BIDDING PROCEDURES

FOR THE
PROCUREMENT OF

GOODS

Procurement of all government

agencies
Public
Bidding

Salient
Features
Approved Budget for the

Contract (ABC)
Use of transparent, objective and
non-discretionary criteria
Increase Transparency in the
procurement process
Inclusion of Penal and Civil
Liabilities

Public Monitoring
Governing
Principles
Accountability
Competetiveness
Transparency
Streamlined Process

Procurement - refers to the acquisition of goods,

consulting services, and the contracting for
infrastructure projects by procuring entity. (Sec.
5(aa), IRR, R.A. 9184)

Definition of Terms

Goods and Services - refer to all items, supplies,

materials and general support services, except
consulting services and infrastructure projects,
which may be needed in the transaction of public
businesses or in the pursuit of any government
undertaking, project or activity. (Sec. 5(r), IRR,
R.A. 9184)

Pre-Bid Conference
Standardized Bidding
Procedures

Pre- Procurement
Conference

Submission of
Bids

Bid Evaluation &

Ranking

Advertiseme
nt

Opening of
1st Envelope Eligibility
Docs & Technical
Proposal

Post
Qualification

Opening of
2nd Envelope Financial
Proposal

Contract Award

PREPARATION OF
BIDDING DOCUMENTS

Preparation of Bidding
Documents
Prepare the Bidding Documents
following the standard forms prescribed
by the GPPB;
Specifications and other terms in the
Bidding Documents shall reflect the
minimum requirements or specifications
required to meet the needs of the
procuring entity;
Use clear and unambiguous terms in
your specifications;

Preparation of Bidding
Documents
Bidders will be asked to pay for the
Bidding Documents to recover the cost of
its preparation and development;
BAC shall issue the bidding document
upon payment of the standard rate, as
follows:

Approved
Maximum cost
Budget for the
of Bidding
Contract
Document
Php 500,000.00 &
Below
> 500,000.00 to 1M
> 1M to 5M
> 5M to 10M
>10M to 50M

Php 500.00
Php
1,000.00
Php
5,000.00
Php
10,000.00
Php

Preparation of Bidding
Documents
Bidding Document must be available on the same date
the advertisement and/or posting of the Invitation to Bid
is made;
Bidding Document shall be posted at the PhilGEPS
website and the Procuring Entitys website wherein
prospective bidders may download, provided that,
bidders shall pay the fee for the Bidding Documents on
or before submission of their bids;
The Bidding Document shall include the following:
a. Approved Budget for the Contract;
b. Invitation to Bid;
c. Minimum eligibility requirements;
d. Instruction to Bidders;

INVITATION TO BID

Pre-Procurement Conference
Purpose: Determine readiness to proceed
with the bidding process
Conducted before advertisement/posting of the
Invitation to Bid
Mandatory for the procurement of Goods with
ABC above Php 2M;
Attended by the following:
a. BAC
b. BAC Secretariat
c. TWG
d. Consultants
e. End-user unit/Other officials

Contents of the Invitation to

Bid
I.

Name of contract to be bid and brief description of

the goods to be procured;

II. A general statement on the criteria to be used for

eligibility check, evaluation of bids, and postqualification;
III. The date, time and place of the deadline for
submission
and
receipt
of
the
eligibility
requirements and bids; pre-bid conference, if any,
and the opening of bids;
IV. The ABC;
V. The funding source;

Contents of the Invitation to

Bid
VI.

Period of availability of bidding documents, place

where they may be secured, the website where
bidding documents may be downloaded, and
price where applicable;

VII.

Contract duration or delivery schedule;

VIII. The name, address, telephone number, fax

number, e-mail, and website address of the
procuring entity and designated contact person;
IX.

The Reservation Clause; and

X.

Other necessary information deemed relevant by

the procuring entity.

Advertising and Posting of

Invitation to Bid
At least once in one (1) newspaper of general
nationwide circulation, which has been regularly
published for at least two (2) years before
advertisement date;.
To be a newspaper of general nationwide
circulation, it is enough that it is published for
the dissemination of local news and general
information, that it has a bona fide subscription
list of paying subscribers, and that it is
published at regular intervals. Over and above
all these, the newspaper must be available to
the public in general, and not just to a select
few chosen by the publisher. (Efren L. Alvarez
vs. People of the Philippines; G.R. No. 192591;

Advertising and Posting of

Invitation to Bid
Not required for projects with ABC of 2M
and below
Posted continuously for 7 calendar days
a. PhilGEPS;
b. website of the PE, if any; and
c. At any conspicuous place in the
premises of the PE.

Penalty for Non-Posting

E.O. No. 662 dated 27 Sept. 2007, as amended by
E.O. No. 662-A & 662-B, reiterated posting of all
procurement opportunities and awards, and other
related information in the PhilGEPS bulletin board;
Failure to post the Invitation to Bid in the PhilGEPS
will hold accountable officials, particularly the BAC,
liable for dereliction of duty and conduct grossly
prejudicial to the best interest of the service,
without prejudice to other charges, whether
administrative, civil or criminal, that may be filed
under appropriate laws and regulation.

Pre-Bid Conference

Mandatory for projects with

ABC

of 1M or

more;

Held at least 12cd before deadline for bid

submission. For complex items as to method and
nature of the contract, PBC may be held at least

30cd

before deadline for bid submission.

At the option of procuring entity, only bidders who

purchased bid documents are allowed to attend or
ask questions

Attendance of prospective bidders is not mandatory.

Supplemental Bid Bulletin

Statements made in pre-bid shall not modify the terms

of
bidding
documents
unless
issued
as
a
supplemental/bid bulletin;

Issued to answer written requests for clarification or

interpretation submitted by prospective bidders at
least 10 c.d. before deadline for bids; or

Issued also upon BACs initiative to clarify or modify

any provision of Bidding Docs.

Issued by BAC at least 7 c.d. before deadline for

submission of bids; posted in PhilGEPS and agencys
website, if any;

Bidders who have submitted bids before issuance of

Supplemental/Bid Bulletin to be informed in writing
and allowed to modify or withdraw their respective

Supplemental Bid Bulletin

22.5.2 RA
9184
IRR allows PEs
to issue
Supplemental/Bid Bulletins upon their initiative for the
purpose of clarifying or modifying any provision in the
Bidding Documents, including the IB.
Accordingly, PE cannot compel prospective bidders or
the winning bidder to submit or comply with
requirements not initially provided in the Bidding
Documents or through any Supplemental/Bid Bulletin
issued by the PE for the project that must be posted at
the PhilGEPS and the PEs website.
In the event no supplemental/bid bulletin was issued and posted,
the original provisions contained in the Bidding Documents remain
and the prospective bidder, including the winning bidder cannot be
compelled to abide or comply with the changes made by the PE.
(NPM 24-2013)

Modification and Withdrawal of

Bids

A bidder may modify its bid, provided it is done before

the deadline for the submission and receipt of bids;
A bidder modifying his bid will only be allowed to send
another bid equally sealed, properly identified, linked to
the original and marked as a modification;
Bid modifications received after the deadline shall not
be considered and shall be returned to the bidder
unopened;
A bidder may withdraw his bid before the deadline for
the receipt of bids;
The bidder who withdraws its bid shall not be permitted
to submit another bid, directly or indirectly, for the
same contract.

Submission and Receipt

of Bids

 BAC opens bid envelopes in public to determine each

bidders compliance with the documents required to be
submitted;

Receipt and Opening of

Bids
BAC shall check the submitted documents of

each
bidder against a checklist of required documents using
a non-discretionary pass/fail criteria

If a bidder submits the required documents, it shall be

rated passed for that particular requirement.
Bids that fail to include any of the requirement or are
incomplete or patently insufficient shall be considered

Class A Documents
SEC/DTI/CDA Registration
Certificates;

Eligibility Requirements

Eligibility Requirements
Class A Documents
Mayors Permit

Eligibility Requirements
Class A Documents
Tax clearance per Executive Order 398, series of
2005, as
finally
reviewed
and approved by the BIR;
(GPPB
Resolution
No.21-2013)

Eligibility Requirements
Class A Documents
Net Financial Contracting Capacity;
and Audited Financial Statement

Class B Documents
Joint Venture Agreement or notarized statement from
the partners that they will enter into joint venture if
awarded the contract.

Eligibility Requirements

Eligibility Requirements
FOR

FOREIGN

BIDDERS,

Class

Documents may be substituted by:

Equivalent documents issued by country

Accompanied
by
English
translation
certified by appropriate embassy or
consulate in the Philippines (Sec. 23.2
Revised IRR of R.A. 9184)
Only upon actual determination and confirmation of
this equivalence through post qualification by the BAC
may it be categorically resolved that the foreign
documents submitted are acceptable substitutes of the
required eligibility documents pursuant to 23.2 of the
IRR. (NPM 42-2013)

Eligibility Requirements
FOR FOREIGN BIDDERS:
As a form of Tax Clearance, the
Delinquency Verification Certificate
issued to Non-Resident Foreign
Corporations
(NRFC)/Non-Resident
Aliens Not Engaged in Trade or
Business (NRANETB) pursuant to BIR
RR 3-2005, may be submitted by
foreign bidders.