Creation of the DOF Special Bids and Awards Committee

January 19, 2004 DOF DEPARTMENT ORDER NO. 004-04 ( Declared Overtaken by Events by D.O. 29-16 ) In the exigencies of public service and pursuant to Section 4 of Republic Act No. 9184, otherwise known as the "Government Procurement Reform Act" and its Implementing Rules and Regulations, the DOF-Special Bids and Awards Committee (DOF-SBAC) is hereby created for the procurement of consulting services for ASEM-Grant-Funded Corporate Governance and Pension Reforms Projects. The DOF-SBAC, its Technical Working Group (TWG) and Secretariat is hereby constituted as follow: SPECIAL BIDS AND AWARDS COMMITTEE (SBAC) Regular Members: Roberto B. Tan Chairman Assistant Secretary Lourdes Z. Santiago Vice-Chairman Director IV Ma. Lourdes V. Dedal Member Director IV James H. Roldan Member Director IV Helena B. Habulan Executive Director Member Provisional Member (non-voting): Jeremias N. Paul, Jr. Representing the Assistant Secretary End-user Group Observers: Representative from the Commission on Audit (COA) Representative from the Philippine Chamber of Commerce And Industry (PCCI) Representative from Procurement Watch, Inc. Technical Working Group: Abigail Barbara B. Sanglay Chairman Ramil E. Bugayong Member Eutiquia C. Mutiangpili Member Emelina S. Blanco Member Secretariat: Lorraine C. Sanchez Head Lilia R. Tan Member Ma. Teresa A. Torres Member Gregorio M. Llanzana Member FUNCTIONS OF THE SBAC: Regular SBAC Members The regular members of the DOF-SBAC shall, in accordance with the provisions of Section 4 of RA 9184, exercise the following powers and functions, namely: to advertise and/or post the invitation to bid, conduct pre-procurement and pre-bid conferences, determine the eligibility of prospective bidders, receive bids, conduct the evaluation of bids, undertake post-qualification proceedings, resolve motion for recondition, recommend award of contracts to the Secretary of Finance or his duly authorized representative. They shall also recommend to the Secretary of Finance, through the Undersecretary of the Corporate Affairs Group, the Procuring Unit/End-user Group, on the use of Alternative Methods of Procurement allowed under RA 9184 and the World Bank Guidelines on the Selection and Employment of Consultants, by World Bank Borrowers ( Issued January 1997, revised in September 1997, January 1999 and May 2002 ). Provisional SBAC Member The Provisional Member, a member of the end-user unit or procuring unit, who possess the technical expertise relevant to the procurement at hand, and, to the extent possible, has knowledge and experience in procurement laws and procedures. He shall advise the BAC on technical matters. He shall not vote during deliberations. Technical Working Group The TWG shall assist the SBAC in ensuring that the bid documents submitted comply with and are responsive to the legal, technical and financial requirements of the grant-funded Projects. As such, the TWG shall assist the SBAC in the: preparation of the Terms of Reference (TOR), the conduct of eligibility screening of prospective bidders; short-listing of prospective bidders for consulting services; evaluation of bids and preparation of accompanying reports for the SBAC's consideration and approval; conduct of post-qualification activities and preparation of the post-qualification summary report for the SBAC's approval. Secretariat The SBAC Secretariat shall be the main support unit of the SBAC and its TWG, ensuing that all procurements undertaken by the Procuring Unit are properly documented and to provide an audit trail of the procurement process. As such, the Secretariat shall provide technical and administrative support to the SBAC, organize and make all necessary arrangements for the SBAC meetings, prepare the Minutes of the SBAC meetings, and be responsible for the sale and distribution of all bidding documents to interested bidders and be the central channel of communications for the SBAC with end-users as well as providers of consulting services. Role of the Project Management Office: The Project Management Office headed by Mr. Jose Robert P. Javier, shall provide technical assistance to the SBAC, TWG and its Secretariat in the preparation of documents requiring the World Bank's action and/or approval as well as in the preparation of reports and other documents required to be submitted to the World Bank (WB) under the Grant Agreements. The PMO Head may attend and participate in the discussion or deliberation but in no case shall he be entitled to vote. Record Keeping To facilitate future audits on the subject grant-funded Projects, Assistant Secretary Jeremias N. Paul, Jr., to be assisted by Ms. Abigail Barbara B. Sanglay, is hereby directed to take custody of all original documents and records concerning the Corporate Governance and Pension Reforms Projects, including but not limited to the bid documents submitted for the SBAC's evaluation and processing, until all these records are officially turned-over to the Central Records Management Division, this Department, for safekeeping. This, however, does not preclude both the SBAC Secretariat and the Project Management Office to maintain their own sets of records. HaAIES This Order takes effect immediately. (SGD.) JUANITA D. AMATONG Secretary