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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 REQUIREMENTSWHERE 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 STEPSAGENCY ACTIONSFEES
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
None10 minutes




3 minutes




1 hour










7 days
BAC
BAC Secretariat







BAC
BAC Secretariat






BAC
BAC Secretariat
End-user






BAC
BAC Secretariat
End-user
TOTAL: None7 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 REQUIREMENTSWHERE 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 STEPSAGENCY ACTIONSFEES
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.
None5 minutesBAC 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 minutesCashier’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
None5 minutesBAC Secretariat
TOTAL: None25 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 REQUIREMENTSWHERE TO SECURE
1. Sealed Bid Proposal/Envelope
2. Original copy of Company ID or Special Power of Attorney
Interested bidders
Company/Authorized Personnel
CLIENT STEPSAGENCY ACTIONSFEES
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.
None5 minutesBAC Secretariat authorized
personnel
2. Sign in the
Logbook
1. Check the
details of entries
2.2 Secure the
submitted bids in
the bid box.
None5 minutesBAC 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.
None1 hourBAC
BAC Sec
TWG
Observers
BAC
BAC
Sec
TWG
Observers
TOTAL: None1 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 REQUIREMENTSWHERE TO SECURE
1. Original of company ID
2. Duly signed Notice/s
Company/Authorized Representative
BAC Secretariat
CLIENT STEPS AGENCY ACTIONFEES TO BE PAIDPROCESSING TIMEPERSON RESPONSIBLE
1. Receive the Notice1.1 Record/Secure receipt from the company’s authorized representativeNone1 day (whole process)BAC Secretariat
TOTAL:None1 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 REQUIREMENTSWHERE TO SECURE
1. Original of company IDConcerned bidder
CLIENT STEPS AGENCY ACTIONFEES TO BE PAIDPROCESSING TIMEPERSON RESPONSIBLE
1. Submit a Request for Reconsideration within three (3) calendar days upon receipt of written notice or upon verbal notification to the BAC Secretariat1. 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
None5 minutesBAC Secretariat authorized personnel
TOTAL:None5 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 REQUIREMENTSWHERE TO SECURE
1. Communication LetterConcerned bidder
CLIENT STEPS AGENCY ACTIONFEES TO BE PAIDPROCESSING TIMEPERSON 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.
None5 minutesBAC Secretariat
TOTAL:None5 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 REQUIREMENTSWHERE TO SECURE
1. Contract Agreement
2. Notice to Proceed (NTP)
Winning Bidder
BAC Secretariat/Procurement Office
CLIENT STEPS AGENCY ACTIONFEES TO BE PAIDPROCESSING TIMEPERSON 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.
None30 minutesUniversity President/BAC Secretariat
2. Submit the Notarized
Contract
2.1 Give one (1)
Original Notarized
Copy to the
Winning
Bidder/Contractor
None3 minutesBAC 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.
None3 MinutesBAC Secretariat
TOTAL:None36 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 REQUIREMENTSWHERE 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 ACTIONFEES TO BE PAIDPROCESSING TIMEPERSON RESPONSIBLE
1. End-user submits
the requirements
1.1 Receives and
reviews the
completeness of
documents per
checklist of
requirements
None1 working dayBAC Secretariat
1.2 The BAC
recommends the
mode of procurement
for the submitted
PPMP
None1 working dayBAC
1.3 Prepares and
processes Purchase
Request upon receipt
& consolidation of
PPMPs and approval
of APP
None1-5 workingProcurement
End-user
Vice President
Budget Officer
University
President
1.4 Prepares and
processes BAC
Resolution for
recommending the
mode of
procurement
None1-3 working
days
BAC
BAC Secretariat
University
President
1.6 Prepares and
processes Request
for Quotations (RFQ)
and serve to potential
suppliers/ contractors
None1-7 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
None1-5 workingBAC
BAC Secretariat
End-user
University
President
1.8 Prepares and
processes Purchase
Order (PO) to
Supplier/s
None1-5 workingProcurement
Budget
Accountant
University
President
Supplier
1.9 Issues/serves
Purchase Order (PO)
to Supplier/s for the
acceptance of
contract
None1-5 working
days
Procurement
Supplier(s)/
Contractor(s)
1.10 Posts the Award
Notice at PhilGEPS
website
Nonewithin 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
Nonewithin 5
working days
upon receipt
from the
Supplier/s
Procurement
Supply
Accounting
COA
TOTAL:None40 working days (maximum period)