Reconstitution of DOF Bids and Awards Committee

June 18, 2012 DOF DEPARTMENT ORDER NO. 013-12 ( Declared Superseded by D.O. 29-16) RECONSTITUTION OF DOF BIDS AND AWARDS COMMITTEE In the exigency of the service and in pursuant to Section 11-14 of Republic Act 9184 series of 2002, known as the "Government Procurement Reform Act" and its Revised-Implementing Rules and Regulations (R-IRR), the DOF Bids and Awards Committee (DOF-BAC) is hereby reconstituted to compose by the following officials: I. Regular Members 1. Undersecretary Gil S. Beltran - Chairman 2. Director Fidel G. Condrada - Director III, LAO as Vice Chairman 3. Director Ma. Edita Z. Tan - Director IV, IFG as Member 4. Director Angelica I. Sarmiento - Director IV, MISO as Member 5. Director Norberto G. Malvar - Deputy Director, MDFO as Member II. Provisional Member Representative/s from the End-user Group III. Observers 1. Representative from the Commission on Audit 2. Representative from the Philippine Chamber of Commerce and Industry (PCCI) 3. Representative from Procurement Watch, Inc. IV. Technical Working Group 1. Atty. Corazon C. Reyes - Attorney V, LAO as Head of TWG 2. Ms. Eutiquia C. Mutiangpili - Chief Adm. Officer, Budget Div. as Member 3. Mr. Carlo Baloloy - Supervising Adm. Officer, OSS- Center as Member 4. Ms. Necitas D. Largo - Procurement Officer II, MDFO as Member 5. Ms. Ma. Dolores Furiscal - Info. Systems Analyst II, CMIO as Member V. Secretariat 1. Ms. Lilia R. Tan - Chief Adm. Officer, GSD as Head of BAC Secretariat 2. Ms. Eusebia P. Guevarra - Supervising Adm. Officer, GSD as Member 3. Ms. Rosella Gratela - Adm. Officer V, GSD as Member 4. Ms. Elna V. Lorenzo - Adm. Officer II, GSD as Member 5. Ms. Ma. Ellaine S. Pajuelas - Adm. Officer II, GSD as Member VI. Duties and Responsibilities: 1. DOF-BAC The BAC shall have the following functions: i. Advertise and/or post the invitation to bid/request for expressions of interest; ii. Conduct pre-procurement and pre-bid conferences; iii. Determine the eligibility of prospective bidders; iv. Receive bids; SEDICa v. Conduct the evaluation of bids; vi. Undertake post-qualification proceedings; vii. Resolve motions for reconsideration; viii. Recommend award of contracts to the Secretary of Finance or his duly authorized representative; ix. Recommend the imposition of sanctions in accordance with Rule XXIII of the R-IRR of RA 9184; x. Recommend to the Secretary of Finance or his duly authorized representative the use of Alternative Methods of Procurement as provided for in Rule XVI of the R-IRR of RA 9184; and aIAEcD xi. Perform such other related functions as may be necessary, including the creation of a Technical Working Group from a pool of technical, financial and/or legal experts to assist in the procurement process. 2. 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: i. Assist the BAC in the preparation of the bidding documents by ensuring that the same reflect the requirements of the DOF and conform to the standards set by RA 9184 and the Bidding Documents prescribed by the Government Policy Procurement Board; ii. Assist the BAC in the conduct of eligibility screening of prospective bidders and in the short listing of prospective bidders in case of biddings for consulting services; iii. Assist the BAC in the evaluation of bids and prepare the accompanying reports for the BAC's consideration and approval; iv. Assist the BAC in the conduct of post-qualification activities and prepare the post-qualification report for the BAC's approval; v. Give utmost priority to BAC assignments over all other duties and responsibilities, until the requirements from the procurement at hand are completed and shall perform jury duty when so required; AECcTS vi. Assist the BAC Secretariat in the consolidation of the Project Procurement Management Plans (PPMP) submitted by the end-user units by ensuring that each PPMP conforms to the PMO/end-user unit's budget proposal as well as the Agency Budget Matrix (ABM). 3. Observers The observers, who shall not have the right to vote, shall have the following responsibilities: i. To prepare the report either jointly or separately indicating their observations made on the procurement activities conducted by the BAC for submission to the Head of Procuring Entity, copy furnished the BAC Chairman. The report shall assess the extent of the BAC's compliance with the provisions of RA 9184 and its R-IRR and areas for improvement in the BAC's proceedings; ii. 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 procedures; and iii. To immediately inhibit and notify in writing the procuring entity concerned of any actual or potential interest in the contract to be bid. 4. BAC Secretariat The BAC Secretariat shall have the following functions and responsibilities: i. Provide administrative support to the BAC; CADacT ii. Organize meetings and make all the necessary arrangements for BAC meetings and conferences; iii. Prepare minutes of meeting and resolutions of the BAC; iv. Take custody of the procurement documents and other records; v. Manage the sale and distribution of bidding documents to interested bidders; vi. Advertise and/or post bidding opportunities, including bidding documents and notices of awards; vii. Assist in managing the procurement processes; viii. Monitor procurement activities and milestones for proper reporting to relevant agencies when required; ix. Consolidate PPMPs from various units of the DOF to make them available for review as indicated in Section 7 of RA 9184 and its R-IRR; and x. Act as the central channel of communications for the BAC with end-users, PMOs, other units of the DOF, other government agencies, providers of goods, infrastructure projects and consulting services, observers and the general public. All administrative issuances contrary to or inconsistent with this Order are hereby revoked or modified. aTCADc This Order supersedes DO No. 31-2011 dated June 10, 2011 and shall take effect immediately. (SGD.) JOHN PHILLIP P. SEVILLA Undersecretary and Officer-In-Charge