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University of the Philippines Los Baños

Bids and Awards Committee

PROCUREMENT SERVICES

Public Biddings – Posting at PhilGEPS and BAC Website
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Public Biddings – Posting at PhilGEPS and BAC Website
Service Provider: Bids and Awards Committee (BAC), Technical Working Group (TWG) and BAC Secretariat (Infrastructure, Research, Goods/Regular)
Schedule: 8:00 a.m. to 5:00 p.m., Monday to Friday
Clients: End-Users, Observers and Suppliers
Fee: None
Processing Time: Two (2) hours and Thirty-four (34) minutes BACSec Internal process; with 12 days waiting time from the TWG(s) and supplier(s)
STEP ACTIONS TO BE TAKEN DURATION OF ACTIVITY STAFF IN-CHARGE REQUIREMENTS/ FORMS
CLIENT SERVICE PROVIDER
1   Opens the main envelope and the Technical Envelope 5 Minutes BAC Chairman/ Vice-Chairman
BAC Goods/Regular BAC Research
BAC Infrastructure		 Bid Documents of prospective bidders
2   Reads and encodes the vital information on the submitted eligibility requirements under the Technical Envelope 10 Minutes BAC Chairman/ Vice-Chairman
BAC Goods/Regular BAC Research
BAC Infrastructure
BAC Sec:
Rosella A. Villegas – BAC Research Rhea G. Aquino/ Judith D. Unson – BAC Goods
Jaybee M. Punzalan –
BAC Infra		 Blank Checklist of Eligibility Requirements
3   Validates the submitted Bid Bond & Omnibus Sworn Statement 3 Minutes BAC Consultant – Atty. Kenneth Paul Davis Bidders Submitted Bid Bond
Bidders Submitted
Omnibus Sworn Statement
4   Opens the Financial Envelope 2 Minutes BAC Chairman/ Vice-Chairman
BAC Goods/Regular BAC Research
BAC Infrastructure		 Blank Abstract of Bids as Read
5   Reads and encodes the amount of bid by the bidder 5 Minutes BAC Chairman/ Vice-Chairman
BAC Goods/Regular BAC Research
BAC Infrastructure
BAC Sec:
Rosella A. Villegas Rhea G. Aquino Judith D. Unson Jaybee M. Punzalan		 Blank Abstract of Bids as Read
6   Prints and signs the Filled-out Checklist of Eligibility Requirements and Abstract of Bids as Read 2 Minutes Bids and Awards Committee (BAC) – Goods, Research and Infrastructure Observers
BAC Sec:
Rosella A. Villegas Rhea G. Aquino Judith D. Unson
Jaybee M. Punzalan		 Filled-out Checklist of Eligibility Requirements and Abstract of Bids as Read
7 Sorts , scans, files and labels the opened bidding documents Sorts, scans, files and labels the attendance sheet, Signed Abstract of Bids 5 Minutes Rosella A. Villegas Rhea G. Aquino Attendance Sheet, Signed Abstract of
    as Read, signed Checklist of Eligibility Requirements and the valid bidding documents submitted by the bidder in the bidding folders   Judith D. Unson Jaybee M. Punzalan
Ivan Villegas
Marion Laurence Parot		 Bids as Read, signed Checklist of Eligibility Requirements and the valid bidding
documents
8 Prepares and Prints the Abstract of Bids Saves the softcopy of the bidders bid form and Prepares the Abstract of Bids Template 5 minutes Rosella A. Villegas Rhea G. Aquino Judith D. Unson Jaybee M. Punzalan Abstract of Bids Template
Bidform (Softcopy & Hardcopy)
9   Transfers the softcopy of the bidders / Encodes in the Abstract of Bids Template the Technical Specifications and Price and other relevant information on the bids of
the bidder and checks these information versus the submitted hardcopy of bids.		 60 minutes Rosella A. Villegas Rhea G. Aquino Judith D. Unson Jaybee M. Punzalan Abstract of Bids Template
10   Prints, connects and files the Filled-out Abstract of Bids in the Folder 5 minutes Rosella A. Villegas Rhea G. Aquino Judith D. Unson
Jaybee M. Punzalan		 Printed-out Abstract of Bids
11 Sends to the Technical Working Group (TWG ) the Bidding Folder and Abstract of Bids for Bid Evaluation Logs and sends thru the messenger, the bidding folders and Abstract of Bids to the TWG for bid evaluation 2 minutes Rosella A. Villegas Rhea G. Aquino Judith D. Unson Jaybee M. Punzalan Bidders Folder, Printed-out Abstract of Bids
12 Evaluates the bids by the TWG Evaluates and ranks the bids of the bidders Maximum 7 calendar days (per IRR the R.A.
9184)		 Technical Working Group (TWG) Bid Evaluation Report Form
13 Reports the Bid Evaluation Reports the Bid Evaluation and Recommends the Bidders with the Lowest Calculated Bid 30 Minutes Technical Working Group (TWG)
BAC Goods/Regular BAC Research
BAC Infrastructure
Rosella A. Villegas		 Bid Evaluation Report Form
        Rhea G. Aquino Judith D. Unson
Jaybee M. Punzalan		  
14 Signs the Bid Evaluation Report Signs the Bid Evaluation Report 5 Minutes Technical Working Group (TWG)
BAC Goods/Regular BAC Research
BAC Infrastructure		 Bid Evaluation Report Form
15 Prepares the Notice of Lowest Calculated Bid (LCB) Prepares, prints and sends the Notice of Lowest Calculated Bid (LCB) to the bidders thru email 15 Minutes Rosella A. Villegas Rhea G. Aquino
Judith D. Unson Jaybee M. Punzalan		 Notice of Lowest Calculated Bid (LCB)
16 Receives the Post-Qualification Requirements Receives the Post-Qualification requirements submitted by the bidders Maximum of 5 Calendar Days upon Issuance of Notice to Proceed (per IRR the R.A.
9184)		 Rosella A. Villegas Rhea G. Aquino
Judith D. Unson Jaybee M. Punzalan		  
17 Logs and Sends the post qualification requirements, bidding folders and eligibility documents to the Technical Working Group
(TWG) for Financial		 Logs and Sends the post qualification requirements, bidding folders and eligibility documents to the Technical Working Group (TWG) for Financial thru the messenger 5 Minutes Rosella A. Villegas Rhea G. Aquino
Judith D. Unson Jaybee M. Punzalan		 Post qualification requirements, bidding folders and eligibility documents.
End of transaction