Creation of a Special DOF Bids and Awards Committee for the Asset Information Management Program

January 24, 2011 DOF DEPARTMENT ORDER NO. 006-11 ( Declared Overtaken by Events by D.O. 29-16 ) In connection with the Asset Information Management Program, a Special DOF Bids and Awards Committee is hereby created to undertake the conduct of procurement activities for the above-mentioned project. Special Bids and Awards Committee Committee Members MA. TERESA S. HABITAN - Chairman Assistant Secretary LOURDES Z. SANTIAGO - Vice-Chairman Director IV Central Administration Office MA. LOURDES V. DEDAL - Member Director IV Central Financial Management Office FIDEL G. CONDRADA - Member Director III Legal Affairs Office MICHAELANGELO AGUINALDO - Member Central Management Information Office Provisional Member Representative from the end-user group Observers Representative from the Commission on Audit Representative from Procurement Watch, Inc. Technical Working Group (TWG) Ms. TRININDAD A. RODRIGUEZ - Head Chief Tax Specialist National Tax Research Center Atty. CORAZON M. REYES - Member Legal Officer V Legal Affairs Office Ms. EUTIQUIA MUTIANGPILI - Member Chief Administrative Officer Budget Division Mr. ALDRIN VARILLA - Member Information Systems Analyst III Central Management Information Office Mr. MELVIN JULAO - Member Administrative Assistant III Central Management Information Office Ms. JESUSA BATO - Member Economist III Information and Liaison Office Mr. RENATO V. OFIANA - Member Office of the Assistant Secretary Bureau of Internal Revenue Ms. MINDA M. SERQUEA - Member Department Legislative Liaison Specialist Information and Liaison Office Secretariat Ms. LILIA R. TAN - Head Chief Administrative Officer General Services Division Ms. EUSEBIA GUEVARRA - Member Supervising Administrative Officer General Services Division Ms. ANNIE DIMACUHA - Member Computer Programmer II Central Management Information Office Ms. ARQUEEN T. JAVIA - Member Administrative Assistant III Information and Liaison Office Responsibilities To expedite the procurement process, as mandated by the law, the members of the Special BAC and TWG shall give utmost priority to Special BAC Assignments over all other duties and responsibilities, until the requirements for the said assignments at hand are completed. Provided, however, that the Special BAC-TWG and Observers shall be notified at least three (3) days in advance the scheduled Special BAC Meetings. The BAC shall ensure compliance with the principles governing all government procurement activities i.e. , that each procurement transaction is transparent, competitive, fair and equitable among bidders and that all DOF, BIR and NTRC officials and employees directly involved in each of the procurement process up to the implementation of contracts are held accountable. As such, the Special BAC shall: IaAHCE (a) Advertise and/or post the invitation to bid/request for expressions of interest; (b) Conduct pre-procurement and pre-bid conferences; (c) Determine the eligibility of prospective bidders; (d) Receive bids; (e) Conduct the evaluation of bids; (f) Undertake post-qualification proceedings; (g) Resolve motions for reconsideration; (h) Recommend award of contracts to the Head of the Procuring Entity or his duly authorized representative; (i) Recommend imposition of sanctions in accordance with Rule XXIII; (j) Recommend to the Head of the Procuring Entity the use of Alternative Modes of Procurement as provided for in Rules XVI hereof; and (k) Perform such other related functions as may be necessary, including the creation of a Technical Working Group. Technical Working Group (TWG) The TWG shall provide assistance to the BAC in terms of technical, financial, legal and other aspects of the procurement at hand. As such the TWG shall: (a) Assist the Special BAC in the preparation of bidding documents, ensuring that the same reflects the requirements of the Procuring Unit and these conform to the standards set forth by RA 9184 and the Bidding Documents prescribed by the Government Procurement Policy Board. (b) Assist the BAC in the conduct of eligibility screening of prospective bidders and in the short-listing of prospective bidders in case of bidding for consulting services; (c) Assist the BAC in the evaluation of bids and prepare the accompanying reports for the BAC's consideration and approval; (d) Assist the BAC in the conduct of post-qualification activities and prepare the post-qualification report for BAC's approval; (e) Give utmost priority to BAC assignments over all duties and responsibilities, until the requirements for the procurement at hand are completed and shall perform jury duty when so required; aHIEcS (f) Assist the BAC Secretariat in the consolidation of the Project Procurement Management Plans (PPMP) submitted by the PMOs/end-user units, ensuring that each PPMP conform with the end-user unit's budget proposal and the ABM. Observers The observers shall have the following responsibilities: (a) To prepare the report jointly or separately including their observations made on the procurement activities conducted by the BAC for submission to the Head of the Procuring Entity, copy furnished the BAC Chairman. The report shall assess the extent of the BAC's compliance with the provisions of the IRR of RA 9184 and areas of improvement in the BAC's proceedings; (b) To submit their report to the procuring entity and furnish a copy to the GPPB and Office of the Ombudsman/Resident Ombudsman. If no report is submitted by the observer, then it is understood that the bidding activity conducted by the BAC followed the correct procedure; and (c) To immediately inhibit and notify in writing the procuring entity concerned by any actual potential interest in the contract to be bid. BAC Secretariat The Secretariat shall have the following functions and responsibilities: (a) Provide administrative support to the BAC; (b) Organize and make all necessary arrangements for BAC meetings and conferences; (c) Prepares minutes of the meeting and resolutions of the BAC; (d) Take custody of the procurement of documents and other records; (e) Manage the sale and distribution of bidding documents to interested bidders; (f) Advertise and/or post bidding opportunities, including bidding documents and notices of awards; (g) Assist in managing the procurement processes; (h) Monitor procurement activities and milestones for proper reporting to relevant agencies when required; (i) Consolidate PPMPs from various units of the procuring entity to make them available for review as indicated in Section 7 of RA 9184; and (j) Act as the central channel of communications for the BAC with the end-users, PMOs, other units of the line agency, other government agencies, providers of goods, infrastructure projects and consulting services, observers and the general public. All orders and issuances or parts thereof inconsistent with the Department Order are hereby revoked or modified. This Order takes effect immediately and all concerned shall be guided accordingly. AaIDCS (SGD.) CESAR V. PURISIMA Secretary