Reconstituting the DOF Bids and Awards Committee

August 19, 2009 DOF DEPARTMENT ORDER NO. 034-09 ( Declared Overtaken by Events by D.O. 29-16 ) In the exigency of the service and pursuant to SECTION 11-14 of Republic Act No. 9184, otherwise known as the "Government Procurement Reform Act" and its Implementing Rules and Regulations-A (IRR-A), the DOF Bids and Awards Committee (DOF-BAC) is hereby reconstituted as follows: Bids and Awards Committee Regular Members: Gil S. Beltran - Chairman Undersecretary Lourdes Z. Santiago - Vice-Chairman Director IV Central Administration Office Ma. Lourdes V. Dedal - Member Director IV Central Financial Management Office Atty. Thelma A. Mariano - Member Director IV Revenue Office Helena B. Habulan - Member Executive Director Municipal Devt. Fund Office Atty. Fidel G. Condrada - Member Director III Legal Affairs Office Provisional Members: Representative/s from the End-user Group Observers: Representative from the Commission on Audit Representative from the Philippine Chamber of Commerce and Industry (PCCI) Representative from Procurement Watch, Inc. Technical Working Group (TWG): Atty. Corazon M. Reyes - Member Legal Officer V Legal Affairs Office Eutiquia Mutiangpili - Member Chief Administrative Officer Budget Division Ma. Luisa Notario - Member Chief Administrative Officer Management Services Division Aldrin Varilla - Member Information Technology Officer II Central Management Information Office Carlo Baloloy - Member OSS Center Secretariat: Lilia R. Tan - Head Chief Administrative Officer General Services Division Eusebia P. Guevarra - Member Supervising Administrative Officer General Services Division Rodolfo Ramirez - Member Administrative Officer III General Services Division Responsibilities: To expedite the procurement process, as mandated by law, the members of the BAC and TWG shall give utmost priority to BAC assignments over all other duties and responsibilities, until the requirements for the said assignments at hand are completed, Provided, however, that the BAC, TWG & Observers shall be notified at least three (3) days in advance the scheduled BAC Meetings. DSATCI 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 officials and employees directly and indirectly involved in each of the procurement process up to the implementation of contracts, are held accountable. As such, the BAC shall: (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 Rule XVI hereof; and (k) Perform such other related functions as may be necessary, including the creation of al * 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: ISAcHD (a) Assist the BAC in the preparation of the bidding documents, ensuring that the same reflects the requirements of the Procuring Unit and that these conform to the standards set forth by RA 9184 and the Bidding Documents prescribed by the Government Policy Procurement 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 biddings 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 other duties and responsibilities, until the requirements form the procurement at hand are completed, and shall perform jury duty when so required; (f) Assist the BAC Secretariat in the consolidation of the Project Procurement Management Plans submitted by the PMOs/end-users 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 either 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 TaIHEA (c) To immediately inhibit and notify in writing the procuring entity concerned of any actual or 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 meeting and resolutions of the BAC; (d) Take custody of the procurement 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 end users, PMOs, other units of the line agency, other government agencies, provder4s * 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. (SGD.) MARGARITO B. TEVES Secretary