Review of specifications and plans/details

• Bid


  A signed offer or proposal to undertake a contract submitted by a bidder in response to and in consonance with the requirements of the Bidding Documents
• Invitation to Bid


  A call by clients to contractors to provide specific products or services that meet product specifications
• The idea behind an invitation to bid is to give all interested bidders standardized information about the project scope, duration, required warranties, service standards, and minimum qualifications. This information makes the bidding process fair and truly competitive.
• BAC (Bids and Awards Committee)


  The one responsible for ensuring that the Invitation to Bid is advertised and posted in accordance with law
• Pre-procurement conference


  1. Confirm the description and scope of the contract, the ABC, and contract duration

  2. Ensure that the procurement is in accordance with the PPMP and APP

  3. Determine the readiness of the procurement at hand

  4. Review, modify and agree on the criteria for eligibility screening, evaluation, and post-qualification

  5. Review and adopt the procurement schedule, including deadlines and timeframes, for the different activities

  6. Reiterate and emphasize the importance of confidentiality, and agree on measures to ensure compliance
• The holding of a pre-procurement conference may not be required for small procurements, i.e., procurement of Goods costing Two Million Pesos (₱2,000,000.00) and below, procurement of Infrastructure Projects costing Five Million Pesos (₱5,000,000.00) and below, and procurement of Consulting Services costing One Million Pesos (₱1,000,000.00) and below.
• Contents of the Invitation to Bid/Request for Expression of Interest


  • Name of the contract to be bid and a brief description of the goods, infrastructure project, or consulting services to be procured
  • Name and identification of lots or items, and the basis of evaluation
  • General statement on the criteria for eligibility check, short listing, examination and evaluation of bids, post-qualification, and award
  • Date, time and place of the deadline for the submission and receipt of the eligibility requirements, pre-bid conference, submission and receipt of bids, and opening of bids
  • ABC for the project, lot, or item to be bid
  • Source of funding
  • Place, time and website where the Bidding Documents may be secured or downloaded, and the price of the Bidding Documents
  • Contract duration or delivery schedule
  • Name, address, contact details of the Procuring Entity
  • Other necessary information
• When, where, and for how long to post an Invitation to Bid


  • Advertised 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
  • Continuously on the website of the Procuring Entity concerned, the website of the Procuring Entity's service provider, the PhilGEPS, and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of advertisement
  • At any conspicuous place reserved for this purpose in the premises of the Procuring Entity concerned, as certified by the head of the BAC Secretariat, for seven (7) calendar days
• Pre-bid conference


  1. Held at least twelve (12) calendar days before the deadline for the submission and receipt of bids, but not earlier than seven (7) calendar days from the PhilGEPS posting of the Invitation to Bid or Bidding Documents

  2. Discuss, clarify and explain the eligibility requirements and the technical and financial components of the contract to be bid

  3. May be conducted in person or face-to-face through videoconferencing, webcasting, or similar technology

  4. Attendance is not mandatory for prospective bidders
• Supplemental/Bid Bulletins


  1. 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

  2. The BAC shall respond by issuing a Supplemental/Bid Bulletin at least seven (7) calendar days before the deadline for the submission and receipt of bids

  3. Supplemental/Bid Bulletins may be issued upon the Procuring Entity's initiative at least seven (7) calendar days before the deadline for the submission and receipt of bids

  4. Any Supplemental/Bid Bulletin issued by the BAC shall also be posted in the PhilGEPS, the website of the Procuring Entity concerned, and at any conspicuous place within the premises of the Procuring Entity
• Bidding Documents


  Secured by those who have properly secured the Bidding Documents, at least seven (7) calendar days before the deadline for the submission and receipt of bids
• Supplemental/Bid Bulletins


  1. Issued by the Procuring Entity's initiative at least seven (7) calendar days before the deadline for the submission and receipt of bids

  2. Identifies any modification to the Bidding Documents as an amendment

  3. Posted on the PhilGEPS, the website of the Procuring Entity concerned, if available, and at any conspicuous place within the premises of the Procuring Entity

  4. Bidders who have submitted bids before the issuance of the Supplemental/Bid Bulletin must be informed and allowed to modify or withdraw their bids
• Purpose of an invitation to bid

  • To give all interested bidders standardized information about the project scope, duration, required warranties, service standards, and minimum qualifications
  • To make the bidding process fair and truly competitive
• How to win an invitation bid

  1. Understand the bill appeal

  2. Conduct an assessment of the construction

  3. Do an estimate of the price
• Clients mostly use invitations to bid on predictable projects to clearly understand the processes and requirements necessary to complete the project
• Invitations to bid mostly end up in fixed-price contracts
• Most public works projects are actually required by law to use invitations to bid on all of their jobs
• Pros of invitation to bid

  • Allows contractors to be part of construction projects and saves time
  • Bid allows owners to choose the most suitable bid from different contractors
  • Simplifies the procurement process since the client can directly acquire bids for the construction
• Cons of invitation to bid

  • Bidders with the lowest bids always get construction jobs, which can influence contractors to use cheaper and low-quality material that does not meet the client's requirements
  • The bidding process takes a lot of time, from bid appeal to contract formation, which can discourage upcoming contractors from submitting their bids
• Most civil construction projects are put out for bids by construction companies
• Contract


  The agreement entered into between the Procuring Entity and the Supplier, as recorded in the Contract Form signed by the parties, including all attachments and appendices thereto and all documents incorporated by reference therein
• Contract Price


  The price payable to the Supplier under the Contract for the full and proper performance of its contractual obligations
• Goods


  All of the supplies, equipment, machinery, spare parts, other materials and/or general support services which the Supplier is required to provide to the Procuring Entity under the Contract
• Services


  Those services ancillary to the supply of the Goods, such as transportation and insurance, and any other incidental services, such as installation, commissioning, provision of technical assistance, training, and other such obligations of the Supplier covered under the Contract
• GCC


  The General Conditions of Contract contained in this Section
• SCC


  The Special Conditions of Contract
• Procuring Entity


  The organization purchasing the Goods, as named in the SCC
• Supplier


  The individual contractor, manufacturer distributor, or firm supplying/manufacturing the Goods and Services under this Contract and named in the SCC
• Funding Source


  The organization named in the SCC
• Project Site


  The place or places named in the SCC
• Effective Date


  The date of receipt by the Supplier of the Notice to Proceed or the date provided in the Notice to Proceed. Performance of all obligations shall be reckoned from the Effective Date of the Contract
• Verified Report


  The report submitted by the Implementing Unit to the Head of the Procuring Entity setting forth its findings as to the existence of grounds or causes for termination and explicitly stating its recommendation for the issuance of a Notice to Terminate
• Forms of corruption


  • Kickbacks and bribery
  • Bid rigging and collusion
  • Fraud
• Kickbacks


  A demand for payment by someone in a position of authority in return for a decision favorable to the prospective payee
• Bribery


  An offer to pay someone in a position of authority to make a decision favorable to the offerer
• Fraudulent acts


  • Embezzling funds from project accounts
  • Taking vehicles, computers, other project equipment or materials for personal use
  • Selling project equipment or supplies for personal profit
  • Setting up employment and collecting paychecks for "ghost employees"
  • Substituting lower-quality materials or equipment than specified in the contract, while billing at the contract prices
• Bid rigging and collusion can be accomplished by all members of an Engineering or Construction project team—the owner, engineer, constructor, lender, or supplier
• The Supplier shall permit the Funding Source to inspect the Supplier's accounts and records relating to the performance of the Supplier and to have them audited by auditors appointed by the Funding Source, if so required by the Funding Source
• This Contract shall be interpreted in accordance with the laws of the Republic of the Philippines
• This Contract has been executed in the English language, which shall be the binding and controlling language for all matters relating to the meaning or interpretation of this Contract