Participation of prospective suppliers and bidders in the procurement of goods, services, and infrastructure projects of the End-User units (offices and hospitals) of the Iloilo Provincial Government.
| Office or Division: | BAC Secretariat/ BAC-TWG, Bids and Awards Committee |
| Classification: | Simple |
| Type of Transaction: | G2C – Government to Citizen, G2G - Government to Government |
| Who May Avail: | All interested bidders for Iloilo Provincial Government procurement |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
|---|---|
| 1. Current Business Permit - (1 photocopy) | DTI or SEC |
| 2. Checklist of Requirements - (1 original copy) | Focal Person * list in succeeding pages |
| 3. Official Receipt - (1 original copy and 1 photocopy) | Provincial Treasurer's Office |
| 4. Acknowledgement Receipt - (1 original copy) | Focal Person |
| 5. Sealed Bid Envelopes - (1 original copy and 2 photocopies) of bidding documents |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1. Inquire about Bidding Opportunities | 1.1 Referral to the focal person in charge | None | 5 minutes | Receiving Clerk Designate |
| 1.2 Provide information regarding the posted bidding opportunities | None | 10 minutes | Focal Person * see list in succeeding pages | |
| 1.3 Provide checklist of requirements for documents needed in bidding/ negotiated procurement | None | 10 minutes | Focal Person | |
| 2. Buy bidding documents and participate in public bidding | 2.1 Issue Order of Payment to the interested bidder | None | 10 minutes | Focal Person |
| 2.2 Upon the presentation of the Official Receipt (OR), issue copy of the Invitation to Bid, Bid Tender and templates of the Technical Documents | None | 15 minutes | Focal Person | |
| 2.3 Bidder signs acknowledgment receipt issued by the Focal Person as to the completeness of the Bid Documents received | None | 10 minutes | Focal Person | |
| 2.4 Give reminder to the bidder as to the date and time of Pre-Bid Conference, Dropping of Bids and Opening of Bids. | None | 10 minutes | Focal Person | |
| 3. Submission of Bids | 3.1 Ask for the copy of O.R. and check the marking and sealing of the bid submitted | None | 10 minutes | Procurement Assistants / Secretariat Head |
| 3.2 Stamp "Received" and indicate the date and time it was accepted | None | 10 minutes | Procurement Assistants / Secretariat Head | |
| 3.3 Placing all the bids submitted into the bid box and the same will be closed at exactly 9:01AM | None | 30 minutes | Procurement Assistants / Secretariat Head | |
| 4. Attendance during the BAC meetings, Pre- Procurement Conference, Pre-Bid Conference and opening of bids | 4.1 Upon determination of quorum, the BAC will instruct to open the bids | None | 2 hours | BAC Members, BAC Secretariat and BAC TWG |
| 4.2 Discussion on the terms and conditions and specifications of the item/s subject of the procurement and other relevant matters on procurement | None | 3 hours | BAC Members, BAC Secretariat and BAC TWG | |
| 5. Preliminary Examination of Bids and calculation | 5.1 Tabulation of bids is prepared for the declaration of lowest calculated bid (LCB) of items and ranking of bidders. | None | 7 days | BAC TWG |
| 5.2 The results of evaluation and calculation are reported during BAC Meetings with the presence of the bidders | None | 1 day | BAC TWG | |
| 6. Post qualification of bids | 6.1 Notice to post-qualify is sent to bidder with the LCB. | None | 3 days | BAC TWG |
| 6.2 Validation of documents and attachments submitted | None | 45 days | ||
| 6.3 Requires the bidder to conduct product demonstration, if necessary, to check if the offered product/item is within the specifications required by the end-user. | None | 5 days | BAC TWG | |
| 6.4 The result of Post- qualification is reported during BAC Meeting | None | 3 days | BAC TWG | |
| 7. Recommendation of Award and issuance of Notice of Award(NOA), Notice to Proceed(NTP) and Purchase Order (PO)/Contract | 7.1 The BAC will recommend to the HoPE the approval of the award of contract to the Lowest Calculated and Rated Bid (LCRB) | None | 3 days | BAC Members, BAC Secretariat. BAC TWG |
| 7.2 Upon approval of the HoPE, the bid documents shall be returned to the respective focal persons for preparation of NOA, PO & NTP. | None | 3 days | TWG, Focal Person* | |
| 7.3 After the preparation of the documents mentioned above, it shall be brought to the Claims and Assistance Unit (CAU) and the latter shall be responsible for the sending of NOA, PO and NTP | None | 3 days | Focal Person* | |
| 7.4 If performance bond is required, CAU will inform the bidder with the LCRB to post the same. | None | 1 day | Claims Assistance Unit | |
| TOTAL | None | 75 days |
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| Note: Service is covered under R.A. 9184 | ||||
| * Focal Persons | ||||
| Infrastructure | Andy Curacho or Noemi Tamaño |
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| RPT/CDH | Jessalyn Jarbadan |
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| ADM/SDH/BVH | Ann Marie Depakakibo |
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| IPH/HMO | Bea Trexie Perez |
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| DDH/FRT | Jerson Miquiabas |
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| AGR/PSW/PPD/CAR/COM | Denise Labagnao |
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| DRL | Seth Bautista |
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| VET | Mark Suñe |
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| ADH/DVP/ROD/IAU | Shari Babayen-on |
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| GOV/ASS/ICT/GSO | Lily Papillera |
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| TOU/ACC/CLI/PPO/SJH/SPO | Denise Labagnao |
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| PLO/BAC | Kevin Izzy Langusta |
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| COOP/ISC/LIB/PTO | Anie Reyes |
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| PBO/DIS/HRM/PEN/PESO/PSB | Christine Joy Jagorin |