Checklist For Supply And Delivery Of Goods Barangay Municipality.docx

CONTRACT REVIEW CHECKLIST– GOODS Documents a) Authenticated photocopy of the Approved APP and any amendment thereto – Post Audit b) Invitation to apply for eligibility and to Bid, 1) Copy of newspaper advertisement ,if any, 2) Copy of IAEB posted in conspicuous place, 3) Certification of BAC posting in conspicuous places 4) Evidence of posting in the agency website, 5) Evidence of Posting in the PhilGEPS. c) Invitation to Observer 1) COA 2) Others d) Letter of Intent e) Eligibility documents and Eligibility data sheet f) Eligibility Requirements, Eligibility Documents 1) Class A documents 1. Registration certificate from SEC, DTI for sole proprietorship or CDA for cooperatives, or any proof of such registration as stated in the bidding documents 2. Mayor’s permit issued by the city or municipality where the principal place of business of the prospective bidder is located 3. The prospective bidder’s audited financial statements, showing among others, the prospective bidder’s total and current assets and liabilities, stamped received by the BIR or its duly accredited and authenticated and authorized institutions, for the preceding calendar year which should not be earlier than two (2) years from the date of bid submission. 4. Statement of the prospective bidder of all its ongoing and completed government and private contracts, including contracts awarded but not yet started, if any whether similar or not similar in nature and complexity to the contract to be bid, within the relevant period as provided in the bidding documents. The statement shall include all information required in the PBDs prescribed by the GPPB. 5. The prospective bidder’s computation for its Net Financial Contracting Capacity (NFCC) or a commitment from a Universal or Commercial Bank to extend credit line in favour of the prospective bidder if awarded the contract to be bid (CLC). NFCC = Current assets minus current liabilities (K) minus the value of all outstanding or uncompleted portions of the projects under ongoing contracts, including awarded contracts yet to be started coinciding with the contract to be bid. 6. Tax Clearance per E.O 398 s. of 2005 2. ) Class “B” Documents Valid joint venture agreement (JVA), in case the joint venture is already in existence Technical Documents 1. Bid security in the prescribed form, amount and validity period a) Bank draft/guarantee or irrevocable letter of credit b) Cash or cashier’s/Manager Check

√/x Barangay

Not Applicable Barangay Barangay Not Applicable Barangay Barangay Barangay Supplier Supplier

Supplier

Supplier Supplier

Supplier

Supplier

Supplier Not Applicable

Documents Surety Bond-Shall be accompanied by a certification by the insurance commission that the surety or insurance company is authorized to issue such instruments. d) Bid Securing Declaration 2. Schedule of Requirements (Section VI of the BDS) 3. Technical Specifications (Section VII of the BDS). 4. Sworn Statement in accordance with Sec. 25.2 (a) (iv) of the IRR of RA 9184 and using the form prescribed in Section VIII-Bidding Forms. g) Result of Eligibility Check Screening h) Bidding Documents(Sec. 17.1, IRR-A, RA 9184 which includes the following: 1. Complete set of approved detailed plans/drawings/layout/sketch, if applicable 2. Complete set of technical specifications (Complete set of approved agency specifications/item description indicating the following, among others, brand, unit of measurement, accessories (if any), make, country of origin, size/dimension/volume, model, use of item, color, capacity, horsepower, voltage, watts, gauge, kind of equipment where spare parts are to be used, statement whether replacement or original (for spare parts), part number of spare parts, type and classification of materials, packing (quantity per pack), substance, speed, kind of service rendered) i) Minutes of Pre-Procurement Conference, if any j) Minutes of Pre-bid Conference, if applicable, k) Agenda and/or Supplemental Bid, Bulletin, if any, l) Bidders Technical and Financial Proposals, a) Financial Bid Form, which includes bid prices and the bill of quantities and the applicable Price Schedule m) Minutes of Bid Opening n) Minutes of Rebidding, if applicable o) Abstract of Bids p) Post Qualification Report of Technical Working Group, q) BAC resolution declaring winning bidder, r) Notice of Post Qualification and submission of the ff: 1. Latest Income or Business Tax return per BDS 2. Certificate of PhilGEPS Registration 3. Other Appropriate licenses and Permits in BDS s) BAC Resolution recommending approval t) Notice of Award u) Evidence of posting of Notice of Award v) Contract Agreement/Purchase Order, Job Order, etc. a) Special conditions of Contract b) General Conditions of Contract w) Performance Security 1) Cash or Cashier’s Check 5% 2) Bank draft/guarantee or irrevocable letter of credit 5% 3) Surety Bond callable upon demand duly certified by the insurance commission as authorized to issue such security. 30% 4) Any combination of the foregoing. x) Certificate of Availability of Funds, Obligation Request y) Notice to Proceed

√/x Supplier

c)

Not Applicable Supplier Supplier Supplier Barangay

n/a barangay

n/a n/a n/a Barangay Barangay

n/a Barangay Barangay Barangay Barangay Supplier Supplier

n/a Barangay Barangay Barangay Barangay

n/a n/a Supplier

n/a Barangay Barangay

Documents z) Such Other Documents peculiar to the contract and/or to the mode of procurement and considered necessary in the auditorial review and in the technical evaluation thereof. a. Copy of the canvass sheets prepared by Authorized GSO in determining the ABC or PR amount b. Copy of the document containing the approved breakdown of the Approved Budget for the Contract (ABC) c. Copy of the document containing the breakdown of the contract amount d. Samples and brochure/photographs, if applicable e. Appropriate approved documents indicating the unit prices of the items f. Certificate of Exclusive Distributorship, if applicable g. Copy of Dealer’s/Supplier’s Invoice, Delivery Receipts (if applicable), showing the quantity, description of the articles, unit and total value, duly signed by the dealer or his representative, and indicating receipt by the proper agency official of items delivered h. For imported items: 1. Consular Invoice/Pro-forma invoice of the foreign supplier with the corresponding details 2. Home consumption value of the items 3. Breakdown of the expenses incurred in the importation i. Request for purchase of supplies, materials or equipment, duly approved by proper authorities j. In case of motor vehicles, (AO No. 233 dated August 1, 2008) authority to purchase 1. Agency Head and Secretary of DBM, or OP depending on the type of vehicles being provided (Section 7 and 9) 2. Local Chief Executives, including Punong Barangay, for types of vehicles enumerated under Sec. 7 of AO No. 233 sourced from their unencumbered local funds and if chargeable under the GAA, either from the DBM or OP depending on the type of vehicles purchased (Sec. 7 and 9) k. Performance/Quality Tests Results/results of test Analysis, if applicable l. Inspection and Acceptance Report prepared by Department/Agency property inspector and signed by the Head of Agency or his authorized representative m. Tax receipts from the Bureau of Custom or the BIR indicating the exact specifications and/or serial number of the equipment procured by the government as proof of payment of all taxes and duties due on the same equipment, supplied or sold to the government (Administrative Order No. 200 dated November 21, 1990) n. For equipment, Property Acknowledgement Receipt

√/x n/a

Barangay Barangay Barangay Supplier Barangay

n/a Supplier

n/a n/a n/a n/a barangay

n/a n/a n/a

n/a Barangay

n/a

n/a

For Supplier: 1.

Letter of Intent (date: after posting in ITB but before opening of bids)

2.

Registration certificate from SEC, DTI for sole proprietorship or CDA for cooperatives, or any proof of such registration as stated in the bidding documents

3.

Mayor’s permit issued by the city or municipality where the principal place of business of the prospective bidder is located

4.

The prospective bidder’s audited financial statements, showing among others, the prospective bidder’s total and current assets and liabilities, stamped received by the BIR or its duly accredited and authenticated and authorized institutions, for the preceding calendar year which should not be earlier than two (2) years from the date of bid submission.

5.

Statement of the prospective bidder of all its ongoing and completed government and private contracts, including contracts awarded but not yet started, if any whether similar or not similar in nature and complexity to the contract to be bid, within the relevant period as provided in the bidding documents. The statement shall include all information required in the PBDs prescribed by the GPPB.

6.

The prospective bidder’s computation for its Net Financial Contracting Capacity (NFCC) or a commitment from a Universal or Commercial Bank to extend credit line in favour of the prospective bidder if awarded the contract to be bid (CLC). NFCC = Current assets minus current liabilities (K) minus the value of all outstanding or uncompleted portions of the projects under on-going contracts, including awarded contracts yet to be started coinciding with the contract to be bid.

6.

Tax Clearance per E.O 398 s. of 2005

7.

Surety Bond-Shall be accompanied by a certification by the insurance commission that the surety or insurance company is authorized to issue such instruments. (date: before opening of bids)

8. Any or all of the ff: a. Production/delivery schedule b. Manpower requirements c. After-Sales service/parts, if applicable d. Technical specifications

9.

Omnibus Sworn Statement in accordance with Sec. 25.2 (a) (iv) of the IRR of RA 9184 and using the form prescribed in Section VIII-Bidding Forms (date: before opening of bids)

10.

Latest Income or Business Tax return per BDS

11.

Certificate of PhilGEPS Registration

11.

Surety Bond callable upon demand duly certified by the insurance commission as authorized to issue such security. 30% (date: after Notice of Award)

14.

Samples and brochure/photographs, if applicable

15.

Copy of Dealer’s/Supplier’s Invoice, Delivery Receipts (if applicable), showing the quantity, description of the articles, unit and total value, duly signed by the dealer or his representative, and indicating receipt by the proper agency official of items delivered (date: After Notice to Proceed)

Stage

Stage Activities

Deadline

days

Documents Request for purchase of supplies, materials or equipment, duly approved by proper authorities Authenticated photocopy of the Approved APP and any amendment thereto – Post Audit Copy of the canvass sheets prepared by Authorized GSO in determining the ABC or PR amount Copy of the document containing the approved breakdown of the Approved Budget for the Contract (ABC)

1

Advertisement/ Posting of Invitation to Bid/Request for Expression of Interest

7 cd

- Copy of IAEB posted in conspicuous place, -Certification of BAC posting in conspicuous places -Evidence of Posting in the PhilGEPS. -Invitation to Observer- COA

2

Issuance and availability of Bidding Documents

From 1st day of Stage 1 until Stage

From Supplier: Letter of Intent (date: after posting in ITB but before opening of bids)

3 3

Submission and receipt of Bids

45 cd from last day of Stage 1 for Goods.

1 cd (includes opening of bids and eligibility

FROM SUPPLIER: Eligibility-Legal Documents  DTI/SEC/CDA registration

check)

 Mayor’s permit issued in the principal place of business of the bidder [expired permit w/ OR for renewal now allowed]  Tax clearance (now and eligibility – legal doc. GPPB res. 21-2013 approved on 07/30/13, to take effect immediately; provisional tax clearance no longer acceptable, GPPB res. 2014-01),  Statement of On-going and completed contracts, whether in the government or private, including contracts awarded but not yet started  Largest Single Similar Completed Contract (Non-expendable = 50% of ABC; Expendable 25% of ABC) Eligibility Financial Documents  Audited FS stamped “received” by the BIR or its duly authorized institutions which should not be earlier than 2 yrs from date of bid submission  NFCC (at least equivalent to the ABC) Technical Component  Surety Bond  Any or all of the ff: e. Production/delivery schedule f.

Manpower requirements

g. After-Sales service/parts, if applicable h. Technical specifications  Omnibus Sworn Statement 

Samples and brochure/photographs, if applicable

FROM BARANGAY:  Minutes of Bid Opening  BAC Sec. certification that bidder’s Class A docs are updated and current  Checklist of Class A -EligibilityLegal Documents  Checklist of Class A -EligibilityTechnical Documents  Checklist of Eligibility Financial Documents  Class B Document (Valid JVA) 

Checklist of Technical Documents (1st Envelope)

 Checklist of Financial Proposal (2nd Envelope)

4

Bid Evaluation

1cd

 - Bid Evaluation Report of the BAC  Abstract of Bids as Read/As Calculated  BAC Notice to LCB and non-LCB bidders  minutes of bid evaluation

5

Post-qualification

1 cd

 Post-Qualification Report of the BAC  Notice of Post Qualification  Latest Income or Business Tax return (from Supplier)

 Certificate of PhilGEPS Registration (from Supplier) 

6

Approval of resolution/Issuance of Notice of Award

2 cd (1 cd for BAC resolution

BAC resolution declaring winning bidder,

-BAC Resolution recommending approval

7

Contract preparation and signing

and 1 cd for NOA

-Notice of Award

2 cd (1 cd for contract preparation and 1 cd for contract signing

-Contract Agreement/Purchase Order

Approval of contract by higher authority

1 cd

Issuance of Notice to Proceed

1 cd 16

-Evidence of posting of Notice of Award

-Performance Security (from Supplier) Certificate of Availability of Funds

Notice to Proceed