PHILIPPINE BIDDING DOCUMENTS

Procurement of
GOODS
Government of the Republic of the Philippines

“SUPPLY AND DELIVERY OF OFFICE

EQUIPMENT AND SOFTWARE NEEDED BY
THE MMDA K-9 SAR UNIT – PUBLIC SAFETY
DIVISION”

Sixth Edition
July 2020

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 Preface
These Philippine Bidding Documents (PBDs) for the procurement of Goods through
Competitive Bidding have been prepared by the Government of the Philippines for use by any
branch, constitutional commission or office, agency, department, bureau, office, or
instrumentality of the Government of the Philippines, National Government Agencies,
including Government-Owned and/or Controlled Corporations, Government Financing
Institutions, State Universities and Colleges, and Local Government Unit. The procedures and
practices presented in this document have been developed through broad experience, and are
for mandatory use in projects that are financed in whole or in part by the Government of the
Philippines or any foreign government/foreign or international financing institution in
accordance with the provisions of the 2016 revised Implementing Rules and Regulations of
Republic Act No. 9184.

The Bidding Documents shall clearly and adequately define, among others: (i) the
objectives, scope, and expected outputs and/or results of the proposed contract or Framework
Agreement, as the case may be; (ii) the eligibility requirements of Bidders; (iii) the expected
contract or Framework Agreement duration, the estimated quantity in the case of
procurement of goods, delivery schedule and/or time frame; and (iv) the obligations, duties,
and/or functions of the winning bidder.

Care should be taken to check the relevance of the provisions of the PBDs against the
requirements of the specific Goods to be procured. If duplication of a subject is inevitable in
other sections of the document prepared by the Procuring Entity, care must be exercised to
avoid contradictions between clauses dealing with the same matter.

Moreover, each section is prepared with notes intended only as information for the
Procuring Entity or the person drafting the Bidding Documents. They shall not be included in
the final documents. The following general directions should be observed when using the
documents:

a. All the documents listed in the Table of Contents are normally required for the
procurement of Goods. However, they should be adapted as necessary to the
circumstances of the particular Procurement Project.

b. Specific details, such as the “name of the Procuring Entity” and “address for bid
submission,” should be furnished in the Instructions to Bidders, Bid Data Sheet,
and Special Conditions of Contract. The final documents should contain
neither blank spaces nor options.

c. This Preface and the footnotes or notes in italics included in the Invitation to
Bid, Bid Data Sheet, General Conditions of Contract, Special Conditions of
Contract, Schedule of Requirements, and Specifications are not part of the text
of the final document, although they contain instructions that the Procuring
Entity should strictly follow.

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d. The cover should be modified as required to identify the Bidding Documents as
to the Procurement Project, Project Identification Number, and Procuring
Entity, in addition to the date of issue.

e. Modifications for specific Procurement Project details should be provided in the

Special Conditions of Contract as amendments to the Conditions of Contract.
For easy completion, whenever reference has to be made to specific clauses in
the Bid Data Sheet or Special Conditions of Contract, these terms shall be
printed in bold typeface on Sections I (Instructions to Bidders) and III (General
Conditions of Contract), respectively.

f. For guidelines on the use of Bidding Forms and the procurement of Foreign-
Assisted Projects, these will be covered by a separate issuance of the
Government Procurement Policy Board.

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 Table of Contents

Glossary of Acronyms, Terms, and Abbreviations 4

Section I. Invitation to Bid 7
Section II. Instructions to Bidders 9
1. Scope of Bid 9
2. Funding Information 9
3. Bidding Requirements 9
4. Corrupt, Fraudulent, Collusive, and Coercive Practices 9
5. Eligible Bidders 10
6. Origin of Goods 10
7. Subcontracts 10
8. Pre-Bid Conference 11
9. Clarification and Amendment of Bidding Documents 11
10. Documents comprising the Bid: Eligibility and Technical Components 11
11. Documents comprising the Bid: Financial Component 11
12. Bid Prices 12
13. Bid and Payment Currencies 12
14. Bid Security 13
15. Sealing and Marking of Bids 13
16. Deadline for Submission of Bids 13
17. Opening and Preliminary Examination of Bids 13
18. Domestic Preference 14
19. Detailed Evaluation and Comparison of Bids 14
20. Post-Qualification 14
21. Signing of the Contract 15
Section III. Bid Data Sheet 16
Section IV. General Conditions of Contract 17
1. Scope of Contract 17
2. Advance Payment and Terms of Payment 17
3. Performance Security 17
4. Inspection and Tests 17
5. Warranty 18
6. Liability of the Supplier 18
Section V. Special Conditions of Contract 19
Section VI. Schedule of Requirements 23
Framework Agreement List 24
Section VII. Technical Specifications 25
Section VIII. Checklist of Technical and Financial Documents 26

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 Glossary of Acronyms, Terms, and
Abbreviations
ABC – Approved Budget for the Contract.

BAC – Bids and Awards Committee.

Bid – A signed offer or proposal to undertake a contract submitted by a bidder in response to

and in consonance with the requirements of the bidding documents. Also referred to as
Proposal and Tender. (2016 revised IRR, Section 5[c])

Bidder – Refers to a contractor, manufacturer, supplier, distributor and/or consultant who

submits a bid in response to the requirements of the Bidding Documents. (2016 revised IRR,
Section 5[d])

Bidding Documents – The documents issued by the Procuring Entity as the bases for bids,
furnishing all information necessary for a prospective bidder to prepare a bid for the Goods,
Infrastructure Projects, and/or Consulting Services required by the Procuring Entity. (2016
revised IRR, Section 5[e])

BIR – Bureau of Internal Revenue.

BSP – Bangko Sentral ng Pilipinas.

Consulting Services – Refer to services for Infrastructure Projects and other types of projects
or activities of the GOP requiring adequate external technical and professional expertise that
are beyond the capability and/or capacity of the GOP to undertake such as, but not limited to:
(i) advisory and review services; (ii) pre-investment or feasibility studies; (iii) design; (iv)
construction supervision; (v) management and related services; and (vi) other technical services
or special studies. (2016 revised IRR, Section 5[i])

CDA - Cooperative Development Authority.

Contract – Refers to the agreement entered into between the Procuring Entity and the
Supplier or Manufacturer or Distributor or Service Provider for procurement of Goods and
Services; Contractor for Procurement of Infrastructure Projects; or Consultant or Consulting
Firm for Procurement of Consulting Services; as the case may be, as recorded in the Contract
Form signed by the parties, including all attachments and appendices thereto and all
documents incorporated by reference therein.

CIF – Cost Insurance and Freight. CIP

– Carriage and Insurance Paid. CPI –

Consumer Price Index.

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DDP – Refers to the quoted price of the Goods, which means “delivered duty paid.”

DTI – Department of Trade and Industry.

EXW – Ex works.

FCA – “Free Carrier” shipping point.

FOB – “Free on Board” shipping point.

Foreign-funded Procurement or Foreign-Assisted Project– Refers to procurement whose

funding source is from a foreign government, foreign or international financing institution as
specified in the Treaty or International or Executive Agreement. (2016 revised IRR, Section
5[b]).

Framework Agreement – Refers to a written agreement between a procuring entity and a

supplier or service provider that identifies the terms and conditions, under which specific
purchases, otherwise known as “Call-Offs,” are made for the duration of the agreement. It is
in the nature of an option contract between the procuring entity and the bidder(s) granting the
procuring entity the option to either place an order for any of the goods or services identified
in the Framework Agreement List or not buy at all, within a minimum period of one (1) year to
a maximum period of three (3) years. (GPPB Resolution No. 27-2019)

GFI – Government Financial Institution.

GOCC – Government-owned and/or –controlled corporation.

Goods – Refer to all items, supplies, materials and general support services, except Consulting
Services and Infrastructure Projects, which may be needed in the transaction of public
businesses or in the pursuit of any government undertaking, project or activity, whether in the
nature of equipment, furniture, stationery, materials for construction, or personal property of
any kind, including non-personal or contractual services such as the repair and maintenance of
equipment and furniture, as well as trucking, hauling, janitorial, security, and related or
analogous services, as well as procurement of materials and supplies provided by the Procuring
Entity for such services. The term “related” or “analogous services” shall include, but is not
limited to, lease or purchase of office space, media advertisements, health maintenance
services, and other services essential to the operation of the Procuring Entity. (2016 revised
IRR, Section 5[r])

GOP – Government of the Philippines.

GPPB – Government Procurement Policy Board.

INCOTERMS – International Commercial Terms.

Infrastructure Projects – Include the construction, improvement, rehabilitation, demolition,

repair, restoration or maintenance of 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

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buildings, school buildings, hospital buildings, and other related construction projects of the
government. Also referred to as civil works or works. (2016 revised IRR, Section 5[u])

LGUs – Local Government Units.

NFCC – Net Financial Contracting Capacity.

NGA – National Government Agency.

PhilGEPS - Philippine Government Electronic Procurement System.

Procurement Project – refers to a specific or identified procurement covering goods,

infrastructure project or consulting services. A Procurement Project shall be described,
detailed, and scheduled in the Project Procurement Management Plan prepared by the agency
which shall be consolidated in the procuring entity's Annual Procurement Plan. (GPPB Circular
No. 06-2019 dated 17 July 2019)

PSA – Philippine Statistics Authority.

SEC – Securities and Exchange Commission.

SLCC – Single Largest Completed Contract.

Supplier – refers to a citizen, or any corporate body or commercial company duly organized
and registered under the laws where it is established, habitually established in business and
engaged in the manufacture or sale of the merchandise or performance of the general services
covered by his bid. (Item 3.8 of GPPB Resolution No. 13-2019, dated 23 May 2019). Supplier
as used in these Bidding Documents may likewise refer to a distributor, manufacturer,
contractor, or consultant.

UN – United Nations.

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 .
REPUBLIC OF THE PHILIPPINES
OFFICE OF THE PRESIDENT
METROPOLITAN MANILA DEVELOPMENT AUTHORITY
(Pangasiwaan Sa Pagpapaunlad Ng Kalakhang Maynila)
ISO 9001 : 2015 CERTIFIED

Section I. Invitation to Bid

“SUPPLY AND DELIVERY OF OFFICE EQUIPMENT AND SOFTWARE NEEDED BY THE
MMDA K-9 SAR UNIT – PUBLIC SAFETY DIVISION”

IB-2024-059-GOODS-MPSO

1. The Government of the Philippines (GOP), through the 2024 LOCAL FUND Regular
2024 CURRENT intends to apply the sum of PESOS: One Million One Hundred
Eighty-eight Thousand Seven Hundred Eighty-five and 64/100 Only (PHP
1,188,785.64) being the ABC to payments under the contract for the Supply and
Delivery of Office Equipment and Software Needed by The MMDA K-9 Sar Unit –
Public Safety Division. Bids received in excess of the ABC shall be automatically
rejected at bid opening.

2. The Metropolitan Manila Development Authority (MMDA) now invites bids for the
above Procurement Project. Delivery of the Goods is required Thirty (30) calendar
days upon issuance of Notice to Proceed. Bidders should have completed, within five
(5) years (CY’s 2019, 2020, 2021, 2022 and 2023) from the date of submission and
receipt of bids, a contract similar to the Project. The description of an eligible bidder is
contained in the Bidding Documents, particularly, in Section II (Instructions to
Bidders).

3. Bidding will be conducted through open competitive bidding procedures using a non-
discretionary “pass/fail” criterion as specified in the 2016 revised Implementing Rules
and Regulations (IRR) of Republic Act (RA) No. 9184,

a. Bidding is restricted to Filipino citizens/sole proprietorships, partnerships, or

organizations with at least sixty percent (60%) interest or outstanding capital
stock belonging to citizens of the Philippines, and to citizens or organizations of a
country the laws or regulations of which grant similar rights or privileges to Filipino
citizens, pursuant to RA No. 5183.

4. Prospective Bidders may obtain further information from BAC Secretariat and inspect
the Bidding Documents at BAC Secretariat at the 9th Floor, Supply and Property
Division MMDA New Bldg., Dona Julia Vargas Avenue Corner Molave Street,
Barangay Ugong, Pasig City from 8:00 AM to 5:00 PM, Mondays to Fridays starting 25
September 2024 at telephone number: 8898-4200 local 9006. Order of payment signed
by BAC Secretariat head or his authorized representative must be secured at his office
stated at paragraph 10.

5. A complete set of Bidding Documents may be acquired by interested Bidders on 25

September 2024 from the given address and may be downloaded free of charge from
the website(s) Philippine Government Electronic Procurement System (PhilGEPS) and

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 the website of the Metropolitan Manila Development Authority and upon payment of
the applicable fee for the Bidding Documents, pursuant to the latest Guidelines issued
by the GPPB, in the amount of Pesos: Five Thousand (Php 5,000.00). The Procuring
Entity shall allow the bidder to present its proof of payment for the fees shall be
presented through electronic means or personally presented.

6. The Metropolitan Manila Development Authority (MMDA) will hold a Pre-Bid

Conference1 on 02 October 2024, 11:10 am at GM’s Conference Room, 18th Floor,
MMDA New Bldg., Dona Julia Vargas Avenue Corner Molave Street, Barangay
Ugong, Pasig City, and/or through video conferencing or webcasting via ZOOM, which
shall be open to prospective bidders.

7. Bids must be duly received by the BAC Secretariat through Manual Submission at the
Lobby Guard, MMDA New Bldg., Dona Julia Vargas Avenue Corner Molave Street,
Barangay Ugong, Pasig City on or before 16 October 2024, 9:00 am. Late bids shall
not be accepted. All Bids must be accompanied by a bid security in any of the
acceptable forms and in the amount stated in ITB Clause 14.

8. Bid opening shall be on 16 October 2024, 11:10 am at the GM’s Conference Room,
18th Floor, MMDA New Bldg., Dona Julia Vargas Avenue Corner Molave Street,
Barangay Ugong, Pasig City. Bids will be opened in the presence of the bidders’
representatives who choose to attend the activity.

9. The Metropolitan Manila Development Authority (MMDA) reserves the right to reject
any and all bids, declare a failure of bidding, or not award the contract at any time prior
to contract award in accordance with Sections 35.6 and 41 of the 2016 revised IRR of
RA No. 9184, without thereby incurring any liability to the affected bidder or bidders.

10. For further information, please refer to:

Mr. MILTON T. MORCO

Head, BAC Secretariat
Bids and Awards Committee
METROPOLITAN MANILA DEVELOPMENT AUTHORITY
18th Floor, MMDA New Bldg.,
Dona Julia Vargas Avenue Corner Molave Street,
Barangay Ugong, Pasig City
Telephone Number: 8898-4200 local 1803
Email Address: bac.goods@mmda.gov.ph

You may visit the following websites:

For downloading of Bidding Documents: PhilGEPS Website

________________________________
Atty. Victor Pablo C. Trinidad
Bids and Awards Committee Chairman
1May be deleted in case the ABC is less than One Million Pesos (PhP1,000,000) where the Procuring Entity may not hold a Pre-Bid
Conference.
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 Section II. Instructions to Bidders
1. Scope of Bid
The Procuring Entity, M E T R O P O L I T A N M AN IL A D EV EL O P M E NT A U T H O R IT Y
wishes to receive Bids for the Supply and Delivery of Office Equipment and Software
Needed by the MMDA K-9 SAR Unit – Public Safety Division.

The Procurement Project (referred to herein as “Project”) is composed of ONE (1) lot, the
details of which are described in Section VII (Technical Specifications).

2. Funding Information
2.1. The GOP through the source of funding as indicated below in the amount of
One Million One Hundred Eighty-eight Thousand Seven Hundred Eighty-five
Pesos and 64/100 Only (PHP 1,188,785.64);

2.2. The source of funding is:

a. 2024 LOCAL FUND REGULAR 2024 CURRENT

3. Bidding Requirements
The Bidding for the Project shall be governed by all the provisions of RA No. 9184 and
its 2016 revised IRR, including its Generic Procurement Manuals and associated
policies, rules and regulations as the primary source thereof, while the herein clauses
shall serve as the secondary source thereof.

Any amendments made to the IRR and other GPPB issuances shall be applicable only
to the ongoing posting, advertisement, or IB by the BAC through the issuance of a
supplemental or bid bulletin.

The Bidder, by the act of submitting its Bid, shall be deemed to have verified and
accepted the general requirements of this Project, including other factors that may
affect the cost, duration and execution or implementation of the contract, project, or
work and examine all instructions, forms, terms, and project requirements in the
Bidding Documents.

4. Corrupt, Fraudulent, Collusive, and Coercive Practices

The Procuring Entity, as well as the Bidders and Suppliers, shall observe the highest
standard of ethics during the procurement and execution of the contract. They or
through an agent shall not engage in corrupt, fraudulent, collusive, coercive, and
obstructive practices defined under Annex “I” of the 2016 revised IRR of RA No. 9184
or other integrity violations in competing for the Project.

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5. Eligible Bidders
5.1. Only Bids of Bidders found to be legally, technically, and financially capable
will be evaluated.

5.2.
a. Foreign ownership exceeding those allowed under the rules may
participate pursuant to:

i. When a Treaty or International or Executive Agreement as

provided in Section 4 of the RA No. 9184 and its 2016 revised
IRR allow foreign bidders to participate;

ii. Citizens, corporations, or associations of a country, included in the

list issued by the GPPB, the laws or regulations of which grant
reciprocal rights or privileges to citizens, corporations, or
associations of the Philippines;

iii. When the Goods sought to be procured are not available from
local suppliers; or

iv. When there is a need to prevent situations that defeat

competition or restrain trade.

5.3. Pursuant to Section 23.4.1.3 of the 2016 revised IRR of RA No.9184, the
Bidder shall have an SLCC that is at least one (1) contract similar to the Project
the value of which, adjusted to current prices using the PSA’s CPI, must be at
least equivalent to:

a. For the procurement of Non-expendable Supplies and Services: The Bidder

must have completed a single contract that is similar to this Project,
equivalent to at least fifty percent (50%) of the ABC.

5.4. The Bidders shall comply with the eligibility criteria under Section 23.4.1 of the
2016 IRR of RA No. 9184.

6. Origin of Goods
There is no restriction on the origin of goods other than those prohibited by a decision
of the UN Security Council taken under Chapter VII of the Charter of the UN, subject
to Domestic Preference requirements under ITB Clause 18.

7. Subcontracts
The Procuring Entity has prescribed that:

7.1. Subcontracting is not ALLOWED.

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8. Pre-Bid Conference
The Procuring Entity will hold a pre-bid conference for this Project will be on
02 October 2024, 11:10 am at the GM’s Conference Room, 18th Floor, MMDA New
Bldg., Dona Julia Vargas Avenue Corner Molave Street, Barangay Ugong, Pasig City
and/or through videoconferencing/webcasting} as indicated in paragraph 6 of the IB.

9. Clarification and Amendment of Bidding Documents

Prospective bidders may request for clarification on and/or interpretation of any part of
the Bidding Documents. Such requests must be in writing and received by the
Procuring Entity, either at its given address or through electronic mail indicated in the
IB, at least ten (10) calendar days before the deadline set for the submission and
receipt of Bids.

10. Documents comprising the Bid: Eligibility and Technical Components

10.1. The first envelope shall contain the eligibility and technical documents of the
Bid as specified in Section VIII (Checklist of Technical and Financial
Documents).

10.2. The Bidder’s SLCC as indicated in ITB Clause 5.3 should have been completed
within FIVE (5) years prior to the deadline for the submission and receipt of
bids.

10.3. If the eligibility requirements or statements, the bids, and all other documents
for submission to the BAC are in foreign language other than English, it must
be accompanied by a translation in English, which shall be authenticated by the
appropriate Philippine foreign service establishment, post, or the equivalent
office having jurisdiction over the foreign bidder’s affairs in the Philippines.
Similar to the required authentication above, for Contracting Parties to the
Apostille Convention, only the translated documents shall be authenticated
through an apostille pursuant to GPPB Resolution No. 13-2019 dated 23 May
2019. The English translation shall govern, for purposes of interpretation of the
bid.

11. Documents comprising the Bid: Financial Component

11.1. The second bid envelope shall contain the financial documents for the Bid as
specified in Section VIII (Checklist of Technical and Financial Documents).

11.2. If the Bidder claims preference as a Domestic Bidder or Domestic Entity, a

certification issued by DTI shall be provided by the Bidder in accordance with
Section 43.1.3 of the 2016 revised IRR of RA No. 9184.

11.3. Any bid exceeding the ABC indicated in paragraph 1 of the IB shall not be
accepted.

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 11.4. For Foreign-funded Procurement, a ceiling may be applied to bid prices
provided the conditions are met under Section 31.2 of the 2016 revised IRR of
RA No. 9184.

12. Bid Prices

12.1. Prices indicated on the Price Schedule shall be entered separately in the
following manner:

a. For Goods offered from within the Procuring Entity’s country:

i. The price of the Goods quoted EXW (ex-works, ex-factory, ex-

warehouse, ex-showroom, or off-the-shelf, as applicable);

ii. The cost of all customs duties and sales and other taxes already
paid or payable;

iii. The cost of transportation, insurance, and other costs incidental to

delivery of the Goods to their final destination; and

iv. The price of other (incidental) services, if any, listed in e.

b. For Goods offered from abroad:

i. Unless otherwise stated in the BDS, the price of the Goods shall
be quoted delivered duty paid (DDP) with the place of destination
in the Philippines as specified in the BDS. In quoting the price,
the Bidder shall be free to use transportation through carriers
registered in any eligible country. Similarly, the Bidder may obtain
insurance services from any eligible source country.

ii. The price of other (incidental) services, if any, as listed in

Section VII (Technical Specifications).

12.2. Discounts shall be incorporated in the BID OFFER. The Bid amount shall be
written in words and in figures. Failure to comply, the Bid shall be Rejected.

13. Bid and Payment Currencies

13.1. For Goods that the Bidder will supply from outside the Philippines, the bid
prices may be quoted in the local currency or tradeable currency accepted by
the BSP at the discretion of the Bidder. However, for purposes of bid
evaluation, Bids denominated in foreign currencies, shall be converted to
Philippine currency based on the exchange rate as published in the BSP
reference rate bulletin on the day of the bid opening.

13.2. Payment of the contract price shall be made in:

a. Philippine Pesos.
.

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14. Bid Security
14.1. The Bidder shall submit a Bid Securing Declaration2 or any form of Bid Security
in the amount indicated in the BDS, which shall be not less than the percentage
of the ABC in accordance with the schedule in the BDS.

14.2. The Bid and bid security shall be valid only for Thirty (30) Days. Any Bid not
accompanied by an acceptable bid security shall be rejected by the Procuring
Entity as non-responsive.

15. Sealing and Marking of Bids

Each Bidder shall submit TWO (2) copies of the first and second components of its
Bid.

The Procuring Entity may request additional hard copies and/or electronic copies of the
Bid. However, failure of the Bidders to comply with the said request shall not be a
ground for disqualification.

If the Procuring Entity allows the submission of bids through online submission or any
other electronic means, the Bidder shall submit an electronic copy of its Bid, which
must be digitally signed. An electronic copy that cannot be opened or is corrupted shall
be considered non-responsive and, thus, automatically disqualified.

16. Deadline for Submission of Bids

16.1. The Bidders shall submit on the specified date and time and either at its
physical address or through online submission as indicated in paragraph 7 of the
IB.

17. Opening and Preliminary Examination of Bids

17.1. The BAC shall open the Bids in public at the time, on the date, and at the place
specified in paragraph 9 of the IB. The Bidders’ representatives who are present
shall sign a register evidencing their attendance. In case videoconferencing,
webcasting or other similar technologies will be used, attendance of participants
shall likewise be recorded by the BAC Secretariat.

In case the Bids cannot be opened as scheduled due to justifiable reasons, the
rescheduling requirements under Section 29 of the 2016 revised IRR of RA No.
9184 shall prevail.

17.2. The preliminary examination of bids shall be governed by Section 30 of the

2016 revised IRR of RA No. 9184.

2 In the case of Framework Agreement, the undertaking shall refer to entering into contract with the Procuring Entity and
furnishing of the performance security or the performance securing declaration within ten (10) calendar days from receipt of
Notice to Execute Framework Agreement.

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18. Domestic Preference
18.1. The Procuring Entity will grant a margin of preference for the purpose of
comparison of Bids in accordance with Section 43.1.2 of the 2016 revised IRR
of RA No. 9184.

19. Detailed Evaluation and Comparison of Bids

19.1. The Procuring BAC shall immediately conduct a detailed evaluation of all Bids
rated “passed,” using non-discretionary pass/fail criteria. The BAC shall
consider the conditions in the evaluation of Bids under Section 32.2 of the
2016 revised IRR of RA No. 9184.

19.2. If the Project allows partial bids, bidders may submit a proposal on any of the
lots or items, and evaluation will be undertaken on a per lot
19.3. or item basis, as the case maybe. In this case, the Bid Security as required by
ITB Clause 15 shall be submitted for each lot or item separately.

19.4. The descriptions of the lots or items shall be indicated in Section VII (Technical
Specifications), although the ABCs of these lots or items are indicated in the
BDS for purposes of the NFCC computation pursuant to Section 23.4.2.6 of
the 2016 revised IRR of RA No. 9184. The NFCC must be sufficient for the
total of the ABCs for all the lots or items participated in by the prospective
Bidder.

19.5. The Project shall be awarded as follows:

Option 1 – One Project having several items that shall be awarded as one
contract.

19.6. Except for bidders submitting a committed Line of Credit from a Universal or
Commercial Bank in lieu of its NFCC computation, all Bids must include the
NFCC computation pursuant to Section 23.4.1.4 of the 2016 revised IRR of RA
No. 9184, which must be sufficient for the total of the ABCs for all the lots or
items participated in by the prospective Bidder. For bidders submitting the
committed Line of Credit, it must be at least equal to ten percent (10%) of the
ABCs for all the lots or items participated in by the prospective Bidder.

20. Post-Qualification
20.1. Within a non-extendible period of five (5) calendar days from receipt by the
Bidder of the notice from the BAC that it submitted the Lowest Calculated
Bid, the Bidder shall submit its latest income and business tax returns filed and
paid through the BIR Electronic Filing and Payment System (eFPS) and other
appropriate licenses and permits required by law and stated in the BDS, unless
provided OTHERWISE by BDS.

20.2 Bid Bulletins should be part and parcel of the submission of the Bidder.
Failure to attach a copy shall be a ground for disqualification.
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21. Signing of the Contract
21.1. The documents required in Section 37.2 of the 2016 revised IRR of RA No.
9184 shall form part of the Contract. Additional Contract documents are
indicated in the BDS.

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 Section III. Bid Data Sheet
Bid Data Sheet
ITB
Clause
5.3 For this purpose, contracts similar to the Project shall be:

a. Supply and Delivery of Office Equipment and Software

b. Completed within Five (5) Years prior to the deadline for the submission
and receipt of bids.

7.1 Subcontracting shall not be allowed.

12 Not Applicable

14.1 The bid security shall be in the form of a Bid Securing Declaration, or any of the
following forms and amounts:

a. The amount of not less than two percent (2%) of ABC in the amount of
PESOS: Twenty-three Thousand, Seven Hundred Seventy-Five & 71/100
(PhP23,775.71) if bid security is in cash, cashier’s/manager’s check, bank
draft/guarantee or irrevocable letter of credit; or

b. The amount of not less than five percent (5%) of ABC in the amount of
PESOS: Fifty-nine Thousand Four Hundred Thirty Nine & 28/100
(PhP59,439.28), if bid security is in Surety Bond.

19.4 Please Refer to Section 19.4

20.1 Latest income and business tax returns filed and paid through the BIR Electronic
Filing and Payment System (eFPS) and other appropriate licenses and permits
required by law and stated in the BDS, unless provided OTHERWISE by BDS.
20.2 Bid Bulletin shall be attached.

21.2 All Contracts must be accompanied by attachments. All lease agreements must be
accompanied by attachments showing ownership or title. Failure to comply, the
BID shall be rejected.

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 Section IV. General Conditions of Contract
1. Scope of Contract
This Contract shall include all such items, although not specifically mentioned, that can
be reasonably inferred as being required for its completion as if such items were
expressly mentioned herein. All the provisions of RA No. 9184 and its 2016 revised
IRR, including the Generic Procurement Manual, and associated issuances, constitute
the primary source for the terms and conditions of the Contract, and thus, applicable
in contract implementation. Herein clauses shall serve as the secondary source for the
terms and conditions of the Contract.

This is without prejudice to Sections 74.1 and 74.2 of the 2016 revised IRR of RA No.
9184 allowing the GPPB to amend the IRR, which shall be applied to all procurement
activities, the advertisement, posting, or invitation of which were issued after the
effectivity of the said amendment.

Additional requirements for the completion of this Contract shall be provided in the
Special Conditions of Contract (SCC).

2. Advance Payment and Terms of Payment

2.1. Advance payment of the contract amount is provided under Annex “D” of the
revised 2016 IRR of RA No. 9184.

2.2. The Procuring Entity is allowed to determine the terms of payment on the
partial or staggered delivery of the Goods procured, provided such partial
payment shall correspond to the value of the goods delivered and accepted in
accordance with prevailing accounting and auditing rules and regulations. The
terms of payment are indicated in the SCC.

3. Performance Security
Within ten (10) calendar days from receipt of the Notice of Award by the Bidder from
the Procuring Entity but in no case later than prior to the signing of the Contract by
both parties, the successful Bidder shall furnish the performance security in any of the
forms prescribed in Section 39 of the 2016 revised IRR of RA No. 9184.

4. Inspection and Tests

The Procuring Entity or its representative shall have the right to inspect and/or to test
the Goods to confirm their conformity to the Project. In addition to tests in the SCC,
Section VII (Technical Specifications) shall specify what inspections and/or tests the
Procuring Entity requires, and where they are to be conducted. The Procuring Entity
shall notify the Supplier in writing, in a timely manner, of the identity of any
representatives retained for these purposes.

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 All reasonable facilities and assistance for the inspection and testing of Goods,
including access to drawings and production data, shall be provided by the Supplier to
the authorized inspectors at no charge to the Procuring Entity.

5. Warranty
5.1 In order to assure that manufacturing defects shall be corrected by the Supplier,
a warranty shall be required from the Supplier as provided under Section 62.1
of the 2016 revised IRR of RA No. 9184.

5.2 The Procuring Entity shall promptly notify the Supplier in writing of any claims
arising under this warranty. Upon receipt of such notice, the Supplier shall,
repair or replace the defective Goods or parts thereof without cost to the
Procuring Entity, pursuant to the Generic Procurement Manual.

6. Liability of the Supplier

The Supplier’s liability under this Contract shall be as provided by the laws of the
Republic of the Philippines.

If the Supplier is a joint venture, all partners to the joint venture shall be jointly and
severally liable to the Procuring Entity Section V.

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 Section V. Special Conditions of Contract
GCC
Clause
1 [List here any additional requirements for the completion of this Contract. The
following requirements and the corresponding provisions may be deleted,
amended, or retained depending on its applicability to this Contract: PLEASE
REFER TO THE TERMS OF REFERENCE]

Delivery and Documents –

For purposes of the Contract, “EXW,” “FOB,” “FCA,” “CIF,” “CIP,” “DDP” and
other trade terms used to describe the obligations of the parties shall have the
meanings assigned to them by the current edition of INCOTERMS published by
the International Chamber of Commerce, Paris. The Delivery terms of this
Contract shall be as follows:

[For Goods supplied from abroad, state:] “The delivery terms applicable to the
Contract are DDP delivered [indicate place of destination]. In accordance with
INCOTERMS.”

[For Goods supplied from within the Philippines, state:] “The delivery terms
applicable to this Contract are delivered [indicate place of destination]. Risk and
title will pass from the Supplier to the Procuring Entity upon receipt and final
acceptance of the Goods at their final destination.”

Delivery of the Goods shall be made by the Supplier in accordance with the
terms specified in Section VI (Schedule of Requirements).

For purposes of this Clause the Procuring Entity’s Representative at the Project
Site is [indicate name(s)].

Incidental Services –

The Supplier is required to provide all of the following services, including

additional services, if any, specified in Section VI. Schedule of Requirements:
Select appropriate requirements and delete the rest.

a. performance or supervision of on-site assembly and/or start-up of the

supplied Goods;
b.furnishing of tools required for assembly and/or maintenance of the
supplied Goods;
c. furnishing of a detailed operations and maintenance manual for each
appropriate unit of the supplied Goods;
d.performance or supervision or maintenance and/or repair of the supplied
Goods, for a period of time agreed by the parties, provided that this
service shall not relieve the Supplier of any warranty obligations
under this Contract; and

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 e. training of the Procuring Entity’s personnel, at the Supplier’s plant
and/or on-site, in assembly, start-up, operation, maintenance, and/or
repair of the supplied Goods.
f. [Specify additional incidental service requirements, as needed.]

The Contract price for the Goods shall include the prices charged by the Supplier
for incidental services and shall not exceed the prevailing rates charged to other
parties by the Supplier for similar services.

Spare Parts –

The Supplier is required to provide all of the following materials, notifications,

and information pertaining to spare parts manufactured or distributed by the
Supplier:

Select appropriate requirements and delete the rest.

a. such spare parts as the Procuring Entity may elect to purchase from the
Supplier, provided that this election shall not relieve the Supplier of any
warranty obligations under this Contract; and

b. in the event of termination of production of the spare parts:

i. advance notification to the Procuring Entity of the pending termination,

in sufficient time to permit the Procuring Entity to procure needed
requirements; and

ii. following such termination, furnishing at no cost to the Procuring Entity,

the blueprints, drawings, and specifications of the spare parts, if
requested.

The spare parts and other components required are listed in Section VI (Schedule
of Requirements) and the cost thereof are included in the contract price.

The Supplier shall carry sufficient inventories to assure ex-stock supply of

consumable spare parts or components for the Goods for a period of [indicate
here the time period specified. If not used indicate a time period of three times
the warranty period].

Spare parts or components shall be supplied as promptly as possible, but in any

case, within [insert appropriate time period] months of placing the order.

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Packaging –

The Supplier shall provide such packaging of the Goods as is required to prevent
their damage or deterioration during transit to their final destination, as indicated
in this Contract. The packaging shall be sufficient to withstand, without
limitation, rough handling during transit and exposure to extreme temperatures,
salt and precipitation during transit, and open storage. Packaging case size and
weights shall take into consideration, where appropriate, the remoteness of the
Goods’ final destination and the absence of heavy handling facilities at all points
in transit.

The packaging, marking, and documentation within and outside the packages
shall comply strictly with such special requirements as shall be expressly provided
for in the Contract, including additional requirements, if any, specified below, and
in any subsequent instructions ordered by the Procuring Entity.

The outer packaging must be clearly marked on at least four (4) sides as follows:

Name of the Procuring Entity

Name of the Supplier
Contract Description
Final Destination
Gross weight
Any special lifting instructions
Any special handling instructions
Any relevant HAZCHEM classifications

A packaging list identifying the contents and quantities of the package is to be

placed on an accessible point of the outer packaging if practical. If not practical
the packaging list is to be placed inside the outer packaging but outside the
secondary packaging.

Transportation –

Where the Supplier is required under Contract to deliver the Goods CIF, CIP, or
DDP, transport of the Goods to the port of destination or such other named place
of destination in the Philippines, as shall be specified in this Contract, shall be
arranged and paid for by the Supplier, and the cost thereof shall be included in
the Contract Price.

Where the Supplier is required under this Contract to transport the Goods to a
specified place of destination within the Philippines, defined as the Project Site,
transport to such place of destination in the Philippines, including insurance and
storage, as shall be specified in this Contract, shall be arranged by the Supplier,
and related costs shall be included in the contract price.

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 Where the Supplier is required under Contract to deliver the Goods CIF, CIP or
DDP, Goods are to be transported on carriers of Philippine registry. In the event
that no carrier of Philippine registry is available, Goods may be shipped by a
carrier which is not of Philippine registry provided that the Supplier obtains and
presents to the Procuring Entity certification to this effect from the nearest
Philippine consulate to the port of dispatch. In the event that carriers of
Philippine registry are available but their schedule delays the Supplier in its
performance of this Contract the period from when the Goods were first ready
for shipment and the actual date of shipment the period of delay will be
considered force majeure.

The Procuring Entity accepts no liability for the damage of Goods during transit
other than those prescribed by INCOTERMS for DDP deliveries. In the case of
Goods supplied from within the Philippines or supplied by domestic Suppliers risk
and title will not be deemed to have passed to the Procuring Entity until their
receipt and final acceptance at the final destination.

Intellectual Property Rights –

The Supplier shall indemnify the Procuring Entity against all third-party claims of
infringement of patent, trademark, or industrial design rights arising from use of
the Goods or any part thereof.
2.2 [If partial payment is allowed, state] “The terms of payment shall be as follows:
.”
4 The inspections and tests that will be conducted are: Upon delivery, the Goods
shall undergo preliminary physical inspection by the Inspection Team of the
PROCURING ENTITY to ascertain the physical condition and acceptability of
the Goods

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 Section VI. Schedule of Requirements
The delivery schedule expressed as weeks/months stipulates hereafter a delivery date which is
the date of delivery to the project site.

Item
Description Unit Quantity Delivered Weeks/Months
No.
Minimum Requirement:
1 DESKTOP COMPUTER - BRANDED Sets 2
Processor: at least 5.0 GHz, 12th Gen or its equivalent
Operating System (OS): at least Windows 11 Pro License
Memory: at least 16GB,
Hard Drive/Storage: At least 1TB HDD + 512 SSD
Video Card: At least 8 GB
Monitor: at least 23” LED
Mouse: USB Mouse
Keyboard: USB Keyboard
Others: UPS at least AVR 650 V
At least Microsoft Office 2021 Standard
Headset with Mic and Noise cancelling
Web Camera full at least 1080P HD
2 LAPTOP COMPUTER - BRANDED Sets 2
Processor: 5.0Ghz, 12th Gen or its equivalent
Operating System (OS): at least Windows 11 Pro License 30 Calendar Days
Memory: at least 16GB,
Upon Issuance of
Hard Drive/Storage: At least 1TB HDD + 256SSD
Video Card: At least 4GB Notice to Proceed
Monitor: At least 15”
Others: Built-in Webcam
Mouse and Laptop Bag
At least Microsoft Office 2021 Standard
3 ALL IN ONE COLORED A3 PRINTER Pc 1
Print, Scan, Copy, Fax
WiFi Direct, Ethernet
Max Resolution: At least 4800 x 2400DPI
LCD Screen: At least 4.3 Colour LCD
Maximum Copy: At least 999 Copies
Maximum Copy Resolution: At least 600 x 600 DPI
Ultra-high Page Yield of at least 7,500 (Black) 6,000 (Colour)
Mobile and Cloud Printing
4 ALL-IN-ONE COLORED PRINTER Pc 1
Print, Copy, Scan, Wireless, Fax with ADF
High Speed Auto – Duplex Printing
Ethernet, WiFi Direct and NFC
Energy Saving
With USB Port
Print Technology
Automatic 2 Sided Printing (Yes)
Maximum Resolution: At least 4,800 x 1,200 DPI
Print Speed: At least 15.5 IPM for Black and 8.5 IPM for Color
Maximum of at least 50,000 Pages
Maximum Copy Resolution: At least 600 x 600 DPI
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 5 OUTDOOR / INDOOR PROJECTOR Pc. 1
Projection Technology: RGB liquid crystal shutter projection
system
LCD: Size: 0.62-inch (C2 Fine); Native Resolution: Full HD
Lightsource - Type: Lamp: 188W UHE;
Life1 Normal: At least 6,000 / Eco: 12,000 hours
Projection Lens:
Type: No optical zoom / Focus (Manual)
F-Number: 1.44
Focal Length: 16.4mm
Zoom Ratio: 1.0 – 1.35 (Digital Zoom)
Throw Ratio: 1.19 – 1.61
USB Interface:
USB Type A: 1 (for Wireless LAN, Firmware Update, Copy
OSD Settings)
USB Type B: 1 (For Firmware Update and Copy OSD Settings)
Network - Wired LAN: N/A ; Wireless: Optional
Analog Input - D-Sub 15pin: N/A ; Composite: N/A
Audio Input: N/A
Audio Output: N/A
Video Input: HDMI: 1

ADOBE PHOTOSHOP Pc 1
6 3 Years Subscription
SKETCH UP PRO Pc 1
7 3 Years Subscription

xxxxxxxxNOTHING FOLLOWSxxxxxxxx
Delivery
Period: Thirty (30) Calendar Days
Warranty: One (1) Year Warranty for Parts and Services
1. On-site service
2. Temporary replacement in case of pulled unit for repair
3. Replacement of damage/defective unit/s or part/s
Brand and Model of the proposed units must be stated in the
proposal.

Delivery Period: To be delivered thirty (30) Calendar days Upon Issuance of Notice to Proceed.

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Framework Agreement List
FRAMEWORK AGREEMENT LIST
(AGENCY)
Item / Service Type Cost per item or Maximum Quantity Total Cost
and nature of each service per Item
item/service

TOTAL
(Approved Budget for
the Contract)
Expected delivery Within [no. of days] calendar days upon issuance of Call-off .
timeframe after receipt
of a Call-Off.
Remarks Indicate here any other appropriate information as may be
necessary.

SIGNATURE OVER POSITION DEPARTMENT/DIVISION

PRINTED NAME

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 Section VII. Technical Specifications

Technical Specifications
Item Descriptio Unit Quantity Statement of Compliance
No. n
Minimum Requirement:
1 DESKTOP COMPUTER - BRANDED Sets 2
Processor: at least 5.0 GHz, 12th Gen or its equivalent
Operating System (OS): at least Windows 11 Pro License
Memory: at least 16GB, Bidders must state here
Hard Drive/Storage: At least 1TB HDD + 512 SSD
Video Card: At least 8 GB
either "Comply" or "Not
Monitor: at least 23” LED Comply" against each of
Mouse: USB Mouse the individual parameters
Keyboard: USB Keyboard of
Others: UPS at least AVR 650 V
At least Microsoft Office 2021 Standard each Specification stating
Headset with Mic and Noise cancelling the corresponding
Web Camera full at least 1080P HD
performance parameter of
2 LAPTOP COMPUTER - BRANDED Sets 2 the equipment offered.
Processor: 5.0Ghz, 12th Gen or its equivalent
Statements of "Comply" or
Operating System (OS): at least Windows 11 Pro License
Memory: at least 16GB, "Not Comply" must be
Hard Drive/Storage: At least 1TB HDD + 256SSD supported by evidence in a
Video Card: At least 4GB
Monitor: At least 15” Bidders Bid and cross-
Others: Built-in Webcam referenced to that
Mouse and Laptop Bag evidence. Evidence shall be
At least Microsoft Office 2021 Standard
in the form of
3 ALL IN ONE COLORED A3 PRINTER manufacturer's un-
Print, Scan, Copy, Fax Pc 1 amended sales literature,
WiFi Direct, Ethernet
Max Resolution: At least 4800 x 2400DPI unconditional statements
LCD Screen: At least 4.3 Colour LCD of specification and
Maximum Copy: At least 999 Copies
Maximum Copy Resolution: At least 600 x 600 DPI
compliance issued by the
Ultra-high Page Yield of at least 7,500 (Black) 6,000 manufacturer, samples,
(Colour) independent test data etc.,
Mobile and Cloud Printing
as appropriate. A
4 ALL-IN-ONE COLORED PRINTER Pc 1 Statement that is not
Print, Copy, Scan, Wireless, Fax with ADF
High Speed Auto – Duplex Printing supported by evidence or is
Ethernet, WiFi Direct and NFC subsequently found to be
Energy Saving contradicted by the
With USB Port
Print Technology
evidence presented will
Automatic 2 Sided Printing (Yes) render the Bid under
Maximum Resolution: At least 4,800 x 1,200 DPI evaluation liable for
Print Speed: At least 15.5 IPM for Black and 8.5 IPM for
Color rejection. A statement
Maximum of at least 50,000 Pages
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 Maximum Copy Resolution: At least 600 x 600 DPI either in the Bidders
5 OUTDOOR / INDOOR PROJECTOR
statement of compliance or
Projection Technology: RGB liquid crystal shutter the supporting evidence
projection system that is found to be false
LCD: Size: 0.62-inch (C2 Fine); Native Resolution: Full
HD either during Bid
Lightsource - Type: Lamp: 188W UHE; evaluation, post-
Life1 Normal: At least 6,000 / Eco: 12,000 hours qualification or the
Projection Lens:
Type: No optical zoom / Focus (Manual) execution of the Contract
F-Number: 1.44 may be regarded as
Focal Length: 16.4mm
Zoom Ratio: 1.0 – 1.35 (Digital Zoom) fraudulent and render the
Throw Ratio: 1.19 – 1.61 Bidder or supplier liable for
USB Interface: prosecution subject to the
USB Type A: 1 (for Wireless LAN, Firmware Update, Copy
OSD Settings) provisions of ITB Clause
USB Type B: 1 (For Firmware Update and Copy OSD 3.1(a)(ii) and or GCC
Settings) Clause 2.1(a)(ii).
Network - Wired LAN: N/A ; Wireless: Optional
Analog Input - D-Sub 15pin: N/A ; Composite: N/A
Audio Input: N/A
Audio Output: N/A
Video Input: HDMI: 1
6 ADOBE PHOTOSHOP Pc 1
3 Years Subscription
7 SKETCH UP PRO Pc 1
3 Years Subscription
xxxxxxxxNOTHING FOLLOWSxxxxxxxx
Delivery Thirty (30) Calendar Days
Period:
Warranty: One (1) Year Warranty for Parts and Services
1. On-site service
2. Temporary replacement in case of pulled unit for repair
3. Replacement of damage/defective unit/s or part/s
Brand and Model of the proposed units must be stated in
the proposal.

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 Section VIII. Checklist of Technical and
Financial Documents
Checklist of Technical and Financial Documents
I. TECHNICAL COMPONENT ENVELOPE

Class “A” Documents

Legal Documents
⬜ (a) Valid PhilGEPS Registration Certificate (Platinum Membership) (all pages) in accordance
with Section 8.5.2 of the IRR;

Technical Documents
⬜ (b) Statement of the prospective bidder of all its ongoing 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; and

⬜ (c) Statement of the bidder’s Single Largest Completed Contract (SLCC) similar to the
contract to be bid, except under conditions provided for in Sections 23.4.1.3 and 23.4.2.4
of the 2016 revised IRR of RA No. 9184, within the relevant period as provided in the
Bidding Documents; and

⬜ (d) Original copy of Bid Security. If in the form of a Surety Bond, submit also a certification
issued by the Insurance Commission or Original copy of Notarized Bid Securing
Declaration; and

⬜ (e) Conformity with the Technical Specifications, which may include production/delivery
schedule, manpower requirements, and/or after-sales/parts, if applicable; and

⬜ (f) Original duly signed Omnibus Sworn Statement (OSS) and if applicable, Original
Notarized Secretary’s Certificate in case of a corporation, partnership, or cooperative; or
Original Special Power of Attorney of all members of the joint venture giving full power
and authority to its officer to sign the OSS and do acts to represent the Bidder.

Financial Documents
⬜ (g) The prospective bidder’s computation of Net Financial Contracting Capacity (NFCC) or A
Committed Line of Credit from a Universal or Commercial Bank in lieu of its NFCC
computation.

Class “B” Documents

⬜ (h) If applicable, a duly signed joint venture agreement (JVA) in case the joint venture is
already in existence or duly notarized statements from all the potential joint venture
partners stating that they will enter into and abide by the provisions of the JVA in the
instance that the bid is successful.

II. FINANCIAL COMPONENT ENVELOPE

⬜ (i) Original of duly signed and accomplished Financial Bid Form; and
⬜ (j) Original of duly signed and accomplished Price Schedule(s).

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 Other documentary requirements under RA No. 9184 (as applicable)
⬜ (k) [For foreign bidders claiming by reason of their country’s extension of reciprocal rights to
Filipinos] Certification from the relevant government office of their country stating that
Filipinos are allowed to participate in government procurement activities for the same item or
product.

⬜ (l) Certification from the DTI if the Bidder claims preference as a Domestic Bidder or Domestic
Entity.

27