The procedure below defines the steps to be undertaken in carrying out the procurement system thru public bidding for goods and services required by the Bureau of Local Government Finance
Availability of Service: Monday to Friday from 8:00AM to 5:00 PM except on holidays.
Clientele : Service Providers, Contractors, Bidders
How to Avail of the Service:
STEP | Customer / Client | Service Provider (Offices / Units of BLGF) | Duration | Division / Person In-Charge | Fees | Form / Document |
| 1 | Prepare Bidding Documents Provides a concise specification or description of the item and the quantityNote:
| 1 week | BAC Secretariat | As specified (Amount may vary) | The bidding documents shall include the following:
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| 2 | Invitation to Bid
– Newspaper – G-EPS Posting – Bureau’s Website | 3 hrs2 weeks | Bids and Awards Committee BAC Secretariat | |||
| 3 | Submits BID Documents and relative requirements to the Bureau’s Records Unit | 10 minutes | Bidder/s | BID Documents and relative requirements | ||
| 4 | Records Incoming Documents | 10 minutes | Records Officer | None | Logbook | |
| 5 | Routes Documents to BAC Secretariat | 20 minutes | Records Officer | None | Logbook | |
| 6 | Receives the BID Documents and affix initials / signature in the logbook | 5minutes | BAC Secretariat | None | Logbook / BID Documents | |
| 7 | Pre-bid ConferenceNote:
| 4 hrs | Bids and Awards Committee | Bid Documents | ||
| 8 | Receipt and Opening of Bids
| 4 hrs | Bids and Awards Committee, Technical Working Group and Bidders | Bid Documents | ||
| 9 | Bid Evaluation
| 3 hrs3 days | Bids and Awards Committee,Technical Working Group and BAC Secretariat | Abstract of Bids, Bid Evaluation Report | ||
| 10 | Award
| 1 week1 day 1day | Technical Working Group and BAC SecretariatHead of Agency Bids and Awards Committee Bidder | Resolution of BAC to Award, Notice of AwardPerformance Security | ||
| 11 | Implementation of Contract
| 1 day | Bids and Awards Committee and Winning Bidder | Notice to Proceed, Contract | ||
| 12 | Delivery , Inspection and Acceptance
For Goods
| As specified in the contract1 day | Winning BidderCommission on Audit | GoodsInspection and Acceptance Report | ||
As an expert in procurement systems and public bidding processes, I bring a wealth of knowledge and experience to guide you through the intricacies of the procedure outlined in the article. My expertise is grounded in a comprehensive understanding of government procurement regulations, bidding protocols, and the intricacies of managing such processes.
Now, let's delve into the concepts and steps outlined in the article:
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Prepare Bidding Documents (Duration: 1 week)
- This initial step involves creating detailed bidding documents that include essential information such as the Approved Budget for the Contract, Instructions to Bidders, Terms of Reference, Eligible Requirements, Plans and Technical Specifications, Form of Bid, Price Form, List of Goods or Bill of Quantities, Delivery Time or Completion Schedule, and Form and Amount of Bid Security, among others.
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Invitation to Bid (Duration: 2 weeks)
See AlsoTop 10 Bid Management Tools- The Bids and Awards Committee (BAC) initiates the procurement process by issuing invitations to bid. This involves pre-procurement conferences and advertising the invitation through newspapers, G-EPS posting, and the bureau's website.
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Submission of BID Documents (Duration: 10 minutes)
- Interested bidders submit their bid documents and necessary requirements to the Bureau's Records Unit within a specified timeframe.
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Records Management (Duration: 20 minutes)
- The Records Officer logs incoming documents, routes them to the BAC Secretariat, and affixes initials or signatures in the logbook.
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Pre-bid Conference (Duration: 4 hours)
- A pre-bid conference is conducted by the BAC to discuss technical and financial components, as well as eligibility requirements. Any statements made during this conference may modify bidding documents.
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Receipt and Opening of Bids (Duration: 4 hours)
- The BAC opens bids in the presence of bidders or their authorized representatives. Each page of the original copies of eligible documents is initialed by BAC members.
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Bid Evaluation (Duration: 3 hours - 3 days)
- The Bid Evaluation process involves a preliminary examination of bids, evaluation of bidder eligibility, examination of documents and bid prices, clarification of bids, preparation of the Abstract of Bids, and determining the lowest calculated responsive bid.
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Award (Duration: 1 week - 1 day)
- The award phase includes the preparation of the Resolution to Award and Notice to Award, approval of the Resolution to Award, issuance of the Notice to Award, and posting of the Performance Security.
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Implementation of Contract (Duration: 1 day)
- This phase involves the signing of the contract, issuance of the Notice to Proceed, and the commencement of the procurement transaction.
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Delivery, Inspection, and Acceptance
- For goods, the process includes the delivery of goods or services per the contract, a final inspection, and acceptance. The Commission on Audit may also be involved in the inspection and acceptance process.
In summary, the outlined steps provide a comprehensive guide for carrying out a procurement system through public bidding for goods and services, ensuring transparency and adherence to regulatory requirements.
