PROCUREMENT SERVICES
Public Biddings – Pre-bid Conference
Service Provider: BAC, BAC-TWG, End-users, and BAC Secretariat
Schedule: 8:00 a.m. to 5:00 p.m., Monday to Friday
Clients: Prospective Bidders
Fee: None
Processing Time: Three (3) hours and Thirty (30) minutes
| STEP | ACTIONS TO BE TAKEN | DURATION OF ACTIVITY | STAFF IN-CHARGE | REQUIREMENTS/ FORMS | |
| CLIENT | SERVICE PROVIDER | ||||
| 1 | Assists the BAC during the scheduled Pre- bid Conference. | 45 mins | BAC Secretariat BAC Goods/Regular BAC Research BAC Infrastructure Technical Working Group(TWG) |
Attendance sheet, PBD, Terms of Reference (TOR), plans | |
| 2 | Discusses the Philippine Bidding Document (PBD), Checklist, Technical Specifications, Terms of Reference, Plans and additional requirements, if any | 45 mins | BAC Goods/Regular BAC Research BAC Infrastructure Technical Working Group (TWG) |
PBD, Terms of Reference (TOR), plans | |
| 3 | Raises any clarifications regarding the technical specifications and requirements | 45 mins | PBD, Terms of Reference (TOR), plans | ||
| 4 | Answers the queries raised by prospective bidders | 45 mins | End-users, TWG and BAC | PBD, Terms of Reference (TOR), plans |
|
| 5 | Records the date, time schedule, persons present during the meeting, matters discussed in the meeting (technical specifications, legal requirements and other matters) |
20 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | Agenda of the meeting Monitoring Sheet Attendance Sheet | |
| 6 | Prepares the attachments (technical specifications as discussed and checklist of requirements) | 5 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | ||
| 7 | Presents the pre-bid minutes to the BAC Secretariat Chair for checking | 3 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | Hard copy of pre-bid minutes and attachments | |
| 8 | Checks the pre-bid minutes | 15 minutes | BAC Secretariat Chair, Ms. Liza G. Custodio | Hard copy of pre-bid minutes and attachments |
|
| 9 | Presents the pre-bid minutes to the BAC (via e-mail or personal) for checking and revises or corrects the minutes per instruction of the BAC |
5 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | Soft or Hard copy of pre-bid minutes and attachments | |
| 10 | Prints the final pre-bid minutes with corresponding attachments | 5 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca | Soft copy of final pre- bid minutes and attachments | |
| 11 | Signs the pre-bid minutes | 5 minutes | Gelina A. Zerrudo Jasmin Mary D. Dalena Mercy Gladys S. Cuenca BAC Secretariat Chair, Ms. Liza G. Custodio Bids and Awards Committee (BAC) Chair – Goods, Research and Infrastructure |
Printed final copy of pre-bid minutes and attachments | |
| 12 | Prepares and presents the Bid Bulletin to the BAC for approval | 30 mins | BAC Secretariat Goods/Regular Research Infrastructure | Revised PBD, TOR, plans, pre-bid minutes, | |
| 13 | Approves and signs the Pre-bid Minutes and Bid Bulletin | 5 mins | BAC Goods/Regular BAC Research BAC Infrastructure |
Revised PBD, TOR, plans, pre-bid minutes, | |
| End of transaction | |||||