Procurement Procedures

 

1

Advertise/Post the Request for Expressions of Interest

The Request for Expressions of Interest (REOI) shall be:

a)     Advertised/published at least once in one (1) newspaper of general nationwide circulation which has been regularly published for at least two (2) years before the date of issue of the advertisement;

b)     Posted continuously in the DPWH and PhilGEPS websites and the website prescribed by the foreign government/foreign  or international financing institution, if applicable, for seven (7) calendar days starting on the date of advertisement; and

c)     Posted at any conspicuous place reserved for this purpose in the premises of the procuring entity concerned for seven (7) calendar days.

Interested consultants shall download the Eligibility Documents attached in the REOI posted in the DPWH &PhilGEPS websites or from the Philippine Bidding Documents, Procurement of Consulting Services, Fourth Edition (December 2010) published in the DPWH & GPPB websites.

2.

Accept and Open Applications for Eligibility & Shortlisting and Conduct Eligibility Check

On or before the date specified in the REOI, interested consultants shall submit their Applications for Eligibility & Shortlisting, free of charge. (per D.O. 23, series of 2012)

The Bids & Awards Committee (BAC) for Consultancy Services shall open the Applications for Eligibility & Shortlisting immediately.

The BAC for Consultancy Services shall conduct eligibility check using the “pass/fail” criteria based on the eligibility requirements as listed in Section 24 of the Revised Implementing Rules and Regulations (IRR) of Republic Act 9184 and shall be determined as either “eligible/ineligible”

If a consultant is rated failed in any of the eligibility requirements, he shall be considered ineligible to participate in the bidding. 

The BAC for Consultancy Services shall issue Notices of Eligibility/Ineligibility.

In the case of foreign consultants, the foregoing eligibility requirements may be substituted by the appropriate equivalent documents.

3.

Shortlist Eligible Consultants

The BAC for Consultancy Services shall draw up a shortlist of consultants from those who have been determined as eligible. The number of shortlisted consultants, which shall be determined in the pre-procurement conference, shall consist of three (3) to seven (7) consultants, with five (5) as the preferable number.

The BAC for Consultancy Services shall proceed with the shortlisting of eligible consultants per Section 24 of the Revised IRR of RA 9184 or the provisions of the procurement guidelines of foreign lending institutions, for Foreign Assisted Projects (FAPs).

Only consultants whose submitted contracts are similar in nature and complexity to the contract to be bid shall be considered for shortlisting.

The BAC for Consultancy Services shall recommend for the approval of the Secretary the Resolution Recommending Shortlist.

The BAC for Consultancy Services shall issue Notice of Shortlist/Non Shortlist.

For Foreign Assisted Projects (FAPs), the shortlist is forwarded to the financial institution for No Objection.

4.

Issue Bidding Documents or Request for Proposals (RFP)

The BAC for Consultancy Services shall issue the bidding documents or Request for Proposals (RFP) to shortlisted consultants.

To recover the cost of development, reproduction and communication as well as indirect costs, fixed costs for the RFP is prescribed in Department Order No. 23, series of 2012, dated April 23, 2012.

The RFP shall also be posted in the DPWH and PhilGEPS websites and shortlisted consultants may download the RFP from any of the said websites; Provided that, bidders shall pay the fee for the RFP upon submission of their bids(proposals).

5.

Call a Pre-Bid Conference (PBC) and, if necessary, Issue Supplemental/Bid Bulletins

The pre-bid Conference shall be held at least twelve (12) calendar days before the deadline for the submission and receipt of proposals. Attendance of the bidders shall not be mandatory. During the PBC, the technical and financial components of the contract to be bid  shall be discussed, among other things. This is also the opportunity for the shortlisted consultants to request for clarifications about the bidding documents. The minutes of the PBC shall be recorded and made available to all shortlisted consultants. However, it should be noted that any statement made at the pre-bid conference would not modify the terms of the bidding documents, unless such statement is specifically identified in writing as an amendment of the documents and issued as a supplemental/bid bulletin.

Requests for Clarification(s) on any part of the Bidding Documents or for an interpretation must be in writing and submitted to the BAC at least ten (10) calendar days before the deadline for the submission and receipt of bids.

Supplemental/Bid Bulletins may be issued by the DPWH for purposes of clarifying or modifying any provision of the Bidding Documents (RFP) at least seven (7) calendar days before the deadline for the submission and receipt of bids. Any modification to the RFP shall be identified as Amendment.

6.

Receive ProposalsandOpen Technical Proposals

A proposal has two (2) components, the technical and financial proposal. Proposals may be used interchangeably with “bids” or “tenders.”

On the same day of submission of bids, the BAC for Consultancy Services shall convene and open the technical proposals and conduct preliminary examination of bids.

For each proposal, the BAC shall open the technical envelopes to determine compliance with the required documents for the technical component as listed in Section 25.2.c. of the Revised IRR of RA 9184, using nondiscretionary “pass/fail” criteria. In case one or more of the required documents is missing, incomplete or patently insufficient, the bid is rated “failed.” Otherwise, the bid envelope is rated “passed.”

The financial envelopes shall remain sealed.

7.

Evaluate the Bids

The BAC will conduct the detailed evaluation of the technical proposals that has been rated “passed,” using the procedures and criteria as stated in Section 33 of the Revised IRR of RA 9184.   

For Quality Based Evaluation/Selection (QBE/S), after the approval of the result of evaluation of technical proposals, the BAC shall recommend and the Secretary approves the Resolution Recommending the bidder with the Highest Rated Bid (HRB) and its financial envelope is opened.

For Quality Cost Based Evaluation/Selection (QCBE/S), after the approval of the result of evaluation of technical proposals, the BAC opens the financial envelopes of those who passed the minimum technical rating. With the combined technical and financial scores, the BAC recommends and the Secretary approves the Resolution Recommending the bidder with the Highest Rated Bid (HRB)

8.

Negotiate with the Consultant with the Highest Rated Bid

Negotiations shall cover items listed in Section 33.2.5 of the Revised IRR of RA 9184.

9.

Post-qualify

The BAC verifies, validates and ascertains the genuineness, validity and accuracy of the legal, technical and financial documents submitted by the consultant with the HRB, using the non-discretionary  “pass/fail” criteria.

After the HRB passes post qualification the BACrecommends the Resolution Recommending the bidder with the Highest Rated Responsive Bid (HRRB), for Award of Contract.

10.

Award of Contract

The Secretary then approves the Resolution Recommending the bidder with the Highest Rated Responsive Bid (HRRB), for Award of Contract. The BAC issues Notice of Award.

The DPWH shall then enter into contract with the winning bidder.

   

(as of 07 May 2012)

For more information, please contact:

Central Procurement Office (CPO)

Telephone Nos. 304-34-88/304-35-96