Annex "C" Period of Action On Procurement Activities

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Annex "C" Period of Action On Procurement Activities

Post by riddler on Thu Sep 24, 2009 3:16 pm

Annex "C" Period of Action On Procurement Activities of the new IRR

" x x x x Submission/Opening of Bids 1 cal day
Bid Evaluation 1 cal day
Post Qualification 1 cal day
Total 3 cal days

Can the BAC-TWG-Secretariat-Observers immediately conduct a Bid Evaluation and Post Qualification after the Opening of the Bids? Bale 1 cal day na lang lahat.

We find it difficult to gather these bodies into a separate schedule for Bid Evaluation and Post qualification. Sometimes some of them are on official business like seminars or "on official leave".
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Re: Annex "C" Period of Action On Procurement Activities

Post by engrjhez® on Thu Sep 24, 2009 3:35 pm

ruel wrote:Annex "C" Period of Action On Procurement Activities of the new IRR

" x x x x Submission/Opening of Bids 1 cal day
Bid Evaluation 1 cal day
Post Qualification 1 cal day
Total 3 cal days

Can the BAC-TWG-Secretariat-Observers immediately conduct a Bid Evaluation and Post Qualification after the Opening of the Bids? Bale 1 cal day na lang lahat.

We find it difficult to gather these bodies into a separate schedule for Bid Evaluation and Post qualification. Sometimes some of them are on official business like seminars or "on official leave".

Let me share our practice.

In our agency, we have significantly reduced this schedule up to the Resolution of Award. On the opening of bids, preliminary examination of bids can already be accomplished immediately such that:

Opening of Bids: Day 1 - Deadline for submission and opening of bids. All rated passed shall be ranked accordingly.

Bid Evaluation: Day 2 - Thru the TWG, a calculated report of submitted bids shall be accomplished. Initial reports on verification and validation of submitted documents shall also be done. On the same day, bidders shall be informed to submit the rest of additional requirements for Post Qual for the BAC to decide.

Postqual: Day 3 - The BAC inspects the submitted documents and shall conduct the rest of the Post Qual process.

Award: Day 3 - On the same day, the BAC shall recommend the award (not necessarily to sign because a draft resolution still has to be printed) after determining the LCRB/HRRB.

NOA: Day 4 - Once the HOPE signs the Reso, NOA is issued immediately to the bidder.

...and so on.

Take note that Day 1, 2, 3 and 4 need not be successive calendar days. On us, typically we have Day 1 and 3 as regular BAC meetings.

Also, you need not to have a "complete" attendance of BAC members. Quorum is just as enough. As long as quorum is attained and either the BAC Chair or the Vice Chair is present, it already good to proceed. Problem lang sa proposition mo is how to justify that you have significantly, meticulously, and judiciously have inspected and evaluated the bids (and the veracity of papers) in the same few hours of meeting? To previously awarded bidders where eligibility and post qual papers are already verified, this is not a problem. But for new ones, this is very difficult to attain.

Anyway, just my though. Very Happy

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Re: Annex "C" Period of Action On Procurement Activities

Post by riddler on Tue Sep 29, 2009 10:15 am

THe Earliest Possible Time for Procurement of Goods and Infra is 28 Cal days (Annex "C" of the IRR), however if we forego the conduct of Pre-Bid Conference for Contracts below 1 M (Sec. 22.1) the period maybe further reduced by 12 cal days, in short the activities can be adjusted to 16 cal days from Posting until the issuance of NTP. Is the BAC/Procuring Entity allowed to do that?
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Re: Annex "C" Period of Action On Procurement Activities

Post by sunriser431 on Tue Sep 29, 2009 3:26 pm

ruel wrote:THe Earliest Possible Time for Procurement of Goods and Infra is 28 Cal days (Annex "C" of the IRR), however if we forego the conduct of Pre-Bid Conference for Contracts below 1 M (Sec. 22.1) the period maybe further reduced by 12 cal days, in short the activities can be adjusted to 16 cal days from Posting until the issuance of NTP. Is the BAC/Procuring Entity allowed to do that?
for discussion purpose
If we reduce by 12 calendar days (timeline for Pre-bid conference up to Opening of Bid), will cause the availability to secure (by bidder) the bidding documents be proportionate reduce to 12 calendar days. The prospective bidder now has only 7 calendar days to secure the bid documents during the active period of posting and advertisement instead of the usual 19 calendays (1st stage up to 5th stage of the earliest possible timeline). In my opinion this can be done provided the two condition are met, first there is the 7 calendar days period of advertisement which is mandatory and the other condition went the threshold amount for pre-bid conference is not required (sec 22.1). any violent reaction are welcome. Cool
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Re: Annex "C" Period of Action On Procurement Activities

Post by riddler on Wed Sep 30, 2009 2:18 pm

sunriser431 wrote:
ruel wrote:THe Earliest Possible Time for Procurement of Goods and Infra is 28 Cal days (Annex "C" of the IRR), however if we forego the conduct of Pre-Bid Conference for Contracts below 1 M (Sec. 22.1) the period maybe further reduced by 12 cal days, in short the activities can be adjusted to 16 cal days from Posting until the issuance of NTP. Is the BAC/Procuring Entity allowed to do that?
for discussion purpose
If we reduce by 12 calendar days (timeline for Pre-bid conference up to Opening of Bid), will cause the availability to secure (by bidder) the bidding documents be proportionate reduce to 12 calendar days. The prospective bidder now has only 7 calendar days to secure the bid documents during the active period of posting and advertisement instead of the usual 19 calendays (1st stage up to 5th stage of the earliest possible timeline). In my opinion this can be done provided the two condition are met, first there is the 7 calendar days period of advertisement which is mandatory and the other condition went the threshold amount for pre-bid conference is not required (sec 22.1). any violent reaction are welcome. Cool

now we have the same opinion on this matter sunriser. whats the use of maximizing the schedule when at the first instance of posting, only 2 or 3 bidders are participating until the opening of the bid lalo na common supplies ang i procure natin at available naman within the locality.

Another thing, para ma fast track na rin ng BAC ang re-posting at the end of the 7 cal dayds paG walang interested bidder for the good of the public.

At this point, i think and i concude na kailangan talaga matuttukan kung ppano ma fast track procurement process para sa LGU's, na o-observe ko kasi na parang ganun pa rin ang sistema (old IRR).
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Re: Annex "C" Period of Action On Procurement Activities

Post by engrjhez® on Wed Sep 30, 2009 6:50 pm

Although procurements amounting to 1M and below are not requiring pre-bid conferences, there's no violation likewise if we conduct it anyway. The timelines does not really include a minimum period required from first day of posting to the opening of bids. The timeline issued by the GPPB just provides a simple gauge or norm in establishing the period of activities that would be reasonable to be complied by any prospective bidder. Very Happy
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Re: Annex "C" Period of Action On Procurement Activities

Post by sunriser431 on Thu Oct 01, 2009 3:46 pm

ruel wrote:
sunriser431 wrote:
ruel wrote:THe Earliest Possible Time for Procurement of Goods and Infra is 28 Cal days (Annex "C" of the IRR), however if we forego the conduct of Pre-Bid Conference for Contracts below 1 M (Sec. 22.1) the period maybe further reduced by 12 cal days, in short the activities can be adjusted to 16 cal days from Posting until the issuance of NTP. Is the BAC/Procuring Entity allowed to do that?
for discussion purpose
If we reduce by 12 calendar days (timeline for Pre-bid conference up to Opening of Bid), will cause the availability to secure (by bidder) the bidding documents be proportionate reduce to 12 calendar days. The prospective bidder now has only 7 calendar days to secure the bid documents during the active period of posting and advertisement instead of the usual 19 calendays (1st stage up to 5th stage of the earliest possible timeline). In my opinion this can be done provided the two condition are met, first there is the 7 calendar days period of advertisement which is mandatory and the other condition went the threshold amount for pre-bid conference is not required (sec 22.1). any violent reaction are welcome. Cool
now we have the same opinion on this matter sunriser. whats the use of maximizing the schedule when at the first instance of posting, only 2 or 3 bidders are participating until the opening of the bid lalo na common supplies ang i procure natin at available naman within the locality.

Another thing, para ma fast track na rin ng BAC ang re-posting at the end of the 7 cal dayds paG walang interested bidder for the good of the public.

At this point, i think and i concude na kailangan talaga matuttukan kung ppano ma fast track procurement process para sa LGU's, na o-observe ko kasi na parang ganun pa rin ang sistema (old IRR).
let us try to explore the other posibility of furnishing the Bid Documents for free, I believe in this scenario, we'll be encouraging more bidders to participate. For us GOCCs majority of the BAC members and TWG members having their RATA anyway.(no offense intended to BAC,TWG and all concern) bounce
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Re: Annex "C" Period of Action On Procurement Activities

Post by engrjhez® on Thu Oct 01, 2009 5:36 pm

sunriser431 wrote:
let us try to explore the other posibility of furnishing the Bid Documents for free, I believe in this scenario, we'll be encouraging more bidders to participate. For us GOCCs majority of the BAC members and TWG members having their RATA anyway.(no offense intended to BAC,TWG and all concern) bounce

This is already "out of line" topic. For info purposes, RATA is for Dept.Heads/Asst.Heads only for LGUs. While most BAC members are Heads, the Secretariat and TWG are not. It would be a big NO for LGU-BACs because it will follow later that BAC members need not claim honoraria because of RATA. Bid docs, pwede free. Pero yung Bid Docs Fee, nope, hehe.

NO BID DOCS FEE = NO HONORARIA Sad

Marami magagalit sa atin. Nationwide protest 'to ng LGUs? Very Happy
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Re: Annex "C" Period of Action On Procurement Activities

Post by RDV @ GP3i on Sun Oct 11, 2009 10:15 am

ruel wrote:Annex "C" Period of Action On Procurement Activities of the new IRR

" x x x x Submission/Opening of Bids 1 cal day
Bid Evaluation 1 cal day
Post Qualification 1 cal day
Total 3 cal days

Can the BAC-TWG-Secretariat-Observers immediately conduct a Bid Evaluation and Post Qualification after the Opening of the Bids? Bale 1 cal day na lang lahat.

We find it difficult to gather these bodies into a separate schedule for Bid Evaluation and Post qualification. Sometimes some of them are on official business like seminars or "on official leave".

I think the opening of bid/preliminary examination and bid evaluation could be done within one (1) c.d. but post-qualification could be done on another day.

If you set the bid opening in the morning, say 10:00 a.m., by 12:00 noon you could already be done with the opening and preliminary examination. The IRR provides that bid evaluation shall be conducted immediately after bid opening and preliminary examination although we say that this should be done on another day. So long as the BAC adjourns the bid opening and preliminary examination, it can, in the afternoon, set the bid evaluation without anymore the presence of the bidders or their authorized representative. Remember that there is a prohibition on communication with the bidders during bid evaluation until the issuance of the notice of award. So, you have to let go of the bidders or their authorized representatives first before the BAC/TWG convenes for the bid evaluation.

For the post-qualification, you may need a little more time than less than a day since you will have to verify, validate and ascertain every document and statement submitted by the bidder, and it is quite difficult, if not impossible, to do those 3 stages within one day. Besides, the revised IRR gives the LCB 3 c.d. to submit the additional documents (PhilGEPS registration, Tax Clearance, etc.) once it has been informed as such.
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Re: Annex "C" Period of Action On Procurement Activities

Post by riddler on Sun Oct 11, 2009 10:27 am

RDV wrote:
ruel wrote:Annex "C" Period of Action On Procurement Activities of the new IRR

" x x x x Submission/Opening of Bids 1 cal day
Bid Evaluation 1 cal day
Post Qualification 1 cal day
Total 3 cal days

Can the BAC-TWG-Secretariat-Observers immediately conduct a Bid Evaluation and Post Qualification after the Opening of the Bids? Bale 1 cal day na lang lahat.

We find it difficult to gather these bodies into a separate schedule for Bid Evaluation and Post qualification. Sometimes some of them are on official business like seminars or "on official leave".

I think the opening of bid/preliminary examination and bid evaluation could be done within one (1) c.d. but post-qualification could be done on another day.

If you set the bid opening in the morning, say 10:00 a.m., by 12:00 noon you could already be done with the opening and preliminary examination. The IRR provides that bid evaluation shall be conducted immediately after bid opening and preliminary examination although we say that this should be done on another day. So long as the BAC adjourns the bid opening and preliminary examination, it can, in the afternoon, set the bid evaluation without anymore the presence of the bidders or their authorized representative. Remember that there is a prohibition on communication with the bidders during bid evaluation until the issuance of the notice of award. So, you have to let go of the bidders or their authorized representatives first before the BAC/TWG convenes for the bid evaluation.

For the post-qualification, you may need a little more time than less than a day since you will have to verify, validate and ascertain every document and statement submitted by the bidder, and it is quite difficult, if not impossible, to do those 3 stages within one day. Besides, the revised IRR gives the LCB 3 c.d. to submit the additional documents (PhilGEPS registration, Tax Clearance, etc.) once it has been informed as such.

RDV, I observed kasi for LGU's tulad namin na kilala na namin yung mga Local Bidders/Contractors, why do we need to set another schedule day for Post-Qual? ok lang sana kung merong bagong bidder na ppassok at saka na kami mag conduct ng post qual. At saka pa yung additional Docs na submission for post-qual, halos lahat naman ng local bidders meron, kaya kung ako lang isama na lng natin sa technical envelope ito for local bidders, then kung merong foreign bidder na sasali, thats the time to give them exemptions, re: submission of PHILGeps, TC,etc. etc during the Award.
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Re: Annex "C" Period of Action On Procurement Activities

Post by RDV @ GP3i on Sun Oct 11, 2009 10:30 am

ruel wrote:THe Earliest Possible Time for Procurement of Goods and Infra is 28 Cal days (Annex "C" of the IRR), however if we forego the conduct of Pre-Bid Conference for Contracts below 1 M (Sec. 22.1) the period maybe further reduced by 12 cal days, in short the activities can be adjusted to 16 cal days from Posting until the issuance of NTP. Is the BAC/Procuring Entity allowed to do that?

The earlier possible time of 28 c.d. really includes conduct of pre-bid conference 12 c.d. before the bid opening. If the ABC is less than PhP1 million and if the BAC decides not to conduct the pre-bid conference, the period could be shortened.

Engrjhez is right that the timelines and even the IRR do not provide for the minimum period from the first day of posting to opening (only a maximum period), but maybe we can infer from the Timeline (Annex C) that the 28 c.d. is the minimum period.

In other words, you may not conduct a pre-bid conference but still set your timeline of activities from posting to opening should not be less than 28 c.d. I think the rationale is that the period would give interested bidders enough time to prepare their bids, any less than that period would not be enough for them and will not be consistent with the principle of competitiveness. It would also raise suspicion on the part of the BAC that it is giving less time to prospective bidders to prepare their bids because a 'favored' bidder has been informed well ahead of the others in his bid preparation, a violation of Sec. 19 of R.A. 9184 and its IRR.
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Re: Annex "C" Period of Action On Procurement Activities

Post by RDV @ GP3i on Sun Oct 11, 2009 10:36 am

ruel wrote:
RDV wrote:
ruel wrote:Annex "C" Period of Action On Procurement Activities of the new IRR

" x x x x Submission/Opening of Bids 1 cal day
Bid Evaluation 1 cal day
Post Qualification 1 cal day
Total 3 cal days

Can the BAC-TWG-Secretariat-Observers immediately conduct a Bid Evaluation and Post Qualification after the Opening of the Bids? Bale 1 cal day na lang lahat.

We find it difficult to gather these bodies into a separate schedule for Bid Evaluation and Post qualification. Sometimes some of them are on official business like seminars or "on official leave".

I think the opening of bid/preliminary examination and bid evaluation could be done within one (1) c.d. but post-qualification could be done on another day.

If you set the bid opening in the morning, say 10:00 a.m., by 12:00 noon you could already be done with the opening and preliminary examination. The IRR provides that bid evaluation shall be conducted immediately after bid opening and preliminary examination although we say that this should be done on another day. So long as the BAC adjourns the bid opening and preliminary examination, it can, in the afternoon, set the bid evaluation without anymore the presence of the bidders or their authorized representative. Remember that there is a prohibition on communication with the bidders during bid evaluation until the issuance of the notice of award. So, you have to let go of the bidders or their authorized representatives first before the BAC/TWG convenes for the bid evaluation.

For the post-qualification, you may need a little more time than less than a day since you will have to verify, validate and ascertain every document and statement submitted by the bidder, and it is quite difficult, if not impossible, to do those 3 stages within one day. Besides, the revised IRR gives the LCB 3 c.d. to submit the additional documents (PhilGEPS registration, Tax Clearance, etc.) once it has been informed as such.

RDV, I observed kasi for LGU's tulad namin na kilala na namin yung mga Local Bidders/Contractors, why do we need to set another schedule day for Post-Qual? ok lang sana kung merong bagong bidder na ppassok at saka na kami mag conduct ng post qual. At saka pa yung additional Docs na submission for post-qual, halos lahat naman ng local bidders meron, kaya kung ako lang isama na lng natin sa technical envelope ito for local bidders, then kung merong foreign bidder na sasali, thats the time to give them exemptions, re: submission of PHILGeps, TC,etc. etc during the Award.

Maybe that is true and it could really be possibly done by the BAC within the 1 c.d. period given the situation that you proposed. But, as I have pointed out in my other reply immediately prior to this, the 28 c.d. may be considered as the minimum period set by the GPPB, even if no pre-bid conference is conducted.
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Re: Annex "C" Period of Action On Procurement Activities

Post by engrjhez® on Sun Oct 11, 2009 11:52 am

RDV wrote:...But, as I have pointed out in my other reply immediately prior to this, the 28 c.d. may be considered as the minimum period set by the GPPB, even if no pre-bid conference is conducted.

On the other side of the story, what if a certain project, say a procurement (of goods) thru public bidding of "blah!blah!" worth P888,888.88. Neither pre-procurement nor pre-bid conference is mandatory on this one. But, for the purposes of having discussions with the bidder for any possible query, the BAC decided to include a 'pre-bid conference' but this time, not following he 12c.d. rule in the Opening of Bids (i.e. instead of 12 c.d. gap from the pre-bid to the opening of bids, put up 7 c.d. or even less?)

Is there a violation with this action? Very Happy
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Re: Annex "C" Period of Action On Procurement Activities

Post by RDV @ GP3i on Sun Oct 11, 2009 1:21 pm

engrjhez wrote:
RDV wrote:...But, as I have pointed out in my other reply immediately prior to this, the 28 c.d. may be considered as the minimum period set by the GPPB, even if no pre-bid conference is conducted.

On the other side of the story, what if a certain project, say a procurement (of goods) thru public bidding of "blah!blah!" worth P888,888.88. Neither pre-procurement nor pre-bid conference is mandatory on this one. But, for the purposes of having discussions with the bidder for any possible query, the BAC decided to include a 'pre-bid conference' but this time, not following he 12c.d. rule in the Opening of Bids (i.e. instead of 12 c.d. gap from the pre-bid to the opening of bids, put up 7 c.d. or even less?)

Is there a violation with this action? Very Happy

There would be a violation, as the IRR is quite explicit in its provision that the pre-bid conference shall be held at least 12 c.d. before the deadline for the submission and opening of bids.
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Re: Annex "C" Period of Action On Procurement Activities

Post by engrjhez® on Sun Oct 11, 2009 6:39 pm

RDV wrote:
There would be a violation, as the IRR is quite explicit in its provision that the pre-bid conference shall be held at least 12 c.d. before the deadline for the submission and opening of bids.

Even if pre-bid itself is not mandatory? Question
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Re: Annex "C" Period of Action On Procurement Activities

Post by RDV @ GP3i on Mon Oct 12, 2009 10:42 am

engrjhez wrote:
RDV wrote:
There would be a violation, as the IRR is quite explicit in its provision that the pre-bid conference shall be held at least 12 c.d. before the deadline for the submission and opening of bids.

Even if pre-bid itself is not mandatory? Question

Even if pre-bid is not mandatory, it becomes necessary to give the prospective bidders more time (at least 12 c.d. after pre-bid or at least 7 c.d. from issuance of Supplemental/Bid Bulletin) if during the pre-bid conference clarifications were made on the bid documents, including the eligibility requirements and technical requirements.

Let us, for example, create a scenario. A project with an ABC of P900,000, where pre-bid is not mandatory, but the procuring entity decided to conduct a pre-bid conference 2 c.d. before the deadline for submission of bids. During the pre-bid conference, clarifications were made on the requirements of the bid which would necessitate the prospective bidders to radically change or alter their proposals. Considering that the pre-bid was conducted with only 2 days left, all of the bidders decided not to participate anymore for lack of material time to change their proposals. Those that did not attend would have no information or would be left also with hardly any time to make the necessary changes in their proposals, if ever they were subsequently informed through the issuance of a Supplemental/Bid Bulletin. Effect would be a failure of bidding.
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Re: Annex "C" Period of Action On Procurement Activities

Post by sunriser431 on Tue Oct 13, 2009 4:21 pm

RDV wrote:
engrjhez wrote:
RDV wrote:
There would be a violation, as the IRR is quite explicit in its provision that the pre-bid conference shall be held at least 12 c.d. before the deadline for the submission and opening of bids.

Even if pre-bid itself is not mandatory? Question

Even if pre-bid is not mandatory, it becomes necessary to give the prospective bidders more time (at least 12 c.d. after pre-bid or at least 7 c.d. from issuance of Supplemental/Bid Bulletin) if during the pre-bid conference clarifications were made on the bid documents, including the eligibility requirements and technical requirements.

Let us, for example, create a scenario. A project with an ABC of P900,000, where pre-bid is not mandatory, but the procuring entity decided to conduct a pre-bid conference 2 c.d. before the deadline for submission of bids. During the pre-bid conference, clarifications were made on the requirements of the bid which would necessitate the prospective bidders to radically change or alter their proposals. Considering that the pre-bid was conducted with only 2 days left, all of the bidders decided not to participate anymore for lack of material time to change their proposals. Those that did not attend would have no information or would be left also with hardly any time to make the necessary changes in their proposals, if ever they were subsequently informed through the issuance of a Supplemental/Bid Bulletin. Effect would be a failure of bidding.

For purpose of Discussion, Sir RDV my concern
Section 22 of the Revised IRR of RA#9184 provides the guide for the procuring entity to follow, my question/ observation is this still applicable to Section 48. Alternative Methods? or to state simply is there a need to provide 12 CD using the Alternative methods of procurement? any comment from other forum members are welcome bounce
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Re: Annex "C" Period of Action On Procurement Activities

Post by RDV @ GP3i on Tue Oct 13, 2009 5:25 pm

sunriser431 wrote:
RDV wrote:
engrjhez wrote:
RDV wrote:
There would be a violation, as the IRR is quite explicit in its provision that the pre-bid conference shall be held at least 12 c.d. before the deadline for the submission and opening of bids.

Even if pre-bid itself is not mandatory? Question

Even if pre-bid is not mandatory, it becomes necessary to give the prospective bidders more time (at least 12 c.d. after pre-bid or at least 7 c.d. from issuance of Supplemental/Bid Bulletin) if during the pre-bid conference clarifications were made on the bid documents, including the eligibility requirements and technical requirements.

Let us, for example, create a scenario. A project with an ABC of P900,000, where pre-bid is not mandatory, but the procuring entity decided to conduct a pre-bid conference 2 c.d. before the deadline for submission of bids. During the pre-bid conference, clarifications were made on the requirements of the bid which would necessitate the prospective bidders to radically change or alter their proposals. Considering that the pre-bid was conducted with only 2 days left, all of the bidders decided not to participate anymore for lack of material time to change their proposals. Those that did not attend would have no information or would be left also with hardly any time to make the necessary changes in their proposals, if ever they were subsequently informed through the issuance of a Supplemental/Bid Bulletin. Effect would be a failure of bidding.

For purpose of Discussion, Sir RDV my concern
Section 22 of the Revised IRR of RA#9184 provides the guide for the procuring entity to follow, my question/ observation is this still applicable to Section 48. Alternative Methods? or to state simply is there a need to provide 12 CD using the Alternative methods of procurement? any comment from other forum members are welcome bounce
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Re: Annex "C" Period of Action On Procurement Activities

Post by RDV @ GP3i on Tue Oct 13, 2009 5:27 pm

RDV wrote:
sunriser431 wrote:
RDV wrote:
engrjhez wrote:
RDV wrote:
There would be a violation, as the IRR is quite explicit in its provision that the pre-bid conference shall be held at least 12 c.d. before the deadline for the submission and opening of bids.

Even if pre-bid itself is not mandatory? Question

Even if pre-bid is not mandatory, it becomes necessary to give the prospective bidders more time (at least 12 c.d. after pre-bid or at least 7 c.d. from issuance of Supplemental/Bid Bulletin) if during the pre-bid conference clarifications were made on the bid documents, including the eligibility requirements and technical requirements.

Let us, for example, create a scenario. A project with an ABC of P900,000, where pre-bid is not mandatory, but the procuring entity decided to conduct a pre-bid conference 2 c.d. before the deadline for submission of bids. During the pre-bid conference, clarifications were made on the requirements of the bid which would necessitate the prospective bidders to radically change or alter their proposals. Considering that the pre-bid was conducted with only 2 days left, all of the bidders decided not to participate anymore for lack of material time to change their proposals. Those that did not attend would have no information or would be left also with hardly any time to make the necessary changes in their proposals, if ever they were subsequently informed through the issuance of a Supplemental/Bid Bulletin. Effect would be a failure of bidding.

For purpose of Discussion, Sir RDV my concern
Section 22 of the Revised IRR of RA#9184 provides the guide for the procuring entity to follow, my question/ observation is this still applicable to Section 48. Alternative Methods? or to state simply is there a need to provide 12 CD using the Alternative methods of procurement? any comment from other forum members are welcome bounce

For the alternative methods (except Limited Source Bidding), and particularly for Negotiated Procurement, pre-bid conference in no longer necessary even if the ABC is P1 million or more.
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Re: Annex "C" Period of Action On Procurement Activities

Post by sunriser431 on Tue Oct 13, 2009 5:34 pm

Thanks Sir RDV for the clarification. Smile
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Re: Annex "C" Period of Action On Procurement Activities

Post by Jovinal on Wed Dec 21, 2011 7:40 pm

Yes as long as there is a pre-bid conference conducted.
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Re: Annex "C" Period of Action On Procurement Activities

Post by alpha1 on Thu Dec 22, 2011 11:14 am

RDV @ GP3i wrote:
engrjhez wrote:
RDV wrote:...But, as I have pointed out in my other reply immediately prior to this, the 28 c.d. may be considered as the minimum period set by the GPPB, even if no pre-bid conference is conducted.

On the other side of the story, what if a certain project, say a procurement (of goods) thru public bidding of "blah!blah!" worth P888,888.88. Neither pre-procurement nor pre-bid conference is mandatory on this one. But, for the purposes of having discussions with the bidder for any possible query, the BAC decided to include a 'pre-bid conference' but this time, not following he 12c.d. rule in the Opening of Bids (i.e. instead of 12 c.d. gap from the pre-bid to the opening of bids, put up 7 c.d. or even less?)

Is there a violation with this action? Very Happy

There would be a violation, as the IRR is quite explicit in its provision that the pre-bid conference shall be held at least 12 c.d. before the deadline for the submission and opening of bids.

Good Day! Very interesting and educational discussion indeed. Let me share my little understanding about this topic. In order for us to expedite the procurement process, the IRR provides us Annex C which states that the earliest possible time should be 28 CD for Goods & Infra and 34 CD for Consulting Services. This only means that we cannot shortened anymore the time because it would mean earlier than earliest possible time. So it also means that, whether we would conduct a pre-bid conference or not the time-line would still be what is stated in Annex C.

On the other side, it would be a violation if we a conduct a pre-bid conference earlier than 12 CD before Bid Opening even if the amount involved is less than 1M. Although pre-bid is not mandatory for procurement below 1M, it becomes mandatory the moment a pre-bid conference is including in the procurement process.

Peace!
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Re: Annex "C" Period of Action On Procurement Activities

Post by Jovinal on Thu Dec 22, 2011 12:04 pm

I agree with Apha1 that the earliest possible time will be based on minimum time-line allotted per stage of procurement process, so if prebid conference is waived for ABC below 1 M , I think the 28 cd may be reduced to 16 cd as long as the time-line of each stages except pre bid conference are observed. Thank You.
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ANNEX C

Post by janalhyne on Wed Nov 12, 2014 7:27 pm

WHAT IF THE POST QUAL SUBMISSION DEADLINE FALLS ON NOVEMBER 1 SATURDAY AND THE BIDDER SUBMITTED IT ON NOVEMBER 3 WORKING MONDAY? AND THE PROCURING ENTITY FAILED THE SAID BIDDER DUE TO LATE SUBMISSION.

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Re: Annex "C" Period of Action On Procurement Activities

Post by Jovinal on Fri Nov 14, 2014 9:28 am

WHY YOU SET THE DEADLINE ON HOLIDAY OR ON WEEKEND ?
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Re: Annex "C" Period of Action On Procurement Activities

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