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Posting of Award in the PhilGEPS and other related documents

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Posting of Award in the PhilGEPS and other related documents

Post by slayer on Wed Aug 05, 2009 9:56 pm

Good day to all.

How can we post a Notice of Award in the Philgeps? For Example in the procurement of Goods, we observed 21 calendar from advertisement to eligibility and opening of bids. And 28 days for the procurement of infra projects.

Now the problem is pagdating sa closing date/time we can no longer create an award for the said projects.

Hope u could all help me in this dillema. Give me some helpful tips in advertising and posting an award to Philgeps and other pertinent documents.


Thank you and Godbless.

slayer
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Re: Posting of Award in the PhilGEPS and other related documents

Post by sunriser431 on Thu Aug 06, 2009 12:02 am

slayer wrote:Good day to all.

How can we post a Notice of Award in the Philgeps? For Example in the procurement of Goods, we observed 21 calendar from advertisement to eligibility and opening of bids. And 28 days for the procurement of infra projects.

Now the problem is pagdating sa closing date/time we can no longer create an award for the said projects.

Hope u could all help me in this dillema. Give me some helpful tips in advertising and posting an award to Philgeps and other pertinent documents.


Thank you and Godbless.

The Procedure
1. Suppliers must download the attached document of a bid. He/she must do this before the bid notice reaches its closing date for his/her company to be included in the Document Request List. Otherwise, if she/he downloaded the attachment after the closing date, his/her company will no longer be included in the DRL.
In case the supplier fails to download the attached document, the buyer from the procuring entity who posted the bid notice shall input the company name (by going to the Supplier Directory) in the DRL before the notice reaches its closing date. Supplier must be registered in PhlGEPS. Buyers must ensure that all prospective bidders have downloaded the attachment of the notices so that they will be able to create their award notice.

2. When a bid opportunity reaches its closing date and the award was already determined by the BAC of the procuring entity, a buyer may now post his/her notice of award in PhilGEPS. To create an Award Notice:

a. Go to the My Notices menu.
b. From the display field, select the Closed Notices from the dropdown list.
c. From the Closed Notices List, click the title of the Bid Notice for award creation to display the Bid Notice Abstract.
d. On the Bid Notice Abstract page, click the Bidders' List button to display the Bidders List page.
e. Click the Add From DRL button to be directed to the DRL page.
f. Select the suppliers that submitted bids by clicking the check boxes corresponding the company names in the list and click the submit button. These names will populate the Bidders List.
g. From the Bidders List, select the supplier that won the bid by clicking the checkbox corresponding its name. Click the Create Award Notice button to display the Award Notice page.
h. In the Award Notice Creation page, the selected supplier's information will appear on the Awardee, Address, Contact Person and Corporate Title fields. Only the Award Type, Contract Amount, Award Date and Reason for Award fields shall be filled up by the buyer to complete the information. Click the Save button to display the Award Notice List with In Preparation status. Select the award notice for posting by clicking the checkbox and the Post Award Button.
i. The notice that has just been posted will no longer be seen in the Award Notice List with In Preparation status. When the Buyer selects Posted in the drop down list of award status, the system will display all the posted award notices including the newly posted one. Smile

or you can use the HELP menu just click it and it will automatically open new window and the list of topics will be displayed.
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Re: Posting of Award in the PhilGEPS and other related documents

Post by slayer on Thu Aug 06, 2009 11:01 pm

Good day to all once again

I already than that suggestions of yours sir sunriser431, but nothing happens. theres no change in the screen or no pop ups that comes out.

im stack on add manually or ad from drl interface, from there nothing happens.

maybe theres something wrong in my postings?

your comment and ideas will be greatly appreciated.

thanks

slayer
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Re: Posting of Award in the PhilGEPS and other related documents

Post by engrjhez® on Thu Aug 06, 2009 11:02 pm

Hi slayer,

In simple terms, posting of award can only be made if there are bidders in the DRL (document request list) easily visible on the right portion of the posting abstract. If the winning bidder was not in the DRL, even if there are a few on the DRL, you cannot post an award to the actual bidder.

It would be wise to istruct al your suppliers to download your ASSOCIATED COMPONENTS during the "active days" of posting so that they automatically register with the DRL. The next steps in posting of award should be self-learnable afterwards.

In case you would like to post award (by manually inputting the supplier name in the DRL) you will have to contact the G-EPS team for your AWARD CREATION MODULE (good for 1 month upon approval)Very Happy
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Re: Posting of Award in the PhilGEPS and other related documents

Post by sunriser431 on Fri Aug 07, 2009 11:32 am

slayer wrote:Good day to all once again

I already than that suggestions of yours sir sunriser431, but nothing happens. theres no change in the screen or no pop ups that comes out.

im stack on add manually or ad from drl interface, from there nothing happens.

maybe theres something wrong in my postings?

your comment and ideas will be greatly appreciated.

thanks

Create an Award Notice
1. This function allows the Buyer or Buyer Coordinator to create an award notice for the winning supplier. This function is applicable only to bid notices with “Closed” status.
The awardee will be selected from the Bidders List and will be notified through email when the award notice is posted
The created award notice will have a status of “In-Preparation”. The system will also create a pending task for the Buyer under the category Award Notice for Posting.
1.1 In the My Notices page, select the “Closed Notice List” from the display drop-down. Once launched, click on the Title to view the Bid Notice Abstract award notice creation
1.2 In the Bid Notice Abstract page, click the Bidders List button. The Bidders List page is displayed.
1.3 Select the supplier for awardee by clicking on the corresponding checkbox. Then, click on the Create Award Notice button. The Award Notice Creation page is displayed.
1.4 In the Award Notice Creation page, the required information must be supplied.
1.5 Click the Save button to save award notice. Otherwise, click Cancel.

To view the Detail tracting Report. This function allows the Buyer or Buyer Coordinator to view the Detail Tracking Report (DTR) of a bid notice. As the title implies, the DTR provides bid information such as statistics on ordering of bid documents, details of those who downloaded or ordered the bid documents, etc. The DTR applies only to bid notices with "Active" and "Closed" status.

A Bidders List is a list of suppliers who participated or submitted their bids in response to a particular notice. Creation of a bidders list is applicable only to bid notices with status of “Closed”. Bidders will be selected from the Document Request List (DRL).( n.b. or those bidders who bought the Bid documents)

Important reminder'
When a supplier orders a non-electronic bid document or bid supplement, the system will create this pending task for the Buyer or Buyer Coordinator who is designated as the contact person of the agency for the bid. This will allow the agency to record the information when the supplier comes and collects the tender document. The pending task will be removed from the Collected column in the Order Management page after all document relative to a bid notice/s are collected for a particular order. ( N.b. made it mandatory for the prospective bidder to download the Bid opprotunities (note bid must be "open" or "active"), so their name/company is included in the Document request List otherwise if they will not download the Bid opportunities, their name will not be included/appear in the DRL. consequently you cannot create Notice of Award. Hope this will help. Smile
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Re: Posting of Award in the PhilGEPS and other related documents

Post by slayer on Sat Aug 08, 2009 2:11 pm

Thanks. I figured it out already. Your all such a great help.

Good day and Godbless.

slayer
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Re: Posting of Award in the PhilGEPS and other related documents

Post by sunriser431 on Sun Aug 09, 2009 8:28 am

You are welcome. Very Happy
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Re: Posting of Award in the PhilGEPS and other related documents

Post by alpha1 on Thu Aug 16, 2012 11:23 pm

engrjhez® wrote:Hi slayer,

In simple terms, posting of award can only be made if there are bidders in the DRL (document request list) easily visible on the right portion of the posting abstract. If the winning bidder was not in the DRL, even if there are a few on the DRL, you cannot post an award to the actual bidder.

It would be wise to istruct al your suppliers to download your ASSOCIATED COMPONENTS during the "active days" of posting so that they automatically register with the DRL. The next steps in posting of award should be self-learnable afterwards.

In case you would like to post award (by manually inputting the supplier name in the DRL) you will have to contact the G-EPS team for your AWARD CREATION MODULE (good for 1 month upon approval)Very Happy

Is this AWARD CREATION MODULE cannot be incorporated in the system?
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Re: Posting of Award in the PhilGEPS and other related documents

Post by engrjhez® on Mon Aug 20, 2012 11:25 am

alpha1 wrote:
engrjhez® wrote:Hi slayer,

In simple terms, posting of award can only be made if there are bidders in the DRL (document request list) easily visible on the right portion of the posting abstract. If the winning bidder was not in the DRL, even if there are a few on the DRL, you cannot post an award to the actual bidder.

It would be wise to instruct al your suppliers to download your ASSOCIATED COMPONENTS during the "active days" of posting so that they automatically register with the DRL. The next steps in posting of award should be self-learnable afterwards.

In case you would like to post award (by manually inputting the supplier name in the DRL) you will have to contact the G-EPS team for your AWARD CREATION MODULE (good for 1 month upon approval)Very Happy

Is this AWARD CREATION MODULE cannot be incorporated in the system?
The quoted line of mine above was way back year 2009 (please check the date of the post).

Right now, it was already opened up but PhilGEPS will only hold it for a limited time since the correct procedure should already be clear in the above. For those who missed the posting of awards, this is the "amnesty period" because you can add DRL even the status is closed, thereby enabling you to make create the Bidder's List necessary for the Award Creation Module. Smile
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Re: Posting of Award in the PhilGEPS and other related documents

Post by zapjake on Tue Mar 17, 2015 12:49 pm

Meron din ako same problem kay slayer... d ako makapost ng award... nag stock lang ako palagi sa Add to DRL na page.. ung winning bidder ay nasa DRL naman sila...pero pagkatapos ko pag select na "add" button wala naman nangyayari... can anyone help me with this problem?

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Re: Posting of Award in the PhilGEPS and other related documents

Post by pluma on Fri Mar 20, 2015 2:26 pm

zapjake wrote:Meron din ako same problem kay slayer... d ako makapost ng award... nag stock lang ako palagi sa Add to DRL na page.. ung winning bidder ay nasa DRL naman sila...pero pagkatapos ko pag select na "add" button wala naman nangyayari... can anyone help me with this problem?

Hi sir, twice ko po pinipindot yung add to DRL tapos nun nagloload ulit yung page then makikita mo na ok na na-add na sya, tapos balik ka na sa pending task dun mo na ulit i-continue
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Re: Posting of Award in the PhilGEPS and other related documents

Post by alpha1 on Tue Sep 01, 2015 2:43 pm

sunriser431 wrote:
slayer wrote:Good day to all.

How can we post a Notice of Award in the Philgeps? For Example in the procurement of Goods, we observed 21 calendar from advertisement to eligibility and opening of bids. And 28 days for the procurement of infra projects.

Now the problem is  pagdating sa closing date/time we can no longer create an award for the said projects.

Hope u could all help me in this dillema. Give me some helpful tips in advertising and posting an award to Philgeps and other pertinent documents.


Thank you and Godbless.

The Procedure
1. Suppliers must download the attached document of a bid. He/she must do this before the bid notice reaches its closing date for his/her company to be included in the Document Request List. Otherwise, if she/he downloaded the attachment after the closing date, his/her company will no longer be included in the DRL.
In case the supplier fails to download the attached document, the buyer from the procuring entity who posted the bid notice shall input the company name (by going to the Supplier Directory) in the DRL before the notice reaches its closing date. Supplier must be registered in PhlGEPS. Buyers must ensure that all prospective bidders have downloaded the attachment of the notices so that they will be able to create their award notice.

2. When a bid opportunity reaches its closing date and the award was already determined by the BAC of the procuring entity, a buyer may now post his/her notice of award in PhilGEPS. To create an Award Notice:

   a. Go to the My Notices menu.
   b. From the display field, select the Closed Notices from the dropdown list.    
   c. From the Closed Notices List, click the title of the Bid Notice for award creation to display the Bid Notice Abstract.
   d. On the Bid Notice Abstract page, click the Bidders' List button to display the Bidders List page.  
   e. Click the Add From DRL button to be directed to the DRL page.    
   f. Select the suppliers that submitted bids by clicking the check boxes corresponding the company names in the list and click the submit button. These names will populate the Bidders List.    
   g. From the Bidders List, select the supplier that won the bid by clicking the checkbox corresponding its name. Click the Create Award Notice button to display the Award Notice page.    
   h. In the Award Notice Creation page, the selected supplier's information will appear on the Awardee, Address, Contact Person and Corporate Title fields. Only the Award Type, Contract Amount, Award Date and Reason for Award fields shall be filled up by the buyer to complete the information. Click the Save button to display the Award Notice List with In Preparation status. Select the award notice for posting by clicking the checkbox and the Post Award Button.    
   i. The notice that has just been posted will no longer be seen in the Award Notice List with In Preparation status. When the Buyer selects Posted in the drop down list of award status, the system will display all the posted award notices including the newly posted one. Smile

or you can use the HELP menu just click it and it will automatically open new window and the list of topics will be displayed.

I have tried the procedures but I can't find the "Create Award Notice" button. Was there any upgrading of the system after this procedures? Thank you!
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