Reconstitution of the DOF Bids and Awards Committee

March 15, 2016 DOF DEPARTMENT ORDER NO. 015-16 ( Declared Overtaken by Events by D.O. 29-16 ) RECONSTITUTION OF THE DOF BIDS AND AWARDS COMMITTEE In the exigency of service and in pursuant of Sections 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 is hereby reconstituted to be composed of the following officials and employees: I. Regular Members 1. Undersecretary and Chief Economist Gil S. Beltran Chairman 2. Assistant Secretary Danielle Marie S. Rieza-Culangen Vice Chairman 3. Director Elsa P. Agustin Member 4. Director Ma. Luisa M. Notario Member 5. Director Michaelangelo D. Aguinaldo Member II. Provisional Member 1. Representative from 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. Liceria A. Te Head 2. Josef Ricardo Espiritu Vice Head 3. Grace Ann A. Villanueva Member 4. Allan Raymond Chu Buenviaje Member 5. Alddon Christner C. Ang Member V. Secretariat 1. Lilia R. Tan Head 2. Ma. Ellaine Paujelas Member 3. Eusebia P. Guevarra Member 4. Mayril D. Arciaga Member 5. Walter O. Fernandez Member VI. Duties and Responsibilities 1. The DOF BAC The BAC shall have the following functions: i. Advertise and/or post the invitation to bid/request for expression of interest; ATICcS ii. Conduct Pre-procurement and pre-bid conferences; iii. Determine the eligibility of prospective bidders; iv. Receive Bids; v. Conduct Evaluation Bids; vi. Undertake post qualification proceedings; vii. Resolve motions for reconsiderations; viii. Recommend award of contracts to the Secretary of Finance or his duly authorized representative; ix. Recommend the imposition of sanctions in accordance with the Rule XXII 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 Rule XVII of the R-IRR of RA 9184; and xi. Perform such other functions as may be necessary, including the creation of 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 aspect of 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 requirements of the DOF and conform to the standards set by RA 9184 and the Bidding Documents prescribed by the Government Policy Board; ii. Prepares related bid documents such as but not limited to: request for iii. quotation, advertise and/or post bidding opportunities, including bidding iv. documents, supplemental bid bulletins and notices of awards; v. Organize meetings and make all necessary arrangements for BAC meetings vi. and conference; vii. Prepares highlights of the meeting, supplemental/bid bulletins and resolutions viii. of the BAC; ix. Take custody of the procurement documents and other records; x. Manage the sale and distribution of bidding documents to interest bidders; xi. Assist in managing the procurement process xii. Monitor procurement activities and milestone for proper reporting to relevant xiii. agencies when requires; xiv. Act as the central channel of communications for BAC with end-users, PMOs, other units of the Sub-Committees, other Government Agencies, providers of goods, infrastructure projects and consulting services, observers and the general public; and xv. Review bid documents and timelines of the procurement process to ensure compliance with the existing laws, rules and regulations; xvi. Assist the BAC Secretariat in 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 the Procuring Entity, copy furnished the BAC Chairman. The report shall assess the extent of the BAC's compliance with the provision of RA 9184 and its R-IRR and areas of improvement in the BAC's proceedings; ii. To submit their report to the procuring entity, copy furnish to the GPPB and Office of the Ombudsman/Resident Ombudsman. If no report is submitted by the observer, then it's understood that the bidding activity conducted by the BAC followed correct procedures; and TIADCc iii. To immediately inhibit and notify in writing the procuring entity concerned of any actual or potential 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; ii. Organize meetings and make all the necessary arrangement for BAC meetings and conferences; iii. Prepare minutes of meeting and resolutions of the BAC; iv. Prepares related bid documents such as but not limited to: request for v. quotation, advertise and/or post bidding opportunities, including bidding vi. documents, supplemental bid bulletins and notices of awards; vii. Organize meetings and make all necessary arrangements for BAC meetings viii. and conference; ix. Prepares highlights of the meeting, supplemental/bid bulletins and resolutions x. of the BAC; xi. Take custody of the procurement documents and other records; xii. Manage the sale and distribution of bidding documents to interest bidders; xiii. Assist in managing the procurement process; xiv. Monitor procurement activities and milestone for proper reporting to relevant agencies when required; and xv. Act as the central channel of communications for BAC with end-users, PMOs, other units of the Sub-Committees, other Government Agencies, providers of goods, infrastructure projects and consulting services, observers and the general public. The BAC, STWG and SBAC Secretariat shall 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. All pending procurement processes with the current Regular BAC, TWG and BAC Secretariat are transferred to the newly reconstituted DOF Bids and Awards Committee upon the effectivity of this Order. Qualified members shall be entitled for honoraria subject to availability of funds and existing rules and regulations. This Order shall take effect immediately and all concerned shall be guided accordingly and shall be valid until sooner revoked. All orders, memoranda, circulars or other issuances or parts thereof which are inconsistent with this Department Order are hereby deemed repealed and/or modified accordingly. (SGD.) CESAR V. PURISIMA Secretary