PROCUREMENT OF GOODS AND SERVICES

JAN-APR EDITION 2020

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8. Procurement of Goods and Services

Process of finding and agreeing to terms, and services, or works from external source, often via a tendering or competitive bidding process.

A.Procurement of Goods and Services for ABC amounting to PHP50,000 and below

RESPONSIBLE UNIT : ADMINISTRATIVE DIVISION -PROCUREMENT

Who may avail:	Suppliers / NDA End-users
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
1 original copy of Purchase Requisition Slip (PRS)		Finance & Admin. Division
2 copies of Purchase Request (PR) (1 original, 1 duplicate)		Finance & Admin. Division
2 copies of Purchase Order (PO) or Job Order (JO) (1 original, 1 duplicate)		Finance & Admin. Division
2 copies of Budget Utilization Requisition Slip (BURS) (1 original, 1 duplicate)		Finance & Admin. Division
1 original copy of Request for Quotation (RFQ)		Finance & Admin. Division
1 original copy of Abstract of Canvass (AOC)		Finance & Admin. Division
CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
Submits one (1) copy of PRS	Reviews and approves PRS	None	5 minutes	End-user’s Division Chief
Submits approved PRS	2.1 Prepares two (2) copies of PR	None	15 minutes	End User
Submits accomplished PR for budget approval	Reviews and earmarks budget allocation stated in PR	None	5 minutes	Budget Officer Finance Division
Submits PR earmarked by Budget Officer	4.1 Prepares RFQ	None	5 minutes	Procurement Officer Administrative Division
None	Send invites to at least three (3) prospective suppliers of goods or services	None	4 hours	Procurement Officer Administrative Division
None	4.3 Prepares AOC	None	1 hour	Procurement Officer Administrative Division
None	4.4 Prepares PO/ JO	None	1 hour	Procurement Officer Administrative Division
None	Secures approval of PO/ JO	None	5 minutes	Procurement Officer Administrative Division
None	Reviews and approves PO/JO	None	15 minutes	Administrator
None	Issues PO/ JO to supplier of goods ordered or services contracted for confirmation and signature.	None	1 hour	Procurement Officer Administrative Division
None	Purchase/ pick-up goods / contact service provider	None	1 day	Procurement Officer Administrative Division
Inspect/ receives goods and/or services	Prepares inspection and acceptance of goods and/or services	None	30 minutes	End-user
TOTAL		None	1 day, 8 hours & 20 minutes

B. Procurement of Goods and Services for ABC amounting to PHP50,000 to PHP1M

RESPONSIBLE UNIT : ADMINISTRATIVE DIVISION - PROCUREMENT/BIDS &AWARDS COMMITTEE

Who may avail:		Suppliers / NDA End-users
CHECKLIST OF REQUIREMENTS			WHERE TO SECURE
2 copies of Purchase Request (PR) (1 original, 1 duplicate)			Finance & Admin. Division
2 copies of Purchase Order (PO) or Job Order (JO) (1 original, 1 duplicate)			Finance & Admin. Division
2 copies of Budget Utilization Requisition Slip (BURS) (1 original, 1 duplicate)			Finance & Admin. Division
1 original copy of Request for Quotation (RFQ)			Bids and Awards Committee – BAC Secretariat
1 original copy of Abstract of Canvass (AOC)			Bids and Awards Committee – BAC Secretariat
2 copies of Notice of Award (NOA) (1 original, 1 duplicate)			Bids and Awards Committee
CLIENT STEPS	AGENCY ACTIONS		FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
Endorses one (1) copy of approved PR and other necessary documents	Examine completeness of submitted documents		None	1 hour	BAC Secretariat Bids and Awards Committee
None	Prepares RFQ Post RFQ in PhilGEPS Portal		None	3 days for Small Value Procurement	BAC Secretariat Bids and Awards Committee
None	Prepares AOC to be forwarded to Technical Working Group for technical specification and evaluation		None	3 hours	BAC Secretariat Bids and Awards Committee
None	Review quotations submitted by suppliers Prepares Evaluation Report for endorsement to BAC for action		None	7 calendar days	Technical Working Group (TWG) Bids and Awards Committee End-users
None	1.7 Reviews the technical evaluation report 1.8 Prepares BAC Resolution recommending approval and NOA to the Management		None	2 calendar days	BAC Members Bids and Awards Committee
None	Reviews and sign approval to the NOA		None	1 hour	Head of the Procuring Entity Office of the Administrator
2. Facilitates preparation and signing of BURS/ PO/ JO	Issues PO/ JO to supplier of goods ordered or services contracted for confirmation and signature.		None	1 calendar day	Procurement Officer Administrative Division
None	Purchase/ pick-up goods / contact service provider		None	1 day	Procurement Officer Administrative Division
3. Inspect/ receives goods and/or services	Prepares inspection and acceptance of goods and/or services		None	30 minutes	End-user
TOTAL			None	14 days, 5 hours and 30 minutes

C. Procurement of Goods and Services for ABC amounting to PHP1M and up

Procurement of goods and services amounting to PHP1M and up requiring the conduct of public bidding under the Republic Act No. 9184, otherwise known as the "Government Procurement Reform Act"

For Goods

RESPONSIBLE UNIT : ADMINISTRATIVE DIVISION

Who may avail:		Suppliers of Goods and Services
CHECKLIST OF REQUIREMENTS			WHERE TO SECURE
PhilGEPS and Website Posting (1 copy)			Bids and Awards Committee (BAC) MISD
Pre-Bid Attendance Sheet (1 copy)			Bids and Awards Committee (BAC)
ABC and Source of Funds (1 copy)			Bids and Awards Committee (BAC)
Date, time and place of pre-bid conference, submission of bids and opening of bids (1 copy)			Bids and Awards Committee (BAC)
Instructions to Bidders (ITB), including criteria for eligibility, bid evaluation and post-qualification (1 copy)			Bids and Awards Committee (BAC)
Technical Specifications (1 copy)			Bids and Awards Committee (BAC)
Form of bid, price form and list of goods or bill of quantities (1 copy)			Bids and Awards Committee (BAC)
Delivery time or completion schedule (1 copy)			Bids and Awards Committee (BAC)
Form, amount and validity period of bid security (1 copy)			Bids and Awards Committee (BAC)
Form of Contract, General Conditions of the Contract (GCC) and Special Conditions of the Contract (SCC) (1 copy)			Bids and Awards Committee (BAC)
Legal Documents (1 photocopy): 1. Registration Certificate from DTI/SEC Registration 2. Valid/Current Mayor's Permit/Municipal License 3. Tax Clearance per EO 398, S.2005 as finally reviewed by BIR			Bidder (submit to BAC)
Technical Documents (1 original, 2 photocopies): 1. Statement of all on-going government and private contracts, whether similar in nature and complexity to the contract to bid; and 2. Statement identifying the bidder's Single Largest Completed Contracts (SLCC) to be bid, except under conditions provided for in Sec. 23.4.1.3 and 23.4.2.4 of the RA 9184 IRR, within the relevant period as provided in the bidding documents			Bidder (submit to BAC)
Financial Documents (1 original, 2 photocopies): 1. Audited Financial Statement with total & current assets and liabilities, stamped "received" by the BIR 2. Net Financial Contracting Capacity (NFCC) at least = ABC			Bidder (submit to BAC)
BAC Resolution (1 copy)			Bids and Awards Committee (BAC)
Notice of Award (1 original. 1 photocopy)			Bids and Awards Committee (BAC)
Proof of Performance Bond (1 original, 1 photocopy)			Bids and Awards Committee (BAC)
Contract (9 original copies)			Legal Unit
Notice to Proceed (1 original, 1 photocopy)			Bids and Awards Committee (BAC)
CLIENT STEPS	AGENCY ACTIONS		FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Endorses one (1) copy of approved PR and other necessary documents	Examine completeness of submitted documents		None	1 hour	BAC Secretariat Bids and Awards Committee
None	Conduct Pre-procurement Conference		None	1 CD	BAC Members BAC Secretariat
2. Log-in at PhilGEPS to view Bid Requirements	2.1 Post advertisement thru PhilGEPS and Website		None	7 CD	BAC Secretariat MIS Officer
3. Attendance to Pre-bid Conference 3.1. Pay Tender of Documents to the Cashier	3.1. Conduct Pre-bid Conference 3.2. Issuance of Tender of Documents		See table below (standard rates of bidding documents)	1-33 CD *+12 CD in between	BAC Members BAC Secretariat
4. Attendance to Opening of Bid/Submit Bid Documents	4.1. Deadline of Submission/Bid Opening		None	1-45 CD	BAC Members BAC Secretariat
None	4.1. Bid Evaluation		None	1-7 CD
None	4.2. Post-qualification		None	2-45 CD
None	4.3. Approval of BAC Resolution/Issuance of Notice of Award		None	D
5. Posting of Performance Bond	5. Receipt of Proof of Payment of Performance Bond		None		Admin. Staff
6. Signing of Contract	6.1. Contract Preparation and Signing		None	1-10 CD	BAC Secretariat HOPE Winning Bidder
None	6.2. Approval of Contract by Higher Authority		None	2-20 CD (if necessary)	HOPE
7. Receipt of Notice to Proceed	7. Issuance of Notice to Proceed		None	1-7 CD	Admin. Staff
8. Delivery of Goods per Contract	8. Contract Implementation		None		Winning Bidder
TOTAL			See table below (standard rates of bidding documents)	26 Calendar Days - Earliest Possible Time 136 Calendar Days-Maximum Period Allowed *per IRR RA 9184 Procurement Act Annex C-Recommended Earliest Possible Time and Maximum Period Allowed for the Procurement of Goods and Services

ii. For Infrastructure

RESPONSIBLE UNIT : ADMINISTRATIVE DIVISION

Who may avail:	Contractors
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
PhilGEPS and Website Posting (1 copy)		Bids and Awards Committee (BAC) MISD
Pre-Bid Attendance Sheet (1 copy)		Bids and Awards Committee (BAC)
ABC and Source of Funds (1 copy)		Bids and Awards Committee (BAC)
Date, time and place of pre-bid conference, submission of bids and opening of bids (1 copy)		Bids and Awards Committee (BAC)
Instructions to Bidders (ITB), including criteria for eligibility, bid evaluation and post-qualification (1 copy)		Bids and Awards Committee (BAC)
Scope of work for services (1 copy)		Bids and Awards Committee (BAC)
Technical Specifications (1 copy)		Bids and Awards Committee (BAC)
Form of bid, price form and list of goods or bill of quantities (1 copy)		Bids and Awards Committee (BAC)
Delivery time or completion schedule (1 copy)		Bids and Awards Committee (BAC)
Form, amount and validity period of bid security (1 copy)		Bids and Awards Committee (BAC)
Form of Contract, General Conditions of the Contract (GCC) and Special Conditions of the Contract (SCC) (1 copy)		Bids and Awards Committee (BAC)
Legal Documents (1 photocopy): 1. Registration Certificate from DTI/SEC Registration 2. Valid/Current Mayor's Permit/Municipal License 3. Tax Clearance per EO 398, S.2005 as finally reviewed by BIR		Bids and Awards Committee (BAC)
Technical Documents (1 original, 2 photocopies): 1. Statement of all on-going government and private contracts, whether similar in nature and complexity to the contract to bid; and 2. Statement identifying the bidder's Single Largest Completed Contracts (SLCC) to be bid, except under conditions provided for in Sec. 23.4.1.3 and 23.4.2.4 of the RA 9184 IRR, within the relevant period as provided in the bidding documents		Bids and Awards Committee (BAC)
Financial Documents (1 original, 2 photocopies): 1. Audited Financial Statement with total & current assets and liabilities, stamped "received" by the BIR 2. Net Financial Contracting Capacity (NFCC) at least = ABC		Bids and Awards Committee (BAC)
BAC Resolution (1 copy)		Bids and Awards Committee (BAC)
Notice of Award (1 copy)		Bids and Awards Committee (BAC)
Proof of Performance Bond(1 copy)		Bids and Awards Committee (BAC)
Contract (9 original copies)		Legal Unit
Notice to Proceed (1 copy)		Bids and Awards Committee (BAC)
CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Endorses one (1) copy of approved PR and other necessary documents	1.1. Examine completeness of submitted documents	None	1 hour	BAC Secretariat Bids and Awards Committee
None	1.2. Conduct Pre-procurement Conference	None	1 CD	BAC Members BAC Secretariat
2. Log-in at PhilGEPS to view Bid Requirements	2. Post advertisement thru PhilGEPS and Website	None	7 CD	BAC Secretariat MIS Officer
Attendance to Pre-bid Conference Pay Tender of Documents to the Cashier	Conduct Pre-bid Conference Issuance of Tender of Documents	See table below (standard rates of bidding documents)	1-40 CD	BAC Members BAC Secretariat
Attendance to Opening of Bid/Submit Bid Documents	Deadline of Submission/Bid Opening	None	12 CD	BAC Members BAC Secretariat
None	Bid Opening	None	1-15 CD
None	Post-qualification		2-45 CD +1-15 CD in between
None	Approval of BAC Resolution/Issuance of Notice of Award	None	D
Posting of Performance Bond	Receipt of Proof of Payment of Performance Bond	None		Admin. Staff
Signing of Contract	Contract Preparation and Signing	None	1-10 CD	BAC Secretariat HOPE Winning Bidder
None	Approval of Contract by Higher Authority (if necessary)	None	20-30 CD	HOPE
Receipt of Notice to Proceed	Issuance of Notice to Proceed	None	1-7 CD	Admin. Staff
Delivery of services	Contract Implementation	None		Winning Bidder
TOTAL		See table below (standard rates of bidding documents)	26 Calendar Days - Earliest Possible Time 136 Calendar Days-Maximum Period Allowed *per IRR RA 9184 Procurement Act Annex C-Recommended Earliest Possible Time and Maximum Period Allowed for the Procurement of Goods and Services

iii. For Consulting

RESPONSIBLE UNIT : ADMINISTRATIVE DIVISION

Who may avail:		Contractors
CHECKLIST OF REQUIREMENTS		WHERE TO SECURE
PhilGEPS and Website Posting (1 copy)		Bids and Awards Committee (BAC) MISD
Pre-Bid Attendance Sheet (1 copy)		Bids and Awards Committee (BAC)
ABC and Source of Funds (1 copy)		Bids and Awards Committee (BAC)
Date, time and place of pre-bid conference, submission of bids and opening of bids (1 copy)		Bids and Awards Committee (BAC)
Instructions to Bidders (ITB), including criteria for eligibility, bid evaluation and post-qualification (1 copy)		Bids and Awards Committee (BAC)
Scope of work for services (1 copy)		Bids and Awards Committee (BAC)
Technical Specifications (1 copy)		Bids and Awards Committee (BAC)
Delivery time or completion schedule (1 copy)		Bids and Awards Committee (BAC)
Form, amount and validity period of bid security (1 copy)		Bids and Awards Committee (BAC)
Form of Contract, General Conditions of the Contract (GCC) and Special Conditions of the Contract (SCC) (1 copy)		Bids and Awards Committee (BAC)
Legal Documents (1 photocopy): 1. Registration Certificate from DTI/SEC Registration 2. Valid/Current Mayor's Permit/Municipal License 3. Tax Clearance per EO 398, S.2005 as finally reviewed by BIR		Bids and Awards Committee (BAC)
Technical Documents (1 original, 2 photocopies): 1. Statement of all on-going government and private contracts, whether similar in nature and complexity to the contract to bid; and 2. Statement identifying the bidder's Single Largest Completed Contracts (SLCC) to be bid, except under conditions provided for in Sec. 23.4.1.3 and 23.4.2.4 of the RA 9184 IRR, within the relevant period as provided in the bidding documents		Bids and Awards Committee (BAC)
Financial Documents (1 original, 2 photocopies): 1. Audited Financial Statement with total & current assets and liabilities, stamped "received" by the BIR 2. Net Financial Contracting Capacity (NFCC) at least = ABC		Bids and Awards Committee (BAC)
BAC Resolution (1 copy)		Bids and Awards Committee (BAC)
Notice of Award (1 original. 1 photocopy)		Bids and Awards Committee (BAC)
Proof of Performance Bond (1 copy)		Bids and Awards Committee (BAC)
Contract (9 original copies)		Legal Unit
Notice to Proceed (1 original. 1 photocopy)		Bids and Awards Committee (BAC)
CLIENT STEPS	AGENCY ACTIONS	FEES TO BE PAID	PROCESSING TIME	PERSON RESPONSIBLE
1. Endorses one (1) copy of approved PR and other necessary documents	1. Examine completeness of submitted documents	None	1 hour	BAC Secretariat Bids and Awards Committee
None	1.1. Conduct Pre-procurement Conference	None	1 CD	BAC Members BAC Secretariat
Log-in at PhilGEPS to view Bid Requirements Submit Expression of Interest	1.2. Advertisement/Posting of Request for Expression of Interest	None	7 CD +7 CD in between	BAC Secretariat MIS Officer
None	1.3. Eligibility Check/Shortlisting	None	1-20 CD	BAC Members BAC Secretariat TWG Bidders Observers
Attendance to Pre-bid Conference	Conduct Pre-bid Conference	See table below (standard rates of bidding documents)	1-50 CD
Attendance to Opening of Bid/Submit Bid Documents	Deadline of Submission/Bid Opening	None	12 CD	BAC Members BAC Secretariat Bidders
None	Bid Evaluation	None	1-21 CD	BAC Members BAC Secretariat TWG
None	Approval of Banking by the HOPE	None	1-2 CD	HOPE
Receipt of Notice of Negotiation	Notice of Negotiation	None	1-3 CD	BAC Secretariat
Negotiation	Negotiation	None	1-10 CD	BAC Members Winning Bidder
None	Post-qualification	None	2-30 CD	BAC Members
None	Approval of BAC Resolution / Issuance of Notice of Award	None	1-15 CD	BAC Members Secretariat Admin. Staff
Posting of Performance Bond	Receipt of Proof of Payment of Performance Bond	None		Admin. Staff
Contract Signing	Contract Preparation and Signing	None	1-10 CD	BAC Secretariat HOPE Winning Bidder
None	Approval of Contract by Higher Authority (if necessary)	None	1-20 or 30 CD	HOPE
Receipt of Notice to Proceed	Issuance of Notice to Proceed	None	1-7 CD	Admin. Staff
Delivery of Consultancy Services	Contract Implementation	None		Winning Bidder
TOTAL		See table below (standard rates of bidding documents)	26 Calendar Days - Earliest Possible Time 136 Calendar Days-Maximum Period Allowed *per IRR RA 9184 Procurement Act Annex C-Recommended Earliest Possible Time and Maximum Period Allowed for the Procurement of Goods and Services

Standard Rates of Bidding Documents:

The cost of bidding documents shall correspond to the ABC range as indicated in the table below. This shall be the maximum amount of fee that procuring entities can set for the acquisition of bidding documents.

Approved Budget for the Contract	Maximum Cost of Bidding Documents (in Philippine Peso)
500,000 and below 500.00	500.00
More than 500,000 up to 1 Million	1,000.00
More than 1 Million up to 5 Million	5,000.00
More than 5 Million up to 10 Million	10,000.00
More than 10 Million up to 50 Million	25,000.00
More than 50 Million up to 500 Million	50,000.00
More than 500 Million	75,000.00

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