NOTES ON RA 9184 AND ITS IRR

Preparation of Bidding Documents

The BAC shall promptly issue the bidding documents for the contract to
bid at the time the Invitation to Apply for Eligibility and to Bid is first
advertised.
Prospective bidders shall be given ample time to examine the bidding
documents and to prepare their respective bids.
Pre-Procurement Conference
Prior to advertisement or Invitation to Bid for each procurement
through a public bidding.
May not be required for small procurements:
2M and below Goods
5M and below Infra
1M and below Consulting Services
Attended by BAC, BAC Secretariat, Unit or Officials who prepared the
technical plans and specifications, Bidding Documents, Draft
Advertisement.
They shall ensure if it is in accordance with APP, determine readiness,
criteria for eligibility, member of eligible bidders, emphasize
confidentiality.
Advertisement
Once in 1 newspaper of general nationwide circulation
Website of procuring entity, if available
PhilGEPS
Conspicuous place in the procuring entity, if applicable, as certified by
the BAC Secretariat
At least for 7cd
Newspaper ads:
Not required for 2M and below (Goods), 5M and below (Infra)
Not required in Alternative Methods
Pre-Bid Conference
Purpose:
1. To clarify and/or explain any of the requirements, terms,
conditions and specifications stipulated in the Bidding
Documents
2. Shall discuss the eligibility requirements and technical and
financial components of the contract to be bid

When to hold?

1. ABC of 1M or more mandatory (BAC must convene at least 1

pre-bid conf)
2. ABC of less than 1M discretionary
3. BAC may hold a pre-bid conference upon written request of a
prospective bidder/s
Shall be held at least 12cd before deadline for the submission and
receipt of bids

Who can attend?

1. Prospective bidders but they will not be required to attend; Only
those interested
2. At the option of the procuring entity, only those who have
purchased the bidding documents shall be allowed to participate
in the pre-bid conference and raise or submit written queries or
clarifications

What happens?
1. Changes may be introduced in the bid documents but shall be
specified in writing in a supplemental bid bulletin made available
to all prospective bidders
2. Supplemental bid bulletin shall be posted at PhilGEPS, agency
website
3. The minutes of the pre-bid conference shall be recorded and
made available to all participants not later than 3cd after the
pre-bid conference

Supplemental/Bid Bulletins
At least 10cd before deadline for submission and receipt of bids
Request for clarifications on any part of the bidding
documents
Submit to the BAC
At least 7cd before deadline for submission of bids
BAC shall respond by issuing supplemental/bid bulletin,
signed by BAC Chairman

What to do?
1. Make sure that any changes to bid documents are properly
reflected in supplemental bid bulletins
2. Evaluate if changes resulted in favoring a specific bidder
Did this result in withdrawals of bids? Who were affected
by the changes? (those who modified/withdrew their bids)
Requests for clarification should be in writing and
submitted at least 10cd
BAC to respond in writing in a supplemental Bid Bulletin at
least 7cd

Supplemental bid bulletin maybe issued on own initiative

of BAC to clarify or modify bulletin

Submission and Opening of Bids