Notices (During Pre Procurement,Pre Bid, Eligibility Check, Opening of Bids, Post Qualification)

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Notices (During Pre Procurement,Pre Bid, Eligibility Check, Opening of Bids, Post Qualification)

Post by slayer on Tue Aug 11, 2009 10:55 pm

Greetings

What will happen if the BAC Secretariat failed to served a NOTICE during POst Qualification?

But it was announced during the Opening of Bids the scheduled of Post Qualification? And the Post Qualification happened on the day that is being announced. Ibig sabihin may Post qualification na nangyari pero walang Notice na naibigay?[u]

It has some implications? What will happen to the project if there are no notice being served?

SAlamat. Mabuhay tayong lahat.

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Re: Notices (During Pre Procurement,Pre Bid, Eligibility Check, Opening of Bids, Post Qualification)

Post by riddler on Wed Aug 12, 2009 9:34 am

slayer wrote:Greetings

What will happen if the BAC Secretariat failed to served a NOTICE during POst Qualification?

But it was announced during the Opening of Bids the scheduled of Post Qualification? And the Post Qualification happened on the day that is being announced. Ibig sabihin may Post qualification na nangyari pero walang Notice na naibigay?

It has some implications? What will happen to the project if there are no notice being served?

SAlamat. Mabuhay tayong lahat.

REVISED IMPLEMENTING RULES AND REGULATIONS OF R.A. 9184

Section 13. Observers
13.1. To enhance the transparency of the process, [u]the BAC shall, in all stages of the
procurement process, invite, in addition to the representative of the COA
, at least
two (2) observers, who shall not have the right to vote, to sit in its proceedings
where:

Invitations are supposed to be prepared by the BAC-Secretariat.. If someone will question the procedure like the non issuance of invitation for a post qualification, the BAC maybe forced to recommend/invalidate the proceedings (although it should be the job of the HOPE to invalidate).

However, to lessen the Bureacracy of sending notices of every stages to Observers, BAC-TWG,,and End-Users, can the BAC SEcretariat just prepare a One single notice to all detailing the Schedule of Procurements from Eligibility to Post qualifications? Para isahan na lang?
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Re: Notices (During Pre Procurement,Pre Bid, Eligibility Check, Opening of Bids, Post Qualification)

Post by slayer on Wed Aug 12, 2009 9:35 pm

Good day.

yes we have schedule for all the procurement process from pre procurement to opening of bids. but we have difficulty in scheduling the post qualification because the nature of our work entails a lot of travel.

for example we failed to served the notice of post qualification, how can we handle the problems arises? nabayaran na for example yung contractor or bidder? lately n lng nalaman ng COA na wala palang NOTICE.

in laymans term papano lulusutan ang ganong sitwasyon? Pls help. Thanks a lot.

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Re: Notices (During Pre Procurement,Pre Bid, Eligibility Check, Opening of Bids, Post Qualification)

Post by engrjhez® on Fri Aug 14, 2009 1:25 am

slayer wrote:Good day.

yes we have schedule for all the procurement process from pre procurement to opening of bids. but we have difficulty in scheduling the post qualification because the nature of our work entails a lot of travel.

for example we failed to served the notice of post qualification, how can we handle the problems arises? nabayaran na for example yung contractor or bidder? lately n lng nalaman ng COA na wala palang NOTICE.

in laymans term papano lulusutan ang ganong sitwasyon? Pls help. Thanks a lot.

What notice are we talking here? Notice/Invitation to Observers? Notice of Post Qual? Notice of Award? If you are saying na nabayaran na yung procurement, then there is actually none that we can do. The COA may issue an Audit Memo for any deficiency committed. You will be required to answer or justify the acts commited by the BAC.

Kung sa lulusutan, di pa naman siguro kailangan yun at this point kung wala namang irregularidad. If the only violation is non-issuance of notice, walang issue yun. Kung non-issuance of invitations to observers naman ang violation, circumstantial lang yun. It would still be a long way for an offense.

In layman's terms - wag na lang uulitin Very Happy
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Re: Notices (During Pre Procurement,Pre Bid, Eligibility Check, Opening of Bids, Post Qualification)

Post by RDV @ GP3i on Fri Aug 14, 2009 10:33 am

slayer wrote:Good day.

yes we have schedule for all the procurement process from pre procurement to opening of bids. but we have difficulty in scheduling the post qualification because the nature of our work entails a lot of travel.
The IRR provides for seven (7) c.d. for the post-qualification stage, but the same IRR also provides that it may be extended by the HOPE provided that the aggregate total does not exceed 30 c.d. I believe that would be a sufficient period to do the post-qualification, particularly if the process would entail a lot of travel. However, if you still need more time than that, your procuring entity may request GPPB for extension with proper justification. In the process, you just don't forget that bids and bid securities have expiry dates (not more than 120 c.d. from bid opening), so don't forget to ask the respective bidders for the extension of their bids/bid securities.

slayer wrote:for example we failed to served the notice of post qualification, how can we handle the problems arises? nabayaran na for example yung contractor or bidder? lately n lng nalaman ng COA na wala palang NOTICE.

in laymans term papano lulusutan ang ganong sitwasyon? Pls help. Thanks a lot.
I don't think there is a requirement in the IRR for the issuance/serving of "notice of post qualification." You can immediately proceed to post-qualification upon determination of the bidder with the LCB/HRB. What is required is the issuance of written "notice of post-disqualification" in order to give the LCB/HRB an opportunity to file an MR.

Once an LCRB has been determined by the BAC, and prior to the award of contract, the other bidders have to be notified also of the results, so they are properly informed and also given the opportunity to file also an MR, if they find it necessary.
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Re: Notices (During Pre Procurement,Pre Bid, Eligibility Check, Opening of Bids, Post Qualification)

Post by riddler on Fri Aug 14, 2009 11:10 am

Since all of these are part/stages of procurement process, 'might as well invite the Observers in the condict of Post Qual. What I would like to be clarified is that if we burden the Secretariat in serving invitations for of every stage of the process, Can we just send one invitation from the beginning stage to its end?
bahala na sila kung mag attend man sila o hindi, at least na received nila ang notice.
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Re: Notices (During Pre Procurement,Pre Bid, Eligibility Check, Opening of Bids, Post Qualification)

Post by RDV @ GP3i on Fri Aug 14, 2009 11:21 am

ruel wrote:Since all of these are part/stages of procurement process, 'might as well invite the Observers in the condict of Post Qual. What I would like to be clarified is that if we burden the Secretariat in serving invitations for of every stage of the process, Can we just send one invitation from the beginning stage to its end?
bahala na sila kung mag attend man sila o hindi, at least na received nila ang notice.

I think, the answer is a definite YES. You can also just attach in the invitation the schedule of procurement activities in your IAEB. Only if there will be a change or changes in the schedule, during the conduct of the actual procurement process, that you may need to send another invitation to inform the Observer of any change/s in the schedule.
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Re: Notices (During Pre Procurement,Pre Bid, Eligibility Check, Opening of Bids, Post Qualification)

Post by sunriser431 on Fri Aug 14, 2009 11:47 am

ruel wrote:Since all of these are part/stages of procurement process, 'might as well invite the Observers in the condict of Post Qual. What I would like to be clarified is that if we burden the Secretariat in serving invitations for of every stage of the process, Can we just send one invitation from the beginning stage to its end?
bahala na sila kung mag attend man sila o hindi, at least na received nila ang notice.

we now exploring the possibility of issuing of one (1) procurement timetable (calendar of activities) intead of sending individual notice to BAC/TWG/End-user/COA/Observer/Supplier/Bidder/etc. Please input your ideas. Smile
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Re: Notices (During Pre Procurement,Pre Bid, Eligibility Check, Opening of Bids, Post Qualification)

Post by engrjhez® on Fri Aug 14, 2009 7:16 pm

ruel wrote:Since all of these are part/stages of procurement process, 'might as well invite the Observers in the condict of Post Qual. What I would like to be clarified is that if we burden the Secretariat in serving invitations for of every stage of the process, Can we just send one invitation from the beginning stage to its end? bahala na sila kung mag attend man sila o hindi, at least na received nila ang notice.
To add, the letter of invitation might as well contain the BAC Activities as posted in the ITB but may be limited to the Opening of Bids only since it is commonly hard to predict if the bid evaluation to post qualification shall be always as scheduled. In our case, we have adopted regular (and minimum) "twice a week" meeting so as to increase the predictability of activities. Unless a special meeting is a necessity, the two predictable dates and time shall be good enough for observers to know so they can "gate-crash" anytime in the procurement process. Very Happy
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