Department of Social Welfare and Development
KALAHI-CIDSS
NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
(NCDDP)
COMMUNITY BASED
PROCUREMENT
MANUAL
BOOK 2:
Community Based
Procurement Methods
(Community Shopping & other
Procurement Methods)
(Revised March 2017)
(Third Edition)
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Table of Contents
ACRONYMS, ABBREVIATIONS __________________________________________________ 4
GLOSSARY OF TERMS _________________________________________________________ 5
CHAPTER ONE: COMMUNITY-BASED SHOPPING FOR GOODS AND WORKS __________________ 13
1.1. Definition of Community Shopping ________________________________________________________ 13
1.1.
Definition of Community Shopping______________________________________________________ 14
CHAPTER TWO: COMMUNITY DIRECT CONTRACTING FOR GOODS AND WORKS______________ 30
2.1. Definition of Community Direct Contracting_________________________________________________ 31
CHAPTER THREE: COMMUNITY REPEAT ORDER FOR GOODS _____________________________ 43
3.1. Definition of Community Repeat Order for Goods ___________________________________________ 43
3.1. Definition of Community Repeat Order for Goods ___________________________________________ 44
CHAPTER FOUR: SMALL VALUE PROCUREMENT FOR GOODS _____________________________ 46
4.1. Definition of Small Value Procurement (SVP) ________________________________________________ 46
4.3. Survey of Available Suppliers _____________________________________________________________ 46
4.1. Definition of Small Value Procurement (SVP) ________________________________________________ 47
CHAPTER FIVE: PAKYAW CONTRACTS ________________________________________________ 49
5.1. Definition of Pakyaw Contract ____________________________________________________________ 49
5.3. Pakyaw Contracts Negotiations ___________________________________________________________ 49
5.1. Pakyaw Contract for Works_______________________________________________________________ 50
PERIOD OF ACTION ON PROCUREMENT ACTIVITIES ____________________________________ 55
COMMUNITY SHOPPING _____________________________________________________________________ 56
COMMUNITY DIRECT CONTRACTING___________________________________________________________ 57
ANNEX B: COMMUNITY SHOPPING AND DIRECT CONTRACTING FORMS FOR GOODS AND
WORKS ________________________________________________________________________ 58
ANNEX C: STANDARD PROCUREMENT FORMS FOR COMMUNITY SHOPPING FOR WORKS _____ 96
ANNEX D: SMALL VALUE PROCUREMENT (SVP) FOR GOODS (OFF-THE-SHELF) ______________ 132
ANNEX E: PAKYAW CONTRACTS ___________________________________________________ 135
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ACRONYMS, ABBREVIATIONS
ACT
AIT
BAC
BDC
C/BSPMC
CBPM
CD
CDA
CDD
CEAC
CENRO
CFA
CFMS
CIO
COA
CPO
CPP
DTI
DV
EBP
GOP
GPRA
LCC
LCRQ
LGU
MIT
NOA
NOL
NPMO
PCAB
PIT
PO
POW
PS
PT
RFQ
ROW
RPM
RPMO
RPMT
RPO
SEC
SOW
SPA
TF
TWG
WB
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Area Coordinating Team
Audit and Inventory Team
Bids and Awards Committee
Barangay Development Council
Community/Barangay Sub-Project Management Committee
Community-Based Procurement Manual
Calendar Days
Cooperative Development Authority
Community Driven Development
Community Empowerment Activity Cycle
City Environment and Natural Resource Officer
Community Force Account
Community Financial Management System
Community Infrastructure Officer
Commission on Audit
Community Procurement Officer
Community Procurement Plan
Department of Trade and Industry
Disbursement Vouchers
Estimated Budget for the Package
Government of the Philippines
Government Procurement Reform Act
Local Counterpart Contribution
Lowest Calculated and Responsive Quotation
Local Government Unit
Monitoring and Implementation Team
Notice of Award
No Objection Letter
National Program Management Office
Philippine Contractors Accreditation Board
Project Implementation Team
Purchase Order
Program of Works
Project Supervisor
Procurement Team
Request for Quotation
Right of Way
Regional Program Manager
Regional Program Management Office
Regional Program Management Team
Regional Procurement Officer
Securities and Exchange Commission
Scope of Work
Special Power of Attorney
Technical Facilitator
Technical Working Group
World Bank
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GLOSSARY OF TERMS
Abstract of Bids/Record of Bid Opening – the corresponding document prepared by the BAC after
the receipt, opening, examination, evaluation and ranking of the bids.
Advance payment – refers to any payment made prior to the delivery and acceptance of Goods,
Works, or Consulting Services.
Barangay Assembly – For KC-NCDDP the Barangay Assembly is composed of 80% representatives
of Total Households of the Barangay and should not be lower than the simple majority which is 50%
plus one.
Bid (Bid proposal) – is a signed offer coming from a supplier/contractor interested to provide goods
or undertake infrastructure work for the community.
Bid Evaluation – the process of determining the Bidder with the Lowest Calculated and Responsive
Bid/Quotation (LCRB/Q) or the Highest Rated Bid (HRB) in case of consultancy services.
Bid Opening Date – the date specified in the Invitation to Bid (ITB) for the opening of bids.
Bid Security- A monetary assurance guaranteed by a bank or other third party that (i) if the bidder
withdraws his bid prior to the end of the bid validity period or, (ii) refuses to sign the contract if selected,
the bidder will automatically forfeit the bid security amount in favor of the BSPMC.
Bid Validity Period - The period within which a bidder’s offer considered legally binding. After this
period, the bidder is at liberty to extend or refuse the award without forfeiture of bid security.
Bidder – an individual or entity that submits a bid. The term includes anyone acting on behalf of the
individual or other entity that submits a bid, such as agents, employees, and representatives. They
are the contractor, manufacturer, supplier or distributor competing for the award of a contract in any
procurement.
Bidding Documents – the documents issued by the BAC as the basis for bids. It contains all
information necessary for a prospective bidder to prepare a bid for the infrastructure projects and/or
goods required by the procuring entity.
Blacklisting – to place on, or as if on, a list of persons or organizations that incurred disapproval or
suspicion or are to be boycotted or otherwise penalized.
Brand Name – a trade name or product name, which identifies a product by a particular manufacturer.
Collusion – an agreement between two or more persons, to commit acts to accomplish a fraudulent
or deceitful purpose.
Competitiveness– a principle of procurement that allows broad participation of eligible and qualified
suppliers and contractors to submit offers for a community project.
Communication Costs – mail, internet rental, and fax costs, plus cost of advertising, meetings,
internet/web posting, and other costs incurred for the dissemination of information about the bidding.
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Community Bidding- a method of procurement which is open to participation by any interested and
qualified party and which consists of the following processes: advertisement, pre-bid conference,
receipt and opening of bids, evaluation of bids, post-qualification, and award of contract.
Community Driven Development (CDD) - an approach that gives control over planning decisions
and investment resources for development projects to community groups based on the principles of
local empowerment, participatory governance, demand-responsiveness, administrative autonomy,
and greater downward accountability and enhanced local capacity.
Community Direct Contracting – is a method of procurement of goods and works where the
community directly negotiates a contract to a contractor who is technically, legally and financially
capable.
Community Shopping - a method of procurement where the community simply requests for the
submission of price quotations from a minimum of three suppliers for readily available off-the-shelf
goods or standard specification commodities of small value or a minimum of three contractors for
simple works of small value who are of known qualifications.
Conference Notice – a formal written communication sent to the participants of the conference (such
as the Procurement Preparation Meeting, Pre-bid and Post-Award Conference) informing them when
and where the conference will be held.
Conflict of Interest – a situation that has the potential to compromise the impartiality of a person
because of the possibility of a clash between the person’s self-interest and professional interest or
public interest.
Consulting Services – are specialized highly technical services requiring adequate external,
technical and professional expertise from individual consultants or firm that are beyond the capacity
of the C/BSPMC or Local Government Unit (LGU) staff to undertake such as but not limited to
feasibility studies; design; construction supervision; services for capability building types of
community projects; and, special studies.
Consolidated Blacklisting Report – a report issued by the GPPB that contains a list of people and/or
organizations that are barred from participating in any Government procurement project.
Contract – “a meeting of minds between two persons whereby one binds himself, with respect to the
other, to give something or to render some service.” Article 1305, New Civil Code, Republic Act No.
386
•
A promise or a set of promises for the breach of which the law gives a remedy, or the
performance of which the law in some way recognizes a duty.
•
An agreement, upon sufficient consideration, to do or not to do a particular thing.
•
A promise enforceable by law.
Contract Completion – project sign-off or acceptance of the works/goods by the end-user.
Contract Implementation – the execution of a contract, covering the following milestones: effectivity
of the contract; contractor’s performance of his contractual obligations; procuring entity’s performance
of its contractual obligations, as specified in the Contract; final acceptance or project sign-off; all other
related activities; and payment by the Procuring Entity.
Contractor – the one who undertakes to perform a work or service, or supply goods for a public or
private entity.
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Contract Termination – ending of a contract prior to its completion.
Corrupt Practice – is an act of offering, giving, receiving, or soliciting of anything of value to influence
a public official in the procurement process or in contract execution. Compare fraudulent practice.
Cost Recovery Component – direct and indirect costs accounted for in determining the price of
Bidding Documents to be collected from the interested suppliers/contractors.
Defects Liability Period – It is the one-year period between the 100% physical completion and the
issuance of Certificate of Final Acceptance or issuance of Defects Liability Certificate of the contract ,
within which the Contractor assumes the responsibility to undertake the repair of any damage to the
Works at his own expense.
Development Cost – costs incurred in developing the original content of the documents, designs,
plans and specifications.
Direct Contracting – an alternative method of procurement of goods and infrastructure projects
whereby the C/BSPMC directly negotiates a contract with a technically, legally and financially capable
supplier or contractor.
Direct Costs of Procurement - costs directly incurred such as development, reproduction, and
communication costs allocated to the bidding activity.
Disclosure – the act of disclosing, uncovering, or revealing information related to the procurement
transaction to public.
Disqualification – the act of barring a bidder from further participation in the procurement at hand,
even if it has initially declared eligible or post-qualified.
Eligible Bidder – is a contractor, manufacturer, supplier or distributor who meets all the eligibility
requirements for procurement at hand.
Eligibility – refers to the status of a Bidder in relation to its legal, technical and financial competence
to comply with the requirements of the contract to be bid.
Eligibility Check - a procedure used to determine if a prospective bidder is eligible to participate in
the procurement at hand.
Eligibility Requirements - refer to qualifications set by the BAC for participating bidders.
Estimated Budget for the Package (EBP) – the budget for the package duly approved by the
C/BSPMC which will serve as the agency estimate as reflected in the Community Procurement Plan.
Evaluated Bid - refers to the corrected bid after evaluation has completed.
Evaluated Bid Amount – the price of a bid, after taking into account minor arithmetical corrections
to consider computational errors, omissions and discounts, if allowed.
Fortuitous Events/Force Majeure – An unforeseen event or condition that is not caused by, or could
not be prevented by any of the parties to the contract, but which resulted in delay or suspension of
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execution of the contract. A Force Majeure event could lead to the termination of the contract, but not
considered breach of contract by either party.
Fraudulent Practice – is a misrepresentation of facts in order to influence a procurement process or
the execution of a contract to the detriment of the C/BSPMC.
Goods and Non-consulting Services - refers to all items, supplies, materials, and general support
services which may be needed in undertaking the project related activities or in the operations of the
Barangay Sub-Project Management Committee (C/BSPMC).
Incidental Services – services supplementary to the supply of the Goods, such as transportation and
insurance; installation, provision of technical assistance, training, and other such obligations of the
Supplier covered under the contract or purchase order.
Indirect Costs of Procurement - costs indirectly incurred such as overhead, supervision, and
administrative costs allocated to the bidding activity.
Ineligible bid - a disqualified proposal submitted by a supplier due to the following reasons: (a) late
submission; (b) inability to meet the eligibility requirements such as, non-submission of correct bid
security, or lack of eligibility or technical requirements, among others.
Ineligible Bidder – is a contractor, manufacturer, supplier or distributor who fails to meet any or all
of the eligibility requirements.
Infrastructure Projects (Civil Works) – refers to the construction, improvement, rehabilitation,
demolition, repair, restoration or maintenance of the following roads and bridges, railways, airports,
seaports, communication facilities, civil works components of information technology projects,
irrigation, flood control and drainage, water supply, sanitation, sewerage and solid waste
management systems, shore protection, energy/power and electrification facilities, national buildings,
school buildings, hospital buildings, and other related construction projects of the government.
Inspection – examination and/or testing of merchandise to determine whether it is eligible for
acceptance or was received in the proper quantity and condition and to verify that it conforms to the
applicable specifications.
Instruction to Bidders (IB) – outlines the specific instructions that the bidder needs to follow in the
preparation of its bid.
Invitation to Bid (ITB) - serves as the notice to the public and all interested parties of the procurement
and bidding opportunities of the community.
Latent Defect – a defect that is not apparent to the buyer by reasonable observation. A latent defect
is “hidden” or one that is not immediately determinable.
Liquidated Damages – damages agreed upon by the parties to a contract to be collected in case of
breach thereof.
Minor Deviations – refers to the deviations in the bid that can be corrected. Some examples are the
following:
•
Computational error such as when the total amount is not equal to the unit cost times the
number of units. In this case, the BAC shall take the unit cost as the correct amount, thus,
they must re-compute the total price;
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Discounts which do not have pre-conditions should be applied to the total price to get the
net amount; and
The TWG and the BAC must correct the identified minor deviations to compute the
calculated price.
•
Major Deviations - are deviations that can affect in substantial way the scope, quality or performance
of the works; which limits the community’s rights under the contract; or one that if corrected would
affect unfairly the comparative position of other bidders.
The following are examples:
• Bid contains a different design that does not respond to the contract plans and
specifications;
• Stipulates price adjustment when bid price should be fixed given the short duration of the
contract;
• Proposed timeframe of implementation does not conform to the required period
• Bid contains provision to exempt the bidder from some critical provisions of the contract.
Motion for Reconsideration – in procurement, it is an application made to the BAC for obtaining a
rule or order setting aside a previous decision.
Notice of Award – refers to a document issued by the C/BSPMC to inform a successful bidder of the
award of contract.
Notice of Post-qualification – the document issued by the BAC to the bidder with LCB or HRB
whose bid found to be responsive after it has been subjected to post-qualification evaluation.
Notice to Proceed – the document issued by the C/BSPMC to the winning bidder to proceed with
the implementation of the contract.
Observer – the one invited by the BAC to attend and observe all stages of the procurement,
especially: the pre-bid conference; opening of bids; bid evaluation; post-qualification; contract award;
and special meetings of the BAC.
Off-the-Shelf Goods Procurement - applies to the purchase of readily available goods from local
market outlets/stores.
Pakyaw Contract - an alternative method of procurement where partial or full implementation of an
infrastructure project or items of work for its completion carried out by skilled or unskilled labor from
the community or its vicinity. Process involves negotiations within the Barangay Assembly (BA).
Patent Defect – a defect that is apparent to the buyer on normal observation.
Performance Security – a security posted by the winning bidder to guarantee the faithful
performance by the same of its obligations under the contract prepared in accordance with the bidding
documents.
Posting of Performance Security is required for all Goods Contracts amounting to Php.1M and
above and all Works Contracts are required to post Performance Security. However, for
goods contracts that fall below this threshold may still require a Performance Security if the
BSPMC EXECOM approves it, thru a BSPMC EXECOM Resolution for identified justifiable
reasons and such requirement must be reflected in the Request for Quotation.
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Post-qualification – the process of validating and verifying the documents, information and
statements made in the Eligibility Documents by the Bidder who submitted the Lowest Calculated and
Responsive Bid/Quotation, as well as ascertaining the said Bidder’s compliance with the legal,
financial and technical requirements of the bid.
Post-qualification Report – the report prepared by the TWG containing the findings/results of the
post-qualification conducted on the bidder with the LCRB or HRB, as the case may be.
Pre-bid Conference – is the forum where the Procuring Entity’s representatives and the Prospective
Bidders discuss the different aspects of the procurement at hand.
Procurement – the acquisition of Goods and Non-consulting Services, Works and Consulting
Services by the C/BSPMC.
Procurement Package – is a group of similar goods that can be purchased from a supplier or work
items that can be performed or implemented by a single contractor.
Procurement Preparation Meeting – is the forum called by the BAC for all procurements, where all
officials involved in the procurement meet and discuss all aspects of the transaction.
Program – refers to KC-NCDDP
Protest – is a formal declaration made by an interested or concerned person on the actions about to
be made or already performed, whereby he expresses his dissent or disapproval, or affirms the act
against his will. The object of such declaration is usually to save some right which would be lost to
him if his implied assent could be made out, or to exonerate himself from some responsibility which
would attach to him unless he express negatively his assent. (Black’s Law Dictionary, 5th Ed.)
Purchase Order - a contract between the community and the supplier/dealer for the delivery of
supplies, subject to stipulations in the Order.
Reputable Bank – refers to a bank recognized by and a member of the Philippine Deposit Insurance
Corporation (PDIC).
Reproduction Cost – labor, supplies and equipment rental costs incurred in the reproduction of the
documents e.g. photocopying, blue printing, etc…
Request for Clarification – a written request submitted by the bidder to the BAC, asking the latter to
clarify a particular provision of the Bidding Documents.
Responsive Bid – is a solicited bid determined to be in substantial conformance with the conditions,
completion or delivery requirements, and specifications detailed in the Invitation to Bid (ITB), Request
for Proposals (RFP), Request for Quotations (RFQ), or request for tenders.
Retention Money - refers to the amount retained from progress payment to cover uncorrected
discovered defects and third party liabilities. This is equivalent to 10% of all progress payments.
The BSPMC will release the 100% retention money to the Contractor upon issuance of the Certificate
of Final Acceptance (after the Defects Liability Period for Works) through the recommendation of the
Technical Facilitator or the Municipal Engineer.
This is mandatory for all works contracts costing PhP 1M or more in addition to Performance
Security. For contracts less than PhP 1M, the BSPMC may deduct Retention Money if the
BSPMC EXECOM agreed as stated in the justification or Minutes/Records of Meeting.
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In KC-NCDDP, deducting Retention Money from payment applies to works contracts
only. However, for goods, example, pre & post-harvest facilities, solar panels and the likes, a
service warranty certificate is required. The BSPMC may impose retention money in an
amount equivalent to at least five percent (5%) of the final payment, or a bank guarantee
equivalent to at least five percent (5%) of the Contract Price to cover any defects incurred
within the Defect Liability Period should the supplier fails to correct.
Short Term Services Procurement - the purchase of non-consultancy service requirements
available in the local community and requiring a very limited period.
Small Value Procurement - a method for the procurement of goods where direct purchase is used
for items of very small quantities and value, as; it is more practical and economical to do so.
Spare Parts – refer to extra components, equipment, tools, instruments or parts of machinery or
apparatus to replace the damaged or worn out parts.
Special Power of Attorney - A Special Power of Attorney (SPA) is a legal document where a
principal, in this case, a bidder, grants authority to an agent (Attorney-in-Fact) who is an officer or staff
of the firm to represent him/her in certain procurement related transactions in case he/she is not
available.
For KC NCDDDP, Procurement of WORKS/Infrastructure sub-projects, the SPA is used solely
for representing the principal/registered owner during the conduct of procurement activities
(bid submission, attendance to pre-bid conference and bid opening) but not in the signing of
the bidding documents/Bid proposal and of the contract agreement, its implementation and
execution.
For Procurement of Goods, the Program allows the use of SPA for signing of bidding
documents/bid proposal and of the Purchase Order or contract. Provided that, the SPA
executed by the Registered Owner is to authorize a staff or officer of the company to represent
and sign in procurement transactions in his/her behalf. The SPA will form part of the bid
proposal or quotation with a Notarized Certificate of Employment signed by the registered
owner, otherwise absence of such will invalidate the bid.
For Sole Proprietorship:
Community Shopping for Goods, the BSPMC may allow the use of an Authorization Letter (not
notarized) to be issued by the Registered Owner to a family member or an employee to
prepare, sign and submit quotation. However, SPA is needed to allow the authorized family
member/personnel to sign of Purchase Order (PO) in behalf of the Registered Owner.
Specification - a description of what the purchaser requires and what a bidder must offer. It is a
detailed description or design criteria for a piece of work or material.
Splitting of Contracts/Packages – is the act of dividing or breaking up of contracts into smaller
quantities and amounts, or dividing contract implementation into sub-contracts but it could be
undertaken/procured as one contract to circumvent or subvert the procurement method.
Standard – the established and fixed measure used in assessing quality or performance.
Subcontractor – one who takes a specific part of the work undertaken by the principal contractor
(Black’s Law Dictionary, 5th Edition)
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Submitted bid price – the bid price as indicated in the financial proposal submitted by the bidder.
Supplemental/Bid bulletin – a notice issued by the Procuring Entity to Prospective Bidders with
respect to any clarifications or modifications in the Bidding Documents, including those affecting the
technical specifications, eligibility requirements, procurement schedule, and other similar matters.
Supplier/Contractor of Good Standing - is one who is known in the community to be in the business
of providing the goods or executing the works to be procured; duly registered with the DTI, SEC or
CDA, PCAB (Works only) and has valid business/mayor’s permit/municipal license from the supplier’s
principal place of business. No outstanding record of blacklisting by any government agency or local
government unit and with relevant experience in completing a single contract of at least 50% of
bid amount. In case of previous or existing suppliers to KC-NCDDP sub-projects, they should have
satisfactory performance or completed all contracts awarded
Technical Bid – one of two components comprises a bid, the other being Financial Bid.
Technical Specifications- refer to the physical description of the goods or services, as well as the
requirements of the community in terms of the functional, performance, environmental interface and
design standard requirements to be met by the goods to be manufactured or supplied, or the services
to be rendered.
Third Party Liability - means bodily injury and/or material damage caused to a third party as a result
of action or inaction, or negligence, and which injury and/or damage must be remedied.
Tender – See Bid.
Unbalanced Quotation/Bid - a bid where part of the cost of one work item shifted to another item of
work making the cost of such item unreasonably high and other items unreasonably low.
Warranty – an undertaking by the supplier, manufacturer or distributor to guarantee that it will correct
any manufacturing defects of the goods procured by the C/BSPMC.
Works or Infrastructure Projects – refer to undertakings to construct, improve, upgrade, rehabilitate,
demolish, repair, restore, or maintain small-scale infrastructure and all types of physical works
identified under the KC-NCDDP, fabrication of equipment and structural parts, as well as physical
labor to complete such projects.
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CHAPTER ONE: COMMUNITY-BASED
SHOPPING FOR GOODS AND WORKS
1.1. Definition of Community Shopping
1.2. Identification of Items for Community Shopping
1.3. Preparation of the Request for Quotation (RFQ)
1.4. Conduct of Procurement Preparation Meeting
1.5. Posting of Request for Quotation (RFQ)
1.6. Issuance of Request for Quotation
1.7. Conduct of Contractors’ Conference for
Community Shopping for Works
1.8. Submission and Receipt of Quotations/RFQs
1.9. Opening and Evaluation of Quotations
1.10. Prior Review of Contract
1.11. Contract Award
1.12. Contract Implementation
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1.1. Definition of Community Shopping
Community Shopping is a method of procurement where the community simply requests for
the submission of quotations from at least three (3) suppliers for readily available off-the-shelf
goods or standard specification commodities of small value or a minimum of three contractors
for simple works of small value with known qualifications.
This procurement method is the most frequently used community procurement procedure.
Requests for quotations shall indicate the description and quantity of the goods or
specifications of works, as well as the desired delivery or completion time and place. The
suppliers/contractors must submit their quotations in the CBPM prescribed format. The
evaluation of quotations shall follow the same principles as community bidding. The BAC, to
assure competitive prices, shall compare the price quotations from different
suppliers/contractors. The purchase order/contract shall include the accepted terms and offer.
For Community Shopping, suppliers and contractors should be in good standing, and
have not committed any breach of contract (e.g., short deliveries, unreasonable delays in
delivery of goods, delivery of defective goods, or similar acts) in previous transactions with the
community or municipality. Community shopping involves the following procedures:
1.2. Identification of Items for Community Shopping
The Procurement Team shall identify all procurable items under Community Shopping in the
approved Community Procurement Plan (CPP). Then, the PT will present the list to the
Chairperson of the Barangay Sub-Project Management Committee (C/BSPMC) and the Bids
and Awards Committee (BAC) for review and validation.
1.3. Preparation of the Request for Quotations (RFQ)
Upon approval of the C/BSPMC on the procurable items/package, the PT prepares the
following documents:
For Goods and Non-Consulting Services,
i.
ii.
iii.
iv.
v.
Request for Quotation (RFQ)
Acknowledgement Receipt
Abstract of Quotations
Purchase Order
Technical Specifications
For Works,
i.
ii.
iii.
iv.
v.
vi.
vii.
Request for Quotation (RFQ)
Instruction to Contractors
Contract Agreement
Conditions of Contract
Technical Specifications
Drawings, if applicable
Standard forms for Community Shopping for works (performance securities, notice of
approval, notice to proceed, etc.)
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1.4. Conduct of Procurement Preparation Meeting
The procurement preparation meeting is the forum called by the BAC where all officials,
BAC, C/BSPMC, PT and Technical Working Group (TWG), involved in the procurement meet
and discuss all aspects of procurement at hand. It is required to ensure that the procurement
is in accordance with the CPP and confirms the availability of funds for the contract. (CBPM
Form B-1)
For goods, the required documents for review include:
i.
ii.
iii.
iv.
v.
Community Procurement Plan;
Technical Specifications of items to be procured;
Cost estimates;
Inventory of Possible Suppliers/Service Providers
Request for Quotations and its corresponding terms and conditions, including
schedule of payment for staggered deliveries, as applicable;
vi. Availability of the pertinent budget release for the project.
For works, the required documents for review include:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
Community Procurement Plan;
Technical plans, specifications, scope of work;
Engineering/architectural plans and designs;
Availability of the right-of-way (ROW) or ownership of affected properties;
Cost estimates,
Inventory of Possible Contractors
Request for Quotations
Availability of the pertinent budget release for the project.
During the same meeting, the BAC will review the contents of the RFQ for the approval of
the BSPMC Chairperson prior to issuance and posting. The PT will prepare the record of
the procurement preparation meeting (CBPM Form B-2) and shall keep and maintain a copy
of all the documents at the BSPMC filing cabinet.
If the C/BSPMC has to procure goods or works with different packages or work items, it is
best to hold just one procurement preparation meeting to save time.
1.5. Posting of Request for Quotation (RFQ)
The posting of the RFQ is not mandatory. However, the BAC may post the RFQ for a period
of three (3) to seven (7) days for information purposes only at any of the following: municipal/
barangay hall bulletin boards, KC-NCDDP designated billboard or bulletin board, offices of
Municipal Inter-Agency Committee (MIAC). The PT may also advertise in the regional or
national KC-NCDDP website if computer and internet facilities are accessible to the
community. If applicable, the BAC may also send RFQ to prospective suppliers/contractors
thru an Official email address of the BSPMC/BAC specifically created for this purpose. For
goods and works contracts, personal serving of RFQ is required.
The RFQ (CBPM Form B-5 for goods, and B-6 for works) should contain the following
information:
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i.
ii.
iii.
iv.
v.
Brief description of the goods/works to be procured;
For goods: the type or size, and;
For Works: major items and other important or relevant features of the works;
The date, time and place for the deadline for the submission, receipt and
opening of quotations;
Delivery schedule for goods or contract duration for works;
The name, address of the designated contact person;
Such other necessary information deemed relevant by the BAC.
1.6. Issuance of Request for Quotation
For Goods:
The PT issues the RFQ Form (CBPM Form B-5) to at least three (3) suppliers in good
standing. The CEF should accompany the members during the first serving of the RFQ to
help explain the objectives of the procurement and the project to the prospective supplier
or its employee/staff. They will either wait for the registered supplier or its employee/staff
to accomplish the form and seal it in an envelope or ask the suppliers to submit the
quotation in a sealed envelope to the C/BSPMC at the barangay hall within three (3) days.
The PT should ask the supplier to acknowledge receipt of the quotation form by signing
the Acknowledgement Receipt (CBPM Form B-7). If applicable, the BAC and PT may also
send the RFQs thru the official email address of the BSPMC/BAC specifically created for
this purpose. The suppliers shall accomplish the Quotation Form and submit this in a
sealed envelope with the following written outside the sealed envelope:
REGISTERED BUSINESS NAME OF THE SUPPLIER
ADDRESS
Quotation for Community Shopping for: (Name of Project): Package ______
KC-NCDDP Barangay Sub-Project Management Committee
Address of Barangay
What is a Supplier/Contractor of Good Standing?
A supplier/contractor of good standing is one who is known in the community to be in the
business of providing the goods or executing the works to be procured, duly registered with
the DTI, SEC or CDA, PCAB (Works only) and has valid mayor’s permit/municipal license from
the supplier’s principal place of business, not in the blacklisting record of any government
agency or local government unit and with relevant experience in completing a single contract
of at least 50% of bid amount. In case of previous or existing suppliers to KC-NCDDP subprojects, they should have satisfactory performance or completed all contracts awarded.
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Note:
Government officials who are directly involved in the procurement with direct access to
information that may substantially affect the result of the bidding are disqualified from participating
as “suppliers/contractors/service providers” for any procurement relative to the subproject. This
includes their relatives up to the 1st degree of consanguinity or affinity. This provision covers but
is not limited to the following:
i
Technical Working Group (TWG) in the procurement and in the sub-project proposal
preparation (TAF Service Provider/s or Technical Person/s who prepared the POW),
ii BSPMC Chairperson,
iii Bids and Awards Committee (BAC),
iv Procurement Team (PT) and
v Employees/staff of KC-NCDDP Regional Program Management Office (RPMO) or National
Program Management Office (NPMO)
For Works:
Only bona fide contractors licensed by the PCAB and classified under the type of
contract/project where the subject contract falls are eligible to submit quotations for shopping
for works. The contractor should have a satisfactory performance in any on-going or
completed KC-NCDDP projects. At least two (2) members of the PT shall deliver the RFQ
(CBPM Form B-6) with the attached specifications, drawings and bill of materials to at least
three (3) licensed contractors.
The CEF should accompany the PT members during the first serving of the RFQ for
communities in far-flung areas to help explain the objectives of the procurement and the project
to the prospective contractor. They will ask the contractor to submit the quotation in a sealed
envelope to the C/BSPMC at the barangay hall within three (3) days. The PT should ask the
contractor to acknowledge receipt of the RFQ by signing the acknowledgement receipt.
The contractor shall submit this in a sealed envelope with the following written outside the
sealed envelope:
REGISTERED BUSINESS NAME OF THE CONTRACTOR
ADDRESS
Quotation for Community Shopping for: (Name of Project): Package ______
KC-NCDDP Barangay Sub-Project Management Committee
Address of Barangay
REMINDER:
The Procurement Team is allowed to issue only one (1) copy of the Request for Quotation
(RFQ) or Invitation to Bid (ITB) to each prospective Supplier or Contractor for every
procurement transaction.
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1.7. Conduct of Contractors’ Conference for
Community Shopping for Works
The conference for the community shopping for works is the forum where the PT, C/BSPMC,
BAC and the prospective contractors discuss the different aspects of the procurement at hand,
the details of the contract, the required bidding forms and other issues that may arise during
the preparation of the quotation. This is mandatory for contracts with EBP of Php1M and above
but is optional for contracts with EBP below Php1M. The BAC must conduct a contractor’s
conference for shopping for works at least three (3) days prior to the deadline of
submission of quotation. All contractors of packages with EBP of Php1M and above are
encouraged to attend but attendance is not mandatory and is not a ground for disqualification.
The presence of the Municipal Engineer and/or Technical Facilitator is required, as they shall
provide technical assistance to the BAC and shall act as resource person in case of
clarifications. The PT shall prepare the Record of Contractor’s conference within two days after
the conference and provide copies to contractors issued with RFQs for their reference.
The BAC shall organize a site visit or inspection of the project site for prospective contractors.
All prospective contractors are required to attend the site visit for contracts, as this will
enable them to offer a more realistic quotation. Those who are not able to attend the scheduled
site inspection may conduct their own inspection provided it is done before the submission of
proposals. The C/BSPMC Chairperson shall issue a Certificate of Site Inspection (CBPM C-1)
to the representative of the prospective contractor that will form part of the proposal.
Note:
In KC-NCDDP Community-based procurement, are we allowed to announce the
Estimated Budget for the Package (EBP)?
Yes, the BSPMC/BAC may post/publish the EBP. However, the EBP is not the price
ceiling of proposals. Those bidders whose bids/quotations that exceeded the budget are
not disqualified for the evaluation. If found to be responsive to the procurement
requirements and funds are available to cover the additional cost, contract award can be
made.
1.8. Submission and Receipt of Quotations
The prospective supplier/contractor shall fill up and submit the RFQ in a sealed envelope to
the BSPMC on or before the deadline of submission as stated in the RFQ. If submitted before
the deadline, the PT member records receipt in the logbook with the following information:
i.
ii.
iii.
iv.
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Name of Goods/Works Project to be Procured
Name of Supplier/Contractor
Date and Time Received
Name and signature of procurement team member receiving
the sealed envelope
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At the BSPMC office, the PT shall ensure that the sealed quotations with the logbook are kept
in a secured filing cabinet. The BAC shall declare all quotations submitted after the deadline
“Late” and return them to the contractor/supplier unopened.
1.9. Opening and Evaluation of Quotations
1.9.1. Opening of Quotations
The BAC shall invite the following to assist in the review and evaluation of quotations on
the day specified for the opening of the quotations: the Head of the Audit and Inventory
Team (AIT) for goods and of the Project Implementation Team (PIT) for works and the
members of the TWG.
Prior to the Opening of Quotation, the PT shall bring the bid box with the logbook and all
received sealed quotations to the designated venue. Immediately after the deadline of
submission of quotations, the BAC Chairperson shall lock the bid box.
The BAC Chairperson shall determine the presence or absence of a quorum and shall
declare a quorum if there is one. The opening of quotations will follow the declaration of
quorum. The Chairperson shall open the padlock of the bid box and shall proceed with the
opening of the sealed quotations.
As a rule, the BAC must receive a minimum of three (3) sealed quotations to proceed with
the opening of quotations. If only one or two envelopes are received, the BAC shall declare
a failure of procurement and proceed with a re-canvass. However, for second attempt of
procurement, the opening and evaluation of quotation can proceed with only one or two
envelopes received, provided, however that the PT served RFQs to four (4) or more
qualified suppliers. The Acknowledgement Receipt shall serve as proof of compliance to
this procedure.
All present members of the BAC during the opening shall initial every page of the original
copies of all quotations received and opened.
The PT shall prepare the record of the opening of quotations within two (2) days after the
conduct of the activity and shall file all procurement documents at the BSPMC filing cabinet.
What to do if supplier/contractor not served with RFQ nor identified by the
community/TF as possible supplier/contractor submitted a quotation/bid?
The BAC/PT shall allow the submission and evaluation of his/her proposal. The BSPMC may
award the contract to this supplier/contractor provided, the concerned firm/company can
clearly establish to the BAC its source of information on the procurement at hand (ex. From
RFQs posted at conspicuous places or at the website) and has complied with all the
requirements of the RFQ.
As an additional requirement, the BAC/PT/TWG shall conduct a post qualification of this
supplier/contractor to ascertain its eligibility and capacity to undertake the contract.
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1.9.2. Evaluation of Quotations
The purpose of the evaluation of quotations is to determine the Lowest Calculated and
Responsive Quotation (LCRQ) based on the conditions set forth in the RFQ.
For Goods:
A quotation is responsive if it provides complete information that meets the required
technical specifications indicated in the RFQ. The ACT through the TF shall bring the
list of prevailing local prices for purposes of comparison and reference.
Those suppliers who submitted non-responsive quotations shall be disqualified and not be
included in the ranking. The BAC may proceed with the detailed evaluation even if only
one or two suppliers found to be responsive.
The PT shall prepare an Abstract of Quotation for Goods (CBPM Form B-10) to reflect all
calculated and responsive quotations ranked from lowest to highest and shall be signed
by all present members of the BAC. The BAC, to signify recommendation for award,
encircles the Lowest Calculated and Responsive Quotation (LCRQ) who complied with all
the requirements specified in the RFQ. The PT shall then forward the signed Abstract of
Quotation to the C/BSPMC Chairperson for review and approval.
A supplier is allowed to submit an offer which provides for superior specifications and/or
better terms and conditions to the community at no extra cost or the supplier may also opt
to include Brand in his/her proposal. However, the BAC should not give any bonus, credit
or premium to such offer in the evaluation of quotations.
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i.
The quotation must be complete. Partial quotations or quotations that are
not addressing nor providing any one or all of the required items in the price
schedule shall be automatically disqualified. In this regard, where a
required item is provided, but no price is indicated, the same shall be
considered as non-responsive, but specifying a “0” (zero) for the said item
would mean that it is being offered for free to the community. Unless, the RFQ
specifically allows partial quotation or per items basis.
ii.
Minor arithmetical corrections to consider computational errors to enable
proper comparison of all quotations. Discounts shall be incorporated in the
quotation for each item unit cost. Any adjustment shall be calculated in
monetary terms to determine the calculated prices.
iii.
All bids shall be evaluated on equal footing to ensure fair and competitive
bid evaluation. For this purpose, all bidders shall be required to include the
cost of all taxes, such as, but not limited to, value added tax (VAT), income
tax, local taxes, and other fiscal levies and duties itemized in the quotation
form and reflected in the detailed estimates. Such quotations, including said
taxes, shall be the basis for evaluation and comparison. Likewise, if the RFQ
required materials delivered onsite, proposed unit prices deemed to include
freight/hauling cost.
iv.
Quoted prices in words, unit prices, and unit cost in the price schedule shall
prevail in case of discrepancy. In case of discrepancies between: (a) quoted
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prices in figures and in words, the latter shall prevail; (b) total prices and unit
prices, the latter shall prevail; (c) unit cost in the detailed estimate and unit
cost in the price schedule, the latter shall prevail. However, in case of
discrepancy between the submitted bid and the evaluated bid, the latter
shall prevail.
For Works:
The BAC shall examine the contractor’s license and check if this is genuine and valid for
the contracting period required. They shall verify with the BSPMC if the submitted
Certificate of Site Inspection is authentic, examine the Bill of Quantities to ensure that it
is consistent with the required technical specifications and if the contractor has completely
quoted for all items of work specified in the RFQ. During the evaluation of quotations, the
BAC should take consideration of the following:
i.
The quotation must be complete. Contractors who submitted partial or
incomplete quotation are automatically disqualified. In this regard, where a
required item is provided, but no price is indicated, the same shall be considered
as non-responsive, but specifying a “0” (zero) for the said item would mean that
it is being offered for free to the community.
ii. Minor arithmetical corrections to consider computational errors and omissions
to enable proper comparison of all quotations. Discounts shall be incorporated in
the quotation for each work item. Any adjustment shall be calculated in monetary
terms to determine the calculated prices.
iii. All bids shall be evaluated on equal footing to ensure fair and competitive bid
evaluation. For this purpose, all bidders shall be required to include the cost of
all taxes, such as, but not limited to, value added tax (VAT), income tax, local
taxes, and other fiscal levies and duties itemized in the quotation form and
reflected in the detailed estimates. Such bids, including said taxes, shall be the
basis for bid evaluation and comparison.
iv. Quoted prices in words, unit prices, and unit cost in the bill of quantities shall
prevail in case of discrepancy. In case of discrepancies between: (a) quoted
prices in figures and in words, the latter shall prevail; (b) total prices and unit
prices, the latter shall prevail; (c) unit cost in the detailed estimate and unit cost
in the bill of quantities, the latter shall prevail. However, in case of discrepancy
between the submitted bid and the evaluated bid, the latter shall prevail.
Based on the detailed evaluation of quotations, those that comply with the
abovementioned requirements are to be ranked in ascending order, to identify the Lowest
Calculated Quotation (LCQ).
The entire evaluation process must be completed in not more than two (2) calendar days
from the opening of quotations.
If only one or two contractors quoted on all items and is/are considered responsive, the
BAC shall proceed with the evaluation.
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The PT shall prepare an Abstract of Quotation for Works (CBPM Form B-9) to reflect all
calculated and responsive quotations and all present members of the BAC shall sign
it and forward it to the BSPMC Chairperson for review and approval.
Award shall be made to the contractor with the Lowest Calculated and Responsive
Quotation who complied with all the requirements specified in the RFQ.
The PT will inform the contractor with the Lowest Calculated Quotation to immediately
submit a copy of valid DTI Certificate of Business Name Registration and
Business/Mayor’s Permit. This can be done thru writing or thru personal meeting with the
supplier. These documents will form part of the request for NOL from the RPMO or
Clearance from the ACT.
If the contractor with the LCRQ refuses to accept the award, consider the second lowest.
If the second lowest refuses to accept, consider the third lowest quotation, provided his
quoted price is within 110% of the price of the second lowest, otherwise the BAC may
proceed to re-canvass or community direct contracting.
For both goods and works, the PT shall prepare the records of the evaluation of quotations
within two (2) days after the conduct of the activity. The TF shall ensure proper process
of evaluation of quotation in determining the LCRQ and the proceedings shall be reflected
in the record of evaluation.
For waived awards without acceptable/valid reasons, the supplier/contractor shall be
blacklisted in future KC-NCDDP procurements.
Presence of any TWG member and ME/TF to the Opening and Evaluation of Quotation
is mandatory to provide technical assistance to the BAC and to act as a resource person
for procurements and other technical concerns.
What to do if the Lowest Calculated and Responsive Bid or Quotation (LCRQ/B)
exceeds the Estimated Budget for the Package (EBP)?
1.
2.
3.
4.
5.
The BAC with the assistance of the TWG shall evaluate if the excess amount is
justifiable and necessary for the completion of the contract;
The BAC and TWG shall determine if there are available funds from Procurement
Savings and/or additional LCC from the LGU.
If YES, the BAC may recommend for the Award of Contract.
If NOT, the BAC shall declare a failure of procurement. Prior to re-canvassing or
rebidding, the BAC shall evaluate the procurement package. If necessary, the
BSPMC with the assistance of the TWG shall revise the program of works to avoid
further failure of procurement.
The PT must properly document the abovementioned process in the Record of
Evaluation of Quotations/Bids.
1.10. Prior Review of Contract
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Prior to the signing of the Purchase Order/Contract, the C/BSPMC Chairperson shall request
for clearance to award within the thresholds specified under CBPM Book 1, Table 1 of Section
4.3.
For Community Shopping for goods and works:
Regional Program Management Office (RPMO):
For Works contracts: P 500,000 and less than P 2.0 M
For Goods Contracts: P 500,000 and less than P 1.0 M
Area Coordinating Team (ACT/MCT):
All contracts: Below P 500,000.00
In the request for No-Objection-Letter (NOL), the PT shall attach photocopies of all the
procurement documents and the original Letter Request of the BSPMC.
Note:
For all contracts recommended for award to second lowest calculated and responsive
quotation, the BSPMC must submit all “opened” bidding documents of the first lowest
supplier/contractor as part of the request for NOL to the RPMO or NPMO for verification and
reference.
1.11. Contract Award
For Goods:
Upon receipt of the applicable NOL/Clearance for award, the PT shall prepare three (3) copies
of the Purchase Order (CBPM Form B-11) and shall agree with the Monitoring and Inspection
Team on the date of delivery of goods.
The Barangay Treasurer shall sign the contract/PO to certify the availability of funds in the
BSPMC account to cover the contract amount. However, he/she may sign the contract while
waiting for the downloading of funds, if the BSPMC and the Supplier agree to execute the
contract and the processing of payment shall only commence upon full delivery and
availability of funds at the BSPMC Account. Minutes/Record of this meeting shall form part of
the PO. This signing of PO by the Barangay Treasurer must be done prior to the approval of
the C/BSPMC Chairperson and serving/issuance of PO to the winning supplier.
The PT shall deliver the PO to the winning supplier or its duly authorized representative who
shall sign his/her conformance to the provisions of the PO and shall retain a copy for his
reference.
The PT shall furnish a copy of the PO to the MIT head and shall file the remaining copy at
the BSPMC filing cabinet together with other procurement and contract documents.
What is a Purchase Order?
A purchase order is a contract between the community and the supplier/dealer.
This will authorize the supplier/service provider to supply and/or deliver
materials/services in accordance with the RFQ/ITB’s plans and specifications.
.
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For Works:
1.11.1. Contract Approval and Issuance of Notice of Award (NOA)
After the receipt of NOL/clearance, the PT shall prepare three (3) copies of the Notice of
Award (CBPM Form B-15). The Barangay Treasurer shall certify the availability of funds at
the Community/BSPMC Account intended to cover the contract amount prior to the approval
of the C/BSPMC Chairperson. The BSPMC shall award the contract to the contractor with the
LCRQ at its calculated price.
The PT delivers the NOA to the contractor who shall affix his/her signature in the conforme
portion and shall retain a copy for his/her reference.
In cases where the lowest supplier/contractor refuses to accept an award, consider the
second lowest quotation. Should the second lowest refuses to accept, consider the third
lowest quotation if his quoted price is within 110% of the price of the second lowest. If not,
the BAC may proceed to community direct contracting or re-canvass.
1.11.2. Contract Signing and Posting of Performance Security for
Works
The BAC Chairperson shall notify the winning bidder of the schedule of contract signing. Prior
to the scheduled signing of contract, the C/BSPMC Chairperson reviews and signs the
Contract in three (3) copies. The Contractor shall then sign the contract within five (5)
calendar days from receipt of the NOA.
The Contractor shall post and submit the required performance security in favor of the
Community upon the receipt of the Notarized Contract. (CBPM Form B-12)
Subsequently, the BSPMC Chairperson shall issue the Notice to Proceed (CBPM Form B-16)
to the contractor within three (3) calendar days from receipt of the Performance Security. A
contract is effective upon receipt of the NTP, otherwise provided for in the NTP and such date
shall not be later than seven (7) calendar days from issuance thereof.
The PT then files the contract with all its attachments at the BSPMC office filing cabinet.
1.12. Contract Implementation
For Goods:
The winning supplier delivers the goods in accordance with the provisions of the PO. Prior to
the receipt and acceptance of the delivered goods, the MIT together with the concerned TWG
members shall inspect the goods based on the PO and the Delivery Receipt. If found to be in
order, the MIT shall affix his/her signature in the Delivery Receipt and stamp it “inspected” and
shall likewise sign the “Inspected/Tested” portion of the PO. In case of incomplete deliveries
and/or goods of substandard/inferior quality, the MIT or the Storekeeper shall not accept the
goods.
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The BSPMC Chairperson will cancel the PO if the supplier fails to commence delivery within
15 days upon receipt thereof. The BSPMC shall proceed with the award of the contract to the
succeeding responsive supplier, otherwise, conduct re-canvass.
For Works:
The winning contractor shall mobilize and start the works within seven (7) days from receipt
of the NTP. The contractor may avail of the advance payment that is equivalent to 15% of the
contract price. However, the contractor can only avail of this upon issuance of a certification
from the TF on the availability of materials and equipment on-site and submission of a bank
guarantee equivalent to the requested amount.
The PIT and the MIT shall closely monitor the execution of the contract. The Municipal
Engineer, TF and CIO shall conduct regular inspection of the project site to provide technical
assistance to the community.
Tables 1 and 2 provide a summary of all procedures for the procurement of goods and works
through Community Shopping and explain the functions of different personnel involved.
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Table 1. Matrix of Procedures for Community Shopping for Goods with Functions of Various Procurement Personnel
Procedures
Time Frame
Supplier
PT
BAC
C/BSPMC
Review items
to be
procured
Review and
signs RFQ
forms
Discuss
procurement
at hand
1. Identify items for Community Shopping
from the approved CPP
1 cd
Prepare items for
procurement
Review items to
be procured
2. Prepare Requests for Quotation Form
1 cd
Prepare RFQ
documents
Review RFQ
documents
3.Conduct of Procurement Preparation
1cd
Discuss
procurement at
hand;
Prepare minutes
Discuss
procurement at
hand;
Sign RFQ for
posting
Meeting
4. Posting of Request for Quotation
5. Issuance of Request for Quotation Form
Once for a
minimum of 3 c
d
2c d
6. Submission and Receipt of Quotations
3cd
7. Opening and Evaluation of Quotations
1c d
8. Prior Review of Contract
Not more than
30 days
TWG
Discuss
procurement
at hand
ACT
RPMO/NPMO/
ADB/WB
CEF calls for the
meeting;
TF provides
technical
assistance and
acts as resource
person
Posts RFQ
Issues RFQ
Prepares
quotation and
submits the same
to the BAC
Receives the
sealed quotations
on or before the
deadline
Receives all
quotations;
Prepares minutes
of quotation
evaluation;
Prepares Abstract
of Quotations
CEF to accompany
PT members
Invites TWG
and AIT Head to
assist in the
evaluation of
quotations;
Opens
quotations and
checks
responsiveness
of quotation
Assists the
BAC in the
evaluation of
quotations
C/BSPMC
Chair
requests for
Clearance to
Award
TF provides
technical
assistance
Reviews contract
documents and
issues NOL
Procedures
Time Frame
9. Contract Award
1c d
10. Contract Implementation
As specified in
the PO
Supplier
Signs the PO
Delivers goods as
provided in the
PO.
PT
BAC
C/BSPMC
Prepares and
delivers the PO;
Provides the LGU,
COA and RPMO
with copies of PO
and supporting
documents
Compiles copies of
all documents for
consolidation with
other project
related documents
TWG
ACT
RPMO/NPMO/
ADB/WB
Signs/
approves the
PO
MIT and TWG
inspects and
receives
goods and
signs PO and
delivery
receipt
Table 2. Matrix of Procedures for Community Shopping for Works with Functions of Various Procurement Personnel
Procedures
Time Frame
Supplier
PT
BAC
C/BSPMC
Review items
to be
procured
Reviews and
signs RFQ
documents
and forms
Discuss
procurement
at hand
1. Identify items for Community Shopping
from approved CPP
1 cd
Prepare items for
procurement
Review items
to be procured
2. Prepare Request for Quotation (RFQ)
1 cd
Prepare RFQ
documents
Review RFQ
documents and
forms
3.Conduct of Procurement Preparation
2cd
Discuss
procurement at
hand;
Prepares record of
meeting
Discuss
procurement at
hand;
Signs RFQ for
posting
4. Posting of Request for Quotation (RFQ)
Once for a
minimum of 3 c d
1cd
At least 5 days
before the
Meeting
5. Issuance of Request for Quotation
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TWG
Discuss
procurement
at hand
ACT
CEF calls for the
meeting;
TF provides
technical
assistance and
acts as resource
person
Posts RFQ
Issues RFQ forms
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PT members
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RPMO/NPMO/
ADB/WB
Procedures
Time Frame
6. Conduct of Conference for Shopping for
Works
submission of
quotations
At least 5 days
before the
submission of
quotations
7. Submission and Receipt of Quotations
3cd
8. Opening and Evaluation of Quotations
Not more than 2
days
9. Prior Review of Contract
Not more than 5
days upon receipt
of NOL
documents
10. Contract Award
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Supplier
PT
Attends
conference
Prepares required
documents and
minutes
Prepares
quotation and
submits the
same to the
BAC
Receives the sealed
quotations on or
before the deadline
Receives all
quotations;
Prepares
record/minutes of
quotation
evaluation;
Prepares Abstract
of Quotations
Signs the
contract;
Posts the
required
BAC
C/BSPMC
Attends
conference;
Invites Project
Implementation
Team (PIT),
Municipal
Implementation
Team (MIT),
Municipal
Engineer, TF
and
contractors
Attends
conference;
Chairperson
issues
Certificate of
Site
Inspection to
participating
contractors
Invites TWG
and PIT Head
to assist in the
evaluation of
quotations;
Opens
quotations and
checks
responsivenes
s of quotation
Manual: Book
2 (March 2017 3
r d
Edition)
ACT
RPMO/NPMO/
ADB/WB
TF to attend the
conference and
provide technical
assistance
Assists the
BAC in the
evaluation of
quotations
C/BSPMC
Chair
requests for
Clearance to
Award
Signs/
approves the
contract.
Prepares and
delivers the
contract;
Provides the LGU,
COA and RPMO
TWG
TF provide
technical
assistance
Reviews contract
documents and
issues NOL
Procedures
Time Frame
Supplier
performance
security
11. Contract Implementation
29 | C o m m u n i t y
As specified in
the contract
Based Procurement
Mobilizes and
starts work as
provided in
contract;
May request
for advance
payment
PT
BAC
C/BSPMC
with copies of PO
and supporting
documents
Compiles copies of
all documents for
consolidation with
other project related
documents
Manual: Book
2 (March 2017 3
PIT, MIT and
TWG
inspect and
monitor status
of
accomplishm
ent
r d
Edition)
TWG
ACT
RPMO/NPMO/
ADB/WB
CHAPTER TWO: COMMUNITY DIRECT
CONTRACTING FOR GOODS AND
WORKS
2.1. Definition of Community Direct Contracting
2.2. Identification of Items for Community Direct
Contracting
2.3. Preparation of the Request for Quotation (RFQ)
2.4. Conduct of Procurement Preparation Meeting
2.5. Posting of Request for Quotation
2.6. Issuance of Request for Quotation
2.7. Submission and Receipt of Quotation
2.8. Opening and Evaluation of Quotation
2.9. Prior Review of Contract
2.10. Contract Award
2.11. Contract Implementation
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2.1. Definition of Community Direct Contracting
Community Direct Contracting is a method of procurement of goods and works where the
community directly negotiates a contract with a technically, legally and financially capable supplier or
contractor. A community under any of the following conditions may resort to community direct
contracting:
i.
ii.
iii.
iv.
v.
vi.
vii.
Where there is only one supplier/contractor in the province capable of providing the
goods, services or works;
Where there has been two or more failures of community bidding (Direct Contracting
due to Two (2) Failed Biddings);
When time is of the essence to avert an imminent danger to life or property or to restore
damaged community projects arising from natural or man-made calamity or emergency
as declared by appropriate authorities. (Direct Contracting due to Emergencies);
Where found to be more efficient and economical for the community to enter into an
arrangement or agreement with another government agency. (Community-toGovernment Agency Arrangements)
Where the community decides to take over a terminated contract for causes provided for
in the contract and existing laws (Direct Contracting due to Contract Termination);
For works: where the subject contract is adjacent or contiguous to an on-going
infrastructure project and it will be more advantageous to directly hire the services of the
single contractor than to undergo a new bidding process (Direct Contracting for
Adjacent and Similar Projects);
In the case of island municipalities, remote or far flung communities as certified by the
Area Coordinator (AC) or conflict areas with peace and order problems as certified by the
Municipal Chief of Police.
Direct Contracting due to Two (2) Failed Biddings may occur in any of the
following instances:
i.
ii.
iii.
iv.
No bids were received;
All prospective bidders are declared ineligible;
All bids fail to comply with all the bid requirements or fail post qualification;
The bidder with the lowest calculated and responsive bid refuses, without justifiable cause,
to accept the award of contract.
Direct Contracting due to Emergencies shall be supported with a Declaration of a
state of calamity by the National Disaster Risk Reduction and Management Council (NDRRMC)
covering the said community or as declared by a local government.
Direct Contracting through Community-to-Government Agency
Arrangement may be applied under the following conditions:
i.
The community shall provide sufficient justification indicating that entering into a Communityto-Government Agency Agreement with the Servicing Agency is more efficient and
economical;
ii. The community lacks the proficiency or capacity to undertake the particular contract;
iii. The Servicing Agency has the mandate to deliver the services required to be procured or to
undertake the infrastructure project or consultancy; and
iv. The Servicing Agency owns or has access to the necessary tools and equipment required
for the project.
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This may be undertaken with government agencies such as the Technical Education and
Skills Development (TESDA) and others; Local Government Units (LGU) (province, city or
a municipality) as appropriate based on the above conditions. A Memorandum of
Agreement (MOA) shall be executed by the BSPMC with the Servicing Agency defining
the conditions, roles and responsibilities of the Agreeing Parties and of other stakeholders,
if any, the schedules/timeline, scope of works/deliverables and project costs as established
in the sub-project’s approved program of works (POW)/ proposal.
Direct Contracting due to Contract Termination
may happen in any of the
following instances:
i. Breach of contract or termination for default (either by the C/BSPMC or by the contractor/
supplier);
ii. If the contract is abandoned by contractor;
iii. The C/BSPMC terminated the contract for convenience, in whole or in part, as it determined
the existence of conditions that make project implementation economically, financially or
technically impractical and/or unnecessary, such as, but not limited to, fortuitous event(s)
or changes in law and national government policies.
iv. Due to unlawful acts that include, but are not limited to the following: (a) corrupt, fraudulent,
collusive and coercive practices; (b) drawing up or using forged documents; and, (c) any
other acts analogous to the foregoing.
Direct Contracting for Adjacent or Contiguous Projects may be resorted to
under the following conditions:
i.
ii.
iii.
iv.
The original contract is the result of a Community Shopping, Direct Contracting or Bidding;
The subject contract has similar or related scopes of work;
It is within the contracting capacity of the contractor;
The contractor uses reasonable price, the same or lower unit prices as in the original
contract;
v. The contract amount involved does not exceed the amount of the on-going contract; and
vi. For contractors of previous KC projects, a proven satisfactory track record in the completion
of such projects;
vii. Negotiations for the contract shall commence prior to the expiration of the original contract.
The following procedures are applicable for all types of contracts procured under community direct
contracting.
2.2. Identification of Items for Community Direct
Contracting
The PT shall review the Final CPP to identify procurable items to be procured through Community
Direct Contracting. They shall ensure that appropriate method for the package and the required
justification/s for the use of this method is/are reflected.
The PT shall submit the list of procurable items/packages to the BAC and to the C/BSPMC
Chairperson for review and validation to ensure its compliance to the conditions for this type of
community direct contracting.
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2.3. Preparation of the Request for Quotation (RFQ)
Upon approval by the C/BSPMC of the list of procurable items/packages, the PT prepares the
following documents:
For Goods:
i. Computation to show that it is cost-effective to purchase from a lone supplier instead of
conducting a competitive bidding/shopping (For Direct Contracting);
ii. Technical Specifications;
iii. Request for Quotation Form (CBPM Form B-5);
iv. Purchase Order;
v. Justification for the use of the type of community direct contracting method;
vi. Certification from the Municipal Engineer and the Technical Facilitator that there is only
one qualified supplier in the municipality.
For Works:
i. Technical Specifications;
ii. Request for Quotation Form (CBPM Form B-6);
iii. Contract Agreement;
iv. Conditions of Contract;
v. Drawings, if applicable;
vi. Bill of Quantities;
vii. Standard forms for community direct contracting for works;
viii. Certification from the Municipal Engineer and the TF that there is only one qualified
contractor in the province.
2.4. Conduct of Procurement Preparation Meeting
The BAC Chairperson shall call for a procurement preparation meeting with the C/BSPMC
Chairperson, PT and the MIT/PIT to discuss all aspects of the procurement at hand and to ensure
that all requirements are in order:
i.
ii.
iii.
iv.
Technical Plans/Specifications;
Cost estimates/Bill of Quantities;
Quotation Forms, and
Availability of the pertinent budget release for the project.
The BSPMC must secure a Certification from the ME and the TF that there is only one qualified and
available supplier/contractor to supply the goods or perform the works within the municipality and/or
province.
The BAC with the assistance of the TWG shall choose the most capable supplier/contractor based
on the following criteria:
i.
ii.
Satisfactory performance in completed or on-going KC-NCDDP sub-projects, and;
No negative slippage of more than 15%.
The BAC may draft a letter of invitation to the identified supplier/contractor stating the proposed
schedule of the meeting to serve the RFQ and discuss the procurement at hand.
The BAC will review the prepared RFQ forms for the approval of the BSPMC Chairperson.
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The PT shall prepare the record of the procurement preparation meeting within two (2) days after
the conduct of the activity and ensure the completeness and consistency of all the procurement
documents. The PT must maintain copies of these documents in the BSPMC filing cabinet.
2.5. Posting of Request for Quotation (RFQ)
Posting of RFQ is not mandatory. However, the BAC may post the RFQ for a period of three (3)
days for transparency purposes at any of the following: municipal/ barangay hall bulletin boards,
KC- NCDDP designated billboard or bulletin board, offices of Municipal Inter-Agency Committee
(MIAC).
The RFQ for goods (CBPM Form B-5) and RFQ for works (CBPM Form B-6) should contain the
following information:
i.
ii.
iii.
iv.
v.
Brief description of the goods to be procured or the type, size, major items, and other
important/relevant features of the works;
The date, time and place for the deadline of submission, receipt and opening of
quotations;
Delivery schedule for goods and contract duration for works;
The name, address of the designated contact person;
Such other necessary information deemed relevant by the BAC.
2.6. Issuance of Request for Quotation
For Goods:
The PT issues the RFQ Form (CBPM Form B-5) to the lone supplier. The PT may wait for the
accomplished sealed quotation or the supplier may opt to submit his/her quotation to the designated
area in the Barangay prior to the deadline as indicated in the RFQ.
The suppliers shall accomplish the Quotation Form and submit this in a sealed envelope with the
following written outside the sealed envelope:
REGISTERED BUSINESS NAME OF SUPPLIER
ADDRESS
Quotation for Community Direct Contracting for: (Name of Project):
Contract Package ______
KC-NCDDP Barangay Sub-Project Management Committee
Address of Barangay
In case of an emergency or an imminent danger to life or property, the community can directly
negotiate with the previous supplier or with a supplier of good standing situated within the province
where the calamity or emergency occurred.
For Works:
The PT will deliver the RFQ form (CBPM Form B-6) to the identified lone bona fide contractor for
the contract. The CEF should accompany the PT members during the serving of the RFQ for
communities to assist in the explanation of the objectives of the Program and of the procurement
to the prospective contractors.
34 | C o m m u n i t y B a s e d P r o c u r e m e n t M a n u a l : B o o k 2 ( M a r c h 2 0 1 7 3 r d
Edition)
Contractors shall be given three (3) days to prepare their proposals to be submitted to the
designated area on or before the schedule as reflected in the RFQ indicating the following outside
of the sealed envelope:
REGISTERED BUSINESS NAME OF THE CONTRACTOR
ADDRESS
Quotation for Community Direct Contracting for: (Name of Project):
Contract Package ______
KC-NCDDP Barangay Sub-Project Management Committee
Address of Barangay
In case of an emergency or an imminent danger to life or property, the BPMC shall execute the
direct contracting contract with a previous contractor operating within the province where the
calamity or emergency occurred.
If the procurement is due to the two/more previous failures of biddings, the BAC, through the
PT, shall draw up a list of at least three (3) bona fide contractors to be invited to submit bids.
The BAC shall conduct evaluation of these bids, with the assistance of the TWG. Upon
determination of the Lowest Calculated Bidder, the BAC and BSPMC can now negotiate based on
the conditions of contract.
The lone contractor may request for a meeting with the BAC and TWG members to discuss the
various aspects of the procurement at hand. During the meeting, the ME/TF shall provide technical
assistance to the BAC and acts as resource person in case of queries/clarifications. The PT shall
prepare the record of this meeting.
The BAC shall organize a site visit or inspection of the project site for the lone contractor or
contractors, in the case of two previous failed biddings. The prospective contractor/s are required
to attend the site visit, as this will enable him/them to offer a more realistic quotation. If the
contractor/s failed to attend the scheduled site inspection, they may conduct their own inspection
prior to the submission of proposals. The C/BSPMC Chairperson shall issue a Certificate of Site
Inspection to the representative/s of the prospective contractor/s that will form part of the bid
proposal/quotations.
2.7. Submission and Receipt of Quotation
The prospective supplier/contractor shall fill up and submit the RFQ inside a sealed envelope within
the prescribed period for submission. The PT receives the sealed quotation at the designated area
on the date specified and shall be recorded in the logbook with the following information:
i.
ii.
iii.
iv.
Name of Goods/Works Project to be procured
Name of Supplier/Contractor
Date and Time Received
Name and signature of procurement team member receiving the sealed enveloped
The PT shall place all received sealed bids and logbook inside a bid box in a filing cabinet at
C/BSPMC office. For Direct Contracting due to Two (2) Failed biddings, those quotations
submitted after the deadline shall be declared “Late” and shall not be accepted.
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2.8. Opening and Evaluation of Quotation
2.8.1. Opening of Quotation
The BAC shall invite the following to assist in the review and evaluation of bids/quotations on
the opening of the quotations:
a. Head of the Audit and Inventory Team (AIT) and;
b. Members of the Technical Working Group (TWG), and;
c. Head of the Project Implementation Team (PIT)
Prior to the opening of quotations/bids, the PT shall bring the logbook and the sealed bid
proposal/s inside a bid box. The BAC Chairperson shall determine the quorum and shall declare
a quorum, if there is one. The Chairperson shall open the padlock of the bid box and shall
proceed with the opening of the sealed quotation. He/She shall read aloud in public the name
of supplier/contractor and the amount of quotations.
All BAC members present during the opening of quotation shall initial every page of the original
copy of the quotation received and opened. The PT shall prepare the record of the opening of
quotation within two (2) days from the conduct of the activity.
2.8.2. Evaluation of Quotation
The BAC shall evaluate the quotation based on the required specifications indicated in the
RFQ and based on the procedures stated in Section 1.9.2 for goods and works.
If the quotation is not responsive due to incomplete documentary requirements, the BAC shall
request the supplier/contractor to comply with such requirements. If the bid prices are higher
than the Estimated Budget for the Package (EBP), the BAC and C/BSPMC shall determine if
there are available funds to cover the difference. If there are available funds, the BSPMC may
award the contract as quoted. Otherwise, the BAC and C/BSPMC may negotiate with the
winning supplier/contractor to amend the quotation/bids to match the EBP without sacrificing
the quality and functionality.
If the supplier/contractor refuses to revise the submitted proposal and accept the award, the
BAC and BSPMC with the assistance of the TWG, shall evaluate the feasibility of the project
and may opt to adjust the scope of works to consider the available budget without significantly
affecting the functionality of proposed sub-project.
Presence of any TWG member and ME/TF to the Opening and Evaluation of Quotation/bid is
mandatory to provide technical assistance to the BAC and to act as a resource person for
procurements and other technical concerns.
2.9. Prior Review of Contract
For Goods:
All the Purchase Orders (PO) amounting to Php 1.0 M and above which was procured through
Community-to-Government Agency Arrangements are required to undergo prior review by
the Regional Program Management Office (RPMO).
36 | C o m m u n i t y
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Goods procured through community direct contracting due to two failed biddings and
contract termination shall undergo prior review by the RPMO or the NPMO based on threshold.
Goods procured through community direct contracting due to emergencies amounting to P2.0M
and above shall be subjected to the prior review of the RPMO.
For Works:
All Contract Agreement for works procured through Community-to-Government Agency
Arrangements P 1.0 M and above.
Works procured thru Adjacent and contiguous projects shall undergo prior review by the RPMO
or the NPMO based threshold.
All works procured through community direct contracting due to failed bidding shall undergo
prior review by the NPMO.
Works procured through community direct contracting due to emergencies amounting to
P2.0M and above shall be subjected to the prior review of the RPMO
Prior to the signing of the contract, the C/BSPMC Chairperson shall request for clearance/No
Objection Letter to award for all contracts fall under the thresholds specified under Table 1 of
Book One Section 4.3.
In the request for No-Objection-Letter (NOL), the PT shall attach photocopies of all the
procurement related documents and the required original copy of the Letter Request of the
BSPMC for NOL.
2.10. Contract Award
For Goods:
After the receipt of the NOL, the PT shall prepare three (3) copies of the Purchase Order (PO) and
forward it to the Barangay Treasurer to certify the availability of funds in the BSPMC Account. The
BSPMC Chairperson shall review and sign the PO/contract. The PT shall deliver the same to the
lone supplier who will sign in conformance and shall retain a copy for reference. Performance
security is required for goods contract worth P1M and above. However, performance security is not
required if procurement is through community direct contracting due to emergencies or under
Community-to-Government Agency Arrangements. Posting of Performance Security is still
required for other types of community direct contracting.
The PT shall provide a copy of the PO to the Monitoring and Inspection Team (MIT) and shall retain
a copy together with all the procurement documents at the BSPMC Office filing cabinet.
For Works:
2.10.1. Contract Approval and Issuance of Notice of Award
The PT shall draft the Notice of Award (NOA) in three (3) copies upon receipt of the NOL for
the approval of the BSPMC Chairperson and conformance of the Contractor. The contractor
shall retain a copy of the NOA for reference.
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2.10.2. Posting of Performance Security and Contract Signing
The BAC schedules the signing of the contract with the winning contractor who will then post
and submit the required performance security and other documentary requirements.
The Barangay Treasurer shall sign the contract in three (3) copies to certify the availability of
funds followed by the contract signing of the C/BSPMC Chairperson and the winning contractor,
within five (5) calendar days from receipt of the NOA.
Performance securities are required for all works contract procured through community direct
contracting except for the Community-to-Government Agency Arrangement and Direct
Contracting due to Emergencies. The performance security of the contractor must comply with
the provisions of the Book Three Section 1.11.2.
Subsequently, the BSPMC Chairperson shall issue the Notice to Proceed (NTP) together with
the copy of the duly notarized contract to the contractor within three (3) calendar days from the
contract signing. Contract is effective upon receipt of the NTP.
The PT shall furnish copies of the duly signed/received NTP to the PIT and shall retain a copy
together with all the procurement documents at the BSPMC filing cabinet.
2.11. Contract Implementation
Contract implementation procedures for goods and services procured through Community
Direct Contracting shall follow the provisions of Section 1.12. and Book Three Chapter 2 for
Goods, and Book Three Chapter 3 for works contracts.
Tables 3 and 4 provide a summary of all procedures for the procurement of goods and works
through Community Direct Contracting and explain the functions of different personnel involved.
38 | C o m m u n i t y
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Table 3. Matrix of Procedures for Community Direct Contracting for Goods with Functions of Various Procurement Personnel
Procedures
Time Frame
Supplier
PT
BAC
C/BSPMC
Review items
to be
procured
Review forms
Discuss
procurement
at hand
1. Identify items for Community Direct
Contracting from approved CPP
1 cd
Prepare items for
procurement
Review items
to be procured
2. Prepare Requests for Quotation
3. Conduct of Procurement Preparation
1 cd
1cd
Prepare documents
Discuss
procurement at
hand;
Prepare minutes
Review forms
Discuss
procurement at
hand;
Sign RFQ for
posting
Meeting
4. Posting of Request for Quotation
5. Issuance of Request for Quotation
Once for a
minimum of 3
cd
2cd
6. Submission and Receipt of Quotations
3cd
7. Opening and Evaluation of Quotations
1cd
39 | C o m m u n i t y
Based Procurement
TWG
Discuss
procurement
at hand
ACT
CEF calls for the
meeting;
TF provides
technical
assistance and
acts as resource
person
Posts NRQ
Prepares
quotation and
submits the
same to the
BAC
Issues quotation
forms
Receives the sealed
quotations on or
before the deadline
Receives all
quotation; Prepares
minutes of
evaluation of
quotation;
Prepares Abstract
of Quotation
Manual: Book
CEF to accompany
PT members
Invites TWG
and AIT Head
to assist in
quotation
evaluation
Opens
quotations and
checks
responsivenes
s of quotation
2 (March 2017 3
r d
Assists the
BAC in the
evaluation of
quotations
Edition)
TF provide
technical
assistance
RPMO/NPMO/AD
B/WB
Procedures
Time Frame
8. Prior Review of Contract
Supplier
PT
BAC
C/BSPMC
Not more
than 30 days
9. Contract Award
1cd
10. Contract Implementation
As specified
in the PO
TWG
ACT
C/BSPMC
Chair
Requests for
Clearance to
Award
Signs the PO
Delivers goods
as provided in
contract
Prepares the PO
and delivers the
same to the
supplier;
RPMO/NPMO/AD
B/WB
Reviews contract
documents and
issues NOL
Signs the PO;
Signs/
approves the
PO
Provides LGU, COA
and RPMO with
copies of PO and
supporting
documents
Compiles copies of
all documents for
consolidation with
other project related
documents
MIT and TWG
inspects and
receives
goods; Signs
PO and
delivery
receipt
Table 4. Matrix of Procedures for Community Direct Contracting for Works with Functions of Various Procurement Personnel
Procedures
Time Frame
Supplier
PT
BAC
C/BSPMC
1. Identify items for Community Direct
Contracting from approved CPP
1 cd
Prepare items for
procurement
Review items
to be procured
Review items
to be
procured
2. Prepare Requests for Quotation
1 cd
Prepare documents
Review forms
Review forms
3. Conduct of Procurement
1cd
Discuss
procurement at
hand;
Prepare minutes
Discuss
procurement at
hand;
Discuss
procurement
at hand
Preparation Meeting
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2 (March 2017 3
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Discuss
procurement
at hand
ACT
CEF calls for the
meeting;
TF provides
technical
assistance and
Sign RFQ for
posting
40 | C o m m u n i t y
TWG
Edition)
RPMO/NPMO/AD
B/WB
Procedures
Time Frame
Supplier
PT
BAC
C/BSPMC
TWG
ACT
RPMO/NPMO/AD
B/WB
acts as resource
person
4. Posting of Request for Quotation
5. Issuance of Request for Quotation
Once for a minimum
of 3 c d
1cd
6. Submission and Receipt of Quotations
Within 5 days after
issuance of RFQ
7. Opening and Evaluation of Quotations
1cd
Posts RFQ
Attends the
site inspection
as may be
applicable
Issues RFQ to
prospective
contractor/s
Prepares
quotation and
submits the
same to the
BAC
Receives the sealed
quotations on or
before the deadline
Receives all
quotation;
Prepares minutes of
evaluation of
quotation;
Prepares Abstract
of Quotation
8. Prior Review of Contract/ NOL
issuance
9. Contract Award
Issues a
Certificate of
Site
Inspection as
may be
applicable
Invites TWG
and PIT Head
to assist in the
evaluation of
quotations;
Signs the
contract and
posts required
performance
security
Assists the
BAC in the
evaluation of
quotations
C/BSPMC
Chair
requests for
Clearance to
Award
Signs the PO
Prepares the
Contract and
delivers the same to
the contractor;
Provides LGU, COA
and RPMO with
copies of PO and
supporting
documents
41 | C o m m u n i t y
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Manual: Book
TF provides
technical
assistance
Opens and
evaluates
quotations
Procurement action
not more than 5
days upon receipt of
NOL Documents
1cd
CEF to accompany
PT members
2 (March 2017 3
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Edition)
Reviews contract
documents and
issues NOL
Procedures
10. Contract Implementation
42 | C o m m u n i t y
Time Frame
As specified in the
contract
Based Procurement
Supplier
PT
Mobilizes and
starts work as
provided in the
contract;
May request
for advance
payment
Compiles copies of
all documents for
consolidation with
other project related
documents
Manual: Book
BAC
2 (March 2017 3
C/BSPMC
PIT, MIT and
TWG
inspects and
monitors
status of
accomplishm
ent
r d
Edition)
TWG
ACT
RPMO/NPMO/AD
B/WB
CHAPTER THREE: COMMUNITY
REPEAT ORDER FOR GOODS
3.1.
3.2.
3.3.
3.4.
3.5.
Definition of Community Repeat Order for Goods
Identification of Items for Community Repeat Order
Conduct of Procurement Preparation Meeting
Conduct of Canvassing of Prevailing Market Price
Contract Approval, Signing and Implementation
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3.1. Definition of Community Repeat Order for Goods
Community Repeat Order is a method of procurement applicable for goods contracts only. A
contract package is negotiated directly with a supplier with previously awarded contract with the
BSPMC.
Repeat Order may be resorted only in cases where the direct negotiation to an existing supplier is
more beneficial to the community, instead of subjecting it to another procurement proceeding. Repeat
Order is possible if all of the following conditions are satisfied:
i.
The original contract must have been procured through community bidding, shopping or
direct contracting;
ii. Unit prices of the repeat order must be the same as or lower than those in the original
contract, provided that such prices are still the most advantageous to the community after
price verification;
iii. A Purchase Order can only be used once for Repeat Order. Quantity of the procurable
items shall not exceed twenty five percent (25%) of the quantity in the original contract.
In order not to exceed the 25% threshold, the goods under the original contract must be:
a. quantifiable
b. divisible; and
c. consisting of at least 4 units per item
iv. The repeat order shall be availed only within six (6) months from the receipt of the original
PO to the issuance of Purchase Order for the Repeat Order;
v. It shall not result in splitting of contracts, requisitions or purchase orders.
3.2. Identification of Items for Community Repeat Order
The Project Implementation Team (PIT) shall request to the BSPMC Chairperson for the
procurement of additional goods through the community repeat order method. The approval of the
BSPMC is subject to the abovementioned conditions. Upon approval, the PT shall make the
necessary revisions in the CPP and ensure to attach the required justification for the use of repeat
order. The PT then forwards the updated CPP to the BAC Chairperson and to the C/BSPMC
Chairperson for review and approval.
3.3. Conduct of Procurement Preparation Meeting
The BAC Chairperson shall call for a procurement preparation meeting to discuss the aspects of the
procurement at hand, among others the:
i. The review of the technical specifications;
ii. Confirmation from the PIT of the necessity and quantity of the additional requirements;
iii. Confirmation that the price and the terms of the original contract is most advantageous
to the community;
iv. Existence of all the conditions required for procurement through community repeat order.
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3.4. Conduct of Canvassing of Prevailing Market Price
The BAC, through the Procurement Team, shall conduct a canvassing of the prevailing market
price of the procurable goods. It will be compared with the price of the goods from the original
contract to confirm whether the price of the goods remain valid.
Upon confirmation that the conditions for the use of community repeat order are met, the BAC shall
issue an instruction to the Procurement Team to proceed with the preparation of the Supplemental
Contract or Purchase Order, using the Technical Specifications of the previous contract.
The PT must capture in the Record of the meeting the canvassing procedure conducted, and the
survey forms will form part of the documentation.
3.5. Contract Approval, Signing and Implementation
The BAC and the BSPMC shall proceed with contract preparation, approval, signing, and
implementation.
The Purchase Order of the repeat order must be properly labeled as “Purchase Order: Repeat Order
of PO No. _____” (Number of “mother” or previous PO).
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CHAPTER FOUR: SMALL VALUE
PROCUREMENT FOR GOODS
4.1.
4.2.
4.3.
4.4.
4.5.
Definition of Small Value Procurement (SVP)
Identification of Items for Small Value Procurement
Survey of Available Suppliers
Direct Purchase of Items
Inspection of Goods/Services
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4.1. Definition of Small Value Procurement (SVP)
The use of Small Value Procurement (SVP) is for contingency purposes only for small
items/package that has an EBP of P10,000.00 and below. SVP is not to be used as a regular
procurement method to circumvent other appropriate and competitive methods and it only be used
for the following:
a. Procure tools and initial materials during site preparation, staking and lay-out;
b. Procure needed materials identified during the implementation but not included in the original
CPP, that are essential to complete the subproject.
In the exigency of implementation, the BSPMC Executive Committee shall approve the use of SVP
for the package/items. The record of the BSPMC meeting shall be attached to the procurement
documents.
For emergency procurement, SVP is not included as procurement method.
4.2. Identification of Items for Small Value Procurement
The CPP shall be updated to include the additional items to be procured under SVP. In order to
facilitate the procurement of these small items, the CPP may simply include general descriptions of
small value procurement such as perishable or non-perishable goods for office supplies, various
hand tools, hardware materials etc. The list of items to be procured using SVP is to be forwarded to
the BSPMC Chairperson for review and validation.
All items to be procured through SVP shall be supported by an itemized list with the quantity, unit
price and cost estimate of these items and shall be submitted to the BAC for approval before it is
included in the CPP found in Book One (CBPM A-3).
4.3. Survey of Available Suppliers
Upon approval by the C/BSPMC of the items to be procured, the PT shall proceed to the local market
or stores to conduct an informal survey of vendors/suppliers providing the most advantageous prices
using CBPM Form D-2.
4.4. Direct Purchase of Items
For the procurement of perishable items within the amount allowed by the community finance
manual on direct purchase, the PT shall procure the items directly from the vendors/suppliers
offering the most advantageous price based on the survey conducted; otherwise, prepare a
Purchase Order. They shall request for an official receipt or in its absence, shall provide a list of
items procured duly signed by the vendor/supplier. In cases of non-registered suppliers, payment
shall be made in accordance to the provision of the Community Finance Manual.
4.5. Inspection of Goods/Services
The PT shall present the procured items to the MIT and the Barangay Treasurer for inspection
against the receipt or signed form. If they find all items in order, they have to accept the Official
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Receipt/Acknowledgment Receipt and stamp it “inspected” and sign the receipt. Otherwise, they
shall prepare a report to the C/BSPMC Chairperson.
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CHAPTER FIVE: PAKYAW
CONTRACTS
5.1. Definition of Pakyaw Contract
5.2. Identification of Items Covered by Pakyaw Contracts
5.3. Pakyaw Contracts Negotiations
5.4. Contract Award
5.5. Contract Implementation
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5.1. Pakyaw Contract for Works
Pakyaw Contract refers to a system of directly hiring or contracting a group of skilled or unskilled
workers within the community or its nearby communities to perform specific work incidental to the
implementation of the project. Locally produced materials, fabricated or assembled materials and
indigenous materials may be furnished by the community and will form part of the Pakyaw Contract.
It is a modality of Community Force Account (CFA) where the partial or full implementation of a
community infrastructure project or items of works is carried out by the community.
Pakyaw contracts are used to complete items of work defined by a specific quantity or output (e.g.
5.5 cu.m. Structural Excavation, 2.40 cu.m. Stone Masonry, 10.0 Sq.m Painting, others). Where
available, the community through the C/BSPMC may also supply needed equipment to complete the
work. This may be done by organizing and hiring its members from the Barangay Assembly to supply
labor under “pakyaw” contracts; provision of construction and other needed materials; leasing of
construction equipment, or labor only; or any of these combinations.
Payment will be based on the scope of works quantity output as described in the Pakyaw contract
and reflected in the statement of works accomplishment. Particular scope of works, quantities,
schedule and corresponding costs will be prepared and attached to the Pakyaw Agreement. For the
specific works output, a lump-sum payment may be made based on a statement of work
accomplished either through the group leader or directly to the pakyaw workers and disbursed using
a payroll system through the C/BSPMC/Barangay Treasurer. A list or payroll that reflects the cost
due to every member of the Pakyaw should be provided as an attachment to the disbursement
voucher. The payroll shall then be concurred by the members to indicate acknowledgement of the
payment expected. The method for payment of community-based labor under the pakyaw contract
must be discussed and agreed upon during the Barangay Assembly.
Pakyaw contracts may be justified where:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
There is sufficient labor in the community or its nearby communities to undertake the items
of work;
Quantities of work involved cannot be defined in advance;
Works are small and scattered or in remote locations for which qualified construction firms
are unlikely to bid at reasonable prices;
Work is required to be carried out without disrupting ongoing operations;
Risks of unavoidable work interruption are better borne by the community than by a
contractor; or
There are emergencies needing prompt attention.
When local expertise is required for the scope of works which include supply, fabrication
with installation of pump assemblies, billboards and any customized materials incidental to
the completion of the subproject;
Indigenous materials are available and can be supplied by the community pakyaw groups .
There are two cases where community based labor may be provided to complete projects:
Case 1: Where labor supply forms part of the share of community counterpart as in-kind
contribution. In this case, the C/BSPMC through the PIT will manage and supervise
community workers participating in the implementation of the community project and will pay
the workers in accordance with the agreed rate for skilled and unskilled labor using
community funds. The actual cash to be paid and the equity (“bayanihan”) monetized cost
will be indicated in the Community Employment Record (CER). During implementation,
should the community opt to implement the works through Pakyaw, the cost will be computed
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based on the cash for the labor component in the POW. The in-kind (bayanihan) community
counterpart is still be monitored and reported.
Case 2: Interested laborers form themselves into groups and provide their services through the
pakyaw method of procurement. The use of such method should be reflected in the CPP.
The community through the C/BSPMC with technical assistance from the engineers shall discuss the
scope of works, number of contracts and number and size of groups that need to be organized to
complete the work to be done through the Pakyaw contracting system.
Pakyaw labor shall be drawn from the community, or from Pakyaw labor groups belonging to various
barangays contiguous to the project site. As a priority, un-skilled, semiskilled and skilled workers
should be drawn from the community where the project is located.
The C/BSPMC with the CEF shall ensure that all members of the community including women who
are interested to join Pakyaw groups formed for the subproject are known to be members of the
concerned community where the subproject is located or from the adjacent barangays. Women must
be given equal opportunity to participate in performing the works. The CEF and BSPMC should
ensure that men and women who can perform certain tasks under the Pakyaw work contract
will be paid with equal rate. During the community or Barangay Assembly, the engineer should
present and discuss works that can be performed by women. Corresponding technical assistance or
capacity building shall be provided depending on the nature and type of works. Appropriate
safeguards must be considered in involving women in construction activities i.e. culture,
exposure to risks and others.
Project Supervisor (PS)1 may either be a C/BSPMC representative, a Technical Facilitator, a
Municipal Engineer/MCT TF, a member of the PIT or a person specifically hired for the project who
shall assist in supervising the organization of Pakyaw Groups and in the preparation of Pakyaw
contracts. The PS shall be actively involved in the selection of the members who will constitute the
Pakyaw Groups. For purposes of transparency, the BSPMC shall report to the Barangay Assembly
about the organization of pakyaw groups and its members.
The Pakyaw workers will be formed into groups based on their expertise and items of work to be
implemented. The PS shall determine the number of members for each group based on the
requirements needed for each specific work item. A Pakyaw group may consist of at least three (3)
persons. The PS shall oversee the Pakyaw groups, to ensure compliance with design standards and
technical specifications.
The BAC may directly award the Pakyaw Contract to the organized group based on their experience
similar to the scope of works under consideration.
A Group Leader shall be elected from among the members of the group who shall be the signatory
to the Pakyaw Contract and any other documents pertaining to the work on behalf of the Pakyaw
Group. He will assist the Project Supervisor in setting out the task and assuring that the work is
undertaken as directed. He may be replaced at any time by the group through an election for that
purpose, after due notice to the PS, CEF and the C/BSPMC Chairperson. Any such replacement
shall not invalidate any previous documents entered into for the Pakyaw Contract.
In cases where the C/BSPMC shall supply construction materials, hand tools and equipment, the PS
shall be responsible for safekeeping and maintaining these items and for ensuring that these are in
good working order.
The Project Supervisor shall be a hired foreman with knowledge and experience on construction or the TF and ME may
act as PS.
1
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Organized Pakyaw groups from other communities of the municipality with the experience of carrying
out similar types of works may be allowed to participate in the Pakyaw contracts.
Where there are more than one organized pakyaw groups within the community and the items of
work will require only one pakyaw group, the pakyaw groups shall submit quotations for the work
based on the procedures used for community shopping2. The BAC shall evaluate the quotations of
each pakyaw group in terms of meeting the technical specifications and quoted price. Award shall
be made to the pakyaw group with the most responsive quotation.
In no case shall Pakyaw Groups be regular, licensed contractors, or groups organized by
and/or under the management of a regular or licensed contractor.
The award of Pakyaw Contracts by either Direct Contracting or Shopping must be made through a
BAC resolution and records of meeting clearly reflecting the Pakyaw Contracts and groups.
5.2. Identification of Items Covered by Pakyaw Contracts
Work items undertaken by pakyaw contracts shall be included in the approved Community
Procurement Plan (CPP). If in earlier planning, Pakyaw contracting was not considered but was
chosen by the C/BSPMC as a more practical or responsive approach to the implementation objective,
the CPP should be updated. The PT shall identify these work items and shall submit the same to the
C/BSPMC Chairperson and the BAC for review and validation with the assistance of the TWG.
5.3. Pakyaw Contracts Negotiations
The BAC Chairperson shall call for a meeting to discuss with the organized Pakyaw groups their
respective scope of work and outputs based on the technical specifications. The PIT, PS, MIT, group
leaders of Pakyaw groups with the assistance of the TF and the Municipal Engineer shall discuss the
work requirements, work to be assigned to each Pakyaw group, timetable for implementation,
schedule for completion, cost of each Pakyaw contract and payment arrangements. The PT will
prepare the record of this meeting and shall keep a copy with all of the documents at the BSPMC
Office.
5.4. Contract Award
The PT shall prepare three (3) copies of the Pakyaw contract (CBPM Form E-1) that shall include
the breakdown of tools and equipment to be provided by the C/BSPMC and shall submit the same
to the C/BSPMC Chairperson for signature. The PT shall deliver the contract to the Pakyaw Group
Leader who shall sign the contract and returns two (2) copies to the PT. The PT shall submit copies
of the procurement related documents to the ACT office and file the other copy for records purposes.
5.5. Contract Implementation
The Pakyaw Group mobilizes and starts work within three (3) days from contract signing. The PIT
and the MIT shall regularly monitor the execution of the contract. The ME or the TF, shall conduct
regular inspection of the sub-project to ensure that the works are in accordance with the standard
and to provide appropriate technical assistance to the community. Engineers from the RPMO or
SRPMT shall conduct periodic or random inspection to validate implementation compliance.
2
The evaluation procedures for shopping shall be used in the case of at least three Pakyaw Groups
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Payment procedures for Pakyaw Contracts shall be followed as defined in the Community-Based
Finance Manual (CBFM)
Table 5 provides a summary of all procedures for the pakyaw contracts and explains the functions
of different personnel involved.
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Table 5. Matrix of Procedures for Pakyaw Contracts for Works with Functions of Various Procurement Personnel
Procedures
1. Organization of Pakyaw Groups
Time Frame
PAKYAW GROUP
2. Identify items covered by Pakyaw Contract
in the approved CPP
3.Conduct of Negotiations on Pakyaw
1 cd
1 cd
Attend meeting
4.Contract Award
1cd
Group Leader signs the
contract
Mobilizes and starts work
as provided in the
contract.
5. Contract Implementation
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PT
BAC
Identify items of
work for Pakyaw
Prepare minutes
Review items
Call for
meeting to
discuss scope
of work and
technical
specifications
Prepare contract
CEF/PIT/MIT
CEF to enlist
available labor in
the community.
Review forms
Discuss work
requirements and
assignments,
timetables,
contract cost, and
payment
arrangements.
TF/ME
Assist the
PT
Discuss the
technical
aspect of the
sub-project.
Signs the contract
Compiles copies of
all documents for
consolidation with
other project
related documents
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C/BSPMC
C/BSPMC to hire/
appoint PS;
PS to assist organize
community labor into
Pakyaw groups.
Review items
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PIT, MIT to inspect
and regularly
monitor works
execution.
Edition)
Conducts
regular
inspection
PERIOD OF ACTION ON
PROCUREMENT ACTIVITIES
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COMMUNITY SHOPPING
DURATION (IN CALENDAR DAYS)
ACTIVITIES
GOODS
DEADLINE
WORKS
MIN
MAX
MIN
MAX
1
1
1
1
1
1
1
1
Posting of Request for
Quotation, if needed (Not
Mandatory)
For Goods:
Once for a minimum period of
3 cd
For Works:
Once for a minimum period of
5 cd
1
3
1
3
Issuance of Request for
Quotation
From the 1st day of posting up
to the day before the deadline
of submission of RFQ
3
5
5
7
Contractors’ Conference
for P1M and less than
P2M contracts
Conducted at least 3 days
prior to deadline of
submission of quotation
1
1
1
1
Preparation of Request
for Quotation
Can be done during the
Procurement Preparation
Meeting
Conduct of Procurement
Preparation Meeting
Site Visit or Inspection
(any day prior to deadline
of submission of
quotation)
Submission and Opening
of Quotations
Evaluation of Quotations
For Goods:
Day 4 from the 1st day of
posting or as stated in the
RFQ
1
1
1
1
1
1
1
2
1
3
For Works:
Day 6 from the 1st day of
posting or as stated in the
RFQ
Can be done same day with
the Opening of Quotations
Post-qualification
Prior Review of Contract
(No Objection Letter
Request) at ACT
Prior Review of Contract
(No Objection Letter
Request) at RPMO
Sub-Total
1
5
1
5
1
5
1
5
10
22
15
30
3
7
3
5
Issuance of Notice of
Award
PO/Contract Preparation
and Signing
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DURATION (IN CALENDAR DAYS)
ACTIVITIES
GOODS
DEADLINE
WORKS
MIN
MAX
MIN
MAX
Issuance of PO or Notice
to Proceed
1
1
1
2
TOTAL
13
28
22
44
COMMUNITY DIRECT CONTRACTING
DURATION (in calendar days)
Activities
Deadline
GOODS
WORKS
Min
Max
Min
Max
Preparation of Request for
Quotation
1
1
1
1
Conduct of Procurement
Preparation Meeting
1
1
1
1
Issuance of Request for
Quotation
1
3
1
3
1
1
Contractors’ Conference and
Site Visit/Inspection
Submission and Opening of
Request for Quotation
Evaluation of Quotations
Minimum: A day
after the issuance
of Request for
Quotation
Can be done
immediately after
the Opening of
quotation
Prior Review of Contract (No
Objection Letter Request ) at
ACT
Prior Review of Contract (No
Objection Letter Request) at
RPMO
Prior Review of Contract (No
Objection Letter Request) at
NPMO
Sub-Total
1
1
1
3
1
1
1
1
1
5
1
5
1
5
1
5
1
5
1
5
8
22
9
25
3
7
Issuance of Notice of Award
PO/Contract Preparation and
Signing
2
2
3
5
Issuance of PO or Notice to
Proceed
1
1
1
2
11
15
16
39
TOTAL
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ANNEX B: COMMUNITY SHOPPING
AND DIRECT CONTRACTING
FORMS FOR GOODS AND WORKS
Notice of Procurement Preparation Meeting (Form B-1)
Record of Procurement Preparation Meeting (Form B-2)
Notice of Contractor’s Conference–Works (Form B-3)
Record of Contractor’s Conference – Works (Form B-4)
Request for Quotation for Goods (Form B-5)
Request for Quotation for Works (Form B-6)
Acknowledgement Receipt (Form B-7)
Abstract of Quotation for Goods (Form B-8)
Abstract of Quotation for Works (Form B-9)
Record of Opening of Quotation (Form B-10)
Purchase Order for Goods (Form B-11)
Contract Agreement for Works (Form B-12)
Request for Quotation for Lease of Equipment (Equipment
Rental) (Form B-13)
Purchase Order for Lease of Equipment (Form B-14)
Notice of Award (Form B-15)
Notice to Proceed (Form B-16)
No Objection Letter (NOL) Review Report (Form B-17)
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CBPM Form B-1
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
NOTICE OF PROCUREMENT PREPARATION MEETING
(Date of Issuance)
(Name of the Addressee)
(Address of the Addressee)
Dear Sir / Madame:
Notice is hereby given to all participants that the procurement preparation meeting for (insert
name of Sub-project), has been set on (insert date and time of the conference) at the (insert
venue of the conference).
For the information and guidance of all concerned.
Very truly yours,
(SIGNATURE OVER PRINTED NAME)
Chairman, Bids and Awards Committee (BAC)
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CBPM Form B-2
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
RECORD OF PROCUREMENT PREPARATION MEETING
(Community Shopping for Goods/Works)
Present were:
________________________
________________________
________________________
________________________
__________________________
__________________________
__________________________
__________________________
The procurement preparation meeting for (insert name of the contract), held at (insert venue
of the conference), was called to order at (insert time of the start of the conference) on (insert
date of the conference), and was presided by the (insert name of BAC Chairman/Vice
Chairman).
1.
▪
▪
▪
▪
▪
▪
▪
▪
▪
▪
▪
Agenda:
Discuss the overview of the Sub-project, its technical specifications/program of
works;
Discuss scope of works of the Approved Variation Order; if applicable
Review of the approved CPP; Reflect revisions made; if applicable
Report the status of previously procured packages; if applicable
Roles and functions of each Community Volunteers in the conduct of each
Procurement activity
Discuss the evaluation procedures and evaluation criteria;
Identify possible causes of failure of bidding and devise mitigating measures to
prevent them.
Review of the list of Possible Suppliers and Contractors for the Package.
Decide on the schedule of each Procurement activity
Preparation of the procurement documents
Review and signing of RFQ documents
2.
Others:
▪ Discuss other requirements in the Request for Quotation (RFQ);
▪ Possible replies to the bidders’ queries about the requirements;
▪ ACT/MCT coaching and mentoring sessions for Community Volunteers (as
needed)
▪ Discussion on other matters relevant to actual procurement.
There having no other remaining topics for discussion, the pre-procurement conference
adjourned at (insert time of the adjournment).
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Prepared by:
Approved by:
(SIGNATURE OVER PRINTED NAME)
Procurement Team Head/Member
(SIGNATURE OVER PRINTED NAME)
BAC Chairman
Noted by:
(SIGNATURE OVER PRINTED NAME)
BSPMC Chairperson
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CBPM Form B-3
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
NOTICE OF CONTRACTORS’ CONFERENCE
(Community Shopping for Works Contracts)
(Date of Issuance)
(Name of the Addressee)
(Address of the Addressee)
Dear Sir / Madame:
Notice is hereby given to all licensed Contractors that the contractors’ conference for (insert
name of the contract), has been set on (insert date and time of the conference) at the (insert
venue of the conference).
For the information and guidance of all concerned.
Very truly yours,
(SIGNATURE OVER PRINTED NAME)
BAC Chairman
Received by the Contractor:
(SIGNATURE OVER PRINTED NAME)
Designation: ___________________________
Date Received:___________________
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CBPM Form B-4
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
RECORD OF CONTRACTORS’ CONFERENCE
(For Community Shopping for Works)
Present were:
________________________
________________________
________________________
__________________________
__________________________
__________________________
The Contractors’ conference for (insert name of the contract), held at (insert venue of the
conference), was called to order at (insert time of the start of the conference) on (insert date
of the conference), and was presided by the (insert name of BAC Chairman / Vice Chairman).
1. Agenda:




Presentation on the technical and financial components of the RFQ, including
the explanation of the different documents to be submitted by each contractor;
Discussion on the requirements in the Request for Quotation (RFQ) and its
conditions of contract, the replies to the contractors’ queries about the
requirements, specifications and other conditions of the Sub-project, the
evaluation of quotations of contractors and post-qualification evaluation of the
lowest calculated quotation;
Reminders on the warranty requirement of the Sub-project;
Etc.
2. Noted comments/reaction from the BAC representatives and contractors.
There having no other remaining topics for discussion, the Contractors’ conference adjourned
at (insert time of the adjournment).
Prepared by:
Approved by:
(SIGNATURE OVER PRINTED NAME)
Procurement Team Member
(SIGNATURE OVER PRINTED NAME)
BAC Chairman
Noted by:
(SIGNATURE OVER PRINTED NAME)
BSPMC Chairperson
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CBPM Form B-5
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
REQUEST FOR QUOTATION FOR GOODS
(For Posting and/or Personal Serving)
Date: _____________
To: (Registered Business Name of the Supplier)
Address: _________________________________________
May we request you to indicate your prices for the items listed below. Please return this form
to the canvasser in sealed envelope or submit it to the Barangay Sub-Project Management
Committee (C/BSPMC) at the Barangay Hall on (insert date and time of deadline for
submission)
Name of Sub-project : __________________________________________________
Location : __________________________________________________
Contract Package No. : _____________________________________
Delivery Period (in Calendar Days):______________________________
Total Delivery Period: (for staggered delivery only)
Estimated Budget for the Package:______________________________
Item
No.
Description/Specs of Items
Qty
Unit
10
bags
10
bags
Unit Cost
Total Item
Cost
(In Case of Staggered Delivery:
Items must be grouped per delivery period and
each schedule shall include notation such as but
not limited to the sample below.)
1
2
Portland Cement
“First Delivery Period: To be delivered
within 15 CD from the Acceptance of PO”
Portland Cement
Second Delivery Period: To be delivered
within 10 CD from deadline of 1st delivery
(For 2 or more pages please indicate page
number; for example:
-------Page 1 of 4----- )
(Sub-TOTAL in cases of 2 or more pages)
------ Nothing Follows ------(after the last item)
P
TOTAL QUOTATION P
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Item
No.
Description/Specs of Items
Qty
Unit
Unit Cost
Total Item
Cost
Amount in Words:
Note:
1. Only those suppliers of good standing are qualified to join. Supplier of good standing
is one who is known in the community to be in the business of providing the goods or
executing the works to be procured; duly registered with the DTI, SEC or CDA, PCAB
(Works only) and has valid business/mayor’s permit/municipal license from the
supplier’s principal place of business. No outstanding record of blacklisting by any
government agency or local government unit and with relevant experience in
completing a single contract of at least 50% of bid amount. In case of previous or
existing suppliers to KC-NCDDP sub-projects, they should have satisfactory
performance or completed all contracts awarded A copy of a valid DTI Certificate of
Business Name Registration and Mayor’s/Business Permit shall be submitted
by the winning supplier prior to signing of Purchase Order (PO).
2. Quotation must be valid and fixed for 30 calendar days.
3. Prices quoted must include taxes and other incidental expenses.
4. Supplier is: (To be accomplished by the supplier).
Non-VAT
VAT Registered
VAT Exempt
5. Cost of delivery: (The BAC/PT shall check one.)
to include (delivered on designated location)
not to include (for Pick-up)
6. Award shall be made: (The BAC/PT shall check one.)
on per item basis
on per package basis
7.
A Suppliers’ conference shall be held at the (venue as determined by the BAC) on
(insert date and time) (if applicable)
8.
Mode of Payment: By Crossed Check
9. The Estimated Budget for the Package (EBP) is the budget allocated for the package
as indicated in the Community Procurement Plan. However, EBP is not the price ceiling
of proposals. Those bidders whose bids/quotations that exceeded the budget are not
disqualified for the evaluation. If found to be responsive to the procurement
requirements and fund is available to cover the additional cost, contract award can be
made.
9.
A supplier who withdraws his quotation during the validity period and/or refuses to
accept the award of contract without a valid reason will be disqualified for at least
1-year or a period to be determined and agreed by the Barangay Assembly, from
participating in any KC-NCDDP funded community projects.
10. A Notarized Statement that “none of the officers / directors / controlling stockholders /
members /owners of the firm are related by consanguinity or affinity up to the 1st civil
degree to the BSPMC Chairperson or employees of KC-NCDDP Regional Program
Management Office (RPMO) or National Program Management Office (NPMO) who
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have direct access to information that may substantially affect the result of the
bidding, such as, but not limited to the members of the Bids and Awards Committee
(BAC), the members of the Technical Working Group (TWG), the Procurement Team
(PT), and the designer/s of the Sub-project” MUST be submitted by the winning
supplier prior to signing of contract/PO. Thus, a supplier affected by this
condition/requirement is not allowed to submit quotation for this package.
11. Only those price quotation/s written in Ball Pen will be accepted as Financial
Proposal/Price Schedule/Quotation.
(SIGNATURE OVER PRINTED NAME)
Chairperson, C/BSPMC
After having carefully read and accepted your General Conditions, I/We quote you on the
item/s at prices written above.
Canvass Submitted by:
(SIGNATURE OVER PRINTED NAME)
Registered Owner
Registered Business Name:________________________
Date of quotation of the Supplier:__________
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CBPM Form B-6
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
REQUEST FOR QUOTATION FOR WORKS
(For Posting and/or Personal Serving)
Date: _____________
To: (Registered Business Name of the Contractor)
Address: ________________________________
Our community has received a grant from the Department of Social Welfare and Development ’s
KALAHI CIDSS - NCDD Program. The Barangay Sub-Project Management Committee (C/BSPMC)
invites you to submit a quotation to construct and complete, on behalf of the community and according
to the conditions of this Invitation, the whole of the work items for said project broken down as follows:
Name of Sub-project: ________________________________________________u__
Location
:
__________________________________________________
Contract Package No.: ______________________________________
Contract Duration: __________________________________________________
Estimated Budget for the Package (EBP): _______________________
Work
Item No.
Scope of Works
Qty
Unit
Unit
Cost
(For 2 or more pages please indicate
page number; Example:
-------Page 1 of 4-----)
Sub-TOTAL
(In cases of 2 or more pages)
------ Nothing Follows ------(after the last Item of Works)
Total Item
Cost
P
TOTAL QUOTATION
P
Amount in Words:
Only those Contractors of good standing are qualified to join. Contractors of good standing should be
in the business of providing construction services and duly registered with the DTI, SEC or CDA, PCAB
and has valid mayor’s permit/municipal license from the supplier’s principal place of business.
Government officials who are directly involved as Technical Working Group (TWG) in the procurement
and in the sub-project proposal preparation (TAF Service Provider/s or Technical Person/s who
prepared the POW), BSPMC Chairperson, Bids and Awards Committee (BAC), Procurement Team
(PT) and employees/staff of KC-NCDDP Regional Program Management Office (RPMO) or National
Program Management Office (NPMO) who have direct access to information that may substantially
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affect the result of the bidding and their relatives up to the 1st degree of consanguinity or affinity are
disqualified from participating as “suppliers/contractors/service providers” for any procurement relative
to the subproject.
To assist you in the preparation of your price quotation, we enclose the necessary drawings and
specifications.
Please submit your quotation in a sealed envelope addressed to the undersigned at the following
address:
The Barangay Sub-Project Management Committee
Attention: Bids and Awards Committee
Barangay Hall, Barangay ______________________
Municipality of _________________, Province of ________________
Your quotation shall be valid for a period of forty five (45) days from the date of submission of the
quotation to the receipt of Notice to award.
Price quoted must include taxes and other incidental expenses. It is understood that the contractor shall
complete all works enumerated at the total quoted price. Minor works not listed therein but are
necessary to execute the work items are deemed part of these work items. Likewise, the contractor
agrees to utilize local labor in case the contract is awarded to the firm.
If the contract is awarded, the Contracted Unit Prices are fixed up to completion of the works.
A Pre-bid conference shall be held at the (venue as determined by the BAC) on (insert date and time).
Your quotation should be received by the C/BSPMC on or before __(date and time) . The Quotations
shall be opened in public in your or your representative’s presence if y ou choose to attend, on (same
date as deadline for bid submission) at (time) (same time as the deadline for bid submission) at the
given address.
The Estimated Budget for the Package (EBP) is the budget allocated for the package as indicated in
the Community Procurement Plan. However, EBP is not the price ceiling of proposals. Those bidders
whose bids/quotations that exceeded the budget are not disqualified for the evaluation. If found to be
responsive to the procurement requirements and fund is available to cover the additional cost, contract
award can be made.
Attached for your information and guidance is the Draft Contract with its Terms and Conditions.
A Contractor who withdraws his quotation during the validity period and/or refuses to accept the
award of contract without a valid reason will be disqualified for at least 1-year or a period to be
determined and agreed by the Barangay Assembly, from participating in any KC-NCDDP funded
community projects.
Please attach to your quotation the requirements provided in the Instructions to Contractors containing
the following:
I.
II.
III.
Technical Documents;
Legal Documents; and,
Financial Documents
Very truly yours,
(SIGNATURE OVER PRINTED NAME)
Chairperson, C/BSPMC
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Note:
•
For suppliers/contractors/service providers: please use ball pen in filling up this form, otherwise, it will
nullify this RFQ if used as a Financial Proposal Sheet/Bill of Quantities/Price Schedule
Quotation Submitted by:
______________________
Registered Business Name
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(SIGNATURE OVER PRINTED NAME )
Registered Owner
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Date of Quotation
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CBPM Form B-7
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
Contract Package No.: ____
Name of the Sub-project: __________________________________________
ACKNOWLEDGEMENT RECEIPT FOR PERSONAL
SERVING OF REQUEST FOR QUOTATION (RFQ)
This is to acknowledge receipt of the Request for Quotation served by ______________,
______________, _________________Procurement Team members of
C/BSPMC __________________________________ (Name of Barangay /Municipality).
_________________________________________________________________________
(SIGNATURE OVER PRINTED NAME OF REGISTERED OWNER OR AUTHORIZED REPRESENTATIVE)
____________________________________________
DESIGNATION
__________________________________________
(REGISTERED BUSINESS NAME OF THE CONTRACTOR/SUPPLIER)
Date Served/Received: _________________
Note:
1. Every Contractor/Supplier shall have a separate AR in either half or whole bond paper.
2. Only those PT members who actually served the quotation/s will be reflected in the
“served by” portion.
3. Please use ball pen in filling-up this form, otherwise it will not be honored.
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CBPM Form B-8
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
ABSTRACT OF QUOTATION FOR GOODS
(Select one, delete the other: Community Shopping or Direct Contracting)
Item
No.
Description/
Specifications
Qty.
Unit of
Measurement
Name of Supplier
Unit Price
Total
Name of Supplier
Unit Price
Total
Name of Supplier
Unit Price
Total
1.
2.
3
4.
5.
6.
7.
Sub-Total
(for 2 or more pages)
--Page 1 of (total no. pages)-(for 2 or more pages)
---Nothing follows--(after the last Item)
TOTAL
Encircled is/are the price/s evaluated to be the lowest calculated and responsive quotation/s. Award is hereby recommended to
this/these supplier/s.
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BIDS AND AWARDS COMMITTEE MEMBERS:
APPROVED BY:
(SIGNATURE OVER PRINTED NAME)
(SIGNATURE OVER PRINTED NAME)
Chairperson, C/BSPMC
(SIGNATURE OVER PRINTED NAME)
Date:________________________________
(SIGNATURE OVER PRINTED NAME)
BAC Chairman
Note:
1.
2.
3.
Only BAC members present during the opening and evaluation of quotation will sign this document.
Only the evaluated and responsive quotations are reflected in the Abstract of Quotation.
In case of two or more pages, BAC members and BSPMC Chairperson must initial/sign each of the pages of the Abstract of Quotations
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CBPM Form B-9
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
ABSTRACT OF QUOTATION FOR WORKS
(Select one; delete the other: Community Shopping/Direct Contracting)
Name of Sub-project:___________________________________________
Contract Package No.: _________________________________________
NAME OF CONTRACTOR
Quotation as
Read
Evaluated
Quotation
REMARKS
1.
2.
3.
4.
Based on the quotations opened on (Date of Opening). The quotation submitted by (registered
business name of the contractor) in the amount of __________________________________ (amount
in words) P ______ (in figures) was determined after evaluation to be the lowest calculated and
responsive quotation. Therefore, award of the contract is hereby recommended to the said contractor.
BIDS AND AWARDS COMMITTEE MEMBERS:
(SIGNATURE OVER PRINTED NAME)
(SIGNATURE OVER PRINTED NAME)
(SIGNATURE OVER PRINTED NAME)
BAC Chairperson
APPROVED BY:
(SIGNATURE OVER PRINTED NAME)
Chairperson, C/BSPMC
Date: __________
Note:
1. Only BAC members present during the opening and evaluation of quotation shall sign this document.
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CBPM Form B-10
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
RECORD OF OPENING OF QUOTATION
Present were:
________________________
________________________
________________________
__________________________
__________________________
__________________________
The opening quotation for (insert name of the contract), held at (insert venue of the opening of quotation),
was called to order at (insert time of the start) on (insert date), and was presided by the (insert name of
BAC Chairman / Vice Chairman).
1.
2.
3.
Business Matters:
Opening, Examination of Quotation and Determination of Responsiveness
Reading of Quotation and the Estimated Budget for the Package (EBP)
A. Contractors’ Quotations:
No.
1.
2.
3.
4
Contractor’s Name
Amount of Quotation as Read
B. Estimated Budget for the Package =_________
C. Noted comment/reaction from the BAC representatives/bidders:
There having no other bids to be read and clarification made, the meeting (bid opening) adjourned at
(insert time for adjournment).
Prepared by:
Approved by:
(SIGNATURE OVER PRINTED NAME)
Procurement Team Member
(SIGNATURE OVER PRINTED NAME)
BAC Chairman
Noted by:
(SIGNATURE OVER PRINTED NAME)
BSPMC Chairperson
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CBPM Form B-10a
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
CHECKLIST OF PASS/FAIL REQUIREMENTS FOR BAC
(for Community Shopping for Works Contracts)
Name of Sub- Project: _________________ Company Name of Bidder:_____________
PASS/
FAIL
REQUIREMENTS
Remarks
I. ELIGIBILITY DOCUMENTS
Legal
Valid license issued by the Philippine Contractors Accreditation Board
(PCAB)
 Department of Trade and Industry (DTI) Certificate of Business
Name Registration (Sole Proprietorship),
 SEC Registration Certificate (Corporation & Partnership), or
 CDA Registration (Cooperative)
Valid and current Business/Mayor’s permit/municipal license from the
bidders principal place of business
Technical
Statement of all completed government and private contracts similar to the
Contract to be bided; (CBPM Form C-2)
Statement of all ongoing government and private contracts, including
contracts awarded but not yet started (CBPM Form C-3)
Statement on the availability of Key Personnel pledged for the contract to
be bid
Statement on the availability of Equipment pledged for the contract to be
bid
Financial
Audited financial statements, stamped “received” by the BIR or its duly
accredited and authorized agents, for the immediately preceding calendar
year
Computation of Net Financial Contracting Capacity (NFCC) (CBPM Form
C-4)
II. TECHNICAL PROPOSAL
Authority of the Signatory:
 Board Resolution if the bidder is a corporation or a cooperative, or
 Partnership Resolution if the bidder is a Partnership)
Construction schedule (bar chart or PERT/CPM) and S-curve
Manpower schedule
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PASS/
FAIL
REQUIREMENTS
Remarks
Construction methods
Organizational chart for the contract to be bid
List of contractor’s key personnel pledged for the contract to be bid
(CBPM Form C-7)
Curriculum Vitae of Key Personnel (CBPM Form C-8)
List of Construction Equipment pledged for the contract to be bid, (CBPM
Form C-6)
Equipment utilization schedule
Certificate of Site Inspection signed by the C/BSPMC Chairperson
(CBPM Form C-1)
Construction safety and health program of the contractor
Omnibus Sworn Statement (Affidavit) (CBPM Form C-5);
III.FINANCIAL PROPOSAL
Financial Proposal Sheet (using the RFQ or a Bill of Quantities or
Summary of Quotation)
Detailed estimates including a summary sheet indicating the unit prices of
construction materials, labor rates and equipment rentals used, indicating
also the direct and indirect costs, in coming up with the bid; and
Cash flow by the quarter and payments schedule
IV.
OTHER DOCUMENTS
Instruction to Contractors for Community Shopping for Works
Bid Data Sheet for Community Shopping for Works
Note: The absence of any one of the documents shall render a bidder ineligible and disqualified to bid for the
particular procurement.
Prepared by:
Approved by:
SIGNATURE OVER PRINTED NAME
Procurement Team Member
SIGNATURE OVER PRINTED NAME
BAC Chairman
Concurred by the Technical Working Group (TWG) present during the Opening and Evaluation of
Bids:
SIGNATURE OVER PRINTED NAME
SIGNATURE OVER PRINTED NAME
SIGNATURE OVER PRINTED NAME
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CBPM Form B-11
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
PURCHASE ORDER FOR GOODS
(Community Shopping/Community Direct Contracting)
Name of Supplier: (Registered Business Name)
Address:__________________________________________
P.O. No: Based on number of POs issued
Date:_______________
In accordance with the quotation dated (date of quotation of the supplier), the Barangay Sub-Project
Management Committee (C/BSPMC) of Barangay _____________ requests you to supply and deliver
the items detailed below:
Item No.
1.
2.
Description / Specification
Quantity
Unit
Unit Price
Total Amount
Sub-Total
(for 2 or more pages)
--Page 1 of (total no. pages)--(for 2 or more pages)
---Nothing follows--(after the last Item)
TOTAL CONTRACT AMOUNT P
AMOUNT IN WORDS:
TERMS & CONDITIONS: Deliver to (insert specific place of delivery here) on or before (insert date of
delivery here). In case of delay in delivery, Liquidated Damages (LD) will be deducted to the final
payment. The basis of computation of LD is one percent (1%) of the cost of all the goods, scheduled for
delivery or to be performed, after the deadline until completion of the deliverables. Number of days shall
be based from the agreed completion date (or deadline of delivery) until the completion date (or full
delivery) regardless of progress (or delivery made) in between the agreed completion vs actual
completion date (weekends, and holidays included); otherwise, 1/10 of 1% for contracts higher than 10M.
Payment Mode is by Crossed Check upon acceptance of completed delivery.
The C/BSPMC reserves the right to accept or reject any part of the items delivered which are not in
accordance with the specifications.
Very truly yours,
(SIGNATURE OVER PRINTED NAME )
Chairperson, C/BSPMC
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Funds Available:
(SIGNATURE OVER PRINTED NAME)
Date: ________
Barangay Treasurer
Conforme:
(SIGNATURE OVER PRINTED NAME)
Date:________
Registered Owner/ Authorized Representative
________________________________________________________________________________
Inspected/Tested by: (SIGNATURE OVER PRINTED NAME)
Monitoring and Inspection Team
Received by: (SIGNATURE OVER PRINTED NAME)
Storekeeper/Bodegero
Date: _____________
Date: ______________
Note: For staggered delivery and staggered payment, please ensure that each delivery period must have
separate Inspection and Acceptance prior to payment.
T E R M S A N D C O N D IT IO N S
All prices quoted herein are valid, binding and effective at least within forty five (45) (the number
days may vary depending on the period of delivery) calendar days from date of quotation.
1.
2.
AWARDEE shall be responsible for the source(s) of his supplies/materials/equipment and shall
make deliveries in accordance with schedule, quality and specifications required in the Purchase Order.
Failure by the AWARDEE to comply with the same shall be ground for cancellation of the award and
purchase order and for re-awarding the PO to the ALTERNATE AWARDEE.
3.
Subject to the provisions of the preceding paragraph, where AWARDEE has accepted a
Purchase Order but fails to deliver the required products(s) within the time called for in the same Order,
shall be extended a maximum of fifteen (15) calendar days under liquidated damages to make good
his delivery. Thereafter if AWARDEE has not completed delivery within the extended period, the subject
Purchase Order shall be cancelled. The DEFAULTING AWARDEE is subjected to disqualification in any
KC-NCDDP procurements, without prejudice to the imposition of other sanctions.
4.
All deliveries by supplier/contractor shall be subject to inspection and acceptance by the
C/BSPMC through (insert name of representative). All necessary laboratory tests undertaken by the
C/BSPMC through (insert name of representative) on the item(s) shall be for the account of the
supplier/contractor.
5.
Rejected deliveries shall be construed as non-delivery of product(s)/item(s) ordered and shall be
subject to liquidated damages, subject to the terms and conditions prescribed under paragraph 4 hereof.
6.
Supplier shall guarantee his deliveries to be free from defects. Any defective item(s) / product(s)
therefore that may be discovered by the C/BSPMC through (insert the name of BSPMC Chairperson)
within three (3) months after acceptance of the same, shall be replaced by the supplier with five (5)
calendar days upon receipt of a written notice to that affect.
7.
In case of delay in delivery, Liquidated damages (LD) will be deducted to the final payment. The
basis of computation of LD is one percent (1%) of the cost of all the goods undelivered, after the deadline
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until completion of the deliverables. Number of days shall be based from the agreed completion date (or
deadline of delivery) until the actual completion date (or full delivery) regardless of progress (or delivery
made) in between the agreed completion vs actual completion date (weekends, and holidays included);
otherwise, 1/10 of 1% for contracts higher than 10M.
8.
In no case shall the sum of liquidated damages exceed ten percent (10%) of the contract
amount. If it does, the contract deemed automatically terminated by the C/BSPMC, without prejudice to
other courses of action and remedies available to it.
9.
All duties, excise and other taxes and revenue charges, if any, shall be for the
supplier’s/contractor’s account.
Instructions to the User:
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CBPM Form B-12
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
CONTRACT AGREEMENT FOR WORKS
(Select one, delete the other: Community Shopping/Community Direct Contracting)
This agreement, made this ______ day of ______ 201__ by and between C/BSPMC: (insert
name of Barangay) with address at (insert address of barangay) herein represented by (insert
name of C/BSPMC Chairperson) herein after called “OWNER” as party of the first part
and
(Insert the registered business name of Contractor) with official address at (insert the complete
address of contractor), hereinafter called “CONTRACTOR” as party of the other part.
Whereas the CONTRACTOR is desirous to execute the works described in the request for
quotation.
And the OWNER has accepted the proposal of the CONTRACTOR for the execution and
completion of such works and remedying of any defects therein.
Now this agreement witnesseth as follows:
1. In this agreement, words and expressions shall have the same meanings as
respectively assigned to them.
2. The “Owner” shall pay the “Contractor” an amount not to exceed: (insert the
calculated bid amount in Words and in Figures) upon completion of all the
requirements of this contract agreement.
3. The following document shall be deemed to form and be read and construed as
part of this agreement:
a. Request for Quotation
b. Abstract of Quotation
c. Record of Opening and Evaluation of quotation
d. Instruction to Contractors for Community Shopping for Works
e. Bid Data Sheet for Community Shopping for Works
f. Conditions of Contract for Community Shopping for Works
4. In consideration of the payments to be made by the OWNER to the
CONTRACTOR as hereinafter mentioned, the OWNER hereby covenants with
the CONTRACTOR to execute and complete the works within (approved
contract duration as stated in the POW or the proposed contract duration of the
contractor, whichever is lower) calendar days and remedy any defects therein
in conformity in all respects with the provision of the contract.
5. The CONTRACTOR is allowed to collect advance payment equivalent to 15%
of the contract amount after posting a bank guarantee of equivalent amount for
this purpose.
6. The CONTRACTOR is entitled to claim partial billing subject to the percentage
of accomplishment of the work.
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7. The provisions of Conditions of Contract for Works under the Community
Based Procurement Manual of the Kalahi CIDSS - National Community Driven
Development Program (KC-NCDDP) shall prevail.
8. The Contractor shall comply with the provisions on Environmental and Social
Safeguards as specified in the Conditions of Contract for Works.
Funds Available:
(SIGNATURE OVER PRINTED NAME)
Barangay Treasurer
Date:_________________
In witness whereof the parties thereto have caused this Agreement to be executed this_____
day of______201__
(SIGNATURE OVER PRINTED NAME)
Chairperson, C/BSPMC
(SIGNATURE OVER PRINTED NAME)
Registered Owner/Contractor
ACKNOWLEDGEMENT
REPUBLIC OF THE PHILIPPINES
MUNICIPALITY OF _____________, ______________
BEFORE ME, a Notary Public for and in the above jurisdiction, personally appeared this ____ day of __________,
201____ at ______________, ____________, Philippines.
Name
___________________
___________________
___________________
Res. Cert. No.
Date / Place Issued
______________
______________
______________
_______________
_______________
_______________
Known to me to be the same persons who executed the foregoing CONTRACT AGREEMENT consisting of two
(2) pages including this page on which the acknowledgement appears and they acknowledged to me that the
same is their free and voluntary act and deed and those of the principals they respectfully represent.
IN WITNESS WHEREOF, I have hereunto set my hand and seal on the date and at the place first above mentioned.
_____________________
Notary Public
PTR No.______________
Until December 31, 201___
Doc. No. ____________;
Page No. ____________;
Book No. ____________;
Series of ____________.
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CBPM Form B-13
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
REQUEST FOR QUOTATION FOR LEASE OF EQUIPMENT
Date:_______________
To: (Registered Business Name of the Contractor/Equipment Lessor)
Address:_______________________________
May we request you to indicate your quotation for the rental for the equipment indicated
below. Please return this form to the canvasser in sealed envelope or submit it to the
Barangay Sub-Project Management Committee (C/BSPMC) at the Barangay Hall on (insert
date and time of deadline for submission)
Contract Package No. ____
EQUIPMENT LEASE: (Example)
Equipment Needed/
Item No.
(Description and Quantity of Equipment)
1
2
1 unit - One Bagger Concrete Mixer
1 unit - 10T Vibratory Road Roller
(For 2 or more pages please indicate page
number; Example:
-------Page 1 of 4-----)
Sub-TOTAL
(In cases of 2 or more pages)
------ Nothing Follows ------(after the last item of Works/Goods)
Contract
Duration
(Total No. of
Days or Hours)
(a)
Unit Rate
(b)
Total
Rental
Cost
C= a x b
2 days
40 hours
TOTAL QUOTATION :P
AMOUNT IN WORDS:
Terms and Conditions:
1.
Required Out-put (quantity): _________
2.
Government officials who are directly involved as Technical Working Group (TWG) in
the procurement and in the sub-project proposal preparation (TAF Service Provider/s or
Technical Person/s who prepared the POW), BSPMC Chairperson, Bids and Awards
Committee (BAC), Procurement Team (PT) and employees/staff of KC-NCDDP Regional
Program Management Office (RPMO) or National Program Management Office (NPMO) who
have direct access to information that may substantially affect the result of the bidding and
82 | C o m m u n i t y B a s e d P r o c u r e m e n t M a n u a l : B o o k 2 ( M a r c h 2 0 1 7 3 r d
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their relatives up to the 1st degree of consanguinity or affinity are disqualified from participating
as “suppliers/contractors/service providers” for any procurement relative to the subproject.
3.
Liquidated Damages (LD): In case of unacceptable/unreasonable delay in delivery of
services as required, liquidated damages will be deducted to the final payment. The basis of
computation of LD is one percent (1%) of the cost of all the goods, scheduled for delivery or
to be performed, after the deadline until completion of the deliverables. Number of days shall
be based from the agreed completion date (or deadline of delivery) until the actual completion
date (or full delivery) regardless of progress (or delivery made) in between the agreed
completion vs actual completion date (weekends, and holidays included); otherwise, 1/10 of
1% for contracts higher than 10M. In no case shall the sum of liquidated damages exceed ten
percent (10%) of the contract amount. If it does, the contract shall be deemed automatically
terminated by the C/BSPMC, without prejudice to other course of action and remedies
available to it.
4.
Quotation must be valid and fixed for 30 calendar days.
5.
Prices quoted must include taxes and other incidental expenses.
6.
The Equipment maintenance and repairs shall be for the account of the LESSOR
including fuel, oil, lubricants and wages of the equipment operators and helpers; unless,
otherwise agreed by both parties.
7.
The LESSOR shall ensure that the equipment is in operating condition at all times
during the duration of the contract agreement.
8.
The lessor shall ensure the equipment for third party liability and for total loss or partial
damage to the equipment while on transport or at the designated area of operation.
9.
The LESSOR binds itself to protect and immune the LESSEE from any suit or liability
resulting from claims of any nature, whether for death, injuries or damages that maybe
suffered by the LESSOR’s Operator and/or third parties, arising from or in connection with the
transport of the equipment or performance of the work.
10.
Damages caused by the LESSOR’s party shall be charged/deducted from the
LESSOR.
11.
Payment shall be through CROSSED CHECK.
(SIGNATURE OVER PRINTED NAME)
C/BSPMC Chairperson
1.
2.
Date: __________
Note:
Attorney-in-fact thru SPA is not allowed for sole proprietorship to sign this document. For
corporations, the signatory shall be a person authorized thru a Board Resolution.
Suppliers/contractors/service providers shall use ball pen in filling up this form, otherwise it
will nullify this RFQ if used as a price schedule.
Canvass Submitted by:
(SIGNATURE OVER PRINTED NAME)
Registered Owner/Manager
Date of Quotation of the Lessor: __________
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CBPM Form B-14
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
PURCHASE ORDER (for equipment rental)
Name of Supplier: ______________
Address: _________________
Date:___________________
P.O. No. _________
In accordance with the quotation dated (insert the date of quotation submitted by the
supplier/contractor), the Barangay Sub-Project Management Committee (C/BSPMC) of
Barangay ____________________ requests you to provide services as stated below:
Equipment Needed
(Description and Quantity of
Equipment)
Item No.
1
2
Contract Duration
(Total No. of Days
or Hours)
(a)
Unit Rate
(b)
Total
Rental
Cost
C= a x b
1 unit-One Bagger Concrete Mixer
2 days
1 unit - 10T Vibratory Road Roller
40 hours
(For 2 or more pages please indicate
page number; Example:
-------Page 1 of 4-----)
Sub-TOTAL
(In cases of 2 or more pages)
------ Nothing Follows ------(after the last item of Works/Goods)
TOTAL AMOUNT OF THIS PURCHASE ORDER :P
AMOUNT IN WORDS:
TERMS & CONDITIONS:
1.
2.
Required Out-put (quantity): ________________
Provide the services at (insert project location) on or before (insert date of delivery). In case
of delay in delivery of services, Liquidated Damages (LD) will be deducted to the final
payment. The basis of computation of LD is one percent (1%) of the cost of all the goods,
scheduled for delivery or to be performed, after the deadline until completion of the
deliverables. Number of days shall be based from the agreed completion date (or deadline
of delivery) until the completion date (or full delivery) regardless of progress (or delivery
made) in between the agreed completion vs actual completion date (weekends, and holidays
included); otherwise, 1/10 of 1% for contracts higher than 10M. In no case shall the sum of
liquidated damages exceed ten percent (10%) of the contract amount. If it does, the
contract deemed automatically terminated by the C/BSPMC, without prejudice to other
courses of action and remedies available to it.
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3.
Contracted Unit Rates must be valid and fixed until completion of the services/contract.
4.
5.
Prices quoted must include taxes and other incidental expenses.
The Equipment maintenance and repairs shall be for the account of the LESSOR including
fuel, oil, lubricants and wages of the equipment operators and helpers; unless, otherwise
agreed by both parties.
6.
The LESSOR shall ensure that the equipment is in operating condition at all times during the
duration of the contract agreement.
7.
The LESSOR shall insure the equipment for third party liability and for total loss or partial
damage to the equipment while in transport or at the designated area of operation.
8.
The LESSOR binds itself to protect and immune the LESSEE from any suit or liability
resulting from claims of any nature, whether for death, injuries or damages that maybe
suffered by the LESSOR’s Operator and/or third parties, arising from or in connection with
the transport of the equipment or performance of the work.
9.
Damages caused by the LESSOR’s party shall be charged/deducted from the LESSOR.
10. Payment shall be through CROSSED CHECK.
The C/BSPMC reserves the right to accept or reject the equipment if found not capable of
delivering the required services.
Very truly yours,
(SIGNATURE OVER PRINTED NAME)
Chairperson, C/BSPMC
Date: __________
Funds Available at the BSPMC Account:
(SIGNATURE OVER PRINTED NAME)
Barangay Treasurer
Date ________
Conforme: (SIGNATURE OVER PRINTED NAME)
Registered Owner
Date ________
Inspected/Tested by: (SIGNATURE OVER PRINTED NAME)
Monitoring and Inventory Team
Date:__________
Received by: (SIGNATURE OVER PRINTED NAME)
Project Inspection Team or if not available, the BSPMC Chair
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CBPM Form B-15
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
Date: ___________________
NOTICE OF AWARD
for Community Shopping for Works
Sir/Madam:
Name of Sub-project: ___________________________
The above contract is hereby awarded to you according to the terms and conditions of your
quotation as contained in your proposal submitted to us in the of amount (in words)______
(P_______________).
In accordance with the provisions of the Request for Quotation, you are instructed to enter
into and execute the Contract Agreement with us and to furnish us the following documents,
which will form part of the Contract Agreement within five (5) calendar days upon receipt of
this Notice of Award.
a. Performance Security shall be callable on demand, co-terminus with the community
project and shall either be in the form prescribed as follows:
i.
Cash, Manager’s Check, Cashier’s Check, - Five Percent (5%) of the total
contract price;
ii.
Bank Guarantee – Ten Percent (10%) of the total contract cost
b. Construction Schedule and S curve.
Very truly yours,
(SIGNATURE OVER PRINTED NAME)
Chairperson, Barangay Sub-Project Management Committee
Certification of Availability of Funds at the Community Account:
(SIGNATURE OVER PRINTED NAME)
Barangay Treasurer
CONFORME:
(SIGNATURE OVER PRINTED NAME)
Registered Owner
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CBPM Form B-16
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
Date: ___________________
NOTICE TO PROCEED
Sir/Madam:
Name of Sub-project: ___________________________
Pursuant to your Contract Agreement dated _________________with the Barangay
Community Project Management Committee of (Name of Barangay) for the __(Name of SubProject)_ under the Kalahi CIDSS-NCDDP, you are hereby directed to start the work within
seven (7) days upon receipt of this notice in accordance with the provisions of the Contract
Documents.
Please acknowledge receipt of this Notice to Commence.
(SIGNATURE OVER PRINTED NAME)
C/BSPMC Chairperson
Date: _______________
Received Original copy on: ____________
By:
(SIGNATURE OVER PRINTED NAME)
Registered Owner or its duly authorized representative
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CBPM Form B-17
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT
PROGRAM
NO OBJECTION LETTER (NOL) REVIEW REPORT
(For Community Shopping for Works and Goods)
A.
DOCUMENTS SUBMITTED
Date
Item submitted
No.
at
ACT
DOCUMENTS
REMARKS
BSPMC Letter Request for NOL
Approved POW, CPP & Approved Engineering Plans
Record of the Procurement Preparation Meeting
Request for Quotation:
1. Copy of issued RFQ
2. Copy of the Acknowledgement Receipts for
Personal Serving
3. Certification for posting the RFQ, if necessary.
Record of Contractors’ Conference (for works)
Record of Opening of Quotation
Abstract of Quotation for Works or Goods
Minutes of the Evaluation of Quotation
Post-qualification Report, if applicable
Draft Purchase Order or Contract Agreement
For Works Contracts only:
Financial Proposal Sheet (using filled-up RFQ or a Bill of
Quantities or Summary of Bids)
Contractor’s Detailed Estimates
Valid license issued by the Philippine Contractors
Accreditation Board (PCAB) or valid Temporary
Certificate of Renewal
Business/Mayor’s Permit/ Municipal License to Operate
For Sole Proprietorship: DTI Certificate of Business
Name Registration
For Corporations: SEC Registration with Articles of
Incorporation
For Cooperatives: Certificate of Registration with the
Cooperatives Development Authority.
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Date
Item submitted
No.
at
ACT
DOCUMENTS
REMARKS
Authority of the signatory : (Board Resolution if the bidder
is a corporation or a cooperative, a Partnership
Resolution if the bidder is a Partnership, or a Special
Power of Attorney (SPA) issued by the General Manager
or Proprietor if the bidder is a sole proprietor
Certificate of Site Inspection for Works Contracts
Construction methods (itemized and with safety
procedures)
Construction schedule (bar chart or PERT/CPM) and Scurve
Construction safety and health program of the
contractor;
List of contractor’s key personnel pledged for the
contract to be bid, with the attachments below:
a. Statement on the availability of key personnel
that may be used for construction contracts;
b. Organizational chart for the contract to be bid;
c. Manpower schedule;
List of contractor’s equipment units pledged for the
contract to be bid together with the attachments below:
a. Statement on the availability of equipment that
may be used for construction contracts;
b. Official Receipts/ Deed of Sale/ Lease Agreement
(for equipment proposed to be used for the
contract)
c. Certificate of registration (to support owning the
equipment for proposed equipment to be used)
d. Schedule of Utilization of Equipment
Statement of all completed government and private
construction contracts similar to the contract to be bid,
with the following attachments:
o Contracts (to support projects undertaken
for the last 2 years )
o Certificate of Completion and Acceptance
(to support projects undertaken for the last
2 yrs )
Statement of all ongoing government and private
construction contracts, including contracts awarded but
not yet started;
o Contracts and Notice of Awards with
information on the status of physical
accomplishments.
Audited Financial Statements for the preceding calendar
year
Computation of the Net Financial Contracting Capacity
(NFCC) or Credit Line Certificate amounting to 10% of the
bid amount from a reputable bank
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Date
Item submitted
No.
at
ACT
DOCUMENTS
REMARKS
Omnibus Sworn Statement (Affidavit) – CBPM Form C-5
For Goods Contracts only:
Financial Proposal Sheet (RFQ used as Price Schedule)
Business/Mayor’s Permit/ Municipal License to Operate
For Sole Proprietorship: DTI Certificate of Business
Name Registration
For Corporations: SEC Registration with Articles of
Incorporation
For Cooperatives: Certificate of Registration with the
Cooperatives Development Authority.
Authority of the signatory: (Board Resolution if the bidder
is a corporation or a cooperative, a Partnership
Resolution if the bidder is a Partnership, or a Special
Power of Attorney (SPA) issued by the General Manager
or Proprietor if the bidder is a sole proprietor;
Statement that none of the officers / directors / controlling
stockholders / members /owners of the firm are related by
consanguinity or affinity up to the 1st civil degree to the
BSPMC Chairperson or employees of KC-NCDDP
Regional Program Management Office (RPMO) or
National Program Management Office (NPMO) who are
having direct access to information that may substantially
affect the result of the bidding, such as, but not limited to,
the members of the Bids and Awards Committee (BAC),
the members of the Technical Working Group (TWG), the
Procurement Team (PT), and the designer/s of the Subproject
Other required documents as prescribed, if applicable
B.
COMMUNITY SUB-PROJECT INFORMATION:
I. Background
A.
Name of Sub-Project: _______________________________________
B.
Physical Description/Indicators:_________________________________
C. Location: _______________________________________________
D. Items/Package Procured subject for NOL:
Item No. Description of Works or Goods
Quantity
Unit
E.
F.
Package No.:_________
Method of Procurement Used: ____________________________________
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G.
Estimated Budget for the Package: Php. __________________________
H.
Name of contractor/supplier recommended for award: _______________
I.
Amount in this contract: Php.__________________________________
J.
Aggregate Contract Amount for this contractor/supplier as of (date of
reference) : Php. __________
(Attached the detailed list of awarded contracts and its % accomplishment)
For RPMO NOL
For NPMO NOL
For WB/ADB NOL
I.
Procurement Preparation Meeting
_____________________________________________________________
______________________________________________________________
______________________________________________________________
__________________________________________________
(To be taken from the minutes of the Procurement Preparation Meeting. Capture all the
necessary information like items to be procured, method of procurement, dates of
procurement processes, etc.)
II.
Request for Quotation (RFQ)
______________________________________________________________
(State the firms issued with RFQ, date of personal serving/issuance of RFQ and inclusive date
of posting if needed)
III.
Contractors’ Conference (For Works Contracts)
_________________________________________________________________________
_________________________________________________
(To be taken from the minutes of the Contractors’ Conference. Capture all the necessary
information like the technical requirements of the bidding, date and place of the conference)
IV.
Opening of Quotation
______________________________________________________________
____________________________________________________________
(To be taken from the minutes of the Opening of Quotation. Capture all the necessary
information on what transpired in the opening such as number of quotations received on time,
late quotations, name of suppliers/contractors who submitted quotations, date and place of
the opening of quotation, and complaints if there are, etc.)
Name of Suppliers/Contractors
V.
Quoted Amount
REMARKS
Evaluation of Quotation
Name of
Evaluated Amount
Suppliers/Contractors
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Conclusion
(To be taken from the minutes of the Evaluation of Quotation. Capture all the necessary
information like are there disqualified contractors/suppliers, incomplete/nonresponsive
quotations, etc)
C. OBSERVATION/S
__________________________________________________________________________
__________________________________________________________________________
(Are there complaints? what are they? Is the procurement process followed? If not, what are
the deviations? What other information/s you want to know? )
Prepared by:
Noted:
(SIGNATURE OVER PRINTED NAME)
Technical Facilitator/LGU Engineer
Date: ______________
(SIGNATURE OVER PRINTED NAME)
Area Coordinator
Date: ___________________
CPO/RPO SECTION:
VALIDATION REPORT:
____________________________________________________________________
____________________________________________________________________
RECOMMENDATION/s:
____________________________________________________________________
____________________________________________________________________
If for RPMO NOL:
Reviewed by:
____________________
Community Procurement Officer (CPO)
Date: ______________
If for NPMO/WB NOL:
Reviewed by:
___________________
Community Procurement Officer (CPO)
Date: ______________
_________________________________
Regional Procurement Officer (RPO)
Date: ______________
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Endorsed by:
_________________________________
NPMO Community Procurement Specialist
Date: ______________
GUIDES IN FILLING UP NOL REVIEW FORM:
1.
Indicate what are the technical, financial and legal documents submitted by the
supplier/contractor in reference to the checklist of documents for
RPMO/NPMO/WB/ADB NOL.
2.
Indicate the title of the Community/Barangay Sub-project and its Sub-project type
3.
Describe the physical aspect of the community Sub-project and its indicators (How
many units, what is the length, thickness, width, etc….)
4.
Indicate the barangay, municipality and province.
5.
Indicate the item number, Description of the Items of Work, Quantity and Unit of the
package/s procured subject for NOL.
6.
Indicate the method of procurement used
7.
Indicate the Estimated Budget for the Package (EBP) subject for NOL
8.
Indicate the name of the Supplier/Contractor recommended for award
9.
Indicate the amount in this contract
10.
Indicate the aggregate amount (Total amount of contracts of the bidder recommended
for award from the previous KALAHI contracts within the municipality to include this
contract subjected for NOL).
11.
Indicate if the NOL issuance is for RPMO, NPMO or World Bank.
12.
Extract from the minutes of the Procurement Preparation Meeting useful information
such as items to be procured, method of procurement, posting/issuance of RFQ, dates
of the Contractors’ conference, date of the opening of quotation, etc…… )
13.
Extract from the minutes of the Contractors’ conference useful information such as
date, time and place of the opening of quotation, technical requirements of the
procurement, agreement made, criteria for the award, etc….
14.
Extract from the minutes of the opening of quotation useful information such as late
quotations, quoted amount, complaints, date and time of actual opening, etc…..
15.
Fill up the matrix with the name of contractors/suppliers, quotation, remarks. Include
other information not found in the matrix.
16.
Extract from the minutes of the Evaluation of Quotation necessary information such as
criteria for award, disqualified suppliers/contractors and its reason for disqualification,
etc….
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17.
Fill up the matrix with name of supplier/contractor, quoted amount, results of the
pass/fail criteria, result on the evaluation of quotation, remarks (other information not
found in the matrix). Make a conclusion regarding the process and the result of the
evaluation.
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CBPM Form B-18
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Field Office:_____________
Province: __________________________
Municipality: ________________________
AREA COORDINATING TEAM (ACT) PROCUREMENT
CLEARANCE
(Required for Contracts below Php 500,000.00)
Date:_______________
________________
BSPMC Chairperson
Brgy. ___, Municipality _____ Province of _____
Dear BSPMC Chairperson _______:
This pertains to your request of NOL for the procurement of Package ___(Community
Shopping for Works/Goods) of the (Name of Subproject) subproject.
We have reviewed the documents and found it to be complete and compliant with the KCNCDDP Community-Based Procurement Manual. Thus, the ACT is issuing this 'no objection'
to the recommendation of the BAC to award the contract to (Registered Business Name of
the Supplier/Contractor) in the amount not to exceed (contract amount in words)
(Php._____).
We look forward to the smooth implementation of your subproject.
Yours truly,
(SIGNATURE OVER PRINTED NAME)
Area Coordinator
Municipality of ______________
KC- NCDD Program
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ANNEX C: STANDARD
PROCUREMENT FORMS FOR
COMMUNITY SHOPPING FOR
WORKS
Section I: Instruction to Contractors
Section II: Bid Data Sheet
Section III: Conditions of Contract for Community
Shopping for Works
Certificate of Site Inspection for Works (Form C-1)
Statement of All Completed Government and Private
Construction Contracts Similar to the Contract to be
Bid (Form C-2)
Statement of All On-Going Government and Private
Construction
Contracts,
Including
Contracts
Awarded but Not Yet Started (Form C-3)
Net Financial Contracting Capacity Computation
(Form C-4)
Omnibus Sworn Statement (Form C-5)
List of Construction Equipment Pledged for the
Contract to be Bid (Form C-6)
List of Key Construction Personnel (Form C-7)
Curriculum Vitae of Key Personnel (Form C-8)
Bank Guarantee: Performance Security (Form C-9)
Checklist of Bid Requirements for Contractors for
Community Shopping for Works (Form C-10)
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Standard Procurement Forms for Community Shopping
for Works
Section I: Instruction to Contractors ...................................................................................... 98
Section II: Bid Data Sheet...................................................................................................... 105
Section III: Conditions of Contract for Community Shopping for Works............................... 108
Certificate of Site Inspection for Works (C-1)........................................................................ 119
Statement of All Completed Government and Private Construction Contracts Similar
to the Contract to be Bid (C-2) .............................................................................................. 120
Statement of all On-Going Government and Private Construction Contracts Including
Contracts Awarded but not yet Started (C-3) ........................................................................ 121
Net Financial Contracting Capacity Computation (C-4)........................................................ 122
Omnibus Sworn Statement (C-5) .......................................................................................... 123
List of Construction Equipment Pledged to the Contract to be Bid (C-6) ............................. 125
List of Key Construction Personnel (C-7) .............................................................................. 126
Curriculum Vitae of Key Personnel (C-8) .............................................................................. 127
Bank Guarantee: Performance Security (C-9) ...................................................................... 129
Checklist of Bid Requirements for Contractors (C-10).......................................................... 130
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SECTION I. INSTRUCTIONS TO CONTRACTORS
(Community Shopping for Works Contracts)
1.
Scope of Work:
The Barangay Sub-Project Management Committee of (Name of Barangay), as the Owner, invites
contractors for the completion of the works indicated in the Request for Quotation (RFQ) in
accordance with the Conditions of Contract (CC). The successful contractor will be expected to
complete the works by the required completion date specified in the Bid Data Sheet.
2.
Eligible Contractors:
The following contractors with legal personality and capacity to undertake the contract are allowed
to participate in the procurement: duly licensed sole proprietors, partnerships, corporations or
cooperatives duly registered with the Cooperatives Development Authority (CDA). All contractors
shall submit a valid license issued by the Philippine Contractors Accreditation Board (PCAB).
The following who have direct access to information that may substantially affect the result of the
bidding their relatives up to the 1st degree of consanguinity or affinity are disqualified from
participating as “suppliers/contractors/service providers” for any procurement relative to the
subproject:
1.
Government officials who are directly involved as Technical Working Group (TWG) in the
procurement and in the sub-project proposal preparation (TAF Service Provider/s or
Technical Person/s who prepared the POW).
2.
The BSPMC Chairperson,
3.
Bids and Awards Committee (BAC),
4.
Procurement Team (PT), and;
5.
Employees/staff of KC-NCDDP Regional Program Management Office (RPMO) or National
Program Management Office (NPMO)
Each contractor shall submit only one Quotation. All Quotations submitted in violation of this rule
shall be rejected. In addition, contractors are subject to eligibility verification procedures to ensure
that the bidder has not been blacklisted. Contractors blacklisted by the Kalahi CIDSS-NCDDP and
the PCAB are not allowed to participate.
3.
Qualification of the Contractor:
To qualify for award of the Contract, a contractor shall meet the following minimum qualifying criteria
(to be determined by the C/BSPMC):
i.
Experience in completing a single contract that is similar in nature to the works to be bid
whose value must at least be fifty percent (50%) of the proposal/quotation amount.
However, those firms/companies established three (3) years and below who failed to comply
with the minimum required amount for a single contract are still allowed to bid, provided, that
the Technical Person/s to be assigned for the contract have relevant/related experience/s on
the contract to be bid.
The Notarized Certificate of Employment/Appointment Letter and Resume/Curriculum Vitae
reflecting their relevant experiences shall form part of the Proposal/Quotation.
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ii.
iii.
iv.
v.
Statement of all Completed government and private contracts similar to the Contract to be
bid;
Statement of all ongoing NCDDP contracts within the period specified in the Request for
Quotation, including contracts awarded but not yet started, if any.
Audited Financial Statements for the preceding calendar year;
Computation of the Net Financial Contracting Capacity (NFCC) that is at least equal to the
bid amount, calculated as follows:
NFCC = [(Current assets minus current liabilities) x (15)] minus the value of all outstanding
projects under ongoing contracts, including awarded contracts yet to be started.
The NFCC establishes the bidder’s liquidity, its capacity to absorb the additional obligations
in connection with the contract to be bid and to finance its implementation/completion.
In case a contractor failed to meet the required NFCC amount, he has to submit a committed
Line of Credit in an amount of at least equal to ten percent (10%) of the quotation/proposal.
4.
Site Visit and Inspection:
The contractors are required to attend the site visit or inspection of the sub-project site organized by
the Bids and Awards Committee (BAC) and to secure Certificate of Site Inspection (CBPM Form C1) from the C/BSPMC Chairperson which shall be presented as a requirement in the submission of
quotation. Prospective contractors who failed to attend the scheduled site inspection may conduct
their own inspection provided it is done before the submission of proposals/quotations.
5.
Contents of Bidding Documents for Distribution to Interested
Bidders:
The set of bidding documents comprise the documents listed below:
Section 1:
Section 2:
Section 3:
Section 4:
Section 5:
6.
Request for Quotation for Works (CBPM Form B-6)
Instruction to Contractors for Community Shopping for Works Contracts
Quotation Data Sheet
Conditions of Contract
Standard Forms for Community Shopping Works and Technical Plans
Contractors’ Conference:
The Bids and Awards Committee (BAC) shall call for a contractors’ conference at least three (3)
days before the deadline for the submission of quotations to discuss the different aspects of the
procurement at hand, details of the contract and to clarify issues that contractors may raise.
Attendance to the contractors’ conference is not compulsory and should not be a ground for the
disqualification of a contractor. However, all contractors/bidders are required to comply with all the
agreements made during the Contractor’s Conference.
The BAC may still entertain requests for clarification(s) on any part of the bidding documents or for
an interpretation by prospective contractors provided, the following requirements are complied with:
i
Requests for clarification should be in writing.
ii
Requests for clarification should be submitted to the BAC at least two (2) calendar days after
the contractors’ conference.
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7.
Documents Comprising the Quotation:
The quotation of the bidder shall comprise the following documents (as applicable):
A.
Legal
a.
b.
c.
d.
ELIGIBILITY DOCUMENTS
Documents
Valid license issued by the Philippine Contractors Accreditation Board (PCAB);
Department of Trade and Industry (DTI) Certificate of Business Name Registration for Sole
Proprietorship; SEC Registration Certificate for Corporations; CDA Registration Certificate
for Cooperatives;
Valid and current Business/Mayor’s permit/municipal license from the bidders principal place
of business;
Notarized statement that none of the officers / directors / controlling stockholders / members
/owners of the firm are related by consanguinity or affinity up to the 1 st civil degree to the
BSPMC Chairperson or employees of KC-NCDDP Regional Program Management Office
(RPMO) or National Program Management Office (NPMO) who have direct access to
information that may substantially affect the result of the bidding, such as, but not limited to,
the members of the Bids and Awards Committee (BAC), the members of the Technical
Working Group (TWG), the Procurement Team (PT), and the designer/s of the Sub-project.
Technical Documents
a.
Statement of all completed government and private contracts similar to the Contract to be
bid, to be attached with proofs such as Contract Agreement, Notice of Award, Notice to
Proceed, Certificate of Completion and Acceptance;
b.
Statement of all ongoing government and private contracts including contracts awarded but
not yet started, with information on the status of physical accomplishment;
c.
Statement on the availability of key personnel that may be used for construction contracts;
d.
Statement on the availability of equipment may be used for construction contracts
Financial Documents
a.
Audited financial statements, stamped “received” by the BIR or its duly accredited and
authorized agents, for the immediately preceding calendar year
b.
Computation of Net Financial Contracting Capacity (NFCC)
B. TECHNICAL PROPOSAL
a.
Authority of the Signatory (Board Resolution if the bidder is a corporation or a cooperative,
a Partnership Resolution if the bidder is a Partnership)
b.
Construction schedule (bar chart or PERT/CPM) and S-curve
c.
Manpower schedule (weekly or monthly scheduling of skilled and unskilled workers, including
the Project Manager, Project Engineers, Materials Engineers, and Foremen);
d.
Construction methods (narrative description of how the contractor will undertake the works
under the contract);
e.
Organizational chart for the contract to be bid;
f.
List of contractor’s key personnel (viz. the Project Manager, Project Engineers, and Foremen,
to be assigned to the contract to be bid, their complete qualification and experience data,
and the key personnel’s signed written commitment to work on the contract once awarded to
the contractor)
g.
List of contractor’s equipment units pledged for the contract to be bid; owned (supported by
proof/s of ownership), leased, and/or under purchase agreements (with corresponding
engine numbers, chassis numbers and/or serial numbers), supported by certification of
availability of equipment from the equipment lessor/vendor for the duration of the contract)
h.
Equipment utilization schedule (weekly or monthly scheduling of the minimum equipment
required for the contract);
i.
Certificate of Site Inspection for Works (issued by the BSPMC)
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j.
k.
Construction safety and health program of the contractor
Omnibus Sworn Statement (Affidavit)
C. FINANCIAL PROPOSAL
a.
Financial proposal sheet (filled-up RFQ or Bill of Quantities or Summary of Quotation)
b.
Detailed estimates including a summary sheet indicating the unit prices of construction
materials, labor rates and equipment rentals used, indicating also the direct and indirect
costs, in coming up with the bid; and
c.
Cash flow by the quarter and payments schedule
8.
Quotation Price:
The contractor shall complete the appropriate price schedule in the financial proposal sheet for all
items of work described in the drawings and specifications listed in the Bill of Quantities. The
Contract shall be for the whole works as described in the RFQ and shall be based on the unit and
total price of work items indicated in the Bill of Quantities. Quotations not providing all of the
required items shall be considered non-responsive and, thus, automatically disqualified.
Where a required item is provided, but no price is indicated, the same shall be considered as
non-responsive, but specifying a "0" (zero) for the said item would mean that it is being
offered free to the Government. All fees and taxes payable by the contractor under the Contract
shall be included in the rates, prices, and total price quotation submitted.
Prices quoted by the contractor are fixed for the duration of the contract and not subject to variation
or price escalation on any account. In cases where the cost of the awarded contract is affected by
any applicable new laws, ordinances, regulations, or other acts of the government, promulgated after
the date of the opening of quotation, a contract price adjustment shall be made or appropriate relief
shall be applied on a no loss-no gain basis.
9.
Validity of the Quotation:
The validity period of the quotation shall not be more than forty five (45) calendar days from the
date of the opening of bids to the receipt of Notice to Award. The BAC may extend the period of
validity of the quotations by requesting the same in writing from all those who submitted quotations
before the expiry date of the same.
10.
Preparation and Submission of Quotations:
The contractors shall prepare one original copy and duplicate copy of the documents comprising
the Quotation and shall sign all the pages of the original and the duplicate copies. The contractor
shall initial all the pages of the quotation where entries, amendments or corrections have been
made. The eligibility, technical and financial proposals must be properly marked and must be placed
in a single sealed envelope addressed to the C/BSPMC and shall be submitted at the specified
address on or before the deadline stated in the RFQ.
On the upper left-hand corner of the envelope, the contractor shall indicate his/her name and full
address.
REGISTERED BUSINESS NAME
Address of the Contractor
KC-NCDDP Barangay Sub-Project Management Committee
Address of Barangay
Community Shopping (Goods or Works) for (Name of the Sub-project)
Contract Package No._______
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If the envelope is not sealed and marked as above, the C/BSPMC will assume no
responsibility for the misplacement or premature opening of the Quotation.
The Procurement Team (PT) shall receive the sealed quotation on or before the prescribed
deadline for submission. The sealed quotations and logbook will be placed in a bid box at C/BSPMC
office inside a secured filing cabinet.
Any eligibility, technical or financial quotation envelopes submitted after the deadline for submission
and receipt of quotations prescribed in the RFQ shall be declared “Late” and shall not be accepted
by the Bids and Awards Committee (BAC) and shall be returned to the Contractor unopened.
11.
Opening of Quotations:
The BAC shall open the quotations in the presence of the bidders’ representatives, if present at the
time, date, and in the place specified in the RFQ for Works.
The BAC shall read in public the contents of the Eligibility documents, and shall examine each
bidder’s eligibility requirements or statements. It shall determine the presence or absence of the
required eligibility requirements against a checklist (CBPM Form B-2j) using non-discretionary
“pass/fail” criteria. The BAC shall declare participating contractors as “eligible” or “ineligible”, based
on its findings and inform them accordingly.
The BAC shall proceed with the opening of the technical proposal of the eligible contractor, to
determine each contractor’s compliance with the documents that are required for submission for the
technical component of the quotation. The BAC shall check the submitted technical documents of
each bidder against a checklist (CBPM Form B-2j) of required technical documents to ascertain
if they are all present, using non-discretionary “pass/fail” criteria.
If a contractor submits the required document and meets the eligibility criteria, it shall be rated
“passed” for that particular requirement. Otherwise, it shall be rated “failed”. In case one of the aboverequired documents in the Technical Proposal is missing, incomplete or patently insufficient, the
quotation shall be declared “failed”.
12.
Evaluation and Comparison of Quotations:
Immediately after determining compliance with the technical requirements, the BAC shall open the
Financial Proposal of each remaining technically complying contractor whose submitted technical
requirements were rated “passed” on the same day. The BAC shall determine whether one or more
of the requirements of the Financial Proposal are missing, incomplete or patently insufficient. If
the Financial Quotation is complete, the BAC shall rate it “passed” and shall proceed with the
evaluation of the Quotation. Only quotations that are determined to contain all the bid requirements
for both Technical and Financial components shall be rated “passed” and shall be considered for
evaluation and comparison.
After the preliminary examination of quotations, the BAC shall immediately conduct a detailed
evaluation of all quotations rated “passed,” which shall include a consideration of the following:
i.
The quotation must be complete;
ii.
The quotation must be balanced;
iii.
Minor arithmetical corrections to consider computational errors and omissions shall be made
to enable proper comparison of all eligible quotations;
iv.
All quotations shall be evaluated on equal footing.
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v.
Quotation prices in words, unit prices, and unit cost in the bill of quantities shall prevail in
case of discrepancy. However, in case of discrepancy between the quoted price and the
evaluated quotation, the latter will prevail at all times.
Based on the detailed evaluation of quotation, those that comply with the above-mentioned
requirements shall be ranked in ascending order of their total calculated quotations, as evaluated
and corrected for computational errors, and other modifications, to identify the Lowest Calculated
Quotation (LCQ).
13.
Post-qualification:
The BAC with the assistance of the TWG verifies and validates the compliance of LCQ with the legal,
financial and technical requirements of the quotation. The legal requirements are verified if all
required licenses and other documents submitted are valid and in order. The technical requirements
are verified to prove compliance of the works offered with the requirements of the contract and
bidding documents. The financial requirements are validated to ensure that the bidder can sustain
the operating cash flow of the transaction.
If the LCQ passes the post-qualification, the BAC declares it as the Lowest Calculated and
Responsive Quotation (LCRQ) and issues a Notice of Award (NOA).
If the bidder with the LCQ fails to pass post qualification, the BAC shall immediately notify the said
bidder in writing of its post-disqualification and the grounds for it.
Immediately after the BAC has notified the first contractor of its post-disqualification, the BAC shall
initiate and complete the same post-qualification process on the contractor with the second LCQ. If
the second lowest contractor passes the post-qualification, the BAC shall declare the second lowest
contractor as the LCRQ. The C/BSPMC shall then award the contract. If the second LCQ, however,
fails the post-qualification, the procedure for post-qualification shall be repeated for the contractor
with the next LCQ, and soon until the LCRQ, is determined for award.
If no contractor passes post-qualification, the BAC shall issue a Resolution declaring a failure of
procurement.
14.
Evaluation process is Confidential:
Information related to the examination, evaluation, comparison and clarification of quotations and
recommendation for contract award shall not be disclosed until Notice of Award (NOA) has been
issued to the successful bidder. Any effort from a contractor to influence decision of the BAC, PT or
C/BSPMC will result in the rejection of his/her quotation.
15.
Notification of Award and Signing of Contract:
The C/BSPMC shall notify the LCRQ of the award in writing prior to the expiration of the validity
period of the Quotation. The Notice of Award (NOA), together with the contract, will state the amount
that the C/BSPMC shall pay the winning bidder in consideration of the construction and execution of
the works prescribed under the Contract. The BAC shall schedule the signing of the contract with
the winning contractor who will then post the required performance security.
16.
Performance Security:
The performance security shall be posted in favor of the community, and will be forfeited in its favor
in the event that the winning bidder fails to perform any of its obligations under the contract. The
winning contractor should furnish the community with the performance security in accordance with
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the Conditions of the Contract, within a maximum period of five (5) calendar days from signing of
the contract. It must at least be co-terminus with the period of completion of the contract.
The performance security shall be in any of the following forms, with the corresponding required
amount:
FORM OF PERFORMANCE SECURITY
MINIMUM AMOUNT
a. Cash, cashier’s check, manager’s check, or
5% of Contract Price
b. Bank guarantee confirmed by a reputable bank;
10% of Contract Price
Reputable Bank – refers to a bank that is recognized and a
member of the Philippine Deposit Insurance Corporation (PDIC).
All checks and bank guarantees for performance security shall be issued in favor of the C/BSPMC.
Cash and checks shall be deposited in the C/BSPMC Account.
There shall be a corresponding change for Performance Security posted by the winning contractor
in the following instances: (a) issuance of a Variation/Change Order; (b) partial completion of works.
The C/BSPMC may release the performance security to the winning contractor after the issuance of
the Certificate of Completion and Acceptance of the works, if there are no claims for labor and
materials filed against the contractor.
17.
Notice to Proceed:
Within three (3) calendar days from the signing of the contract and the posting of performance
security, the C/BSPMC shall issue its Notice to Proceed (NTP) to the winning contractor. Unless
otherwise specified in the contract, a contract is effective upon receipt of the NTP. If an effectivity
date is provided in the NTP, such date shall not be later than seven (7) calendar days from
issuance.
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BID DATA SHEET
BID DATA SHEET FOR WORKS PROCURED THROUGH
COMMUNITY SHOPPING FOR WORKS
Name of Barangay Sub-Project:____________________
Contract Package No.: _________
1.0
The Sub-Project Owner is: Barangay Sub-Project Management Committee of (insert
Name of Barangay, Municipality, Province)
2.0
The required completion date shall be within the approved contract duration.
The Contract Duration is ___________________ Calendar Days
3.0
The works are: (insert data here)
Item No.
_______
_______
_______
_______
_______
_______
Item of Works
______________________
______________________
______________________
______________________
______________________
______________________
Quantity
____________
____________
____________
____________
____________
____________
( Refer to the Community Procurement Plan: CPP )
4.0
The Site Visit and Inspection is required on: _________________
(insert exact date, time and place of assembly)
5.0
The Contractors’ Conference is scheduled on: _________________
(insert exact date, time and place of meeting)
6.0
For the procurement of works, the Bidder must have completed the following:
a) Experience in completing a single contract that is similar in nature to the works
to be procured whose value must at least be fifty percent (50%) of the bid
amount.
However, those firms/companies established three (3) years and below who failed
to comply with the minimum required amount for a single contract is allowed to bid,
provided, that the Technical Person/s to be assigned for the contract have
relevant/related experience/s on the contract to be bid.
The
Notarized
Certificate
of Employment/Appointment
Letter
and
Resume/Curriculum Vitae reflecting their relevant experiences shall form part of
the Bid Proposal.
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7.0
A. ELIGIBILITY DOCUMENTS
Legal Documents
a. Valid license issued by the Philippine Contractors Accreditation Board (PCAB)
b. Department of Trade and Industry (DTI) Certificate of Business Name
Registration for Sole Proprietorship; SEC Registration Certificate for
Corporations; CDA Registration Certificate for Cooperatives;
c. Valid and current Business/Mayor’s permit/municipal license from the bidders
principal place of business;
d. Notarized statement that none of the officers / directors / controlling
stockholders / members /owners of the firm are related by consanguinity or
affinity up to the 1st civil degree to the BSPMC Chairperson or employees of
KC-NCDDP Regional Program Management Office (RPMO) or National
Program Management Office (NPMO) who have direct access to information
that may substantially affect the result of the bidding, such as, but not limited
to, the members of the Bids and Awards Committee (BAC), the members of
the Technical Working Group (TWG), the Procurement Team (PT), and the
designer/s of the Sub-project.
Technical Documents
a. Statement of experience in completing similar government and private
contracts, to be attached with proofs such as Contract Agreement, Notice of
Award, Notice to Proceed, Certificate of Completion and Acceptance;
b. Statement of all ongoing government and private contracts including contracts
awarded but not yet started with information on the status of physical
accomplishment;
c. Statement on the availability of key personnel that may be used for
construction contracts;
d. Statement on the availability of equipment may be used for construction
contracts;
Financial Documents
a. Audited financial statements, stamped “received” by the BIR or its duly
accredited and authorized agents, for the immediately preceding calendar
year;
b. Computation of Net Financial Contracting Capacity (NFCC)
8.0
B. TECHNICAL PROPOSAL
a. Authority of the Signatory (Board Resolution if the bidder is a corporation or
a cooperative, a Partnership Resolution if the bidder is a Partnership)
b. Construction schedule (bar chart or PERT/CPM) and S-curve
c. Manpower schedule (weekly or monthly scheduling of skilled and unskilled
workers, including the Project Manager, Project Engineers, Materials
Engineers, and Foremen);
d. Construction methods (narrative description of how the contractor will
undertake the works under the contract);
e. Organizational chart for the contract to be bid;
f. List of contractor’s key personnel (viz. the Project Manager, Project
Engineers, and Foremen), to be assigned to the contract to be bid, their
complete qualification and experience data, and the key personnel’s signed
written commitment to work on the contract once awarded to the contractor
g. List of contractor’s equipment units pledged for the contract to be bid which
are owned (supported by proof/s of ownership), leased, and/or under
purchase agreements (with corresponding engine numbers, chassis
numbers and/or serial numbers), supported by certification of availability of
equipment from the equipment lessor/vendor for the duration of the contract
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9.0
h. Equipment utilization schedule (weekly or monthly scheduling of the
minimum equipment required for the contract);
i. Certificate of Site Inspection for Works (issued by the BSPMC)
j. Construction safety and health program of the contractor
k. Omnibus Sworn Statement (Affidavit)
Financial proposal shall include the following:
C. FINANCIAL PROPOSAL
a. Financial proposal sheet (filled-up RFQ or Bill of Quantities or Summary of Bids)
b. Detailed estimates including a summary sheet indicating the unit prices of
construction materials, labor rates and equipment rentals used, indicating also the
direct and indirect costs, in coming up with the bid; and
c. Cash flow by the quarter and payments schedule
10.0
Quotation shall be offered in: (BAC/PT to select appropriate mode)
[ ]Unit Prices [ ] Lump Sum [ ] Combination of both
11.0
The validity period of the quotation shall be no more than forty-five (45) calendar days
from the date of opening quotation on: (insert date of bid opening).
12.0
Quotation must be addressed as follows
The C/BSPMC Chairperson
Barangay Community Project Committee-Name of Barangay
Municipality/Province
Quotations may be delivered by hand, mail, or messenger/courier and must be received
by the above address not later than date specified in 11.0
14.0
Quotations shall be opened on opening of quotation date, time and place as indicated
in the Request for Quotation for Works.
15.0
The performance security shall be posted in favor of C/BSPMC.
The form of performance security shall either be:
a. Cash, cashier’s check/manager’s check:(5%) of contract price or
b. Bank guarantee confirmed by a reputable bank: 10 % of contract price
The validity period of the Performance Security shall be up to the 100% completion and
acceptance of the contract by the BSPMC.
Reputable Bank – refers to a bank that is recognized and a member of the Philippine
Deposit Insurance Corporation (PDIC).
Note: To be filled-up by the BAC/PT before the issuance of Request for Quotation, issuance of
bidding documents and will form part of the Bidding Documents.
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SECTION III: CONDITIONS OF CONTRACT FOR COMMUNITY
SHOPPING FOR WORKS
1.
Definitions:
a.
Owner means the Community of (Specify the name of the Barangay, Municipality, Province)
through the Barangay Sub-Project Management Committee (C/BSPMC) as represented by its
Chairman.
b.
Bill of Quantities and/or Summary of Bids refer to a list of the specific items of the Work and
their corresponding unit prices, lump sums, and/or provisional sums.
c.
The Completion Date is the date of completion of the Works as certified by the C/BSPMC.
The Completion date is _________________. The C/BSPMC may agree to revise the
Completion Date subject to prior clearance from the Regional Project Management Office
(RPMO.
d.
Contract is the contract between the C/BSPMC and the Contractor to execute, complete, and
maintain the Works.
e.
The Contractor is the juridical entity whose proposal has been accepted by the C/BSPMC and
to whom the Contract to execute the Work was awarded.
f.
Contract Price is ___________________________ (P_________).
g.
Contract Time Extension is the allowable period for the Contractor to complete the Works in
addition to the original Completion Date stated in this Contract.
h.
Days are calendar days; months are calendar months.
i.
Defect is any part of the Works not completed in accordance with the Contract.
j.
Defects Liability Period is the one year period between contract completion and final
acceptance within which the Contractor assumes the responsibility to undertake the repair of
any damage to the Works at his own expense.
k.
Equipment is the Contractor’s machinery and vehicles brought temporarily to the Site to
construct the Works.
l.
Materials are all supplies, including consumables, used by the Contractor for incorporation in
the Works.
m. Project Supervisor is the person appointed by the C/BSPMC and who is responsible for day to
day supervising the execution of the Works and administering the Contract.
The designated Project Supervisor for this contract is ___________________.
n.
Specification means the description of the Works included in the Contract and any modification
or addition made or approved by the C/BSPMC.
o.
The Site is located at _________________________.
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p.
The Start Date is _________________________. It is the date indicated in the Notice to
Proceed for commencement of the Works.
q.
The Variation is an instruction given by the C/BSPMC, which changes the scope of the original
work requirements. In case of materials and drawings alteration this should have prior clearance
from the RPMO.
r.
Works refer to the Permanent Works and Temporary Works to be executed by the Contractor
in accordance with this Contract.
2. Possession of Site:
2.1. On the contract start date, the C/BSPMC shall grant the Contractor possession of the Site as
may be required to enable it to proceed with the execution of the Works.
2.2. If the Contractor suffers delay or incurs cost from failure on the part of the C/BSPMC to give
possession, the Contractor shall be given a Contract Time Extension. The Contractor shall
bear all costs and charges for special or temporary right-of-way required by it in connection
with access to the Site. The Contractor shall also provide at his own cost any additional facilities
outside the Site required by it for purposes of the Works.
3. The Contractor’s Obligations and Responsibilities:
3.1
3.2
3.3
3.4
3.5
The Contractor shall carry out the Works properly and in accordance with this Contract.
The Contractor shall provide all supervision, labor, materials, plant and equipment, which may
be required.
The Contractor shall commence execution of the Works on the Start Date and shall carry out
the Works in accordance with the Program of Work.
The Contractor shall be responsible for the safety of all activities on the Site.
During Contract implementation, the Contractor and his subcontractors shall abide at all times
by all labor laws, and other relevant rules which may be applicable to the works. Among such
regulations or laws are:
a) Employment of skilled and unskilled local labor shall include women, where applicable,
and shall receive equal compensation with men. 100% unskilled labor force shall come
from the barangay where the community project is located. The contractor shall also comply
with the rules on hours and conditions of work, general health regulations, and safety and
health precautions.
b) Traffic regulations, including provision of adequate warning signs and traffic barriers.
c) Environmental protection. The Contractor shall carefully plan and conduct his works in a
manner, which will minimize the negative impact on the environment. In particular, the
Contractor shall not interfere with or pollute in any way irrigation channels or watercourses.
Borrow pits shall only be worked at the location and in particular, the pits shall be left in a
condition that it is not a safety or a health hazard due to stagnant water collection.
3.6
The Contractor must keep the site reasonably free from all unnecessary obstruction. It must
remove any equipment, surplus materials and the site must be clear of any wreckage, rubbish
or temporary works that are no longer required. Upon the issuance of the Certificate of
Acceptance, the Contractor shall remove from the site, all equipment, surplus material, rubbish
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and temporary works of every kind. It must leave such part of the site and works clean and in
a workmanlike condition to the satisfaction of the Project Supervisor.
Unless otherwise provided for in the contract, the contractor must turnover to the C/BSPMC all
excess, used, unused and/or reusable materials paid for in the contract such as, formworks,
safety gadgets and devices, etc.
4. Subcontracting:
4.1
4.2
4.3
4.4
The Contractor may be allowed to subcontract a material or significant portion of the contract
or project, which must not exceed fifty percent (50%) of the total bid cost.
Except if otherwise provided by the contract, the Contractor shall not subcontract any part of
the works without the prior consent of the C/BSPMC Chairperson. This consent shall not
relieve the Contractor of any liability or obligation under the contract.
All subcontracting arrangements must be disclosed at the time of bidding, and
subcontractors must be identified in the bid submitted by the contractor. For them to be allowed
to do so, subcontractors should also pass the eligibility check for the portions of the contract
that they will undertake. Eligibility requirements of the Sub-contractor shall form part of the
proposal.
The Contractor shall be responsible for the acts, defaults and neglects of any subcontractor as
fully as if these were its own acts, defaults or neglects, or those of its agents, servants or
workers.
5. Contractor’s Program and Schedule of Works:
5.2
5.3
5.4
Within five (5) days of the written notification of award, the Contractor shall submit to the
Project Supervisor for approval a Program showing the general methods, arrangements, order,
and timing for all activities of the Works. The C/BSPMC approval of the Program shall not
change the Contractor’s obligations. The Contractor may revise the Program and submit it to
the Project Supervisor again at any time. A revised Program will show the effect of the changes.
The Contractor shall provide updated Activity Schedules within Seven (7) days of being
instructed by the Project Supervisor. The activities on the Activity Schedule will be coordinated
with the activities of the Program.
The Contractor shall carry out and complete all the activities in accordance with the scope of
works specified in the Contract.
6. Inspection and Tests
6.1
6.2
6.3
All materials, plant/s and workmanship shall be of the kind described in the contract and in
accordance with the instructions of the Project Supervisor. To ensure that this is the case,
these materials, plant/s and workmanship will be subjected, from time to time, to such tests as
the Project Supervisor may require.
The Project Supervisor must, at all reasonable times, have access to the site and to all
workshops and places where materials or plant are being manufactured, fabricated or prepared
for the works. The Project Supervisor shall be entitled to inspect and test these materials and
the plant or plants where these materials are manufactured or fabricated, and/or prepared.
If, at the time and place agreed above, the materials or plant are not ready for inspection or
testing, the Project Supervisor may reject these materials or the plant and must notify the
Contractor of such rejection immediately. The notice must state the Project Supervisor’s
objection and the reasons for the objection. The Contractor, for its part, must then promptly
ensures to replace the rejected materials or plant that complies with the contract.
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6.4
6.5
The Project Supervisor will determine, after consultation with the Contractor, all the costs
incurred in the repetition of the test or tests. These costs are recoverable from the Contractor
by the C/BSPMC and may be deducted from any monies due to the Contractor.
To help ensure the quality of materials being used in infrastructure projects, the Bureau of
Research and Standards (BRS) of the DPWH, the DOST or the DTI shall accredit the testing
laboratories that can be used in C/BSPMC infrastructure projects. All C/BSPMCs implementing
infrastructure projects must use only these laboratories. Only tests done by these laboratories
shall be recognized and accepted, except for the testing of new materials to be undertaken
through procedures approved by the DPWH Secretary.
7. M easurement of Works:
7.1
The Project Supervisor must measure the value of the works actually in-place in
accordance with the contract. This measurement will be the basis for the payment that will
be made to the Contractor in accordance with the Statement of Work Accomplished. The
Contractor shall attend or send a qualified representative to assist the Project Supervisor in
making such measurement; and supply all particulars required by the Project Supervisor.
8. Contract Price and Payment:
8.1
8.2
8.3
8.4
The method and conditions of payment shall be specified in the contract. Any kind of payment,
including advance and progress payments, must be made by the C/BSPMC in no case later
than thirty (30) days after the submission of an invoice or claim by the Contractor, accompanied
by documents submitted pursuant to the contract, and upon fulfillment of other obligations
stipulated in the contract. The C/BSPMC must also ensure that all accounting and auditing
requirements are met prior to payment
Price escalation is not allowed. For the given scope of work in the contracts awarded, the price
must be considered as a fixed price.
The first progress payment may be paid by the C/BSPMC to the contractor after 30% of the
work had been accomplished. Thereafter, payments can be made upon submission of
Progress Billing or a request for payment for work accomplished. The TF or Municipal Engineer
must verify such request for payment, including the Statement of Work Accomplished by the
contractor. Materials and equipment delivered on the site but not completely put in place shall
not be included for payment.
The C/BSPMC has the right to deduct from the contractor’s progress billing such amount as
may be necessary to cover third party liabilities. It must not process any progress payment
unless the discovered defects are corrected.
9. Advance Payment:
9.1
9.2
The contractor has the option to claim for advance payment equivalent to 15% of the
contract price subject to the submission of: i) a certification from the TF that equipment and
materials are already on the jobsite and, ii) a bank guarantee equivalent to the amount
requested within three (3) calendar days.
The C/BSPMC shall recover the advance payment by deducting from the progress payments
until the advance is fully recouped within the duration of the contract, and before full payment
is made to the Contractor.
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10. Retention M oney:
10.1 The C/BSPMC shall deduct the “Retention money” equal to ten percent (10%) of the progress
payments to cover the uncorrected discovered defects and third party liabilities.
10.2 This is equivalent to 10% of all progress payments. The 100% retention money will be
released to the Contractor upon issuance of the Certificate of Final Acceptance by the BSPMC
through the recommendation of the Project Supervisor.
This is mandatory for all contracts costing PhP 1M or more in addition to Performance Security. For
contracts less than PhP 1M, retention money is deducted only from the progress billing when there
is no Performance Security posted.
10.3 The “retention money” shall be due for release after the defects liability period. The Contractor
may request the C/BSPMC that, instead of retention money being withheld from each progress
billing, it issues in favor of the C/BSPMC, a bank guarantee in an amount equivalent to the
retention money substituted for. They must also be valid for a duration to be determined by the
C/BSPMC and will answer for the purpose for which the ten percent (10%) retention is
intended. The refund shall not be subjected to Withholding Tax.
10.4 In case the community account is about to close before the end of the defects liability period,
as mandated by the Program, the C/BSPMC shall require the Contractor to convert the
retention money to bank guarantee from a reputable bank. Upon receipt of the bank
guarantee, the Barangay Treasurer shall prepare a Disbursement Voucher and issue a check
equal to the amount of retention.
11. Final Payment:
11.1 The Contractor may request for final payment upon one hundred percent (100%) completion of
the work. Whatever balance remains of the amount that is needed in order to return to the
C/BSPMC the fifteen percent (15%) advance payment previously made and the c omputed
liquidated damages, if any will reduce this payment.
12. Variation Orders:
12.1 Variation Orders may be issued by the C/BSPMC to cover any increase/decrease in quantities,
including the introduction of new work items that are not included in the original contract or
reclassification of work items that are either due to change of plans, design or alignment to suit
actual field conditions resulting in disparity between the preconstruction plans used for
purposes of bidding and the “as staked plans” or construction drawings, provided that the
cumulative amount of the Variation Order does not exceed ten percent (10%) of the original
project cost. The addition/deletion of Works should be within the general scope of the project
as bid and awarded.
12.2 A Variation Order may either be in the form of a Change Order or Extra Work Order.
A Change Order may be issued by the C/BSPMC to cover any increase/decrease in quantities of
original Work items in the contract.
An Extra Work Order may be issued by the C/BSPMC to cover the introduction of new work
necessary for the completion, improvement or protection of the project that were not included as
items of Work in the original contract.
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12.3 Any cumulative Variation Order beyond ten percent (10%) shall be subject of another
Contract to be bid out if the works are separable from the original contract. However, if these
adjustments are urgently necessary to complete the original scope of work, the C/BSPMC
Chairperson, on the recommendation of the Technical Facilitator (TF) or the Municipal
Engineer and concurrence by the Regional Program Management Office (RPMO), may
authorize the Variation Order beyond ten percent (10%) but not more than twenty percent
(20%).
12.4 The payment to the contractor for additional work under Variation Orders, must be derived
based on the following:
a.
For additional/extra works duly covered by Change Orders, involving work items which are
the same or similar to those in the original contract, the applicable unit prices of work items in
the original contract shall be used.
b.
For additional/extra works duly covered by Extra Works Orders involving network items that
are not in the original contract, the unit prices will be based on the direct unit costs used in the
original contract (e.g., unit cost of cement, rebars, form lumber, labor rate, equipment rental,
etc.). All new components of the new work item shall be fixed prices, provided the same is
acceptable to both the C/BSPMC and the Contractor. The direct unit costs of new components
must also be based on the Contractor’s estimate as validated by the C/BSPMC. The C/BSPMC
must validate these prices through a documented canvass among three eligible suppliers in
accordance with existing rules and regulations. The direct cost of the new work item must then
be combined with the mark-up factor (i.e. taxes and profit) used by the Contractor in his bid to
determine the unit price of the new work item.
13. Suspension of Work:
13.1 The C/BSPMC has the authority to suspend the work wholly or partly by written order due to
the following:
i.
Force majeure or any fortuitous event; or
ii.
Failure on the part of the contractor to:
a. Correct bad conditions which are unsafe for workers or for the general public;
b. Carryout valid orders given by the Project Supervisor;
c. Perform any provisions of the contract; or
d. Adjustment of plans to suit field conditions as found necessary during construction.
13.2 The contract shall specify a period of three (3) calendar days from date of receipt of the written
order or notice for suspension of work, after which the said order may take effect and the
Contractor, shall immediately comply.
13.3 The Contractor has the right to suspend work operation on any or all projects/activities along
the critical path of activities due to any of the following:
i. There exist right-of-way problems, that prohibit the Contractor from performing work in
accordance with the approved construction schedule;
ii. Peace and order conditions make it extremely dangerous, if not impossible, to work, such
conditions having been certified in writing by the PNP station which has responsibility over
the affected area;
iii. There is a failure on the part of the C/BSPMC to deliver government–furnished materials
and equipment as stipulated in the contract; or
iv. The non-payment of the Contractor’s claim for progress billing beyond forty-five (45)
Calendar days from the time the claim has been certified by the C/BSPMC Chairperson as
having been supported by complete documentation, unless there are justifiable reasons that
shall be communicated in writing to the Contractor.
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13.4 The Contractor may suspend work within ten (10) calendar days after the C/BSPMC
Chairperson has received a written notice of the suspension of work.
13.5 Suspension of work and extension of time is considered only in cases when the suspension of
activities along the critical path is not due to the fault of the contractor. In such cases, the
elapsed time between the effective order suspending operation and the order to resume work
shall be allowed the Contractor by adjusting the contract time accordingly.
14. Contract Time Extension:
14.1 The contracts may be extended under the following conditions:
i. There are additional works or other special circumstances that would entitle the Contractor
to an extension of its contract;
ii. The affected activities fall within the critical path of the PERT/CPM network;
iii. The Contractor shall have notified the C/BSPMC that the amount of additional work or the
occurrence of the special circumstance merits the extension of its contract, and that it had
done so before the expiration of the contract and within thirty (30)calendar days after the
start of the additional work or when the special circumstance has arisen; and;
iv. The C/BSPMC, after due investigation and on the recommendation of the TF and the
Municipal Engineer finds the request justified, determines the appropriate extension period,
and approves the request of the Contractor for contract extension.
14.2 If the Contractor fails to notify the C/BSPMC within the period provided for, it waives any claims
to contract extension.
14.3 No contract extension must be given to a Contractor due to:
i. Ordinary unfavorable weather conditions, in that such weather conditions had already been
taken into consideration and anticipated in the computation of the unworkable days, and;
ii. Inexcusable failure or negligence of the Contractor to provide the required equipment,
supplies or materials.
14.4 Some special circumstances to be considered for contract time extension:
i. Major calamities such as exceptionally destructive typhoons, floods and earthquakes, and
epidemics;
ii. Untimely delivery of BSPMC’s contract obligation such as, materials, working drawings, or
written information;
iii. Non-acquisition of permit to enter private properties within the right-of-way resulting
incomplete stoppage of construction activities;
iv. Region-wide or nationwide shortage of construction materials, as certified by the DTI
Secretary;
v. Region-wide or nationwide general labor strikes, as certified by the DOLE Secretary, and;
vi. Serious peace and order problems as certified by the Municipal Chief of Police.
14.5 If a Contractor incurs a delay and wishes to request for an extension of the completion of
construction period:
i.
ii.
It must submit a written request to the PIT for an extension of the completion of construction
period, citing the reason/s for such delay.
The PIT shall either approve or disapprove the request for extension.
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iv.
If the extension is granted, the liquidated damages shall not be imposed and the contractor
will be so informed in writing.
If the request for extension is denied, the PIT shall inform the Contractor in writing of such
denial, and ensure that the latter receive the said notice or communication within
reasonable time from receipt of the request for extension. The C/BSPMC then imposes the
liquidated damages in accordance with the provisions of the contract and the procedures
outlined below.
15. Delays in Work Completion and Liquidated Damages:
15.1 The Contractor must complete the work within the period prescribed by the C/BSPMC as
specified in the contract.
15.2 If delays are likely to occur at any time during the contract, the Contractor/Supplier shall notify
the C/BSPMC Chairperson in writing. The C/BSPMC Chairperson may grant time extensions
based on meritorious grounds.
15.3 In all cases, the request for extension shall always be filed before the expiry of the original
completion date.
Maximum allowable extension shall not exceed the original construction period.
16. Liquidated Damages (LD)
16.1 When the Contractor refuses or fails to complete satisfactorily the works under the contract
within the specified contract duration, plus any time extension duly granted, and is thus
considered in default under the contract, it will be liable for liquidated damages for the delay.
In case of delay in completion, “Liquidated damages will be deducted to the final payment. The
basis of computation of LD is one percent (1%) of the cost of all the remaining works, goods
or services, scheduled for delivery or to be performed, after the deadline until completion of
the deliverables. Number of days shall be based from the agreed completion date (or deadline
of delivery) until the actual completion date (or full delivery). Regardless of progress (or
delivery made) in between the agreed completion vs actual completion and acceptance date
by the BSPMC. (Weekends, and holidays included); otherwise, 1/10 of 1% for contracts higher
than 10M.
16.2 The C/BSPMC need not prove that it has incurred actual damages to be entitled to liquidated
damages from the Contractor, and the same shall not be by way of penalty. Such amount shall
be deducted from any money due or which may become due the Contractor under the contract
and/or from the retention money or other securities posted by the Contractor, whichever is
convenient to the C/BSPMC.
In no case shall the sum of liquidated damages exceed ten percent (10%) of the contract
amount. If it does, the contract deemed automatically terminated by the C/BSPMC, without
prejudice to other courses of action and remedies available to it. Should the BSPMC opted not
to terminate the contractor due to valid concerns, the contract may continue provided that
“extended days” are still subject to liquidated damages.
16.3 The C/BSPMC may also take over the contract or award the same to qualified contractor
through direct contracting. In addition to the liquidated damages, the erring Contractor’s
performance security shall also be forfeited in full.
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17. Contract Completion:
17.1 Once the subproject reaches an accomplishment level of ninety percent (90%) of the total
contract amount and/or prior to the release of the last tranche, the Contractor or the Technical
Facilitator shall request the BSPMC Chairperson for a joint inspection. The BSPMC
Chairperson shall create a Joint Inspection Team (JIT) (composed of the Municipal Engineer,
Technical Facilitator, PIT Representative, Bookkeeper, and Area Coordinator, among others)
to conduct preliminary inspection, prepare a joint inspection report, and submit a punch-list
within a period of fifteen (15) days. The Joint Inspection Report shall highlight the findings of
the JIT as to the condition of the subproject with the form found in CBIM Form B-9. The punchlist will contain, among others, the remaining works, work deficiencies for necessary
corrections, and the specific duration/time to fully complete the subproject considering the
approved remaining contract time.
17.2 The Contractor shall complete the items in the punch-list in preparation for the final turnover of
the subproject. If the Final Account is still unsatisfactory after it has been resubmitted, the TF
or the Municipal Engineer shall decide on the amount payable to the Contractor and issue a
payment certificate.
17.3 The Contractor shall request the BSPMC to issue a certificate of completion and acceptance
of the Works upon completion of the punch-list (CBIM Form C-14). The TF or Municipal
Engineer will recommend the issuance of such a certificate when he determines that the work
is satisfactorily completed. The BSPMC shall take possession of the site within seven (7) days
upon issuance of certificate of completion and acceptance of the Works.
17.4 The Contractor shall supply the TF or Municipal Engineer with a detailed account of the total
amount that the Contractor considers payable under the Contract before the end of the Defects
Liability Period. The TF or Municipal Engineer shall issue a Defects Liability Certificate after
the Contractor 55 has fulfilled its obligation under the Contract and certify any final payment that is due
to the Contractor within fifteen (15) days of receiving the Contractor’s account is correct and complete.
17.5 Upon issuance of the certificate of completion and acceptance and the possession of the
subproject site, the BSPMC Chairperson with the assistance of the CEF and the TF shall
submit a Subproject Completion Report (CBIM Form C-15) to the AC to certify to the completion
of the subproject.
18. Warranty and Defects Liability Period
18.1 A warranty is required to ensure that the Contractor will correct structural defects and failures.
A one-year period after the completion of the project, called the defects liability period, is
observed until final acceptance by the C/BSPMC.
18.2 The Contractor shall assume full responsibility for the contract work within the defects liability
period and shall be held responsible for any damage or destruction of the works except those
occasioned by force majeure. During this period, the Contractor shall undertake the repair
works, at his own expense, of any damage to the infrastructure projects on account of the use
of materials of inferior quality within ninety (90) days from the time the C/BSPMC Chairperson
has issued an order to undertake repair.
18.3 The Defects Liability Period shall be extended for as long as defects remain uncorrected. Every
time notice of a defect is given, the Contractor shall correct the notified defect within the length
of time specified.
18.4 In case of Contractor’s failure or refusal to correct a defect within the time specified by the
order, the C/BSPMC shall undertake such repair works and shall be entitled to full
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reimbursement of expenses incurred upon demand at the cost of the contractor. The Project
Supervisor will assess the cost of having the defect corrected. The C/BSPMC shall recover
these amounts by deducting from the amounts due to the Contractor.
18.5 Any Contractor who fails to comply with the preceding paragraphs shall suffer perpetual
disqualification from participating in any KC-NCDDP projects.
18.6 After final acceptance of the project, the Contractor shall be held responsible for structural
defects and/or failure of the completed project within the warranty or defects liability period (as
provided in Sec 62 of the Revised IRR of RA 9184) from final acceptance, except those
occasioned by force majeure and those caused by other parties.
19. Contract Termination
Termination of Contract for Default:
The C/BSPMC Chairperson may terminate a contract for default when any of the following conditions
attend its implementation:
i.
ii.
iii.
19.1
19.2
Due to the Contractor’s fault and while the project is on-going, it has incurred negative
slippage of fifteen percent (15%) or more;
Due to the Contractor’s fault and after the contract time has expired, it has incurred a negative
slippage of ten percent (10%) or more in the completion of the work; or
The Contractor:
a. Abandoned the contract works, refuses or fails to comply with a valid instruction of the
Project Supervisor or fails to proceed expeditiously and without delay despite a written
notice by the C/BSPMC;
b. Failed to deploy on-site minimum required Equipment listed on the quotation that is
necessary to execute the works in accordance with the approved work plan and
equipment utilization schedule;
c. Did not execute the works in accordance with the contract or persistently or deliberately
neglects to carry out its obligations under the contract;
d. Neglects or refuses to remove materials or to perform a new work that has been rejected
as defective or unsuitable; or
e. Sub-contracts any part of the contract works without approval by the C/BSPMC.
The Project Supervisor shall issue a certificate for the value of the work completed and for the
materials already ordered LESS the advance payments received up to the date of the issuance
of the certificate. If the total amount payable to the C/BSPMC exceeds any payment due to the
Contractor, the difference shall be a debt payable by the Contractor to the C/BSPMC.
The rescission of the contract shall be accompanied by the confiscation of the Contractor’s
performance security that shall be used by the C/BSPMC to complete the remaining works or
for further improvement of the community project. The Contractor shall also be recommended
for blacklisting in all KC-NCDDP procurements. The Contractor shall be paid based on actual
value.
Termination of Contract for Unlawful Acts:
19.3 The C/BSPMC may terminate the contract in case it is determined prima facie that the
Contractor has engaged, before or during the implementation of the contract, in unlawful deeds
and behaviors relative to contract acquisition and implementation. Unlawful acts include, but
are not limited to, the following:
i. Corrupt, fraudulent, collusive and coercive practices;
ii. Drawing up or using forged documents;
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Using adulterated materials, means or methods, or engaging in production contrary to
rules of science or the trade; and
iv. Any other act analogous to the foregoing.
19.4 The Contractor shall be paid based on actual value of works.
Termination of Contract at the Instance of the Contractor:
19.5 The Contractor may terminate its contract with the C/BSPMC if the works are completely
stopped for a continuous period of at least sixty (60) calendar days through no fault of its own,
due to any of the following reasons:
i. Failure of the C/BSPMC to deliver, within a reasonable time, supplies, materials, right-ofway, or other items it is obligated to furnish under the terms of the contract; or
ii. The execution of the work is disrupted by the adverse peace and order situation, as certified
and approved by the Municipal Chief of Police.
19.6 The Contractor must serve a written notice to C/BSPMC of its intention to terminate the contract
at least thirty (30) calendar days before its intended termination. The contract is deemed
terminated if the C/BSPMC Chairperson does not resume it in thirty (30) calendar days after
the receipt of such notice.
19.7 In cases of termination, the C/BSPMC shall return to the Contractor its performance security
and shall pay unpaid claims based on actual value of works.
Termination of Contract for Convenience:
19.8 The C/BSPMC Chairperson, by written notice sent to the Contractor, may terminate the
contract, completely or in part, at any time for its convenience. The notice of termination shall
specify that the termination be for the C/BSPMC’s convenience, the extent to which
performance of the Contractor under the contract is terminated, and the date upon which such
termination becomes effective.
19.9 Any of the following circumstances may constitute sufficient grounds to terminate contract for
convenience:
i. If physical and economic conditions have significantly changed so as to render the project
no longer economically, financially or technically feasible, as determined by the C/BSPMC
Chairperson;
ii. The C/BSPMC Chairperson has determined the existence of conditions that make project
implementation impractical and/or unnecessary, such as, but not limited to, fortuitous
event/s, changes in laws and government policies;
iii. Funding for the project has been withheld or reduced by higher authorities through no fault
of the C/BSPMC;
iv. Failure of the C/BSPMC to acquire the necessary right-of-way; or
v. Any circumstance analogous to the foregoing.
Termination of Contract due to Force M ajeure:
19.10 Either party may terminate the Contract by giving a thirty (30) day notice to the other for
events beyond the party’s control, such as wars and acts of God such as earthquakes, floods,
fires, etc.
20. Settlement of Disputes:
20.1
The C/BSPMC and the Contractor shall make every effort to resolve amicably by direct
negotiations any disagreement or dispute arising between them under or in connection with
the Contract. The disagreement can also be presented to appropriate Grievance Officer/Unit
of KC-NCDDP. In case of further disagreement, either party can take the matter to arbitration
in accordance with the Law governing the Contract.
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CBPM Form C-1
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
CERTIFICATE OF SITE INSPECTION FOR WORKS
This is to certify that the bidder: (insert name of the contractor) has participated in the joint site
visit and inspection conducted by the Barangay Sub-Project Management Committee
(C/BSPMC) on: (insert date of inspection) at (insert location of the Sub-project) for the
completion of works for: (insert name of Sub-project here).
This is to further certify that the bidder has visited the known source of aggregates and other
indigenous construction materials and has scouted labor force available in the area.
This certification is issued to support the bidder’s intent to bid for the above community subproject and shall be submitted as part of the bid requirements.
(SIGNATURE OVER PRINTED NAME )
C/BSPMC Chairperson
Date:_________________
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CBPM Form C-2
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________Municipality: ________________________ Province: __________________________
Name of Sub-Project to be Bid:____________________________
Company Name of Bidder:__________________________
Statement of All Completed Government and Private Construction Contracts Similar to
the Contract to be Bid
Name of the Contract or
Title of the Sub-Project
a. Owner Name
b. Address
c. Telephone
Nos.
Nature / Scope of Work
a. Amount at Award
b. Amount at
Completion
c. Duration
Government
Private
Prepared by:
Date:
_______________________
Name and Signature of the Contractor
__________
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a. Date of Award
b. Contract Effectivity
c. Date of Completion
CBPM Form C-3
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________Municipality: ________________________ Province: __________________________
Name of Sub-Project to be Bid:____________________________
Company Name of Bidder:__________________________
Statement of All On-Going Government and Private Construction Contracts, Including
Contracts Awarded but Not Yet Started
Name of the Contract
or Title of the SubProject
Owner’s
Name and
Address
Nature / Scope
of Work
Total
Contract
Value
Date of
Award
Value of
Estimated
%
Outstanding
Time of
Accomplishment
Contract
Completion Planned Actual
A) Government
Contracts
i. On-going
ii. Awarded but
not
yet
started
B) Private
Contracts
i.
On-going
ii.
Awarded
but not yet
started
Prepared by:
Date:
_______________________
Name and Signature of Contractor
__________
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Contract Duration
Start
Completed
CBPM Form C-4
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
Name of Sub-Project to be Bid:__________________________
Company Name of Contractor:__________________________
Net Financial Contracting Capacity Computation (For
Works)
A. Summary of the Bidder’s Assets and Liabilities based on the attached audited Financial
Statements, stamped “RECEIVED” by the Bureau of Internal Revenue or the BIR
authorized collecting agent, for the preceding calendar year.
Year
1.
2.
3.
4.
5.
6.
Total Assets
Current Assets
Total Liabilities
Current Liabilities
Net Worth (1 – 3)
Net Working Capital (2 – 4)
B.
Net Financial Contracting Capacity
Amount
Net Working Capital (6)
Multiply by 15
Less: Value of all outstanding and uncompleted
portions of sub-projects under on-going
contracts including awarded contracts to be
started coinciding with contract to be bid
Computed NFCC
_______________________________
Name and Signature of Contractor
Date:___________________________
________________________________
Authorized Signing Official
Note: Please attach the certified true copies of the audited financial statements stamped
“RECEIVED” by the Bureau of Internal Revenue or BIR authorized collecting agent for the
latest /immediately preceding calendar year.
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CBPM Form C-5
Omnibus Sworn Statement
AFFIDAVIT
I, [Name of Affiant], of legal age, [Civil Status], [Nationality], and residing at [Address of
Affiant], after having been duly sworn in accordance with law, do hereby depose and state
that:
1. Select one, delete the other:
If a sole proprietorship: I am the sole proprietor of [Registered Business Name of
Bidder] with office address at [address of Bidder];
If a partnership, corporation, cooperative, or joint venture: I am the duly authorized and
designated representative of [Registered Business Name of Bidder] with office
address at [address of Bidder];
2. Select one, delete the other:
If a sole proprietorship: As the owner and sole proprietor of [Registered Business
Name of Bidder], I have full power and authority to do, execute and perform any and
all acts necessary to represent it in the bidding for [Name of the Sub-Project] of the
Barangay __________ Barangay Sub-project Management Committee (BSPMC).
If a partnership, corporation, cooperative, or joint venture: I am granted full power and
authority to do, execute and perform any and all acts necessary and/or to represent
the [Registered Business Name of Bidder] in the bidding as shown in the attached
[state title of attached document showing proof of authorization (e.g., duly
notarized Secretary’s Certificate issued by the corporation or the members of
the joint venture)];
3. [Registered Business Name of Bidder] is not “blacklisted” or barred from bidding by the
Government of the Philippines or any of its agencies, offices, corporations, or Local
Government Units, foreign government/foreign or international financing institution whose
blacklisting rules have been recognized by the Government Procurement Policy Board;
4. Each of the documents submitted in satisfaction of the bidding requirements is an authentic
copy of the original, complete, and all statements and information provided therein are true
and correct;
5. [Registered Business Name of Bidder] is authorizing the Barangay Sub-Project
Management Committee (BSPMC) Chairperson or its duly authorized representative(s)
the BAC, TWG, PT, KC-NCDDP and/or its Funder (ADB/WB etc) to review and examine
the records and accounts related to all the documents submitted;
6. None of the officers / directors / controlling stockholders / members /owners of the [insert
Registered Business Name of Bidder] are related by consanguinity or affinity up to the
1st civil degree to the BSPMC Chairperson or employees of KC-NCDDP Regional Program
Management Office (RPMO) or National Program Management Office (NPMO) who have
direct access to information that may substantially affect the result of the bidding, such as,
but not limited to, the members of the Bids and Awards Committee (BAC), the members
of the Technical Working Group (TWG), the Procurement Team (PT), and the designer/s
of the Sub-project.
7. [Registered Business Name of Bidder] complies with existing labor laws and standards;
8. [Registered Business Name of Bidder] is aware of and has undertaken the following
responsibilities as a Bidder:
a) Carefully examine all of the Bidding Documents;
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b) Acknowledge all conditions, local or otherwise, affecting the implementation of the
Contract;
c) Made an estimate of the facilities available and needed for the contract to be bid, if
any; and
d) Inquire or secure Supplemental/Bid Bulletin(s) issued for the [Name of the SubProject]; and
9. [Registered Business Name of Bidder] did not give or pay directly or indirectly, any
commission, amount, fee, or any form of consideration, pecuniary or otherwise, to any
person or official, personnel or representative of the government in relation to any
procurement project or activity.
SIGNATURE OVER PRINTED NAME
[Bidder’s Authorized Signatory]
Republic of the Philippines
Municipality of ____________
Province of ______________
ACKNOWLEDGEMENT
BEFORE ME, Notary Public for and the Municipality of _____________, personally appeared
__________________ (name of bidder) with residence certificate No. _________________
issued on ______________ at __________________ in his capacity as Authorized Signing Official
or (state the designation of bidder) of _______________________ (name of Bidder’s firm) known
to me to be the same person who executed the foregoing Certification and acknowledge to me
that the same is his/her true act and deeds for and behalf of the firm he/she represents.
This instrument consists of one page including this page on which the ACKNOWLEDGEMENT is
written duly signed by the Authorized Signing Officer.
IN WITNESS WHEREOF, I have hereunto affixed my signature and seal this ______ day of
_____________________, 201__ at ______________________.
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CBPM Form C-6
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
Name of Project to be Bid:__________________________
Company Name of Bidder:__________________________
List of Construction Equipment Pledged for Contract to be Bidded (For Works Contracts)
Description
Model/Year
Capacity /
Performance /
Size
Plate
No.
Motor No.
/ Body No.
A. Owned
1.
2.
3.
B. Leased
1.
2.
C. Under Purchase
Agreements
1.
2.
Prepared by:
Date:
_______________________
Name and Signature of Contractor
__________
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Location
Condition
Proof of Ownership
/ Lessor or Vendor
CBPM Form C-7
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
Name of Project to be Bid:______________ Company Name of Bidder:______________
LIST OF KEY CONSTRUCTION PERSONNEL pledged for the contract to be bid (For
Works Contracts)
No.
Total Related Work Similar
Experience (years)
Position
Experience in
Similar Works (years)
1
2
3
4
5
6
7
Please attach Organizational Chart showing lines of communications as well as communications plan for managing communications with key
stakeholders.
Prepared by:
Date:
_______________________
__________
Name and Signature of Contractor
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CBPM Form C-8
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ____________________
Province: ____________________
Name of Sub-Project to be Bid:_____________
Company Name of the Contractor:_____________
CURRICULUM VITAE OF KEY PERSONNEL (For Works Contracts)
Position:
Personnel
information
Name:
Date of birth:
Professional qualifications:
Present
employment
Name of employer:
Address of employer:
Telephone:
Fax:
Contact: (manager / personnel
officer)
E-mail:
Job title:
Years with present employer:
Summarize professional experience over the last 10 years, in reverse chronological order. Indicate particular experience relevant to the project.
From
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Prepared by:
Date:
_______________________
__________
Name and Signature of Key Personnel
Note: Please prepare one for each k ey personnel. All CVs must be signed and dated.
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CBPM Form C-9
LETTERHEAD OF BANK
BANK GUARANTEE: PERFORMANCE SECURITY
To: The Barangay Sub- Project Management Committee
(insert name of barangay, municipality, province)
(Address of C/BSPMC)
WHEREAS (Name and Address of Contractor), hereinafter called “the Contractor” has undertaken,
in pursuance to Contract dated _________________ to execute (Name of Contract and brief
description of works), hereinafter called “the Contract”;
AND WHEREAS it has been stipulated by you in the said Contract that the Contractor shall furnish you
with a Bank Guarantee by a recognized bank for the sum specified therein as security for compliance
with his obligation in accordance with the Contract;
AND WHEREAS we have agreed to give the Contract such a Bank Guarantee;
NOW THEREFORE, we hereby affirm that we are the Guarantor and responsible to you, on behalf of
the Contractor, up to a total of _______________________________ (amount of Guarantee in words),
such sum being payable in the types and proportions of currencies in which the Contract Price is
payable, and we undertake to pay you, upon your first written demand and without cavil or argument,
any sum or sums within the limits of ________________________________ (amount of Guarantee)
as aforesaid without your needing to prove or to show grounds or reasons for your demand for the sum
specified therein.
We hereby waive the necessity of your demanding the said debt from the Contractor before presenting
us with the demand.
We further agree that no change or addition to or other modifications of the terms of the Contract or of
the Works to be performed hereunder or of any of the Contract documents which may be made
between you and the Contractor shall in any way release us from any liability under this guarantee,
and we hereby waive notice of any such change, addition or modification.
This guarantee shall be valid until the date of completion and acceptance of the contract.
Signature and Seal of Guarantor:
________________________
Name of Bank: _________________________
Address:
_____________
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CBPM Form C-10
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
Name of Sub-Project: _________________ Company Name of Bidder:_____________
CHECKLIST OF BID REQUIREMENTS FOR CONTRACTORS
(Community Shopping for Works Contracts)
1. ELIGIBILITY PROPOSAL
Legal Documents
_____ Valid license issued by the Philippine Contractors Accreditation Board (PCAB);
_____ Department of Trade and Industry (DTI) Certificate of Business Name Registration for Sole
Proprietorship; SEC Registration Certificate for Corporations; CDA Registration
Certificate for Cooperatives;
_____ Valid and current Business/Mayor’s permit/municipal license from the bidders principal
place of business
Technical Documents
____ Statement of all Completed government and private contracts similar to the Contract to
be bid (CBPM Form C-2), to be attached with proofs such as Contract Agreement, Notice
of Award, Notice to Proceed, Certificate of Completion and Acceptance;
____ Statement of all ongoing government and private contracts, including contracts awarded
but not yet started (CBPM Form C-3), with information on the status of physical
accomplishments;
____ Statement on the availability of key personnel pledged for the contract to be bid;
____ Statement on the availability of Equipment pledged for the contract to be bid;
Financial:
____ Audited financial statements, stamped “received” by the BIR or its duly accredited and
authorized agents, for the immediately preceding calendar year;
____ Computation of Net Financial Contracting Capacity (CBPM Form C-4)
2. TECHNICAL PROPOSAL
____ Authority of the signatory must be submitted in the required form as Board Resolution if
the bidder is a corporation or a cooperative or a Partnership Resolution if the bidder is a
Partnership;;
____ Construction schedule (bar chart or PERT/CPM) and S-curve;
____ Manpower schedule (weekly or monthly scheduling of skilled and unskilled workers,
including the Project Manager, Project Engineers, Materials Engineers, and Foremen);
____ Construction methods (narrative description of how the contractor will undertake the
works under the contract;
____ Organizational chart for the contract to be bid;
____
List of key personnel Construction Personnel pledged for the contract to be bid (CBPM
Form C-7
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____
____
____
____
____
____
List of Construction Equipment (for Works Contracts) pledged for the contract to be bid,
(CBPM Form C-6);
Curriculum Vitae of Key Personnel (for Works Contracts) (CBPM Form C-8);
Equipment utilization schedule (weekly or monthly scheduling of the minimum
equipment required for the contract);
Certificate of Site Inspection signed by the C/BSPMC Chairperson (CBPM Form C-1);
Construction safety and health program of the contractor;
Omnibus Sworn Statement (Affidavit) (CBPM Form C-5);
3. FINANCIAL PROPOSAL
_____ Financial proposal sheet (using the filled-up RFQ or a Bill of Quantities or Summary of
Bids)
_____ Detailed estimates including a summary sheet indicating the unit prices of construction
materials, labor rates and equipment rentals used, indicating also the direct and indirect
costs, in coming up with the bid; and
_____ Cash flow by the quarter and payments schedule
4. Other documents:
______ Instruction to Contractors for Community Shopping for Works
______ Bid Data Sheet for Community Shopping for Works
Note:
Contractors are enjoined to use the KC-NCDDP format in the issued bidding documents for the
abovementioned requirements otherwise, it may nullify the proposal.
Prepared by:
SIGNATURE OVER PRINTED NAME
Bidder
Date: __________
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ANNEX D: SMALL VALUE
PROCUREMENT (SVP) FOR GOODS
(OFF-THE-SHELF)
List of Items to be Procured (CBPM Form D-1)
Survey of Available Suppliers (CBPM Form D-2)
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CBPM Form D-1
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
LIST OF ITEMS TO BE PROCURED THROUGH SMALL
VALUE PROCUREMENT
Item
No.
1.
2.
3
4
5
Items to be Procured
Qty.
Unit
Estimated Cost
TOTAL AMOUNT REQUESTED
Prepared by:
SIGNATURE OVER PRINTED NAME
Procurement Team
Date: ___________________
FUNDS AVAILABLE BY:
SIGNATURE OVER PRINTED NAME
Barangay Treasurer
Date: ___________________
APPROVED BY:
SIGNATURE OVER PRINTED NAME
C/BSPMC Chairperson
Date: ___________________
CBPM Form D-2
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KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
SURVEY OF AVAILABLE SUPPLIERS
Item
No.
Items to be
Procured
Qty.
Estimated
Cost based on
Unit
Approved POW
Price
or Variation
Order
Registered Name of Supplier
1.
Canvass
Price
2.
Canvass
Price
Actual
Purchased
Price
3.
Canvass
Price
1.
2.
TOTAL
Please encircle the most reasonable price and purchase price (actual)
Conducted by:
SIGNATURE OVER PRINTED NAME
Procurement Team (PT)
Date: ___________________
CONFORME:
Name of the winning Supplier: SIGNATURE OVER PRINTED NAME
Date: ____________
Inspected by:
Accepted by:
SIGNATURE OVER PRINTED NAME
Monitoring and Inspection Team
SIGNATURE OVER PRINTED NAME
Storekeeper/Bodegero
Date:________________
Date:_________________
NOTE:
•
When the above survey is evaluated and found to be responsive by the PT ‘on-site’, the supplier
will sign the above. This will serve as the Purchase Order (PO) and will be used to prepare the payment.
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ANNEX E: PAKYAW CONTRACTS
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CBPM Form E-1
KALAHI-CIDSS NATIONAL COMMUNITY DRIVEN DEVELOPMENT PROGRAM
Office of the Barangay Sub-Project Management Committee
Barangay: _________________________
Municipality: ________________________
Province: __________________________
Name of Sub-project:________________________
PAKYAW LABOR CONTRACT
AGREEMENT
This Agreement, made this ______ day of ______ 201__, by and between Sub-Project
Management Committee (BSPMC) of Barangay
_______, with official address at
Barangay ____________, Municipality of ______________, Province of _____________,
Philippines herein represented by the BSPMC Chairperson __________________ hereinafter
called ‘the Client or the First Party”
And
(Insert Name of the Pakyaw Group Leader), Pakyaw Group Leader and with official
address at Barangay __________, Municipality of __________, Province of ____________,
Philippines hereinafter called “Pakyaw Group or the Second Party”.
Whereas, the Client needs the services of the Pakyaw Group to execute the works described
in the table under Item 4 of the Terms and Conditions as agreed by the Barangay Assembly (BA)
conducted on ________________ hereinafter called “the Works”.
THAT, both Parties agreed to execute the Works as described under the Terms and
Conditions.
Now this Agreement witnesseth as follows:
1. In this (no. of pages) pages Agreement, words and expressions shall have the same
meanings as are respectively assigned to them.
2. The following document shall be deemed to form and be read and construed as part of this
Agreement:
- Minutes of the Barangay Assembly
- Composition of Pakyaw Group (see attached certification)
- General Condition of Contract Agreement (if applicable)
- List of Tools provided to the Pakyaw Group
- List of Materials to be provided by the Pakyaw Group (if applicable)
3. In consideration of the payments to be made by the Client to the Pakyaw Group as
hereinafter mentioned, the Group hereby covenants with the Client to execute and complete the
works and remedy any defects therein in conformity in all respects with the provisions of the
Contract.
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4. The Contract Cost is (Amount in Words) (Php ________) as described below.
I.
II.
III.
IV.
Name of Pakyaw
Team members
Agreed Labor Rate
Cash
Total
Cost
In-kind
Weight
%
Unit
Description
Quantity
Work
Item
(Note: The description of Scope of Works are sample only)
SITE WORKS
I.2 Structure
Excavation
Laborer
Sub-Total
I.3 Gravel
Bedding
Laborer
Sub-Total
STRUCTURAL
CONCRETE
Mason
Carpenter
Laborer
Sub-Total
REINFORCING
STEEL BARS
Steelman
Laborer
Sub-Total
FORMWORKS
Carpenter
Laborer
Sub-Total
TOTAL CONTRACT COST:
P
Amount in Words:
5. The Total In-kind Labor (“Bayanihan”) (if applicable) is (Amount in Words) Php ________
6. The Group shall employ Women, ideally 30% of the total Pakyaw Group members. Priority
shall be given to 4P's and SLP Beneficiaries within the Barangay as applicable.
7. The Client shall provide Personal Protective Equipment (PPE) to the workers.
8. The Client shall pay the Group upon completion and acceptance of the work in accordance to
plans and specifications. The details of the work accomplishment shall be reflected in the Statement
of Work Accomplished (SWA), verified by the client’s representative, i.e. PIT, TF/ME and approved
by the BSPMC Chairperson.
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9. The payment shall be made in accordance with the guidelines of the Community-Based Finance
Manual (CBFM).
10. The Group commits to complete all the works within _____ calendar days.
In Witness, whereof the parties hereto have caused this Agreement to be executed this
_____ day of
201__.
For the Pakyaw Group:
For the Client:
(SIGNATURE OVER PRINTED NAME)
(SIGNATURE OVER PRINTED NAME)
Pakyaw Group Leader
BSPMC Chairperson
Funds Available at the BSPMC Account:
Witness
SIGNATURE OVER PRINTED NAME
SIGNATURE OVER PRINTED NAME
Barangay Treasurer
Technical Facilitator
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