Abstract of Bid as Read and Calculated and Post Qualification Evaluation Report (Standard Form)

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Abstract of Bid as Read and Calculated and Post Qualification Evaluation Report (Standard Form)

Post by slayer on Fri Aug 07, 2009 9:38 pm

Good day to all once again.

I would like to ask regarding these standard forms that we are using right now.

When do we fill up these standard forms? abstract of bid as read and abstract of bid as calculated? during opening of bids or during post qualification?

How about the Post Qualification Evaluation Report (Standard Form Number: SF-GOOD-44) who will sign up the portion IMPLEMENTING OFFICE? Its is the BAC Chairman with the initials of the BAC Member? or the End user or PMO itself?

Another thing is can we modify this standard forms? I mean we can change or alter some portions of it?

Your suggestions and views on this matter is greatly appreciated?

Thanks and more power.

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Re: Abstract of Bid as Read and Calculated and Post Qualification Evaluation Report (Standard Form)

Post by engrjhez® on Fri Aug 07, 2009 11:51 pm

slayer wrote:Good day to all once again.

I would like to ask regarding these standard forms that we are using right now.

When do we fill up these standard forms? abstract of bid as read and abstract of bid as calculated? during opening of bids or during post qualification?
Abstract of Bids as Read shall be filled up upon the opening of bids and the reading of the technical and financial proposals. Abstract of Bids as Calculated shall be filled up after the bid evaluation and corrective calculations (in case of discrepancies) where the amounts shall be the basis of ranking the bids from the lowest calculated bid.

slayer wrote:
How about the Post Qualification Evaluation Report (Standard Form Number: SF-GOOD-44) who will sign up the portion IMPLEMENTING OFFICE? Its is the BAC Chairman with the initials of the BAC Member? or the End user or PMO itself?
The end user shall be the implementing office. The said form shall be accomplished by the the BAC (Chairman) or thru the BAC-TWG whoever conducted the checking.

slayer wrote:
Another thing is can we modify this standard forms? I mean we can change or alter some portions of it?
Of course. A standard form is just suggestive of the format. You may do some modifications but be sure you do not miss the purpose of the form and the essential signatories thereto.

slayer wrote:
Your suggestions and views on this matter is greatly appreciated?

Thanks and more power.

You are welcome and thanks for participating. Very Happy
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Re: Abstract of Bid as Read and Calculated and Post Qualification Evaluation Report (Standard Form)

Post by slayer on Sat Aug 08, 2009 2:02 pm

Thank you so much sir.

Just a clarification once again sir, abstract of bid as read and calculated is accomplished at the same time during opening of bids not on the post qualification of bids?

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Re: Abstract of Bid as Read and Calculated and Post Qualification Evaluation Report (Standard Form)

Post by engrjhez® on Sat Aug 08, 2009 5:00 pm

slayer wrote:Thank you so much sir.

Just a clarification once again sir, abstract of bid as read and calculated is accomplished at the same time during opening of bids not on the post qualification of bids?
Although possible, it is not advisable to conduct the "as read" and "as calculated" at the same day because there are a lot of checkings (and possible inquiries) aside from the calculation checks. On our practice, "as read" is immdiately accomplished after the opening of the bids, then we adjourn. The BAC evaluates off the meeting (because BAC TWG may be required to do the calculation checks depending on complexity) so that the evaluation will not be affected by the presence of bidders. The next meeting, within five (5) calendar days, the BAC shall accomplish the "as calculated" abstract. Saka pa lang yung post qual pag na-determine na Lowest Calculated Bid (LCB). Very Happy
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Re: Abstract of Bid as Read and Calculated and Post Qualification Evaluation Report (Standard Form)

Post by sunriser431 on Sun Aug 09, 2009 8:55 am

slayer wrote:Thank you so much sir.

Just a clarification once again sir, abstract of bid as read and calculated is accomplished at the same time during opening of bids not on the post qualification of bids?

Right after the schduled of the opening of the Bid, the BAC will prepare the Abstract of Bid as read. This Abstract(as read) and and other supporting documents (Eligibility Technical and Financial proposal docs.) will be endorsed to the TWG for the Post qualification of the Bidder to be submitted to the BAC within 7 calendar days. The report of the TWG will serve as the basis for the BAC to determine the LCRB, as the same time the BAC with the assistance of the BAC Secretariat would now prepare the Abstract of Bid as Calculated. The Preparation of the Abstract of Bid as Read and the Abstract of Bid as Calculated is separate and different activity. This procedure for us (GOCCs). Hope this will be of great help.
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Re: Abstract of Bid as Read and Calculated and Post Qualification Evaluation Report (Standard Form)

Post by slayer on Sun Aug 09, 2009 9:45 am

Thanks for the comments.

In our case bac members, twg, end users are very hard to convened in just one sitting. I mean they have always travels before our notice is served. They have previous commitments. But we always have coruom for every particular project.

In that scenario, it is possible or it really happens that the signatories on the abstract of bid as read will not be present if the abstract of bid as calculated? or the other way around, they are present during as calculated, absent during as read.

It has implications po ba if yung mga nakapirma sa as read absent during as calculated or the other way around? it would be a basis for disallowance or notice of suspensions from coa?

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Re: Abstract of Bid as Read and Calculated and Post Qualification Evaluation Report (Standard Form)

Post by riddler on Sun Aug 09, 2009 10:06 am

engrjhez wrote:

Although possible, it is not advisable to conduct the "as read" and "as calculated" at the same day because there are a lot of checkings (and possible inquiries) aside from the calculation checks. On our practice, "as read" is immdiately accomplished after the opening of the bids, then we adjourn. The BAC evaluates off the meeting (because BAC TWG may be required to do the calculation checks depending on complexity) so that the evaluation will not be affected by the presence of bidders. The next meeting, within five (5) calendar days, the BAC shall accomplish the "as calculated" abstract. Saka pa lang yung post qual pag na-determine na Lowest Calculated Bid (LCB). Very Happy

Agree, pero ang nangyyari eh, tinatamad na yung BAC-TWG minsan at dinideretso na lang fill up yung Bid Evaluation Form at Post Qualification form para di na mag set ng another meeting.

Query: What if during the "As Read" Bid of the BAC Chairman the Bid exceeds the ABC, do we need to evaluate the Bid?
What if after its Bid Evaluation eh mababa pala yung Bid nya as compared to other Bidders? Can The BAC during post qualification declare its bid as LCRB?
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Re: Abstract of Bid as Read and Calculated and Post Qualification Evaluation Report (Standard Form)

Post by sunriser431 on Sun Aug 09, 2009 12:08 pm

slayer wrote:Thanks for the comments.

In our case bac members, twg, end users are very hard to convened in just one sitting. I mean they have always travels before our notice is served. They have previous commitments. But we always have coruom for every particular project.

In that scenario, it is possible or it really happens that the signatories on the abstract of bid as read will not be present if the abstract of bid as calculated? or the other way around, they are present during as calculated, absent during as read.

It has implications po ba if yung mga nakapirma sa as read absent during as calculated or the other way around? it would be a basis for disallowance or notice of suspensions from coa?

Section 12. Functions of the BAC( refering to the Old IRR of 9184)
Section 12.3 Quorum
A majority of the total BAC composition as designated by the head of the procuring entity shall constitute a quorum for the transaction of business, provided that the presence of the Chairman or Vice-Chairman shall be required.
Section 12.4 Meetings
The Chairman or, in his absence, the Vice-Chairman, shall preside at all meetings of the BAC. The decision of at least a majority of those present at a meeting at which there is quorum shall be valid and binding as an act of the BAC: Provided, however, That the Chairman or, in his absence, the Vice- Chairman, shall vote only in case of a tie. Observers and representatives of BAC members shall have no right to vote during BAC meetings, nor shall the
representatives of BAC members be authorized to sign in behalf of the members represented.

as can be gleaned from the Section/provision what was required is a quorum or majority of the BAC members are present. Then I believe also that at least majority of the BAC/members have signed either the Abstract of bid as read or Calculated. In our experience it happens, we just supplied additional info over the name of the BAC member " on official Travel" or "on official leave" but provided at least majority of the members have signed the Abstract.just sharing my thoughts and experience.
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Re: Abstract of Bid as Read and Calculated and Post Qualification Evaluation Report (Standard Form)

Post by engrjhez® on Sun Aug 09, 2009 12:38 pm

sunriser431 wrote:
Right after the schduled of the opening of the Bid, the BAC will prepare the Abstract of Bid as read. This Abstract(as read) and and other supporting documents (Eligibility Technical and Financial proposal docs.) will be endorsed to the TWG for the Post qualification of the Bidder to be submitted to the BAC within 7 calendar days. The report of the TWG will serve as the basis for the BAC to determine the LCRB, as the same time the BAC with the assistance of the BAC Secretariat would now prepare the Abstract of Bid as Calculated. The Preparation of the Abstract of Bid as Read and the Abstract of Bid as Calculated is separate and different activity. This procedure for us (GOCCs). Hope this will be of great help.
There seems to be a problem in that procedure. After the "as read" you should not proceed directly with the post qualification. Only the declared LCB shall be subjected to post qual, with the rest below the ranking next (subsequently) if the LCB is not responsive. But even before the post qual, the abstract of bids "as calculated" should already been accomplished for reference. Very Happy
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Re: Abstract of Bid as Read and Calculated and Post Qualification Evaluation Report (Standard Form)

Post by engrjhez® on Sun Aug 09, 2009 12:43 pm

ruel wrote:
Query: What if during the "As Read" Bid of the BAC Chairman the Bid exceeds the ABC, do we need to evaluate the Bid?
What if after its Bid Evaluation eh mababa pala yung Bid nya as compared to other Bidders? Can The BAC during post qualification declare its bid as LCRB?

I think absent ka noong discussion nito sa kabilang topic Very Happy (hehe, joke lang).

The rule was simple - DISQUALIFIED after the opening of bids. To learn more of the discussion, click here.
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Re: Abstract of Bid as Read and Calculated and Post Qualification Evaluation Report (Standard Form)

Post by engrjhez® on Sun Aug 09, 2009 1:12 pm

slayer wrote:Thanks for the comments.

In our case bac members, twg, end users are very hard to convened in just one sitting. I mean they have always travels before our notice is served. They have previous commitments. But we always have coruom for every particular project.

In that scenario, it is possible or it really happens that the signatories on the abstract of bid as read will not be present if the abstract of bid as calculated? or the other way around, they are present during as calculated, absent during as read.

It has implications po ba if yung mga nakapirma sa as read absent during as calculated or the other way around? it would be a basis for disallowance or notice of suspensions from coa?
YES. At every stage of procurement comes individual responsibilities and accountabilities. I'll give examples:

Case 1
AS READ: After the opening of bids, one bidder was way above the ABC but still was included in the abstract of bids "as read"
AS CALCULATED: It was later found out that slight calculation mistakes were committed by the bidder exceeding ABC, but his resulting bid was actually lower and was lated declared the lowest calculated bid (LCB).
POSSIBLE VERDICT: BAC member(s) present during the opening of bids that accomplished "as read" is/are liable of their action in accepting bids exceeding the ABC. Those absent in the "as read" who signed the "as calculated may be spared because he/she is not there when the bids are opened. BAC member(s) present on both readings must explain fully this complication and is/are obviously liable too.

Case 2:
AS READ: After the opening of bids, all compliant bidders were written down the abstract of bids "as read".
AS CALCULATED: After the evaluation, it was found out that certain calculation corrections were applied and that the bids "as read" were dramatically changed in such a way an appearing "lowest" bid in "as read" became the "highest" priced bid later. After filing a motion for recon (by the affected bidder), the calculations done by the BAC (or TWG) were later found erroneous too, leading to the previous ranking that the bidder should have been declared the LCB. Now, what will happen?
POSSIBLE VERDICT: Whoever conducted the bid evaluation calculations should be liable and accountable on their presented calculated reports. The BAC members signing the abstract of bids "as calculated" may or may not be liable too, depending on their participation on evaluation. Only BAC members present in "as read" that have not participated in the evaluation and calculations, with or without their signature on "as calculated" may be spared.

I hope this clarified the issue well. Very Happy
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