Bid Bulletins

Is there a need to reschedule the submission and opening of bids if the only reason why we issued a bid bulletin was a minor revision in one of the form (i.e. Summary of Cost for infrastructure project)?

rtdd wrote:Is there a need to reschedule the submission and opening of bids if the only reason why we issued a bid bulletin was a minor revision in one of the form (i.e. Summary of Cost for infrastructure project)?

good day,

it is not necessary to re sched the opening of bids. you may provide supplemental bid bulletin 7 days before the deadline of opening of bids.

excerpts from IRR:

8.4.2. Requests for clarification from bidders may be sent electronically to the BAC. To
be binding on bidders, clarifications and amendments to the Invitation to
Bid/Request for Expression of Interest and to the Bidding Documents shall be in
the form of Supplemental/Bid Bulletins which shall be posted in the PhilGEPS
bulletin board.
8.4.3. The Supplemental/Bid Bulletins mentioned in the immediately preceding
Subsection as well as all other notices to be made by the BAC to the bidders or
prospective bidders shall be posted in the PhilGEPS bulletin board and sent
electronically to the e-mail address indicated in the bidders’ registration.

22.5. Supplemental/Bid Bulletins
22.5.1. Requests for clarification(s) on any part of the Bidding Documents or for an
interpretation must be in writing and submitted to the BAC of the procuring
entity concerned at least ten (10) calendar days before the deadline set for the
submission and receipt of bids. The BAC shall respond to the said request by
issuing a Supplemental/Bid Bulletin, duly signed by the BAC chairman, to be
made available to all those who have properly secured the Bidding Documents,
at least seven (7) calendar days before the deadline for the submission and
receipt of bids.(a)
22.5.2. Supplemental/Bid Bulletins may be issued upon the procuring entity’s initiative
for purposes of clarifying or modifying any provision of the Bidding Documents
at least seven (7) calendar days before the deadline for the submission and
receipt of bids. Any modification to the Bidding Documents shall be identified as
an amendment.(a)
22.5.3. Any Supplemental/Bid Bulletin issued by the BAC shall also be posted on the
PhilGEPS or the website of the procuring entity concerned, if available. It shall
be the responsibility of all those who have properly secured the Bidding
Documents to inquire and secure Supplemental/Bid Bulletins that may be issued
by the BAC. However, bidders who have submitted bids before the issuance of
the Supplemental/Bid Bulletin must be informed and allowed to modify or
withdraw their bids in accordance with Section 26.1 of this IRR.(a)

sample form:

SUPPLEMENTAL/BID BULLETIN

Republic of the Philippines
Name of the Procuring Entity
Address of the Procuring Entity
Telephone and Fax Numbers of the Procuring Entity
Website Address of the Procuring Entity
E-mail Address of the Procuring Entity

ADDENDUM NO. ___

This Addendum No. ___ is issued to modify or amend items in the Bidding Documents. This shall form an integral part of the Bidding Documents.

or

In response to a query stated as “___(quote query here)____”, this Addendum is issued to modify or amend the Bidding Documents. This shall form an integral part of the Bidding Documents.


For guidance and information of all concerned.


Name of the BAC Chairman
BAC Chairman



Received by the Bidder:

_______________________
Date:___________________



***A Supplemental / Bid Bulletin is a notice issued by the Procuring Entity to Eligible Bidders with respect to any clarifications or modifications in the Bidding Documents, including those affecting the technical specifications, procurement schedule, and other similar matters. It is prepared by the TWG, approved by the BAC, and publicized by the BAC Secretariat. It should be made available to all Prospective Bidders who have properly secured or purchased the Bidding Documents, not later than seven (7) calendar days before the deadline for the submission and receipt of bids.

I like your explanation very comprehensive with sample.

Good afternoon.
In case of postponement of submission and dropping of bids, I would like to know if there is a need to send another invitation to the observers. Or is it enough to send them copies of bid bulletins covering such postponement?

Another question. What if a bid bulletin was issued less than 7 days before the opening of bids and no one among the bidders raised this issue? What would happen to the bidding process?

misty wrote:Another question. What if a bid bulletin was issued less than 7 days before the opening of bids and no one among the bidders raised this issue? What would happen to the bidding process?

If no one raised an issue against the violation, there is always that presumption of regularity.

The HOPE may, however, declare the bidding failure by invoking the reservation clause, justified by the failure of the BAC to follow the required bidding procedure.

engrjhez® wrote:

RDV @ GP3i wrote:

misty wrote:Another question. What if a bid bulletin was issued less than 7 days before the opening of bids and no one among the bidders raised this issue? What would happen to the bidding process?

If no one raised an issue against the violation, there is always that presumption of regularity.

The HOPE may, however, declare the bidding failure by invoking the reservation clause, justified by the failure of the BAC to follow the required bidding procedure.

One good question is: considering the underlined, and the contract was already executed and completed without any objection of the HOPE. Can such violation be subjected to a disallowance by the COA later in post audit? Or can it be considered a "gross neglect of duty"?

To me, I don't think so. The contract is valid and effective.

I would not also consider it "gross neglect" of duty. On the other hand, I think that if it is proved that injury has been caused to the government as it has deprived the government with the best possible price, then the BAC can be held responsible.

misty wrote:Another question. What if a bid bulletin was issued less than 7 days before the opening of bids and no one among the bidders raised this issue? What would happen to the bidding process?

Have you tried to read the Guide in Audit of procurement. Follow the LINK download the manual and browse pages 103 to 106, at least you'll have the general idea. Furthermore as much as possible we dont want to go as far COA Circular 2009-006 dated September 15, 2009. Hopefully your concern has been clarified.

good afternoon.
thank you so much for all your replies, Sir RDV, engrjhez, and sunriser.
As always, you're there to help.
salamat po ulit.

misty wrote:good afternoon.
thank you so much for all your replies, Sir RDV, engrjhez, and sunriser.
As always, you're there to help.
salamat po ulit.

Likewise too,