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PhilGEPS Updates - Phase I

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PhilGEPS Updates - Phase I

Post by engrjhez® on Sun Apr 10, 2011 1:57 pm

PhilGEPS (Phase I) Updates
Adding of Supplier to the Document Request List (DRL)

Buyers can now add supplier/s to the Document Request List even if the STATUS of the notice is CLOSED. There is no need to send PhilGEPS a request to have access to the Award Activation Module.

Steps:
From Bid Notice Abstract, click the DRL link to display the Document Request List page.
Click the Add button to display the Search Organization page.

Note: If the Procurement Method is Negotiated Procurement (Agency to Agency), the Buyer Directory is displayed.
Select the Suppliers who submitted bids and click the Add to DRL button.

Note: In the Search organization page, the Add Manually button is disabled.
Adding Line Item/s for Closed Notices

This module allows a Buyer to add line items or lots for Bid Opportunities that did not previously include line items or lots. This is to allow the Buyer to create award or awards on a per line item or lot basis.

For Closed Notices that has no Line Items, the Add Line Item/s button is enabled. This includes a validation of total line item/s budget not to exceed the Approved Budget of the Bid Notice (Total Line Item Amount <= ABC).
Posting of Awards for Procurement using Alternative Methods of Procurement (AMP) without Bid Notices posted in PhilGEPS.

The AMP modules will allow a Buyer to use the existing Notice Creation and Award Notice Creation user interfaces and processes with some modifications. These makes PhilGEPS more attuned to the demands of its users as they implement the provisions of R.A. 9184. Procuring entities may now be able to post the award notices even if no prior bid notice was posted in PhilGEPS which was a requirement of the previous version.

The Creation of Award Notices applies to the following Alternative Methods of Procurement:
Direct Contracting
Shopping (Unforeseen Contingency)
Negotiated Procurement (Emergency Cases)
Negotiated Procurement (Agency to Agency)
Negotiated Procurement (Highly Technical Consulting)
Negotiated Procurement (Defense Cooperation Agreement)
Negotiated Procurement (NGO Participation)
Negotiated Procurement (Takeover of Contracts)
Negotiated Procurement Adjacent/Contiguous)

In the Notice Creation page, the AMP Procurement Methods are now included in the Procurement Mode dropdown list, and include the specific provisions for easy identification and selection.
If the Procurement Mode is Negotiated Procurement (Agency to Agency) ,
The “Invite Supplier” link will be changed to “Invite Agency”.
The Buyer Directory will be displayed if “Invite Agency” is clicked by the user.

The system will accept a Publish Date that is earlier or the same as the current server date (Publish Date <= Server Date).
The Closing Date should be the same or later than Publish Date (Closing Date>=Publish Date).
Publish Date and Closing Date will have a default value of the current server date.
The Buyer has the option to change the Publish Date and Closing Date.
The notice will have a status “Closed” when posted if Closing Date is earlier than or the same as current server date (Closing Date <= server date).

All notices created for the purpose of Creating Award Notices shall not be included and displayed in the Open Opportunities page and their status shall be “Closed” once posted.

All Notices created with status of Closed will not undergo the batch job process.
No sending of Bid Match and invitation notifications to the suppliers will be performed for these notices.
No change will be implemented in the current batch process for AMP notices.
The procedure in the current Award Notice Creation will be still apply in awarding these AMP Notices.
In the Award Type dropdown list the following are already included:
Negotiated Procurement (Take-over of contracts)
Negotiated Procurement (Adjacent/Contiguous)
If Award Type is Repeat Order, the validation of the system for Repeat Order policy will still apply.
Repeat Orders shall apply only to procurement of goods.( Repeat Order button will be displayed if classification is goods and the original Procurement Mode is Public Bidding.
Adjacent/Contiguous if Civil Works and Consulting Services and Procurement Mode is Public Bidding)
The Contract Amount will be validated to not exceed the Approved Budget of the Contract of the original notice. (Contract Amount <= Original ABC)


The existing Notice to Proceed will be used after the Award Notice has been created.

You may also want to view the Google Document file from this link.
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engrjhez®
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Male Number of posts : 2481
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http://www.bacoor.gov.ph

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Re: PhilGEPS Updates - Phase I

Post by sunriser431 on Sun Apr 10, 2011 2:55 pm

engrjhez® wrote:
PhilGEPS (Phase I) Updates
Adding of Supplier to the Document Request List (DRL)

Buyers can now add supplier/s to the Document Request List even if the STATUS of the notice is CLOSED. There is no need to send PhilGEPS a request to have access to the Award Activation Module.

Steps:
From Bid Notice Abstract, click the DRL link to display the Document Request List page.
Click the Add button to display the Search Organization page.

Note: If the Procurement Method is Negotiated Procurement (Agency to Agency), the Buyer Directory is displayed.
Select the Suppliers who submitted bids and click the Add to DRL button.

Note: In the Search organization page, the Add Manually button is disabled.
Adding Line Item/s for Closed Notices

This module allows a Buyer to add line items or lots for Bid Opportunities that did not previously include line items or lots. This is to allow the Buyer to create award or awards on a per line item or lot basis.

For Closed Notices that has no Line Items, the Add Line Item/s button is enabled. This includes a validation of total line item/s budget not to exceed the Approved Budget of the Bid Notice (Total Line Item Amount <= ABC).
Posting of Awards for Procurement using Alternative Methods of Procurement (AMP) without Bid Notices posted in PhilGEPS.

The AMP modules will allow a Buyer to use the existing Notice Creation and Award Notice Creation user interfaces and processes with some modifications. These makes PhilGEPS more attuned to the demands of its users as they implement the provisions of R.A. 9184. Procuring entities may now be able to post the award notices even if no prior bid notice was posted in PhilGEPS which was a requirement of the previous version.

The Creation of Award Notices applies to the following Alternative Methods of Procurement:
Direct Contracting
Shopping (Unforeseen Contingency)
Negotiated Procurement (Emergency Cases)
Negotiated Procurement (Agency to Agency)
Negotiated Procurement (Highly Technical Consulting)
Negotiated Procurement (Defense Cooperation Agreement)
Negotiated Procurement (NGO Participation)
Negotiated Procurement (Takeover of Contracts)
Negotiated Procurement Adjacent/Contiguous)

In the Notice Creation page, the AMP Procurement Methods are now included in the Procurement Mode dropdown list, and include the specific provisions for easy identification and selection.
If the Procurement Mode is Negotiated Procurement (Agency to Agency) ,
The “Invite Supplier” link will be changed to “Invite Agency”.
The Buyer Directory will be displayed if “Invite Agency” is clicked by the user.

The system will accept a Publish Date that is earlier or the same as the current server date (Publish Date <= Server Date).
The Closing Date should be the same or later than Publish Date (Closing Date>=Publish Date).
Publish Date and Closing Date will have a default value of the current server date.
The Buyer has the option to change the Publish Date and Closing Date.
The notice will have a status “Closed” when posted if Closing Date is earlier than or the same as current server date (Closing Date <= server date).

All notices created for the purpose of Creating Award Notices shall not be included and displayed in the Open Opportunities page and their status shall be “Closed” once posted.

All Notices created with status of Closed will not undergo the batch job process.
No sending of Bid Match and invitation notifications to the suppliers will be performed for these notices.
No change will be implemented in the current batch process for AMP notices.
The procedure in the current Award Notice Creation will be still apply in awarding these AMP Notices.
In the Award Type dropdown list the following are already included:
Negotiated Procurement (Take-over of contracts)
Negotiated Procurement (Adjacent/Contiguous)
If Award Type is Repeat Order, the validation of the system for Repeat Order policy will still apply.
Repeat Orders shall apply only to procurement of goods.( Repeat Order button will be displayed if classification is goods and the original Procurement Mode is Public Bidding.
Adjacent/Contiguous if Civil Works and Consulting Services and Procurement Mode is Public Bidding)
The Contract Amount will be validated to not exceed the Approved Budget of the Contract of the original notice. (Contract Amount <= Original ABC)


The existing Notice to Proceed will be used after the Award Notice has been created.

You may also want to view the Google Document file from this link.
another improvement to allign the PHILGEPS features to RA#9184.( we had several previous thread discussion, at least thru this forum our voice has been heared.) Peace bounce
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Re: PhilGEPS Updates - Phase I

Post by ssupso on Tue Apr 12, 2011 9:34 am

This info is most helpful. I hope info like these updates will be posted in the PhilGEPS website.
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Re: PhilGEPS Updates - Phase I

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