Procurement of Goods and Services, Infrastructure and Consulting Services thru
Competitive Bidding (Internal/External)
Description: Applicable to procurement projects with an Approved Budget for the Contract
(ABC) of above ₱2,000,000.00, following the procedures set under Republic Act (RA) No.
12009 and its Implementing Rules and Regulations (IRR) to ensure transparency,
competitiveness, and accountability in public procurement.
1. End-User’s Submission of Required Documents for Pre-Procurement Conference.
Description: The end-user submits then required documents to the BAC through the BAC Secretariat for review and inclusion in the Pre-Procurement Conference agenda. A Pre-Procurement Conference is mandatory for: Goods: Above ₱5,000,000, Infrastructure Projects: Above ₱10,000,000 and Consulting Services: Above ₱2,000,000.
| Office or Division: | Procurement Office |
| Classification: | Simple |
| Type of Transaction: | G2B – Government to Business |
| Who may avail: | End-User |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
| 1. Original copy of Detailed Scope of Work, Plans and Drawings, Program of Work, Specifications, Terms of Reference and/or Market Study 2. Original copy of Project Procurement Management Plan (PPMP) with attached Approved Budget for the Contract (ABC) and result of Market Scoping and/or Approved Proposal 3. Copy of Annual Procurement Plan 4. Draft Bidding Documents and Invitation to Bid 5. Original copy of Procurement/Bidding | End-user End-User duly signed by approving authority BAC Secretariat End-user/BAC Secretariat BAC Secretariat |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. Submit all the required documents to the BAC Secretariat for assessment | 1. Check the completeness of the documents 2. BAC Sec will schedule the Pre- Procurement Conference 3. Conduct the Pre- Procurement Conference and 4. The BAC Sec will prepare the approved Schedule of Bidding Activities, Official Bidding Documents for sale and to be posted in the PhilGEPS website, NwSSU Website, social media account & 3 conspicuous places of NwSSU premises | None | 10 minutes 3 minutes 1 hour 7 days | BAC BAC Secretariat BAC BAC Secretariat BAC BAC Secretariat End-user BAC BAC Secretariat End-user |
| TOTAL: | None | 7 days, 1 hour & 13 minutes |
2. Issuance of Bidding Documents
Description: The BAC shall issue the Bidding Documents to the prospective bidders upon payment of the corresponding cost thereof to the NwSSU Cashier.
| Office or Division: | Procurement Office |
| Classification: | Simple |
| Type of Transaction: | G2B – Government to Business |
| Who may avail: | End-User |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
| 1. Authorization Letter with company ID or Special Power of Attorney 2. Order of Payment (Cost of bidding documents) 3. Official Receipt | Company/Interested Supplier/Contractor BAC Secretariat Cashier’s Office |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. Submit/present Authorization Letter w/ Company ID or Special Power of Attorney to the BAC Secretariat for proper identification | 1.Check the completeness of requirements 1.2 Issue Order of Payment Form to the authorized representative. | None | 5 minutes | BAC Secretariat |
| 2. Present the Order of Payment Form and pay the applicable fee in the Cashier’s Office. | Issue Official Receipt upon payment of the Bidding Documents | Fees may vary depending on the ABC. (Please see attached | 15 minutes | Cashier’s Office |
| 3. Submit the Official Receipt to the BAC Secretariat to secure complete bidding documents | 1. Collect the photocopied Official Receipt 2. Issue the complete bidding documents | None | 5 minutes | BAC Secretariat |
| TOTAL: | None | 25 minutes |
3. Submission, Receipt and Opening of Bids
Description: The deadline of submission of bids is twelve (12) calendar days after the pre-bid conference and immediately thereafter is the opening of bids.
| Office or Division: | Procurement Office |
| Classification: | Simple |
| Type of Transaction: | G2B – Government to Business |
| Who may avail: | End-User |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
| 1. Sealed Bid Proposal/Envelope 2. Original copy of Company ID or Special Power of Attorney | Interested bidders Company/Authorized Personnel |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. Submit the sealed bid proposal/envelopes with Authorization Letter or Special Power of Attorney to the BAC Secretariat | 1. Check the Authorization Letter or SPA 1.2 Stamp and receive the bid with date and time and affix signature to acknowledge receipt of bids. | None | 5 minutes | BAC Secretariat authorized personnel |
| 2. Sign in the Logbook | 1. Check the details of entries 2.2 Secure the submitted bids in the bid box. | None | 5 minutes | BAC Secretariat authorized personnel |
| 3. Attend/Observe the Opening of Bids | Open the first sealed envelope followed by the second sealed envelope submitted by the bidders and check/examine the completeness, accuracy and authenticity of the technical and financial documents submitted using the checklist. 3.2 Read in loud the bid offered by the bidders. | None | 1 hour | BAC BAC Sec TWG Observers BAC BAC Sec TWG Observers |
| TOTAL: | None | 1 hour & 10 minutes |
4. Notices to the Bidders such as Notice of Award, Notice of Post-Disqualification,
etc.
Description: Notices shall be given to the bidders within three (3) calendar days upon
the approval of the BAC/ HoPE.
| Office or Division: | Procurement Office |
| Classification: | Simple |
| Type of Transaction: | G2B – Government to Business |
| Who may avail: | End-User |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
| 1. Original of company ID 2. Duly signed Notice/s | Company/Authorized Representative BAC Secretariat |
| CLIENT STEPS | AGENCY ACTION | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. Receive the Notice | 1.1 Record/Secure receipt from the company’s authorized representative | None | 1 day (whole process) | BAC Secretariat |
| TOTAL: | None | 1 day |
5. Request for Reconsideration
Description: A request for reconsideration may be filled by the bidder with the HoPE within three (3) calendar days from receipt of the notice of disapproval or the explanation for the inaction. The HoPE shall resolve with finality the request for reconsideration within seven (7) calendar days from the filing thereof and furnish the bidder a copy of the reconsideration stay or delay the bidding process. However, the request for reconsideration must first be resolved before any award is made.
| Office or Division: | Procurement Office |
| Classification: | Simple |
| Type of Transaction: | G2B – Government to Business |
| Who may avail: | All Concerned Bidders |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
| 1. Original of company ID | Concerned bidder |
| CLIENT STEPS | AGENCY ACTION | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. Submit a Request for Reconsideration within three (3) calendar days upon receipt of written notice or upon verbal notification to the BAC Secretariat | 1. The Bac Secretariat shall receive the Request for Reconsideration and forward copies to the BAC and TWG. 2. The BAC shall decide on the request fir reconsideration within seven (7) calendar days from receipt thereof | None | 5 minutes | BAC Secretariat authorized personnel |
| TOTAL: | None | 5 minutes |
6. Communication Letters of the Bidders to the BAC
Description: Bidders submit formal communication letters to the Bids and Awards Committee (BAC) for clarifications, request, or concerns.
| Office or Division: | Procurement Office |
| Classification: | Simple |
| Type of Transaction: | G2B – Government to Business |
| Who may avail: | All Concerned Bidders |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
| 1. Communication Letter | Concerned bidder |
| CLIENT STEPS | AGENCY ACTION | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. Submit communication letter to the BAC Secretariat | 1.1 The BAC Secretariat will acknowledge receipt of the letter with date receipt; the BAC will respond to the bidder’s concern/ clarification. | None | 5 minutes | BAC Secretariat |
| TOTAL: | None | 5 minutes |
7. Contract Signing and Issuance of Notice to Proceed (NTP)
Description: The procuring Entity shall enter into contract with the winning bidder within the same ten (10) calendar days period form receipt of Notice of Award (NOA) provided that all documentary requirements are complied with. The Notice to Proceed, with a copy of the approved contract, shall be issued to the successful bidder within seven (7) calendar days from contract’s approval.
| Office or Division: | Procurement Office |
| Classification: | Simple |
| Type of Transaction: | G2B – Government to Business |
| Who may avail: | Winning Bidder/Contractor |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
| 1. Contract Agreement 2. Notice to Proceed (NTP) | Winning Bidder BAC Secretariat/Procurement Office |
| CLIENT STEPS | AGENCY ACTION | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. Receive and sign the Contract Agreement for goods/infra projects after issuance of Performance Bond for notarization | 1.The University President will sign the Contract Agreement after receipt of Performance Bond. | None | 30 minutes | University President/BAC Secretariat |
| 2. Submit the Notarized Contract | 2.1 Give one (1) Original Notarized Copy to the Winning Bidder/Contractor | None | 3 minutes | BAC Secretariat |
| 3. Receive/acknowledge the Notice to Proceed | 3.1 Issue the Notice to Proceed to the winning bidder/contractor and have acknowledgement receipt by their Authorized Representative. | None | 3 Minutes | BAC Secretariat |
| TOTAL: | None | 36 minutes |
B. Procurement Process for Other Modes of Procurement (Internal & External)
Description: Other modes of procurement may be used under specific conditions as provided in Republic Act. No. 12009 and its implementing Rules and Regulations (IRR) to ensure efficiency, transparency, and economy. These include Small Value Procurement, Negotiated Procurement, Direct Contracting, and other allowable procurement modalities. These procurement modes are subject to the conditions and thresholds set by the Government Procurement Policy Board (GPPB) to ensure compliance with the law.
| Office or Division: | Procurement Office |
| Classification: | Complex |
| Type of Transaction: | G2B – Government to Business G2C – Government to Citizen |
| Who may avail: | End User and Winning Bidder/Contractor |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE |
| 1. PPMP, ABC, Result of Market Scoping, Specifications or Scope of Work or Terms of Reference or Approved Proposal 2. Copy of Approved APP or Supplemental APP | End User BAC Secretariat |
| CLIENT STEPS | AGENCY ACTION | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. End-user submits the requirements | 1.1 Receives and reviews the completeness of documents per checklist of requirements | None | 1 working day | BAC Secretariat |
| 1.2 The BAC recommends the mode of procurement for the submitted PPMP | None | 1 working day | BAC | |
| 1.3 Prepares and processes Purchase Request upon receipt & consolidation of PPMPs and approval of APP | None | 1-5 working | Procurement End-user Vice President Budget Officer University President | |
| 1.4 Prepares and processes BAC Resolution for recommending the mode of procurement | None | 1-3 working days | BAC BAC Secretariat University President | |
| 1.6 Prepares and processes Request for Quotations (RFQ) and serve to potential suppliers/ contractors | None | 1-7 days (including Saturday and Sunday), depending on the period stated in the Request for Quotations | BAC BAC Secretariat Procurement Prospective Supplier(s)/ Contractor(s) | |
| 1.7 Prepares and processes Abstract of Quotations and Award upon deadline of submission and fully accomplished RFQs | None | 1-5 working | BAC BAC Secretariat End-user University President | |
| 1.8 Prepares and processes Purchase Order (PO) to Supplier/s | None | 1-5 working | Procurement Budget Accountant University President Supplier | |
| 1.9 Issues/serves Purchase Order (PO) to Supplier/s for the acceptance of contract | None | 1-5 working days | Procurement Supplier(s)/ Contractor(s) | |
| 1.10 Posts the Award Notice at PhilGEPS website | None | within 5 working days (provided that the PhilGEPS website is accessible) | BAC Secretariat Procurement | |
| 1.11Submits complete documents to COA and a copy of the Purchase Order to Accounting and Supply offices | None | within 5 working days upon receipt from the Supplier/s | Procurement Supply Accounting COA | |
| TOTAL: | None | 40 working days (maximum period) |
