
Description Product description
Quantity Quantity of the item to be ordered
UOM Unit of Measure of the item
Budget Budget for every single line item. Only if the Approved
budget for the contract fields is shared.

3. To add a bidder from the DRL:

a. Click the Add from DRL button. The Document Request List window is displayed
where the user can add a supplier manually or from the DRL (see Figure 1.2.10.2). The
Document Request List window lists all suppliers added to DRL.
Click to select supplier

to add to Bidders List.
Figure 1.2.10.2 Document Request List Window
b. At the Document Request List window, select the supplier/s you want to be included
in the bidders list by clicking the corresponding Select checkbox.
c. Click the Submit button when done. You will be redirected back to the Bidders List
page where the selected supplier/s is/are already reflected.
4. To add joint venture company bidder:
a. Click the Add Manually button. The Joint Venture window is displayed (see Figure
1.2.10.3).

Figure 1.2.10.3 Joint Venture Window
b. At the Joint Venture window, enter the required information. The table below lists all
the data fields displayed in the Joint Venture window:

Joint Venture Name Refers to the name of the Joint Venture that will be added to
the Bidders List. A Select link is found beside the Joint
Venture field. Click this link to be directed to the Search
Organization page (see Figure 1.2.10.4). Locate the supplier
organization and click the corresponding Select radio button
and then click the Submit button. You will be redirected back
to the Joint Venture window
Reason Enter the reason for choosing to have a joint venture and for
selecting this joint venture company.
Document Request List Refers to the list of suppliers that downloaded the bid
documents and/or bid supplements. When manually adding
a Joint Venture to the Bidders List, at least one of the
members of the Joint Venture must have previously
downloaded a document and included in the Document
Request List. Select by highlighting at least one registered
member company of the joint venture from Document
Request List.

Click to select
supplier to include
in joint venture.
Figure 1.2.10.4 Search Organization Window
(NOTE: This window will be displayed when you click on the Select link of the Joint Venture data field.)
c. After entering the required info at the Joint Venture window, click the Submit button.
You will be redirected back to the Bidders List page where the joint venture company
is already reflected.

" NOTE: From the Bidders List page, a Buyer or Buyer Coordinator may decide to remove
a bidder from the list if a bidder was mistakenly included. To remove a bidder,
click the checkbox beside the bidders name and then click the Delete button.
1.2.11 - Shortlist Suppliers

This function allows the Buyer or Buyer Coordinator to shortlist suppliers who participated in
the 1st Stage Bidding. Only the shortlisted suppliers will be eligible to participate in the 2nd Stage
Bidding.
Shortlisting of suppliers is applicable only to bid notices with status of Closed. Shorlisting of
suppliers can be done to a 2-Stage Bidding process provided there are no line items with
individual approved budgets. In this scenario, shortlisting can be done but not for each line item
or lot separately. In cases where a 2-stage bid is required but there are line items or lots with
individual approved budgets, it is suggested that the procuring entity post the line items or lots as
separate bid notice/s.
When a supplier is shortlisted, the system will automatically notify the supplier thru email
accordingly. Simultaneously, it will create a suppliers pending task under Award/Shortlisting
Notice category. Another pending task under Award Notice Creation/ Shortlisting category
will also be created for the Buyer if the bid notice has been closed or shortlisted for more than
fifteen (15) days.
" NOTE: Be careful when shortlisting the suppliers. Once confirmed, an email will be
automatically sent by the system to the shortlisted suppliers and there is no way you
can edit or change the list of shortlisted suppliers.
1. From the Closed Notice List in the My Bid Notices page, view the Bid Notice Abstract
by clicking on the Title of the bid notice for shortlisting suppliers. (Please refer to 1.2.3
View Bid Notice Abstract.)
3. In the Bidders List page, click on the Create Shortlist button. The Document Request
List (Shortlisting) page is displayed (see Figure 1.2.11.1).

Click to select suppliers to shortlist.

Figure 1.2.11.1 Document Request List (Shortlisting) Page
4. In Document Request List (Shortlisting) page, select the supplier/s to shortlist by

clicking on the corresponding Select checkbox.
" NOTE: For bid notices having multiple line items with individual budget, you must
select the supplier for each line item.
5. After selecting the supplier/s, click on the Submit button. The Short Listed Suppliers
page is displayed (see Figure 1.2.11.2).
Click to confirm suppliers

for shortlisting.
Figure 1.2.11.2 Shortlisted Supplier Page
6. In the Short Listed Suppliers page, click Continue button. A pop-up confirmation
prompt appears for the shortlisting (see Figure 1.2.11.3).

Figure 1.2.11.3 Shortlist Supplier Confirmation Prompt
7. At the prompt, click Yes button to shortlist the supplier/s. Otherwise, click No.
" NOTE: After clicking Yes button, an email notification will be sent to the concerned
suppliers.
1.2.12 - Create an Award Notice

This function allows the Buyer or Buyer Coordinator to create an award notice for the winning
supplier. This function is applicable only to bid notices with Closed status.
The awardee will be selected from the Bidders List and will be notified through email when the
award notice is posted.
The created award notice will have a status of In-Preparation. The system will also create a
pending task for the Buyer under the category Award Notice for Posting.
1. In the My Notices page, select the Closed Notice List from the display drop-down. Once
launched, click on the Title to view the Bid Notice Abstract award notice creation.. (Please
refer to 1.2.3 View Bid Notice Abstract.)
3. Select the supplier for awardee by clicking on the corresponding checkbox. Then, click on
the Create Award Notice button. The Award Notice Creation page is displayed (see
Figure 1.2.12.1).

Click to upload
documents related
to award notice.
Figure 1.2.12.1 Award Notice Creation Page
4. In the Award Notice Creation page, the required information must be supplied. The table
below lists all the data fields displayed in the Award Notice Creation page:

Category Category from which the bid notice belongs
Approved Budget of the Contract Refers to the Budget for the Contract duly approved
by the Head of the Procuring entity as defined in Sec.
5a of RA 9184.
&Line Item
&Item No. Represents the figure for each line item added
starting from one and incrementing to the next higher
number as line items are added.
&Product/Service Name Refers to the general or common name of the item/s
or service/s. ( E.g.Hard Disk)
&Description Refers to the type or special characteristics of the


Product/Service being procured. (E.g. Hard Disk,
external, 80GB)
&Quantity Refers to the aggregate number required per line
item.
&UOM Unit of Measure of the item.
&Description
Award Notice Description
Add Electronic Description Displayed as a link. Allows The Buyer or Buyer
Coordinator to upload documents or information
about the award. This may be in the form of Abstract
of Bids, Bid Evaluation Results, etc. Click to upload
the Associated Document. (Please refer to 1.2.13 for
details)
Awardee Name of supplier organization that was awarded the
contract.
Address Address of the supplier organization that was
awarded the contract.
Contact Person Refers to the registered contact of the supplier
organization. By default, system displays the name,
address, phone number and fax number of the
person who has downloaded the document. The
Buyer or Buyer Coordinator may however, indicate
another contact from the same organization by
clicking on the icon and selecting from the
Organization Contact List.
Corporate Title Refers to the official designation of the contact within
the supplier organization. By default, system displays
the title of the contact person who downloaded the
documents and/or bid supplements. This may also
be changed if the Buyer or Buyer Coordinator has
indicated another contact from the same
organization. But you can change the corporate title.
Award Type* Refers to the kind of award being created. As a
general rule, all the awards should be Award Notices
that are results of competitive bidding. However
because the law allows for alternative methods of
procurement, the Buyer or Buyer Coordinator may
choose one from the list to distinguish which type of
Award Notice is being created.
Repeat Order from a previous award is allowed
but limited to 25% of the original quantity bid out
Section 51.
Negotiated Procurement is another kind of Award
Notice that meets the conditions specified in
Section 53 of the IRRs of RA9184.
Direct Contracting is another award notice
resulting in this alternative procurement specified
in Section 50.


Emergency Purchase is allowed under Section 52.
Contract Amount* Refers to the bid price offered by the bidder and the
basis for awarding the item/s or project being
procured.
Award Date* Refers to the date the award was made by the BAC.
Select the date by using the date picker or the
calendar icon in DD/MM/YYYY format.
Reason for the Award* The basis for which the award was made.
For goods and infra projects - Lowest Calculated
and Responsive Bid.
For consulting services - Highest Rated and
Responsive Bid.
Enter the reason for the award.
) LEGEND: &If not applicable, these fields will not be displayed.

*Input is required for these fields.
5. Click the Save button to save award notice. Otherwise, click Cancel.
1.2.13 - Upload Associated Document

This function allows the Buyer or Buyer Coordinator to upload associated document/s as
attachment for the award notices.
1. In the Award Notice Creation page (see Figure 1.2.12.1), user clicks on Add Electronic
Document link. The Award Notice Creation (Upload Associated Document) page
is displayed (see Figure 1.2.13.1).
Figure 1.2.13.1 Award Notice Creation (Upload Associated Document) Page

2. To upload associated document for award notice, please follow the same process in
uploading associated components (electronic documents) under notice creation. Please refer
to 1.2.2 Create a New Bid Notice (Step 8) for details.
3. After clicking the Done button on the Award Notice Creation (Upload Associated
Document) page, you will be redirected back to the Award Notice Creation page (see
Figure 1.2.12.1) to continue the award notice creation.
1.2.14 - Postpone / Cancel / Fail Bid Notice

This function allows the Buyer or Buyer Coordinator to post the result/s of a bid if no award is
made. Result may be a postponement, a cancellation or failure of a bid. An "Active" and/or
"Closed" bid notice may be postponed or canceled... A failed bid may be applied only to
"Closed" notice/s.
To declare a postponement, cancellation or failed bid, click the Title of a notice from the My
Notices page to view the Bid Notice Abstract (Please refer to 1.2.3 View Bid Notice
Abstract.) and then perform the following procedure:
1.2.14.1 - Postpone a Bid Notice

1. From the My Bid Notices page, click the Title to view the Bid Notice Abstract (see
Figure 1.2.3.1). In the Bid Notice Abstract page, click on the Postpone Bid button.
The Bid Supplement (Postpone Bid) page is displayed (see Figure 1.2.14.1.1).
" NOTE: When you postpone a bid notice, the system automatically asks the Buyer
or Buyer Coordinator to create a bid supplement in the form of an
addendum to inform the suppliers of the postponement.

Click to upload document related to bid postponement.
Figure 1.2.14.1.1 Bid Supplement (Postpone Bid) Page
2. In the Bid Supplement window under the Remarks field, enter reason/s for
postponing the bid and the new Closing Date and Time for the bid.
" NOTE: If the status of the bid notice is Closed, after user enters new closing
date/time for the bid, the original closing date/time of the bid will be
updated to the new closing date/time. The status of the bid notice will be
changed to Active. The system will also send an email notification to all
registered suppliers included in the DRL.
3. To upload the document related to the postponement of the bid, click the Add
Associated Components link. The user will be redirected to Bid Supplement (Add
Associated Component) page. Please refer to 1.2.8 Create Bid Supplements for
details.
4. From the Bid Supplement (Add Associated Component) page, you will be
redirected back to Bid Supplement page (see Figure 1.2.14.1.1). When the user clicks
the Done button to save his/her entries, the system will display the My Bid Notices
page where the new status "Active" of the bid is now reflected.
1.2.14.2 - Fail a Bid Notice

1. From the My Bid Notices page, choose the Closed Notice List from the Display
field. Click the Title of the notice to view the Bid Notice Abstract (see Figure 1.2.3.1).
In the Bid Notice Abstract page, click on the Fail Bid button. The Fail Bid window is
displayed (see Figure 1.2.14.2.1).

Figure 1.2.14.2.1 Fail Bid Notice Window
2. In the Fail Bid window, enter the Reason or reasons for declaring the bid a failure.
3. After supplying the reason or reasons for declaring the bid a failure, click Submit
button. The Closed Notices List will be displayed reflecting the new status "Failed" of
the notice.
" NOTE: The system will also send email notifications to all registered suppliers
included in the DRL.
1.2.14.3 - Cancel a Bid Notice

1. From the My Bid Notices page, click on the Title of the notice to view the Bid Notice
Abstract (see Figure 1.2.3.1). In the Bid Notice Abstract page, click on the Cancel
Bid button. The Cancel Bid window is displayed (see Figure 1.2.14.3.1).
Figure 1.2.14.3.1 Cancel Bid Notice Window

2. In the Cancel Bid window, enter the Reason or reasons for canceling the bid.
3. After supplying the reason or reasons for cancellation, click the Submit button. The
Closed Notice List will be displayed reflecting the change of status made to the notice
from either "Active" or "Closed" to "Cancelled.
" NOTE: The status of the bid notice will be changed to Cancelled. The system
will also send email notifications to all registered suppliers included in the
DRL.
1.2.15 - View Detail Tracking Report

This function allows the Buyer or Buyer Coordinator to view the Detail Tracking Report (DTR)
of a bid notice. As the title implies, the DTR provides bid information such as statistics on
ordering of bid documents, details of those who downloaded or ordered the bid documents, etc.
The DTR applies only to bid notices with "Active" and "Closed" status.
1. From the My Bid Notices page, click the Title of the notice to view the Bid Notice
Abstract. (Please refer to 1.2.3 View Bid Notice Abstract.)
2. In the Bid Notice Abstract page (see Figure 1.2.3.1), click Detail Tracking Report link.
The Detail Tracking Report page is displayed (see Figure 1.2.15.1).
Figure 1.2.15.1 Detail Tracking Report Page

The table below lists all the data fields displayed in the Detail Tracking Report page:
Data Field DESCRIPTION

Header
Reference No Reference Number of the bid
Solicitation No Solicitation Number of the bid
Title Title of the bid
Category Category of the bid
Notice Type Notice Type of the bid
Creation Date Creation Date of the bid
Publish Date Publish Date of the bid
Closing Date Closing Date of the bid
Order Statistics
Delivered Number of completed orders
On-Hold Number of orders that are with the status On-Hold.
For Phase 1, 0 will be displayed.
In Progress Number of orders that are waiting for collection
Total Total number of orders
Notice History
Version Version of the Bid Supplement starts from 1
Bid Supplement Bid supplement number
Number
Status Status for the bid
Created Creation date and time of the Bid. The date is displayed in
DD/MM/YYYY format.
Published Publish date and time of the Bid. The date is displayed in
DD/MM/YYYY format.
Closing Closing date and time of the Bid. The date is displayed in
DD/MM/YYYY format.
Documents / Attachments History
Document Name Name of the document
Document Type Document type like PDF file
Content Content description of the document
Format Format of the bid document/supplement
File Name File name of the document that the Buyer uploaded
Created Date that the file is being created. The date is displayed in
DD/MM/YYYY format.
Collection Point/Contact Collection point and the name of the contact person who ordered
the document
&&Opportunity Request List
List of Company Name Name of the organization (could be either a buyer or supplier)
who has ordered bid document (exclude bid supplement). This is


displayed as a hyperlink. Clicking on the link, user will be directed
to the corresponding bid document order details of the
organization.
User ID System-generated ID assigned to the user upon approval of
registration in GEPS.
Username Name of the organization contact
Organization Name of organization that ordered the associated components.
Address Information displayed includes:
Street address of the organization
Name of the city where the organization is located
Province or State where the organization is located
Postal Code or Zip Code of the organization
Phone Telephone number of the organization contact
Fax Fax number of the organization contact
Auto-Update Auto-update status of the organization. The value displayed is
either Yes or No for this column.
Date Set Date when the Auto-Update flag is last updated. The date is
displayed in DD/MM/YYYY format.
Document Name Document name of the file
Order Number Order confirmation number
Order Date Date on which the order was placed
Delivery Method Method used to order the documents/attachments. The value for
this column would either be Download or Pick-up.
&&&Award Notice List
List Of Awardee List of awardee as a link. Click on the link, user will be directed to
the corresponding award notice list section of the awardee.
Award Notice Award notice number for each award
Number
Title Title of the award
Award Type Type of the award
Approved Budget Approved budget for the contract
Published Publish date of the award. The date is displayed in DD/MM/YYYY
format.
Awarded Date of the award. The date is displayed in DD/MM/YYYY format.
Contract End Contact end date. The date is displayed in DD/MM/YYYY format.
Contact Number Contact number of the Buyer
Organization Name Organization name of the awardee
Contact Person Contact person of the Buyer
Contract Amount Contract amount of the award


Proceed Proceed date of the award
)LEGEND: && Data fields for Opportunity Request List will only be displayed if a
Document Request List exists.
&&& Data fields for Award Notice List will only be displayed if the bid
has already been awarded.
Section 1.3 - Award Notice List

The Award Notice List sub-menu under the My GEPS menu is all about award notices created by
the Buyers and Buyer Coordinators in GEPS. An award notice is required for posting to inform the
public and the participating suppliers the result or results of the bid notices that were previously
posted, indicating the supplier or suppliers who won the bid and the contract price/s offered and
awarded. A bid notice may have more than one (1) award notice if it includes line items with
corresponding approved budgets. .
To access the Award Notice List from the My Bid Notices page, choose the "Closed Notice List"
from the drop-down list under the Display field. When the "Closed Notice List " is launched, select
the "Awarded" checkbox in the Filter By Status field to display the Award Notices List that the
Buyer or Buyer Coordinator has created (see Figure 1.3.1). The functions available from this page
are as follows:
View award notice abstract
Edit an award notice
Post an award notice
Delete an award notice
Repeat order
Re-award notice
Cancel award notice
Click to select status of

award notices to view.
Click to view Award

Notice Abstract.
Click to view Bid

Notice Abstract.
Figure 1.3.1 Award Notice List Page

The table below lists all the data fields displayed in the Award Notice List page:

Select Click on the checkbox to select a particular Award Notice.
This row is displayed only when status In-Preparation is selected from
the drop-down menu.
Sequence Number System-generated list sequence number; Label of this field is not
displayed.
A maximum of twenty (20) award notices will be displayed per page.
Award Notice Number Award Notice number
Reference Number Reference Number of the bid notice. Clicking on the number link will
display Bid Notice Abstract page.
Title Title, Category and Agency of the award notice
Date Created Fate when the award notice is created. The date is displayed in
DD/MM/YYYY format.
1.3.1 - View Award Notice Abstract

This function allows the Buyer or Buyer Coordinator to view the Award Notice Abstract.
1. In the Award Notice List page (see Figure 1.3.1), click on the Title link of the bid. The Bid
Notice Abstract page is displayed (see Figure 1.3.1.1). In this page, click the Award
Notice link to launch the Award Notice List page. Click on the Title of the award notice to
view the Award Notice Abstract.

Click to view printable

version of award notice.
Click appropriate
button to
perform the
specific function.
(If Status of Award Notice is In-Preparation)

Click to view printable

version of award notice.
Click the appropriate button to

(If Status of Award Notice is Posted)

Figure 1.3.1.1 Award Notice Abstract Page
The table below lists all the data fields displayed in the Award Notice Abstract page:

Reference Number Reference Number of the notice
Title Title of the notice
Category Category of the notice
Organization Name Name of the organization
Contact Name Contact name for the organization
Solicitation Number Solicitation Number for the notice
Approved Budget Refers to the Budget for the Contract duly approved by the Head
of the Procuring entity as defined in Sec. 5a of RA 9184. Contract
amount must not exceed the approved budget.
Award Notice Number System increments the Award Notice Number from a running
number.
Title of Award Notice Title of the award notice


Line Items
Item No. System increments the Item Number from a running number for
the notice. Represents the figure for each line item added
starting from one and incrementing to the next higher number as
more line items are added.
Product/Service Name Refers to the general or common name of the item/s or
service/s. (E.g. Hard Disk)
Description Refers to the type or special characteristics of the
Product/Service being procured. (e.g. Hard Disk, external, 80GB)
UOM Unit of Measure for the item
Supplier Information
Contract No Contract Number for each awarded item. Refers to either a
Contract No, a Purchase Order No., or in the absence of both,
maybe substituted for the Abstract of quotations or Proposal.
This field only displays while the Award Notice status is Posted.
Awardees Refers to the Supplier Organization that won the bid or was
awarded the contract.
Address Address supplier organization that won the bid.
Contact Person Point man or authorized representative of the supplier
organization that won the bid or contract.
Corporate Title Position or official designation of the authorized representative of
the supplier organization that won the bid or contract.
Status Status of the notice
Award Date Refers to the date the contract was awarded to the winning
bidder. Award Date format is DD/MM/YYYY.
Publish Date Refers to the date the Award Notice was posted after an award is
declared. Publish Date format is DD/MM/YYYY.
Associated Component Refers to attached document/s or component/s relevant to the
award. May be the result of bid evaluation, etc. The System
indicates Yes if there are associated components attached, and
No if there is none.
Award Type Refers to the kind of award being created. As a general rule, all
the awards should be Award Notices that are results of
competitive bidding. However because the law allows for
alternative methods of procurement, the Buyer or Buyer
Coordinator may choose one from the list to distinguish which
type of Award Notice is being created.
Repeat Order from a previous award is allowed but limited to
25% of the original quantity bid out Section 51.
Negotiated Procurement is another kind of Award Notice that
meets the conditions specified in Section 53 of the IRRs of
RA9184.
Direct Contracting is another award notice resulting in this
alternative procurement specified in Section 50.


Emergency Purchase-allowed under Section 52.
Contract Amount Refers to the bid price offered by the bidder and the basis for
awarding the item/s or project being procured.
Proceed Date Refers to the date the Notice to Proceed was received after the
approval of the contract.
Contract Start Date Contract start date.
Contract End Date Contract end date.
Reason For Awards The basis for which the award was made.
For goods and infra projects -Lowest Calculated and
Responsive Bid
For consulting Services - Highest Rated and Responsive Bid
1.3.2 - Edit an Award Notice

This function allows the Buyer or Buyer Coordinator to edit an award notice. This is only
applicable to Award Notices with In-Preparation status.
1. In the Award Notice List page (see Figure 1.3.1), click on the Title link of an award notice
with In-Preparation status. The Award Notice Abstract page is displayed (see Figure
1.3.1.1).
TIP: To display all award notices with a status of In-Preparation in the Award Notice
List page, select In-Preparation from the Status field drop-down list.
2. In the Award Notice Abstract, click the Edit button to launch the Award Notice
Creation (Edit Mode) page (see Figure 1.3.2.1).

Figure 1.3.2.1 Award Notice Creation (Edit Mode) Page
3. Enter the changes to the award notice.
" NOTE: All validations, display fields and input fields follow the creation of a new
award notice. Please refer to 1.2.12 - Create an Award Notice.
4. Click the Done button to save the changes. Otherwise, click Cancel to discard the changes
made. The Buyer and Buyer Coordinator will be redirected back to Award Notice List
page.
1.3.3 - Post Award Notices

This function allows the Buyer or Buyer Coordinator to post an award notice that has a status of
In-Preparation. If posted successfully, the status of the award notice is changed to Posted.

The system will create a pending task for the shortlisted suppliers or suppliers who participated
in a bid and the winning bidder. .
1. In the Award Notice List page (see Figure 1.3.1), click on the Title link of an award notice
with status In-Preparation. The Award Notice Abstract page is displayed (see Figure
1.3.2.1).
TIP: To display all award notices with status of In-Preparation in the Award Notice
2. In the Award Notice Abstract page (see Figure 1.3.1.1), click Post button. The status of
award notice is changed to Posted.
3. The user will be redirected back to the Award Notice List page.
" NOTE: A Buyer or Buyer Coordinator can also post award notices from the Award
Notice List page (see Figure 1.3.1). In the Award Notice List page (In
Preparation-Status), locate the award notice to post. Click on the corresponding
Select checkbox. and then click the Post button. Multiple award notices may
also be posted simultaneously by clicking on the corresponding Select
checkboxes before clicking the Post button.
Once posted, the award notice/s will be displayed in the Award Notice List
(please refer to Section 1.3 Award Notice List). After the next run of batch
job, the award notice will populate the Recent Awards Notices in the
Splash Page. (Please refer to Volume 1 GEPS User Guide Using Splash
Page).
1.3.4 - Delete Award Notices

This function allows the Buyer or Buyer Coordinator to delete an award notice. Deletion is
allowed only to notices that have In-Preparation status. When deleted, the award notice will
be removed from the list.
1. In the Award Notice List page (see Figure 1.3.1), locate the award notice to delete.
TIP: To display all award notices with status of In-Preparation in the Award Notice
2. Click on the corresponding Select checkbox..
3. Click the Delete button found at the bottom of the page. A pop-up confirmation prompt
will appear (see Figure 1.3.4.1).

Figure 1.3.4.1 Delete Award Notice Confirmation Prompt
4. To delete the award notice, click Yes button. Otherwise, click No.
5. The Buyer and Buyer Coordinator will be redirected back to the Award Notice List page
(see Figure 1.3.1).
1.3.5 - Repeat Order / Re-Award / Cancel Award Notice

This function allows the Buyer or Buyer Coordinator to make a repeat orders, re-award, cancel
or update award notices with Posted status.
To perform any of this function, click on the Title link of the award notice in the Award Notice
List page (see Figure 1.3.1), the Award Notice Abstract page is displayed (see Figure
1.3.1.1).
TIP: To display all award notices with status of Posted in the Award Notice List page,
select Posted from the Status field drop-down list.
1.3.5.1 - Repeat Order

1. In the Award Notice Abstract page (see Figure 1.3.1.1), click on the Repeat Order
button. The Award Notice Creation (Repeat Order) page is displayed (see Figure
1.3.5.1.1).

Figure 1.3.5.1.1 Award Notice Creation (Repeat Order) Page
" NOTE: A repeat order can only be done for award notices with line items.
A new award notice will be created when a repeat order is performed.
Except for the Quantity, Contract Amount, Award Date & Reason
fields, all fields in the Award Notice Creation page will be populated
with values of the original award notice.
A repeat order can be done provided it meets the following criteria:
All transactions are within a six (6)-month period from the date of 1st
purchase;
The quantity of the repeat order shall not exceed 25% of the original
quantity. Please take note that the quantity field will only accept
whole number entries.
2. Enter Quantity for the repeat order.

3. Click the Done button. The user will be redirected back to Award Notice List page
(see Figure 1.3.1).
" NOTE: The status of the new award notice is In-Preparation. The same
procedure for posting applies and once posted notification thru email will be
sent to the awardee.
1.3.5.2 - Re-Award Notice

1. In the Award Notice Abstract page, click on the Re-Award button. The Re-Award
Bid Notice page is displayed (see Figure 1.3.5.2.1).
Figure 1.3.5.2.1 Re-Award Bid Notice Page
2. In the Re-Award Bid Notice page, enter the Reason or reasons for re-awarding the
notice.
3. Click Submit button after supplying the reason or reasons for re-award. The user will
be redirected to the Bidders List page for him/her to select the new awardee.
4. In the Bidders List page, select the supplier for the new award and click the Create
Award Notice button. The Award Notice Creation page will be launched.
5. In the Award Notice Creation page, enter the relevant information for the new award
and click the Save button to launch the Award Notice List page.
6. In the Award Notice List page (In Preparation status), select the re-awarded notice and
click the Post button. Once posted, the new award notice will populate the Award
Notice List page (Posted status).
" NOTE: If an award notice is re-awarded, a new award notice is created. The status of
the new award notice is In-Preparation while that of original award notice
remains as Posted. When the new award notice is posted, the status of the
original award notice will be updated to Cancelled.

1.3.5.3 - Cancel Award Notice

1. In the Award Notice Abstract page (see Figure 1.3.1.1), click on Cancel Award
button. The Cancel Award page is displayed (see Figure 1.3.5.3.1).
Figure 1.3.5.3.1 Cancel Award Page
2. Enter Reason for Cancellation of the award notice.

3. Click Submit button when done. A pop-up message appears asking the user if he/she
really wants to cancel the notice of award. If he/she clicks Yes, the system will display
Award Notice List page (Cancelled status) where the newly cancelled award notice is
now reflected as the number 1 item on the list (see Figure 1.3.1).
" NOTE: If an award notice is cancelled, its status will be changed from Posted to
Cancelled.

VOLUME 2 GEPS USER GUIDE FOR BUYERS AND BUYER COORDINATORS Chapter 2 My Organization
CHAPTER 2 - MY ORGANIZATION
This chapter discusses the My Organization menu which includes the following functions:
View of the Buyer Organization Profile
View of User Login Activities of the Users Within the Buyer Organization
View and Administration of Buyer Organizations Accredited Suppliers
View and Administration of Buyer Organizations Blacklisted Suppliers
To access the My Organization menu, please perform the following:

2. Click on My Organization menu (see Figure 2.1).
Figure 2.1 My Organization Menu Bar
Section 2.1 - Organization Profile

When you access the My Organization menu, the View Organization Information page is
displayed by default (see Figure 2.1.1). The View Organization Information page displays the
profile of your organization. The functions available on this page are as follows:
Update organization profile
View and administer sub-organization list
View and administer organization contact list
View organization history updates
" NOTE: Updating of the organization profile and the administration of sub-organization and
contact list can only be done by Buyer Coordinators. Buyers can only view the said
information about the organization.

Click to view the history of

updates made to your
organization profile.
Click to view/ administer

contacts in your
organization.
Click to view/ administer

sub-organizations.
Click to update profile of

your organization.
Figure 2.1.1 View Organization Information Page (for Buyer Coordinator)
The table below lists all the data fields displayed in the View Organization Information page:

Organization Name Refers to the Buyer Organization currently registered with
the System. Displays the name of the Buyer organization.
&Acronym The acronym or short name (if any) enclosed in
parenthesis opposite and right after the organization
name.
Street Address The street address of the Buyer organization
City/Municipality The city/municipality where the Buyer organization is
located.
Province The province where the Buyer organization is located.
Region The region where the Buyer organization is located.
Zip Code The zip code of the Buyer organization
Web Site Address The web site address or URL of the Buyer organization
Member Type The type of membership that government agencies are
classified based on their usage of the system. All
government agencies are classified as Buyer Member
Type.
Organization Number A system-generated ID assigned to each Buyer
organization upon registration to the GEPS.
Registration Date Refers to the date the Buyer organization was registered


in the GEPS.
Government Branch Refers to the government branch under which the Buyer
organization belongs.
Organization Type Refers to the organization type of the Buyer organization
in relation to its mother unit.
&Organization Sub-Type Refers to the organization sub-type of the Buyer
organization.
Sector Refers to the government sector where the organization
belong.
&Brief Description of Organization Refers to a brief description of the Buyer organization or
its function in the bureaucracy.
&Parent Organization Refers to the parent organization (if applicable) and is a
link to display the organization profile.
Agency Tax Identification Number The TIN of the Buyer organization
Open Opportunities Refers to the total number of open (Active) opportunities
posted by the Buyer organization. Click on the link to
display the list of open opportunities.
Former Opportunities Refers to the total number of former opportunities
(Closed Status) posted by the Buyer organization. Click
on the link to display the list of former opportunities.
Awards Posted Refers to the number of award notices posted by the
Buyer organization. Click on the link to display the list of
awards posted.
Updated By Refers to the Buyer Coordinator who last updated the
organization profile. Displayed as a link to view his/her
profile.
Date Last Updated Refers to the date the organization profile was last
updated.
2.1.1 - Update Organization Profile

To update the organization profile, please perform the following:
1. In the View Organization Information page (see Figure 2.1.1), click the Update button.
The Update Organization Information page is displayed (see Figure 2.1.1.1).

Figure 2.1.1.1 Update Organization Information Page
" NOTE: Contact information is NOT included on the page.

2. Enter the latest information updates about your organization profile. The table below lists all
the data fields displayed in the Updated Organization Information page:

Organization Member Type Display only
Organization Number Display only
Registration Date Display only; Format: DD/MM/YYYY
Parent Organization This field is displayed only, if applicable.
Organization Name * Name of the organization being updated
Acronym The acronym of the Buyer Organization (if any)
Former Name The former name (if any) of the Buyer Organization
Government Branch Select the appropriate branch from the drop-down list
containing valid values. Valid values are maintained by DBM-


PS Systems Administrators.
Organization Type * Select from the drop-down list containing valid values. Valid
values are maintained by DBM-PS Systems Administrators.
Sector * Select from the drop-down list containing valid values. Valid
Agency Tax Identification This field validates non-numeric entries.
Number *
Web Site Address* URL (if any) of the Buyer organization
Brief Description of the The Description of the general functions of the Buyer
Organization Organization.
Organization Address
Country Default value: Philippines. Not editable.
Region * The Region where the Buyer Organization belongs. Selected
from a drop-down list containing all regions in the
Philippines.
Province * The province where the Buyer Organization belongs.
Selected from the drop-down list containing all the provinces
comprising the selected Region.
City/Municipality * The City or Municipality where the Buyer Organization is
located. Selected from the drop-down list containing all the
cities and municipalities comprising the selected Province.
Street Address * A text box that allows entry of complete number and street
address of the Buyer Organization.
Zip Code This is a text box.
" NOTE: Only Buyer Coordinators can update the profile of his/her organization.
) LEGEND: *Input is required for these fields. (Mandatory)
3. Click Submit button to save the changes. Otherwise, click Cancel button. You will be
redirected back to View Organization Information (see Figure 2.1.1) page when the user
clicks the Submit or Cancel button..
Section 2.2 - Sub-Organization List

To view or administer the Buyer organizations sub-organization list, please perform the following:
1. In the View Organization Information page (see Figure 2.1.1), click Sub-Organization List
link. The Sub-Organization List page is displayed (see Figure 2.2.1). The Sub-Organization
List page shows the sub-organization/s that is/are registered under the parent organization.

Click to view sub-

organization
profile.
Click to add new

sub-organization.
Figure 2.2.2.1 Sub-Organization List Page
The table below lists all the data fields displayed in the Sub-Organization List page:

displayed.
A maximum of twenty (20) organizations will be displayed per
page.
Name of Sub-Organization It contains a hyperlink to View Organization Profile.
List is sorted in alphabetical order.
Location Displays the city/municipality and the province of the
organization.
Status Active or Cancelled
2. In the Sub-Organization List page (see Figure 2.2.1), you may perform the following:
View sub-organization profile

Create new sub-organization

Update profile of existing sub-organization
" NOTE: Only Buyer Coordinators can create a new sub-organization/s under his/her
organization and update the profile of his/her sub-organizations.
2.2.1 - View Sub-Organizational Profile

To view the profile of an existing sub-organization, the Buyer or Buyer Coordinator may
perform the following:
1. In the Sub-Organization List page (see Figure 2.2.1), click the Organization Name of
the particular sub-organization. The Sub-organization Information page is launched and
the profile of the sub-organization is displayed (see Figure 2.2.1.1).
Click to edit profile of

the sub-organization.
Figure 2.2.1.1 View Sub-organization Information Page
2. Click the Cancel button to return to previous page.
2.2.2 - Create New Sub-Organization

To add a new sub-organization to a parent organization, the Buyer Coordinator may perform the
following:

1. In the Sub-Organization List page (see Figure 2.2.1), click the Create New Sub-
Organization button. The Sub-Organization Registration Form (Buyers) page is
Figure 2.2.2.1 Sub-Organization Registration Form (Buyers) Page

2. Enter the required information in the Sub-Organization Registration Form.
" NOTE: Applicable fields from the parent organization will be defaulted to the sub-
organization being created. For the rest of the fields, validations, display fields
and input fields follow the Register Online function. Please refer to Volume 1
GEPS User Guide Using Splash Page (Chapter 3 On-Line Registration).
3. Click the Submit button to save the entries to the database. Otherwise, click Cancel button.
4. You will be redirected back to the Sub-Organization List page where the newly created
sub-organization is already reflected.
" NOTE: Only Buyer Coordinators can create or add a sub-organization.
2.2.3 - Edit Sub-Organization Profile

To update the profile of an existing sub-organization, the Buyer Coordinator may perform the
following:
1. In the Sub-Organization List page (see Figure 2.2.1), click the Organization Name of
the sub-organization to edit. The Sub-Organization Information page is displayed (see
Figure 2.2.1.1).
2. In the Sub-Organization Information page (see Figure 2.2.1.1), click the Update button.
The Edit Sub-Organization Information page is displayed (see Figure 2.2.3.1).

Figure 2.2.3.1 Edit Sub-Organization (Buyers) Page
3. Enter the updates to the sub-organization profile.
" NOTE: All validations, display fields and input fields follow the Register Online
function. Please refer to Volume 1 GEPS User Guide Using Splash Page
(Chapter 3 On-Line Registration).
4. Click the Submit button to save the changes to the database. Otherwise, click the Cancel
button.
5. The user will be redirected back to View Organization Information page.

" NOTE: Only Buyer Coordinators can edit a sub-organization.
Section 2.3 - Organization Contact List

To view or administer the organizations contact list, the Buyer Coordinator may perform the
following:
1. In the View Organization Information page (see Figure 2.2.1.1), click the Organization
Contact List link to display the page (see Figure 2.3.1). Listed in the page is/are the registered
contact/s of the Buyer organization.
Click to view/
update
contact
profile.
Click to add new contact

to your organization.
Figure 2.3.1 Organization Contact List Page
The table below lists all the data fields displayed in the Organization Contact List page:

displayed.
A maximum of twenty (20) contacts will be displayed per page.
Contact Name Displayed as a link to view the contact profile.
Role Buyer or a Buyer Coordinator
Contact Status Active or Cancelled

2. In the Organization Contact List page (see Figure 2.3.1), the Buyer Coordinator may perform
the following:
View contact information
Create new contact
Edit profile of existing registered contact
" NOTE: Only Buyer Coordinators can create new contacts and update the profile of an existing
contact. Buyers can only view information about the registered contacts within his/her
organization.
2.3.1 - View Contact Profile

To view the profile of a registered contact within your organization, the Buyer or Buyer
Coordinator may perform the following:
1. In the Organization Contact List page (see Figure 2.3.1), locate the contact and click the
corresponding Contact Name. You may use either the Alphabet Menu or Page Index to
search for a particular contact person.
2. The View Contact Information page is displayed (see Figure 2.3.1.1). The page displays
the profile of the contact person.
Click to update profile

of contact person.
Figure 2.3.1.1 View Contact Information Page
The table below lists all the data fields displayed in the View Contact Information page:


&Contact Name The registered contact of the organization currently
being viewed
&Designation The Position title of the registered contact
&Organization Name The Name of the Buyer Organization to which the
registered contact belongs
Registration Date Refers to the date the organization contact was
registered in the system
Role Refers to the access rights of a user
Signed Terms and Conditions The System will always indicate a Yes to signify that
the user has accepted the Terms and Conditions
during registration.
NOTE: When you register in GEPS, it is mandatory
that you accept the GEPS Terms and Conditions.
Otherwise, the system will not allow you to proceed in
the registration process. Thus the value of this field is
always Yes. However, during the transition phase, if
the user has not yet performed the First-Time
Logged-In function, this field will be set to No.
Terms and Conditions Signed Date Refers to the date when the Terms & Conditions was
accepted.
Contact Address The Address of the registered contact.
Telephone Number The Contact Number of the registered contact.
Format is Country code Area code Telephone
Number, Ext Number.
Fax Number The Fax Number of the registered contact. Format is
Country code Area code Fax Number.
Email Address The e-mail address of the registered contact.
User ID The personal identification of the registered contact
used when transacting with the DBM-PS Systems
Administrators
Contact Status System displays the status of the contact, either
Active or Cancelled.
Status Date Refers to the date the status of the registered contact
took effect. (E.g. If the status is cancelled, the Status
Date would show when the registered contacts
status was changed from Active to Cancelled.)
) LEGEND: &Labels of these fields are not displayed.

3. To view activities performed by the contact in GEPS,
a. Click the View Activity link. The System Activity Log page is displayed (see Figure
2.3.1.2).

Use this to view selected

activities of the contact person.
Figure 2.3.1.2 System Activity Log (Search Criteria) Page
b. To view selected activities of the registered contact, enter date range in the Activity
Date filter field and then click Search button to display the activities that match the
entered date range.
c. Click Back button to return to previous page.
4. To view history of the changes made on the contact profile,
a. Click the View History link. The View Contact History page is displayed (see Figure
2.3.1.3).
Click on a date to view profile of contact on that date.
Figure 2.3.1.3 View Contact History Page
" NOTE: Only the three (3) most recent updates to the contact profile are displayed
on the page.
b. Click on any date under Date Updated to see profile of the contact on that date. The
View Contact History Profile page is displayed (see Figure 2.3.1.4).

Figure 2.3.1.4 View Contact History Profile Page
c. Click Back button to return to previous page.
2.3.2 - Create New Contact

To add a new contact to the organization, the Buyer Coordinator may perform the following:
1. In the Organization Contact List page (see Figure 2.3.1), click the Create New Contact
button to display the Contact Registration Form (see Figure 2.3.2.1).

Figure 2.3.2.1 Contact Registration Form Page
2. Enter the relevant information required in the Contact Registration Form. The table below
lists all the data fields displayed in the Contact Registration Form page:

Organization Information
Organization Name System displays the organization name as a hyperlink.
Clicking on the link will display organization information.
Contact Information
Registration Date System displays the current registration date of the contact.
Role System displays Buyer (default).
Salutation/Title* Select from the drop-down list containing valid values. Valid
First Name* Enter first name of contact.
Middle Name Enter middle name of contact.
Last Name* Enter last name of contact.
Designation* Enter designation or position of the contact within the Buyer


Organization.
Telephone Number* Default value: the telephone number of the Buyer
Coordinator. Can be changed.
Fax Number Enter fax number of the contact person.
Email Address* Enter email address of the contact person.
Contact Address
Country Default value is Philippines; Cannot be changed.
Region* Values of region drop-down list will be generated based on
Philippines
Default value: organizations Region
Province* Values of Province drop-down list will be generated
depending on the region that user previously selected.
Default value: organizations Province
City/Municipality* Values of City/Municipality drop-down list will be generated
depending on the province that user previously selected.
Default value: organizations City/Municipality
Street Address* Default value: organizations Street Address
Zip Code Default value: organizations Zip Code, if any
3. Click the Submit button to save the information entered into the database. Otherwise, click
Cancel button.
" NOTE: Only Buyer Coordinators can create or add a contact to the organization.
2.3.3 - Edit Contact Profile

To edit the profile of an existing registered contact within the Buyer organization, the Buyer or
Buyer Coordinator may perform the following: (A Buyer is limited to editing his own profile.)
1. In the Organization Contact List page (see Figure 2.3.1), locate the contact person and
click the corresponding Contact Name. You may use either the Alphabet Menu or Page
Index to search for a particular contact person.
2. The View Contact Information page is displayed (see Figure 2.3.1.1). Click the Update
button. The Update Contact Information page is displayed (Figure 2.3.3.1).

Figure 2.3.3.1 Update Contact Information Page
3. Enter the updates to the contacts profile.
" NOTE: All validations, display fields and input fields follow the Add a New Contact
function. Please refer to 2.4.2 Create New Contact.
4. When done, click the Submit button to save the changes. Otherwise, click Cancel button
to discard changes.
" NOTE: Only Buyer Coordinators can update the contact information of anyone in his
organization.

Section 2.4 - Organization History

To view the history of changes made on the Buyer organization profile, the Buyer or Buyer
Coordinator may perform the following:
1. In the View Organization Information page (see Figure 2.1.1), click the View History link.
The View Organization History page is displayed (see Figure 2.4.1).
Click on a date to view your

organizations profile on that date.
Figure 2.4.1 View Organization History Page
The table below lists all the data fields displayed in the View Organization History page:

Date Updated Date the Buyer Organization was last updated
Updated By User name of the contact who performed the update
Organization Status Active or cancelled
Reason Reason for the update
" NOTE: The system will display only the last three (3) recent changes made in the
organization profile.
2. Click on any date under Date Updated to view your organization profile on that date. The
View Organization History Profile page is displayed (see Figure 2.4.2).
Figure 2.4.2 View Organization History Profile Page

3. Click the Back button to return to previous page.
Section 2.5 - Accredited Suppliers

The Accredited Suppliers menu link under the My Organization menu (see Figure 2.1) allows
the Buyer Coordinators to maintain the assignment of accreditation codes to suppliers registered in
GEPS. Buyers are not allowed to perform this function.
The accreditation of suppliers is important in relation to limited source bidding. Only suppliers
accredited by the agency and assigned with correct accreditation codes will be invited or will be
notified by the system to participate in the limited source bidding.
2.5.1 - View Accredited Suppliers List

To view the list of your accredited suppliers, the Buyer Coordinator may perform the following:
1. When he/she clicks on the Accredited Suppliers link, the Accredited Suppliers page is
displayed (see Figure 2.5.1.1). The Accredited Suppliers page shows the names of all
supplier organizations accredited by other Buyer Coordinators and DBM-PS Systems
Administrators under the selected accreditation code.
Click to select accreditation code.
Click to view supplier profile or

Click to add a new remove organization from
supplier to the selected accreditation list.
accreditation code.
Figure 2.5.1.1 Accredited Suppliers Page
The table below lists all the data fields displayed in the Accredited Suppliers page:

Sequence Number System-generated list sequence number; Label of this field
is not displayed.
A maximum of twenty (20) organizations will be displayed
per page.
Organization Name Name of accredited supplier organization


Location For local organization, displays the city and the province of
the organization.
For foreign organization, displays city, province/state and
country.
Accreditation Date Date of accreditation
Expiration Date Expiration date of accreditation
2. To display suppliers accredited in another accreditation code, select from the drop-down list
of the Accreditation Code field.
3. To view profile of the supplier, click on the corresponding Organization Name.
2.5.2 - Add New Accredited Supplier

To include a new supplier to your accreditation list, the Buyer Coordinator should perform the
following:
1. In the Accredited Suppliers page (see Figure 2.5.1.1), select from the drop-down list the
Accreditation Code to assign to the supplier.
2. Click Add New Supplier button. The Supplier Directory (Accreditation) page is

Locate suppliers
to accredit using
these methods.
Click to accredit the supplier.

Figure 2.5.2.1 Supplier Directory (Accreditation) Page
3. In the Supplier Directory page, locate the supplier and click on the corresponding
Organization Name. You may also use either the Alphabet Menu or Page Index to search
for the supplier. The Organization Profile (Accredit Supplier) page is displayed (see
Figure 2.5.2.2).
Figure 2.5.2.2 Organization Profile (Accredit Supplier) Page

4. In the Organization Profile (Accredit Supplier) page, click Accredit button. The
Accredited Supplier page is displayed (see Figure 2.5.2.3).
Figure 2.5.2.3 Accredited Supplier Page
5. In the Accredited Supplier page, enter Expiration Date for the accreditation by clicking
on the date icon.
6. Click Submit to confirm accreditation. Otherwise, click Cancel.
7. You will be redirected back to Accredited Suppliers page (see Figure 2.5.1.1).
2.5.3 - Remove Supplier from Accreditation List

To remove an accredited supplier from the organization's accreditation list, the Buyer
Coordinator shall perform the following:
1. In the Accredited Suppliers page (see Figure 2.1.1), select from the drop-down list the
Accreditation Code from which to remove the supplier. The page displays the suppliers
currently accredited to the selected accreditation code.
2. Locate the supplier in the list and click the corresponding Organization Name. The View
Organization Information (Remove Accredited Supplier) page is displayed (see
Figure 2.5.3.1).

Click to select from which accreditation

list to remove the supplier.
Figure 2.5.3.1 View Organization Information (Remove Accredited Supplier) Page
3. In the View Organization Information (Remove Accredited Supplier) page, click the
corresponding checkbox of the accreditation code to remove the supplier from the list.
4. Click the Remove button to confirm removal of supplier. Otherwise, click Back button.
" NOTE: You have to manually maintain the suppliers included in the accredited list. The system
will not perform any automatic administration of the list.
Section 2.6 - Blacklisted Suppliers

The Blacklisted Suppliers menu link under the My Organization menu (see Figure 2.11) allows
the Buyer Coordinators to blacklist a supplier.
Buyers are not allowed to perform this function.
2.6.1 - View Blacklisted Suppliers List

To view the blacklisted suppliers of the Buyer organization, the Buyer Coordinator shall perform
the following:

1. To view the Blacklisted Suppliers of the Buyer Organization, click the Blacklisted
Suppliers sub menu under the My Organization menu (see Figure 2.6.1.1). The
Blacklisted Suppliers page will show the names of all supplier organizations blacklisted
by the organization.
Click to view supplier profile or

remove supplier from blacklist.
Click to change expiration date.
Click to blacklist a new supplier.
Figure 2.6.1.1 Blacklisted Suppliers Page
The table below lists all the data fields displayed in the Blacklisted Suppliers page:

Sequence Number System-generated list sequence number; Label of this field
is not displayed.
A maximum of twenty (20) organizations will be displayed
per page.
Organization Name Name of blacklisted supplier organization
Location For local organization, displays the city/municipality and the
province of the organization.
For foreign organization, displays city, province/state and
country.
Blacklisting Date Date when supplier organization was blacklisted
Expiration Date Date when blacklisting of the supplier organization expires
Reason Reason/s for blacklisting the supplier organization
2. To view profile of the blacklisted supplier, click on the corresponding Organization

Name.
2.6.2 - Add New Blacklisted Supplier

To add a supplier to the list of blacklisted suppliers of the Buyer Organization, the Buyer

1. In the Blacklisted Suppliers page (see Figure 2.6.1.1), click on the Add New Supplier
button. The Supplier Directory (Blacklisting) page is displayed (see Figure 2.6.2.1).
Locate supplier
to blacklist using
these methods.
Click to blacklist
the supplier.
Figure 2.6.2.1 Supplier Directory (Blacklisting) Page
2. In the Supplier Directory page, locate the supplier to blacklist and click on the
corresponding Organization Name. You may also use either the Alphabet Menu or Page
Index to search for the supplier. The Organization Profile (Add Blacklisted Supplier)

Figure 2.6.2.2 Organization Profile (Add Blacklisted Supplier) Page
3. In the Organization Profile page, click Blacklist button. The Blacklisted Supplier
(Add Mode) page is displayed (see Figure 2.6.2.3).
Figure 2.6.2.3 Blacklisted Supplier (Add Mode) Page
4. Enter required information in the page. The table below lists all the data fields displayed in
the Blacklisted Suppliers page:


Expiration Date Date when blacklisting of the supplier organization expires
Reasons Reason/s for blacklisting the supplier organization
5. After supplying the necessary information, click Submit to confirm blacklisting. Otherwise,
click Cancel button.
6. You will be redirected back to Blacklisted Suppliers page (see Figure 2.6.1.1).
2.6.3 - Remove Supplier from Blacklisted Suppliers List

To remove a supplier from the Buyer Organizations' list of blacklisted suppliers, the Buyer
1. In the Blacklisted Suppliers page (see Figure 2.6.1.1), click on the Organization Name
of the supplier for blacklisting. The Organization Profile (Remove Blacklisted
Supplier) page is displayed (see Figure 2.6.3.1).
Figure 2.6.3.1 Organization Profile (Remove Blacklisted Supplier) Page
2. In the Organization Profile (Remove Blacklisted Supplier) page, click the Remove
button. A pop-up confirmation prompt is displayed (see Figure 2.6.3.2).

Figure 2.6.3.2 Remove Blacklisted Supplier Confirmation Prompt
3. At the prompt, click OK button to remove the supplier from blacklist. Otherwise, click
Cancel button.
2.6.4 - Change Blacklist Expiration Date

To change the expiry date of a blacklisted supplier, the Buyer Coordinator shall perform the
following:
1. In the Blacklisted Suppliers page (see Figure 2.6.1.1), click on the Expiration Date
corresponding to the Blacklisted Supplier. The Blacklisted Supplier (Change Expiry
Date) page is displayed (see Figure 2.6.4.1).
Figure 2.6.4.1 Blacklisted Supplier (Change Expiry Date) Page
2. Enter required information in the page. The table below lists all the data fields displayed in
the Blacklisted Suppliers page.



Expiration Date The new expiration date of the blacklisted supplier
organization.
Reasons Reasons for changing the expiry date for blacklisting the
supplier
3. Click Submit button to save. Otherwise, click Cancel button. You will be redirected back
to Blacklisted Suppliers page.
" NOTE: The Buyer Coordinator has to manually maintain the suppliers included in the blacklist.
The system will not perform any automatic administration of the list.
Section 2.7 - View User Activity

The Activity link under the My Organization menu (see Figure 2.1) allows the Buyer Coordinator
to view logs of system activities performed by the users within the Buyer organization. This function
is only available for Buyer Coordinators.
1. When you click on the Activity link, the System Activity Log page is displayed (see Figure
2.7.1).

Use these facilities to filter

activities to be displayed.
Figure 2.7.1 System Activity Log Page
2. To view selected system log activities, the Buyer Coordinator may perform any of the following:
Enter Last Name, First Name or User ID of the user and then click Search button.

Enter the range of dates in the Search by Date Range fields and then click Search
button.
Use the Alphabet Menu.
Use the Page Index.

VOLUME 2 GEPS USER GUIDE FOR BUYERS AND BUYER COORDINATORS Chapter 3 My Profile
CHAPTER 3 - MY PROFILE
This chapter discusses the My Profile menu which includes the following functions:
View and Update the Buyer or Buyer Coordinators Profile
User Password Change for the Buyer or Buyer Coordinator
View of Login Activities of the Buyer or Buyer Coordinator
To access My Profile, the Buyer or Buyer Coordinator has to perform the following:
2. Click on My Profile menu link (see Figure 3.1).
Figure 3.1 My Profile Menu Bar
Section 3.1 - View Own Profile

1. When you access the My Profile menu, the View Contact Information page is displayed by
default (see Figure 3.1.1). The page contains the details of profile of the Buyer or Buyer
Coordinator currently logged-in.

Click to view the profile

of your organization.
Click to change details of your profile.
Figure 3.1.1 View Own Profile Page or View Contact Information Page
2. In the View Contact Information page, the user may click on the Organization Name
hyperlink to launch the View Organization Profile page (see Figure 3.1.2).
Figure 3.1.2 View Organization Profile Page

3. Click Back button to return to View Contact Information page.
Section 3.2 - Update Own Profile

1. In the View Contact Information page (see Figure 3.1.1), click on the Update button to
display the Update Own Profile page (see Figure 3.2.1).
Figure 3.2.1 Update Own Profile Page

2. Enter the updates about your profile. The table below lists all the data fields displayed in the
Update Own Profile page:

Organization Information
Organization Name System displays the name of the Buyer organization. It
contains a hyperlink to the View Organization Information
page.
Contact Information
Registration Date Date of Registration of the Buyer Organization
Role System displays the role or access rights of the
registered contact
Contact Status System displays the status of the registered contact
whether Active or Cancelled.
Status Date System displays the date when the above status became
effective or if changes were made, the date the change
took effect.
Signed Terms and Conditions System always displays Yes to signify that the user has
accepted the GEPS Terms and Conditions.
Terms and Conditions Signed Date System displays the date when the GEPS Terms and
Conditions was accepted.
User ID A system-generated ID assigned to the Buyer or Buyer
Coordinator upon registration.
Designation* The official position of the Buyer or Buyer Coordinator
within their respective organization.
Salutation* The user chooses the appropriate salutation based on
gender.
First Name* The first name of the user
Middle Name The middle name of the user
Last Name* The surname of the user
Telephone Number* The telephone number of the registered contact which
may be changed as the need arises. The telephone
number should follow this format: Country code Area
code Telephone Number, Ext Number.
The country code can not be changed as it is defaulted
to the Philippines country code when registering as
Buyer.
Mobile Phone Number May be updated accordingly.
Fax Number May be changed accordingly but always following this
format: Country code Area code Telephone Number.
The country code can not be changed as it is defaulted
to the Philippines country code when registering as
Buyer.
Email Address* May be changed anytime. The email address must have
the following:


At least one @ and one period (.)
At least one character before the period (.)
At least one character before and after each period (.)
Contact Address
Country* Defaulted to the Philippines for Buyer Organizations
Region* Represents the region where the Buyer Organization is
located
Province* The provinces displayed in the drop-down list are limited
to those under the region previously chosen or indicated.
City/Municipality* The cities/municipalities available in the drop-down list
are limited to those under the province previously
indicated.
Street Address* You may change your street address.
Zip Code You may change your zip code.
Security Question
Phone Support ID* System displays your phone support id for security
purposes. This is a user-provided ID used by the DBM-PS
Systems Administrators to identify users asking for
technical assistance. This is to ensure that confidential
information is relayed to the right contact.
Birthdate* System displays the birthdate of the Buyer or Buyer
Coordinator.
Mother's Full Maiden Name* System displays your mother's full maiden name for
security purposes. This is used to validate if a user
asking for technical assistance through telephone is
really the same person he is claiming to be.
3. After changes are made in the user profile, click the Submit button to save the changes or click
Cancel button to disregard the updates. Upon clicking Submit button, a pop-up message is
displayed confirming that the profile has been successfully updated (see Figure 3.2.2).
Figure 3.2.2 Update Own Profile Confirmation Message
4. Click Ok button and you will be redirected back to View Contact Information page.

Section 3.3 - Change Password

This function allows the Buyer or Buyer Coordinator to change his/her own password.
1. In the My Profile menu (see Figure 3.1), click Change Password link. The Change
Password page is displayed (see Figure 3.3.1).
Figure 3.3.1 Change Password Page
2. The Buyer or Buyer Coordinator Enters his/her Old Password and New Password. The user
is asked to re-type his/her New Password for confirmation. The table below lists all the data
fields displayed in the Change Password page:

Old Password The Buyer or Buyer Coordinator shall input his/her old password.
New Password The Buyer or Buyer Coordinator shall supply a new password
complying to the criteria below:
The new password cannot be similar to the Old Password
entered in previous field.
Must be not less than 6 characters and should include
alpha/numeric characters(For the alpha/numeric characters-
should contain at least 1 alpha and 1 numeric)
New password must not be the same as the Buyer or Buyer
Coordinator's last name or first name.
Re-Type New Password The new password must be entered again in this field for
confirmation/validation of the entries in the New password field.
3. Click Submit to save the changes or click Cancel to disregard the entries. Upon clicking
Submit button, a pop-up message is displayed confirming that your password has been
successfully changed (see Figure 3.3.2).

Figure 3.3.2 Change Password Confirmation Message
4. Click Ok button and you will be redirected back to View Contact Information page.
Section 3.4 - Activity

The Activity menu option allows the Buyer or Buyer Coordinator to view a detailed account of
his/her activities within GEPS.
1. In the My Profile menu (see Figure 3.1), click the Activity link. The My Activities page is
displayed (see Figure 3.4.1).

Use these
facilities to filter
activities to be
displayed.
Figure 3.4.1 My Activities Page
The table below lists the data fields that are displayed in the My Activities page:

Sequence Number System-generated list sequence number; Label of this field is
not displayed.
A maximum of twenty (20) activities will be displayed per page.
Activity Date System displays the date and time the activity was performed.
Date format is DD/MM/YYYY, while time format is 12-hours.
Activity Displays the type of activity the user performed in the system.
(E.g. Login, Logout, Read, Create, Update, Delete)
Module Displays which module in the GEPS the activity was performed.
(E.g. Accredited Supplier, Own Profile, Blacklist Supplier,
Organization, Contact)
Activity Details Indicates the organization name, reference numbers and/or
codes of bids, award notices, supplements, organizations, etc.
being processed.

2. You may view your activities by performing any of the following:

Enter an Activity Date Range by clicking on the Calendar icon and then click Search
button.
The Page Index will appear if there are more that twenty (20) activities performed by
the Buyer or Buyer Coordinator and may be utilized to view the other activities.

VOLUME 2 GEPS USER GUIDE FOR BUYERS AND BUYER COORDINATORS Chapter 4 Opportunities
CHAPTER 4 - OPPORTUNITIES
This chapter is about the Opportunities menu which allows the Buyer or Buyer Coordinator to view
and take action on the following:
Open Opportunities
Former Opportunities
Award Notices
To access Opportunities, the user must perform the following:

1. Log-in to GEPS application.
2. Click on Opportunities menu link (see Figure 4.1).
Figure 4.1 Opportunities Menu Bar
Section 4.1 - Open Opportunities

When a Buyer or Buyer Coordinator clicks the Opportunities menu, the default is the Open
Opportunities page. This page contains all "Active" bid notices posted by Buyer agencies. This
section allows the Buyer or Buyer Coordinator to perform the following functions:
View By Category
View By Agency
Perform Simple Search
Perform Detailed Search
Order Bid Documents

4.1.1 - View By Category

To view open opportunities according to bid notice category, the Buyer or Buyer Coordinator
1. Upon clicking the Opportunities menu, the Open Opportunities (By Category) page is
displayed by default (see Figure 4.1.1.1). The page displays all categories with
corresponding number of open opportunities.
Click to perform a comprehensive Click to view the

search for opportunities. opportunities by category.
Click to perform Simple Click to view the

Search for opportunities. opportunities by agency.
You may also search for

opportunities using the Alphabet
Menu or the Page Index.
Click to view
opportunities under the
corresponding category.
Figure 4.1.1.1 Open Opportunities (By Category) Page
The table below lists the data fields that are displayed in the Open Opportunities (By
Category) page:

Sequence Number System-generated list numbers starting from 1 and
incrementing to the next higher number; every time a
new bid notice is added (Active Status)


Label of this field is not displayed. A maximum of twenty
(20) categories will be displayed per page.
Category Classification of item/s and services procured by
government agencies.
Number of Opportunities List of "Active" opportunities, representing each
category, in figures, that are currently available. These
figures are also links that when clicked, will display the
notices under a particular category.
2. To display the list of open opportunities under a particular category, click the number
representing the Category. The Open Opportunities (Selected Category) page is
displayed showing all open opportunities under the selected Category (see Figure 4.1.1.2).
Click to order bid

documents.
Click link to view the
bid notice abstract.
Figure 4.1.1.2 Open Opportunities (Selected Category) Page

The table below lists the data fields that are displayed in the Open Opportunities
(Selected Category) page:

Category The selected category
displayed.
A maximum of twenty (20) opportunities will be displayed per
page.
Publish Date the notice was published in the GEPS.
Closing Closing date of the notice.
Title Title of the notice and the Name of the Agency that published the
notice. Click on the Title link to view Bid Notice Abstract page.
Associated Components When the Order hyperlink is clicked, the system displays the
Order Associated Components (Order Basket) page where the
process of downloading attached documents starts.
4.1.2 - View By Agency

To view open opportunities per government agency, the Buyer or Buyer Coordinator shall
1. In the Open Opportunities (By Category) page (see Figure 4.1.1), click the View by
Agency link. The Open Opportunities (By Agency) page is displayed (see Figure
4.1.2.1).

Figure 4.1.2.1 Open Opportunities (By Agency) Page
The table below lists the data fields that are displayed in the Open Opportunities (By
Agency) page:

Sequence Number System-generated list sequence number; Label of this
field is not displayed.
A maximum of twenty (20) agencies will be displayed per
page.
Agency Government Agency or Buyer Organizations
Number of Opportunities Number of open opportunities (in figures) posted by
agencies that are available. This is also a link that when
clicked, will display the Open Opportunities (of the
Selected Agency).
2. To display the list of open opportunities under a particular agency, select the Agency and
click on the corresponding Number opposite the selected Agency. The Open
Opportunities (Selected Agency) page is displayed showing all open opportunities under
the selected Agency (see Figure 4.1.2.2).

Figure 4.1.2.2 Open Opportunities (By Agency) Page
3. Navigating through the Open Opportunities (By Agency) page and associated pages is
similar to that of the Open Opportunities (By Category) pages. To help the user navigate
through the page, please refer to 4.1.1 - View by Category.
4.1.3 - Simple Search

There are two ways to search for opportunities, Simple and Detailed Search. To search for open
opportunities using Simple search, the Buyer or Buyer Coordinator shall perform the following:
1. In the Open Opportunities (By Category) or Open Opportunities (By Agency) page,
click on the Search link. The Open Opportunities (Simple Search) page is displayed
2. Type-in the keyword (s) in the Search field and click the Search button. The system will
display the opportunities that match the keyword/s entered.
TIP: To reset or to re-display all the opportunities, re-click the Search link.

Figure 4.1.3.1 Open Opportunities (Simple Search) Page
4.1.4 - Detailed Search

Detailed Search allows the Buyer or Buyer Coordinator to perform a more comprehensive
search for opportunities. To search open opportunities based on several search criteria, the
following operation must be performed:
1. In the Open Opportunities (By Category) or Open Opportunities (By Agency) page,
click on the Detailed Search link. The Open Opportunities (Detailed Search) page is

Figure 4.1.4.1 Open Opportunities (Detailed Search) Page
The table below lists the data fields that are displayed in the Open Opportunities
(Detailed Search) page:

Initial Search
Keyword(s) User may enter keyword/s to search for specific opportunities. The
system searches the keyword/s across all the fields in the Bid
Notice Abstract.
Category User may select a category from the menu list.
Area of Delivery User may select an area or areas of delivery from the menu list.
Publish Range User may enter publish date range in MM/DD/YYYY using the
calendar icon.
Refine By
Must Have User may enter keyword/s that the notice must have.
Must Not Have User may enter keywords/s that the notice must not have.
2. Fill in the search criteria fields. Then, click Search button to search matching opportunities.
The system will display the opportunities that matched the criteria entered.

Figure 4.1.4.2 Open Opportunities (Detailed Search Result) Page

To view a Bid Notice Abstract, please perform the following:
In the Open Opportunities (Selected Category) or Open Opportunities (Selected
Agency) page, select the opportunity and click on the corresponding Title. The Bid Notice
Abstract page is displayed (see Figure 4.1.5.1).

Click to order bid

documents.
The table below lists the data fields that are included in the Bid Notice Abstract page:

Reference Number System displays the reference number of the Bid.
Procuring Entity The name of the Buyer Organization that posted the notice.
Title System displays the Title of the Bid Notice
Area of Delivery System displays the Area / Location where the goods/services
will be delivered/rendered.
Solicitation Number Displays A Buyer or Buyer Coordinator supplied control number


for every bid notice posted in the system.
Trade Agreement Applies to procurement which is governed by agreements or
treaties entered into by the GOP with the multilateral or funding
agencies. In most cases, trade agreement does not apply.
Displays the "Implementing Rules and Regulations" of RA9184
which is usually chosen if the above conditions do not apply.
Procurement Mode Displays the Procurement method that the procuring entity has
chosen to undertake in the conduct of its procurement.
Classification Displays the type of item/s being procured as classified under RA
9184.
Category Displays the general classification of goods, works and services
as specified by government agencies.
Approved Budget for the Displays the budget for the contract as approved by the head of
Contract the procuring entity.
Delivery Period Displays the period required by the procuring entity for the
winning supplier to deliver the goods or services.
Client Agency Displays (if applicable) the Buyer organization for which the bid
notice was posted.
Contact Person Displays the registered contact of the Buyer Organization who
posted the bid notice.
Status Displays the status of the bid notice which is Active.
Associated Components Displays the documents, whether Electronic or Non-Electronic
that were attached to the bid notice. The Associated Component
is displayed as Order link. Click on the link will redirect you to
Order Associated Components (Order Basket) page.
Bid Supplements Additional information attached to a bid notice. System displays
the number of Bid Supplements on the same row. Clicking on the
number link will display the List of Bid Supplements Screen in a
pop-up window.
Document Request List Displays the list of prospective bidders that have
downloaded/requested attachments (Electronic or Non-
Electronic). System indicates the number of Suppliers/Buyer
Organizations who have requested the bid documents. Clicking
on the number will display the suppliers/buyers who have
requested the documents.
Date Published Displays the date the Buyer Organization wants the bid notice
posted in the system or the bid notice stated to become "Active".
System indicates the date when the bid was published in the
system. The date format is DD/MM/YYYY.
Last Updated /Time System indicates the date and time the bid was last updated.
Date format is DD/MM/YYYY and time format is 12-hour.
Closing Date/Time System indicates the closing date and time of the bid. Date
format is DD/MM/YYYY and time format is 12-hour.
Description Displays information, specifications or instructions to bidders.
&Line Items
Item No. System indicates the number of items to be displayed.


Product / Service Name Displays the general or common name of the item/s or services
being procured.
Description System displays the type or special characteristics of the product
being procured.
Quantity System indicates the quantity or the aggregate number required
per line item.
UOM System indicates the unit of measure of each item.
(footer)
Reason for Bid Failure/ Bid System displays the reason for these cases. This is applicable
Postponement / Bid only for failed, postponed or cancelled bid notices.
Cancellation
&Other Information System displays other pertinent information about the bid
Created by System indicates the registered contact who created the bid
notice.
Date Created System indicates when the bid abstract was created.
4.1.6 - Order Bid Documents

To order associated component of a particular bid notice, the Buyer or Buyer Coordinator shall
1. To download bid documents or attachments, click on the Order link of a particular bid
notice in the following pages under the Open Opportunities sub-menu:
Open Opportunities (Selected Category)
Open Opportunities (Selected Agency)
Open Opportunities (Simple Search)
Open Opportunities (Detailed Search Result)
Bid Notice Abstract
" NOTE: The user can only order bid documents for open or "Active" opportunities.
2. The Order Associated Documents (Order Basket) page is first displayed when the
Order link is clicked (see Figure 4.1.6.1).

Click to indicate if you would

like to receive auto-updates.
Click to add more
documents to
order.
Figure 4.1.6.1 Order Associated Components (Order Basket) Page
3. In the Order Associated Components (Order Basket) page, click on the Auto-Update
column to automatically receive updates about the bid notice via email.
4. To view details about the bid document to order, click on the corresponding Title link. The
Associated Components page is displayed (see Figure 4.1.6.4). Click Close button to go
back to Order Associated Documents (Order Basket) page.
Figure 4.1.6.4 Associated Components Page
" NOTE: For bid supplements, an additional field, Type (Addendum or

Clarification) will be displayed.
5. To add a new document to order, click on the Add More Items button. The Open
Opportunities page is displayed (see Figure 4.1.6.5).

Figure 4.1.6.5 Open Opportunities (By Category) Page
6. In the Open Opportunities page, select the bid notice to order documents from and click
the corresponding Order link. The user will return to the Order Associated Documents
(Order Basket) page where the documents of the selected bid notice are already reflected.
7. To proceed ordering the document/s in the Order Basket, click the Continue button. The
system will display the Order Associated Documents (Order Confirmation) page (see
Figure 4.1.6.6).

Click to complete
the order process.
Figure 4.1.6.6 Order Associated Components (Order Confirmation) Page
8. To confirm the order, click on the Submit button. The system will display the Order
Associated Documents (Order Summary) page (see Figure 4.1.6.7). The ordering of
the bid documents is now complete. If the user wants to view the contents of the attachment,
he/she shall click Doc link opposite the notice title under the Item column. After viewing,
click on the Done button to return to the Open Opportunities page where the order
process started.
Figure 4.1.6.7 Order Associated Components (Order Summary) Page

Section 4.2 - Former Opportunities

Former opportunities refer to "Closed" bid notices or notices with expired Closing Dates. This
section allows the Buyer or Buyer Coordinator to perform the following functions in the former
opportunities:
View By Category
View By Agency
Perform Simple Search
Perform Detailed Search
4.2.1 - View By Category

To view former opportunities by category, the Buyer or Buyer Coordinator shall perform the
following:
1. In the Opportunities menu, click the Former Opportunities sub-menu link. The Former
Opportunities (By Category) page is displayed by default (see Figure 4.2.1.1) showing all
categories with corresponding number of former opportunities.

Click to perform a comprehensive Click to view the

search for opportunities. opportunities by category.
Click to perform Simple Click to view the

Search for opportunities. opportunities by agency.
You may also search for

opportunities using the Alphabet
Menu or the Page Index.
Click to view
opportunities under the
corresponding category.
Figure 4.2.1 Former Opportunities (By Category) Page
The table below lists the data fields that are displayed in the Former Opportunities (By
Category) page:

A maximum of twenty (20) categories will be displayed per
page.
Category Bid notice category
Number of Opportunities Number of former opportunities available under a
category. The figure link displays all the former
opportunities of the category when clicked. (Selected
Category) page.

2. To display the list of former opportunities under a particular category, select the Category
and click on the corresponding Number link opposite the selected Category. The Former
Opportunities (Selected Category) page is displayed (see Figure 4.2.1.2) showing all
former opportunities under the selected Category.
Figure 4.2.1.2 Former Opportunities (Selected Category) Page
4.2.2 - View By Agency

To view former opportunities by agency, the Buyer or Buyer Coordinator shall perform the
following:
1. In the Former Opportunities (By Category) page, click the View By Agency link. The
Former Opportunities (By Agency) page is displayed (see Figure 4.2.2.1) showing all
the agencies with corresponding number of former opportunities.

Figure 4.2.2.1 Former Opportunities (By Agency) Page
The table below lists the data fields that are displayed in the Former Opportunities (By
Agency) page:

A maximum of twenty (20) agencies will be displayed per
page.
Agency Name of Buyer Organization
Number of Opportunities The Number of former opportunities available posted by a
particular Buyer Organization. The figure link displays all
the Former Opportunities under the Buyer Organization
when clicked.(Selected Agency) Page.
2. To display the list of former opportunities under a particular agency, select the Agency and
click on the corresponding Number opposite the selected Agency. The Former
Opportunities (Selected Agency) page is displayed (see Figure 4.2.2.2) showing all the
former opportunities under the selected Agency.

Figure 4.2.2.2 Former Opportunities (Selected Agency) Page
4.2.3 - Simple Search

There are two ways to search for former opportunities, Simple and Detailed. To search for
former opportunities using Simple search, the Buyer or Buyer Coordinator shall perform the
following:
To search for former opportunities based on a certain keyword, perform the following:
1. In the Former Opportunities (By Category) or Former Opportunities (By Agency)
page, click on the Search link. The Former Opportunities (Simple Search) page is

Figure 4.2.3.1 Former Opportunities (Simple Search) Page
2. Navigating through the Simple Search function of the Former Opportunities is the same as
navigating through the Simple Search function of the Open Opportunities. Please refer to 4.1.3
Simple Search for the detailed steps.
4.2.4 - Detailed Search

Detailed Search allows the Buyer or Buyer Coordinator to perform a more comprehensive
search for opportunities. To search former opportunities based on several search criteria, the
following operation must be performed:
1. In the Former Opportunities (By Category) or Former Opportunities (By Agency)

page, click on the Detailed Search link. The Former Opportunities (Detailed Search)

Figure 4.2.4.1 Former Opportunities (Detailed Search) Page
2. Navigating through the Detailed Search function of the Former Opportunities is the same as
navigating through the Detailed Search function of the Open Opportunities. Please refer to
4.2.4 Detailed Search for the detailed steps.

To view a Bid Notice Abstract, the Buyer or Buyer Coordinator shall perform the following:
1. In the Former Opportunities (Selected Agency) page, select the opportunity and click
on the corresponding Title to display the Bid Notice Abstract (see Figure 4.2.5.1).

2. For the description of data fields displayed in the above page, please refer to 4.1.5 View
Bid Notice Abstract.

Section 4.3 - Award Notices

Award notices are the result or results of bid notices previously posted. Award Notices serve as
announcement not only to the supplier who won the bid but also to suppliers that participated in the
bid. This section allows the Buyer or Buyer Coordinator to perform the following functions on
award notices:
View Bid Notice Abstract by clicking on the corresponding Reference Number of the
award notice.
View Award Notice Abstract by clicking on the corresponding Title of the award notice.
Search for Award Notices using Simple Search, Detailed Search and the Page Index.
1. To view a list of award notices posted by the Buyer or Buyer Coordinator and other buyer
agencies, click the Award Notices link in the Opportunities menu (see Figure 4.1) to display
the Award Notices page (see Figure 4.3.1).

Use these methods to

search for award
notices.
Click to view Bid Notice Abstract. Click to view Award Notice Abstract.
Figure 4.3.1 Award Notices Page
The table below lists the data fields that are displayed in the Award Notices page:

displayed.
A maximum of twenty (20) award notices will be displayed per
page.
Award Notice Number A system-generated number assigned to each award posted.
Displays the Award Notice Number.
Award The Date the Award Notice was declared by the Bids and Awards
Committee (BAC). System displays the Award Date. The date
format is in DD/MM/YYYY.


Reference Number System displays the reference number of the bid notice. Click on
this link to view Bid Notice Abstract page.
Title System displays the Title of the Award Notice. Click on the Title
link to view Award Notice Abstract page.
Supplier Name Refers to the Supplier that won the bid or the supplier the
contract was awarded to. System displays the name of the
Supplier.

VOLUME 2 GEPS USER GUIDE FOR BUYERS AND BUYER COORDINATORS Chapter 5 Catalogue
CHAPTER 5 - CATALOGUE
The Catalogue menu option allows the Buyer or Buyer Coordinator to view the items or products in the
GEPS Catalogue.
To access the Catalogue, perform the following:

2. Click on Catalogue menu (see Figure 5.1).
Figure 5.1 Catalogue Menu Bar
" NOTE: The same pages will be displayed as in viewing the GEPS Catalogue from the Splash page.
To help the user navigate through the pages, please refer to Volume 1 GEPS User Guide,
Using the Splash Page.

VOLUME 2 GEPS USER GUIDE FOR BUYERS AND BUYER COORDINATORS Chapter 6 Directory
CHAPTER 6 - DIRECTORY
The Directory menu option allows the Buyer or Buyer Coordinator to view all the registered buyer and
supplier organizations in GEPS.
To access the Directory, perform the following:

2. Click on Directory menu (see Figure 6.1).
Figure 6.1 Directory Menu Bar
Section 6.1 - Buyers Directory

When you access the Directory menu, the Buyer Directory (By Sector) page is displayed by
default (see Figure 6.1.1). The Buyer Directory (By Sector) page displays a listing of all sectors of
government with corresponding number of active buyer organizations registered under each sector.
In the Buyer Directory (By Sector) page, the Buyer or Buyer Coordinator may perform the
following:
View buyer organizations under a selected sector
Search for a buyer organization
Search for a registered contact of a buyer organization

Click to view Click to search for Click to search for contacts

organizations by sector. organizations. in the organization.
You may use these

methods to search for
buyer organizations.
Click to view the

buyer organizations
under a particular
sector.
Figure 6.1.1 Buyer Directory (By Sector) Page
6.1.1 - View Buyers by Sector

To view the buyer organizations under a particular sector, the Buyer or Buyer Coordinator shall
1. In the Buyer Directory (By Sector) Page (see Figure 6.1.1), click the Number opposite
the sector. The Buyer Directory (Selected Sector) page is displayed (see Figure 6.1.1.1).
Click Organization Name

to view its profile.
Figure 6.1.1.1 Buyer Directory (Selected Sector) Page

The table below lists the data fields that are displayed in the Buyer Directory (Selected
Sector) page:

A maximum of twenty (20) organizations will be
displayed per page.
Organization Name The Buyer organization name is displayed as a hyperlink
that allows the user to view the organization profile. The
list is sorted by this field, in alphabetical order.
Location City/ Municipality AND Province where the selected
Buyer Organization is located.
2. In the Buyer Directory (Selected Sector) page, the user shall click on the Organization
Name to view the particular buyers profile. The Organization Profile page is displayed

Click to launch the organization website.
Click to view the opportunities/award notices.
Click to view contact profile.
Figure 6.1.1.2 Organization Profile Page
The table below lists the data fields that are displayed in the Organization Profile page:

%Organization Name System displays the name of the selected Buyer
organization.
&%Acronym System displays the acronym (if any) opposite right after
the organization name enclosed in a parenthesis. Label
will not be displayed.
%Street Address System displays the street address where the Buyer
Organization is located.
%City / Municipality System displays the city/municipality where the Buyer
Organization is located.
%Province System displays the province under which the Buyer
Organization belongs.


%Region System displays the region under which the province of the
buyer Organization is situated.
%Zip Code System displays the zip code.
%Web Site Address System displays the organizations web site address or URL
(if any). Clicking on the link will launch the website of the
buyer organization in a new window.
Registration Date The Date the Buyer Organization was registered in the
GEPS. Format: DD/MM/YYYY.
Government Branch The government branch which the Buyer Organization
belongs. System displays the government branch of the
organization.
Organization Type System displays the type of the organization.
&Sector System displays the government sector where the
organization belongs.
&Brief Description of the System displays the brief description of the organization.
Organization
&Parent Organization System displays the parent organization and is a link to
display the organization profile. If not applicable, this field
will not be displayed.
&Former Name System displays the organizations former name. If not
applicable, this field and label name will not be displayed.
Open Opportunities System displays the number of open opportunities posted
by the agency. Clicking on the Number will display the list of
opportunities.
Former Opportunities System displays the number of former opportunities posted
by the agency. Clicking on the Number will display the list of
opportunities.
Awards Posted System displays the number of award notices posted by
the agency. Clicking on the Number will display the list of
opportunities.
Registered Contact System displays all the active contacts of the organization,
including telephone and fax numbers.
User can click on the name of the contact to display the
contact profile.
%Labels of these fields are not displayed.
6.1.2 - Search Buyer Organization

When a Buyer or Buyer Coordinator is searching for buyer organizations and he/she is unsure of
the sector where the buyer organization/s belong/s , he/she may utilize the Search Organization
function .

1. In the Buyer Directory (By Sector) or Buyer Directory (Selected Sector) page, click
the Search Organization link. The Buyer Directory (Search Organization) page is
Enter values into these fields to search for organizations.
Figure 6.1.2.1 Buyer Directory (Search Organization) Page
2. Enter the information asked for in the criteria fields to search for buyer organization/s. The
table below lists the data fields that are displayed in the Buyer Directory (Search
Organization) page.

Organization Name User may enter the organization name or keyword/s from
the organization name.
Default is blank, which means to display all organizations.
Government Branch This is a drop-down displaying the following values:
Executive, Legislative, Judiciary, Constitutional Office, and
Local Government Unit (LGU).
Organization Type This is a drop-down displaying the following values:
Department, Government Owned and/or Controlled
Corporations (GOCC), Provincial Government, City
Government, Municipal Government, Barangay, State,
Universities or Colleges (SUC), High School, Elementary,
Special School.


Sector A drop-down list enumerating the different sectors of the
government. User may select the sector.
Registration Date From/To Refers to the date of registration of the Buyer organization in
the GEPS. Format: DD/MM/YYYY.
Region This drop-down displays all Regions in Philippines.
Province The values displayed in this drop-down are filtered based on
the selected region. If the user does not select a region, all
the Provinces stored in the system will be displayed.
City/Municipality The values displayed in this drop-down are filtered based on
the selected Province. If the user does not select a Province,
all the Cities/Municipalities stored in the system will be
displayed.
3. After filling in the search criteria fields, click the Search button. The system displays the
buyer organization/s that match the entered search criteria.
4. If the user clicks on the Organization Name, the Organization Profile page is displayed
6.1.3 - Search Buyer Contact Person

The Buyer or Buyer Coordinator may also want to search for registered contacts within a buyer
organization.
1. In the Buyer Directory (By Sector) or Buyer Directory (Selected Sector) page, click
the Search Contact link to display the Buyer Directory (Search Contact) page (see
Figure 6.1.3.1).

Enter values into these fields to search for contacts.
Figure 6.1.3.1 Buyer Directory (Search Contact) Page
2. Enter the information asked for in the criteria fields to search for registered contacts. The
table below lists the data fields used as criteria in the Buyer Directory (Search Contact)
page.

Last Name Enter the Last Name of the registered contact being
searched.
First Name Enter the First Name of the registered contact being
searched.
Organization Name Enter the name of buyer organization or a keyword from
the buyer organization name.
Registration Date From / To A registration date period may also be entered to search
for Buyer Organizations registered within a specified
period. (E.g. within a month) Format: DD/MM/YYYY.


Region A user may choose a region to filter his/her search by
region. This drop-down displays all Regions in Philippines.
Province The values displayed in this drop-down are filtered based
on the selected region. If the user does not select a
region, all the Provinces stored in the system will be
displayed.
City / Municipality The values displayed in this drop-down are filtered based
on the selected Province. If the user does not select a
Province, all the Cities/Municipalities stored in the system
will be displayed.
3. After filling in the search criteria fields, click the Search button. The system displays the
contact persons of buyer organizations that match the entered search criteria.
4. The user may click on the Contact Name to view the profile of the registered contact. The
Contact Profile page is displayed (see Figure 6.1.3.2).
Figure 6.1.3.2 Contact Profile Page
5. To send an email to the contact person, click the Send Message button. The Email to
Contact page is displayed (see Figure 6.1.3.3).

Figure 6.1.3.3 Email to Contact Page
6. Type-in the email message and then click Send button. A pop-up message will appear
confirming that the email has been sent successfully (see Figure 6.1.3.4). Click the Ok
button to be returned to Contact Profile page (see Figure 6.1.3.2).
Figure 6.1.3.4 Email Contact Confirmation Message
Section 6.2 - Suppliers Directory

The Suppliers Directory (By Business Category) page displays a listing of all business
categories with corresponding number of active supplier organizations within each category.
In this page, the Buyer or Buyer Coordinator may perform the following:
View supplier organizations under a particular category
Search for a particular supplier organization
Search for a registered contact within the supplier organization

6.2.1 - View Suppliers by Category

To view supplier organizations under a category, the Buyer or Buyer Coordinator shall perform
the following:
1. In the Directory menu, click the Suppliers link to access the Supplier Directory (By
Business Category) page (see Figure 6.2.1.1). The page provides a list of all business
categories with corresponding number of active supplier organizations under each category.
Figure 6.2.1.1 Supplier Directory (By Business Category) Page
" NOTE: Navigating through the Supplier Directory (By Business Category) page and
associated pages is similar to that of the Buyer Directory pages. Please refer
Section 6.1 - Buyers Directory.

VOLUME 2 GEPS USER GUIDE FOR BUYERS AND BUYER COORDINATORS Chapter 7 About GEPS
CHAPTER 7 - ABOUT GEPS

The About GEPS menu option provides general information about the GEPS application. Information
includes the following:
Announcements made by DBM-PS Systems Administrators
Messages from different government officers and/or authorities
Laws, Rules and Regulations, Circulars, Resolutions about the Philippine Government 's
Procurement process
History of the Philippine government electronic procurement system
Frequently Asked Questions about Phil GEPS
Useful Downloads of standardized Bid Forms and Documents; Registration Forms and other
documents required in using the GEPS
Organizational chart and functions of the GEPS Organization
To access the About GEPS, the user shall perform the following:
2. Click on About GEPS menu (see Figure 7.1).
Figure 7.1 About GEPS Menu Bar
" NOTE: The same pages will be displayed as in viewing the About-GEPS from the Splash page. To
help the user navigate through the pages, please refer to Volume 1 GEPS User Guide,
Using the Splash Page.


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VOLUME 2

PHILGEPS USER GUIDE

PHILGEPS version 1.0

AYALA SYSTEMS TECHNOLOGY INC.

AYALA SYSTEMS TECHNOLOGY INC.

2.5.1 - View Accredited Suppliers List ..............................................................................................................105

AYALA SYSTEMS TECHNOLOGY INC.

About This Guide

2. How to Use This Guide

AYALA SYSTEMS TECHNOLOGY INC. 4 - 165

To access My GEPS, please perform the following:

Figure 1.1 My GEPS Menu Bar

The My GEPS menu consists of three (3) sub-menus as follows:

Section 1.1 - Pending Tasks

AYALA SYSTEMS TECHNOLOGY INC. 5 - 165

Figure 1.1.1 Pending Tasks Page

1.1.1 - Pending Request for Participation

AYALA SYSTEMS TECHNOLOGY INC. 6 - 165

Click to process supplier request

Figure 1.1.1.1 Pending Request for Participation Page

Figure 1.1.1.2 Supplier Organization Information Page

AYALA SYSTEMS TECHNOLOGY INC. 7 - 165

Figure 1.1.1.3 Approval Confirmation Message

Figure 1.1.1.4 Disapproval Pop-Up Window

5. To discontinue the process, click the Cancel button.

1.1.2 - Order Management

AYALA SYSTEMS TECHNOLOGY INC. 8 - 165

Click to record supplier document

Figure 1.1.2.1 Order Management Page

AYALA SYSTEMS TECHNOLOGY INC. 9 - 165

Click the document to be collected.

Figure 1.1.2.2 Document Collection Window

1.1.3 - Pending Orders

AYALA SYSTEMS TECHNOLOGY INC. 10 - 165

1.1.4 - Bid Notices for Posting

Figure 1.1.4.1 My Bid Notices Page

1.1.5 - Award Notices Creation / Shortlisting

AYALA SYSTEMS TECHNOLOGY INC. 11 - 165

Figure 1.1.5.1 My Bid Notices Page

1.1.6 - Award Notices for Posting

AYALA SYSTEMS TECHNOLOGY INC. 12 - 165

Figure 1.1.6.1 Award Notice List Page

1.1.7 - Award Notices to Proceed

Click Title of award notice to

Figure 1.1.7.1 Notice to Proceed Page

AYALA SYSTEMS TECHNOLOGY INC. 13 - 165

Enter pertinent information

Figure 1.1.7.2 Award Notice Creation Page

DATA FIELD DESCRIPTION

) LEGEND: *Input is required for these fields.

AYALA SYSTEMS TECHNOLOGY INC. 14 - 165

Section 1.2 - My Notices

Use these filter facilities to

Click to select/ deselect

Figure 1.2.1 My Bid Notices Page

AYALA SYSTEMS TECHNOLOGY INC. 15 - 165

DATA FIELD DESCRIPTION

DATA FIELD DESCRIPTION

AYALA SYSTEMS TECHNOLOGY INC. 16 - 165

1.2.1 - View Bid Notices

1.2.2 - Create a New Bid Notice

AYALA SYSTEMS TECHNOLOGY INC. 17 - 165

Click to use existing bid notice templates.

Figure 1.2.2.1 Notice Creation (Basic Information) Page