Procurement, Payment, Inventory and Distribution System Manual

September 12, 2013 REVENUE MEMORANDUM ORDER NO. 033-13 SUBJECT : Procurement, Payment, Inventory and Distribution System Manual TO : All Internal Revenue Officers, Employees and Others Concerned I. Objectives This Order is issued to a.Prescribe the use of Procurement, Payment, Inventory and Distribution System Manual. b.Provide uniform guidelines with clear and concise step by step procedures in the procurement of goods, infrastructure work, and consultancy services including the receipt and distribution of items procured, as well as, payment and recording thereof, in accordance with existing budgeting, accounting, auditing and procurement rules and regulations. II. Limitations on the Coverage This Manual shall not cover detailed procedures on procurement stages from pre-procurement to the recommendation of award which are being undertaken by the Bids and Awards Committee and which are contained in the BIR Customized Procurement Manual. III. Repealing Clause This Order supersedes all revenue issuances and portions thereof inconsistent herewith. IV. Effectivity This Order shall take effect immediately upon its approval. DCTHaS (SGD.) KIM S. JACINTO-HENARES Commissioner of Internal Revenue Procurement, Payment, Inventory and Distribution System Manual I. Preparation and Submission of Project Procurement Management Plan (PPMP) A. Original Submission The Budget Division shall: 1. Prepare memorandum (Budget Preparation Guidelines and Procedures-BPGP) to all BIR Officials for the preparation and submission of their respective Budget Proposals and PPMPs (Annex "B"); 2. Forward hard copy of the approved memorandum to Records Management Division and soft copy to Internal Communication Division for proper dissemination; 3. Receive Budget Proposal and PPMP from various offices in the National Office (NO); 4. Prepare schedule of deliberation on the budget proposal and PPMP; 5. Prepare and affix initial to the Notice of Meeting for the scheduled deliberation; 6. Forward the Notice of Meeting to the Deputy Commissioner (DCIR), Resource Management Group (RMG), for signature; 7. Receive from the DCIR, RMG, the signed Notice of Meeting; 8. Serve the signed Notice of Meeting to concerned BIR offices; TSADaI 9. Discuss and deliberate submitted Budget Proposal and PPMPs with various Heads of Offices in the National Office; 10. Receive revised Budget Proposal and PPMP based on the output of deliberation conducted; 11. Review/Evaluate adjusted/revised Budget Proposal and PPMP; 12. Collate and summarize all approved PPMP; 13. Prepare the budget proposal for the National Office; 14. Receive from Regional Offices (RO) their respective Budget Proposals together with their PPMP and other supporting documents; 15. Consolidate budget proposals of the National and ROs; 16. Transmit through channels the Agency Budget Proposal for approval of the Commissioner; 17. Receive approved budget proposal from the Office of the Commissioner; 18. Encode approved budget proposal on the Online Submission of Budget Proposal System of DBM; 19. Submit hard copy of agency approved budget proposal to DBM through the DOF; 20. Transmit to the Head, BAC Secretariat, the collated NO-PPMP together with the proposed budget; and 21. Transmit to the General Services Division (GSD) a copy of the PPMP for Common-used Supplies and Equipment (CSE). The General Services Division shall: 1. Consolidate CSE based on the PPMPs of NO offices transmitted by the Budget Division; 2. Translate the consolidated PPMPs into the DBM prescribed format; 3. Submit to Procurement Service-Department of Budget and Management (DBM) the consolidated PPMPs of National and ROs; and 4. Transmit to the Head, BAC Secretariat, the approved consolidated PPMP for CSE. B. PPMP Addendum/Revision The Budget Division shall: 1. Receive the proposed addendum/revision to PPMP from various offices in the National Office; TIESCA 2. Check/verify the availability of allotment; 3. Prepare transmittal slip/Reference Slip to the BAC Secretariat; and 4. Transmit to the Head, BAC Secretariat, the addendum/revised PPMP informing them of the availability of allotment. II. Preparation and Approval of the Annual Procurement Plan (APP) The Procurement Division shall: 1. Receive from Budget Division the approved PPMPs of concerned offices and copy of the BIR's Budget Proposal including its addendum/revisions, if any; 2. Consolidate the PPMPs; 3. Prepare draft APP (Annex "C") consistent with the BIR's Budget Proposal/available allotment; 4. Prepare and affix initial to the Notice of Meeting for deliberation of the draft APP by the BAC; 5. Forward the Notice of Meeting to the BAC Chairman for signature; 6. Receive from BAC Chairman the signed Notice of Meeting; 7. Photocopy, collate and bind all pertinent documents needed during the meeting; 8. Serve the signed Notice of Meeting to all members of the BAC, BAC Secretariat, Chief, Budget Division and Project Proponents/End-users; 9. Prepare attendance sheet of attendees to the meeting; 10. Present to BAC the draft APP for comments; 11. Record the proceedings; 12. Prepare, sign and route the Minutes of meeting for signature of all BAC members present during the meeting; 13. Finalize and sign the APP; 14. Route the APP for initial of all BAC members present during the deliberation, signature of the BAC Chairman, initial of the Chief, Budget Division, Head Revenue Executive Assistant (HREA) & Assistant Commissioner (ACIR)-Finance Service (FS), HREA & ACIR-Administrative Service (AdmS), DCIR-RMG, Office of the Commissioner of Internal Revenue (OCIR)-Chief of Staff and approval of the Commissioner of Internal Revenue (CIR); 15. Receive the approved APP from OCIR; 16. Scan the approved APP and post in the Bureau of Internal Revenue (BIR) website; HIAESC 17. Submit copy of the approved APP to Government Procurement and Policy Board (GPPB), Commission on Audit (COA), Ombudsman; 18. Furnish copy of the approved APP-revised to CIR, DCIRs, ACIR-AdmS, ACIR-FS, BAC members, Chief, Budget Division and Project Proponent/End-user; and 19. Submit to CIR photocopy of Attendance Sheet of the BAC meeting. III. Procurement Process for Goods A. Competitive or Public bidding 1. Pre-Procurement Conference The Procurement Division shall: 1.1 Receive from the Project Proponent/End-user the following: a. Terms of Reference (TOR) and ABC approved by the concerned DCIR and Abstract of Quotations together with at least three (3) Original Quotations submitted by various Suppliers/Contractors, Drawings/Lay-outs and Bill of Quantities; and b. Other pertinent documents (refer to Annex "A") required under existing accounting and auditing rules and regulations. 1.2 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.3 Prepare and affix initial to the Notice of Meeting for the Pre-procurement conference; 1.4 Forward the Notice of Meeting to the BAC Chairman for signature; 1.5 Receive from BAC Chairman the signed Notice of Meeting; 1.6 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.7 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, Technical Working Group (TWG), BAC Secretariat, Project Proponents/End-users and Observers; 1.8 Prepare attendance sheet of attendees to the meeting; 1.9 Assist the BAC in the Pre-Procurement Conference; 1.10 Record the proceedings; 1.11 Prepare, sign and route the Minutes of the Pre-Procurement Conference for signature of all BAC members present during the meeting; SECcAI 1.12 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: a. Revised TOR and ABC duly approved by the concerned DCIR and Abstract of Quotations together with the Original Quotations submitted by various Suppliers/Contractors, Drawings/Lay-outs and Bill of Quantities; b. Section VI Schedule of Requirements; c. Section VII Technical Specifications Checklist; and d. Other pertinent documents (refer to Annex "A") required under existing accounting and auditing rules and regulations. 1.13 Submit to CIR photocopy of attendance sheet of the BAC meeting. 2. Preparation and Review of Bidding Documents The Procurement Division shall: 2.1 Prepare and affix initial to the Notice of Meeting for the review of the Bidding documents; 2.2 Forward the Notice of Meeting to the BAC Chairman for signature; 2.3 Receive from BAC Chairman the signed Notice of Meeting; 2.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 2.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 2.6 Prepare attendance sheet of attendees to the meeting; 2.7 Assist the BAC & TWG in the review of bidding documents; 2.8 Record the proceedings; 2.9 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 2.10 Prepare and affix initial to the Invitation to Bid (InvTB), Letter-Request of Publication, Invitation Letters to Prospective Bidders and Observers; 2.11 Forward the InvTB, Letter-Request of Publication, Invitation Letters to Prospective Bidders and Observers to the BAC Chairman, for signature; SACHcD 2.12 Receive from BAC Chairman the signed InvTB, Letter-Request of Publication, Invitation Letters to Prospective Bidders and Observers; 2.13 Serve the Letter-Request of Publication to the Publishing Company; 2.14 Serve the Invitation Letters to Prospective Bidders and Observers; 2.15 Photocopy, collate and bind the following bidding documents: a. Section I Approved InvTB; b. Section II Instruction to Bidders (ITB); c. Section III Bid Data Sheets (BDS); d. Section IV General Conditions of Contract (GCC); e. Section V Special Conditions of Contract (SCC); f. Section VI Schedule of Requirements; g. Section VII Technical Specifications; h. Section VIII Bidding forms; i. Section IX Terms of Reference & Annexes; j. Section X Checklist of Requirements for: Envelope 1 Technical Component Envelope 2 Financial Component 2.16 Submit to CIR photocopy of attendance sheet of the BAC meeting. 3. Advertising and Posting of InvTB The Procurement Division shall: 3.1 Advertise the InvTB for projects with ABCs of more than Two Million Pesos (P2,000,000.00) at least once in one (1) newspaper of general nationwide circulation which has been in regular publication for at least two (2) years before the date of issue of the advertisement; 3.2 Scan the InvTB including the bidding documents and post continuously in the PhilGEPS (www.philgeps.gov.ph), the BIR website (www.bir.gov.ph) and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of advertisement; and cTDIaC 3.3 Photocopy the InvTB and post at any conspicuous place in the premises of the BIR-National Office, reserved for this purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat. 4. Issuance of Invitation Letter to Prospective Bidders and Observers The Procurement Division shall: 4.1 Serve the Invitation Letter to the Prospective Bidders; and 4.2 Serve the Invitation Letter to the Observers together with the copy of the calendar of procurement activities and Bidding documents; 5. Issuance of Bidding Documents The Procurement Division shall: 5.1 Provide Prospective Bidder a copy of InvTB as basis for the issuance by the Accounting Division of Order of Payment for the purchase of bidding documents; 5.2 Receive photocopy of the original Official Receipt (OR) (Annex "D") as proof of payment of the bidding documents; and 5.3 Issue the Bidding Documents to the Prospective Bidder/s. 6. Pre-bid Conference The Procurement Division shall: 6.1 Prepare and affix initial to the Notice of Meeting for the Pre-Bid conference; 6.2 Forward the Notice of Meeting to the BAC Chairman for signature; 6.3 Receive from BAC Chairman the signed Notice of Meeting; 6.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 6.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 6.6 Prepare attendance sheet of attendees to the meeting; 6.7 Assist the BAC & TWG in the conduct of Pre-bid conference; 6.8 Record the proceedings; aCTcDS 6.9 Prepare, sign and route the minutes of the pre-bid conference for signature of all BAC members present during the pre-bid conference and make it available to all participants not later than three (3) calendar days after the pre-bid conference; 6.10 Issue to bidders and other interested parties, copies of minutes of the proceedings upon written request and payment of a specified fee to recover cost of materials; and 6.11 Submit to CIR photocopy of attendance sheet of the BAC meeting. 7. Issuance of Supplemental/Bid Bulletin The Procurement Division shall: 7.1 Receive from prospective bidder/s, a written request for clarification, within the prescribed period; 7.2 Transmit the written request for clarification to the Project Proponents/End-users for study/consideration; 7.3 Receive from Project Proponent/End-users reply to the request for clarification; 7.4 Prepare draft Supplemental/Bid Bulletin (Annex "E") for discussion; 7.5 Prepare and affix initial to the Notice of Meeting for the deliberation of Supplemental/Bid Bulletin; 7.6 Forward the Notice of Meeting to the BAC Chairman for signature; 7.7 Receive from BAC Chairman the signed Notice of Meeting; 7.8 Photocopy, collate and bind all pertinent documents needed during the meeting; 7.9 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 7.10 Prepare attendance sheet of attendees to the meeting; 7.11 Assist the BAC in the review of the Supplemental/Bid Bulletin; 7.12 Record the proceedings; 7.13 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the review of the Supplemental/Bid Bulletin; 7.14 Finalize and affix initial to the Supplemental/Bid Bulletin; 7.15 Route the Supplemental/Bid Bulletin for initial of the Project Proponents/End-users, TWG and BAC members present during the meeting and for approval of the BAC Chairman; 7.16 Receive from BAC Chairman the approved Supplemental/Bid Bulletin; 7.17 Issue the Supplemental/Bid Bulletin to all prospective bidders who have properly secured or purchased the Bidding Documents; 7.18 Scan the Supplemental/Bid and post in the PhilGEPS and BIR websites; and 7.19 Submit to CIR photocopy of attendance sheet of the BAC meeting. 8. Submission, Receipt and Opening of Bids The Procurement Division shall: 8.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 8.2 Forward the Notice of Meeting to the BAC Chairman for signature; SCaDAE 8.3 Receive from BAC Chairman the signed Notice of Meeting; 8.4 Photocopy, collate and bind all pertinent documents (refer to Annex "A") needed during the meeting; 8.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 8.6 Prepare attendance sheet of attendees to the meeting; 8.7 Receive from the prospective bidders the technical and financial proposals indicating the date and time of receipt; 8.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids; 8.9 Prepare the following: a. Abstract of Bids as Read (Annex "F") for signature of the BAC members, Head-TWG, Project Proponent/End-user and the Observers; and b. Bidding Results Checklist for Envelopes 1 & 2 for signature of the BAC members. 8.10 Record the proceedings; 8.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; 8.12 Issue copies of the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids to the bidders and other interested parties upon their written request and payment of a specified fee to recover cost of materials; and 8.13 Submit to CIR photocopy of attendance sheet of the BAC meeting. 9. Detailed Bid Evaluation The Procurement Division shall: 9.1 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 9.2 Forward the Notice of Meeting to the BAC Chairman for signature; 9.3 Receive from BAC Chairman the signed Notice of Meeting; 9.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; AcICTS 9.5 Prepare attendance sheet of attendees to the meeting; 9.6 Assist the TWG in the conduct of a detailed evaluation of all bids rated "passed," during the preliminary examination of bids; 9.7 Assist the TWG in the preparation of the following reports: a. Abstract of Bids as Calculated (Annex "G"); b. Detailed Bid Evaluation Report; and c. Bid Evaluation Report. 9.8 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 9.9 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation by the TWG; 9.10 Forward the Notice of Meeting to the BAC Chairman for signature; 9.11 Receive from BAC Chairman the signed Notice of Meeting; 9.12 Photocopy, collate and bind all pertinent documents needed during the meeting; 9.13 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 9.14 Prepare attendance sheet of attendees to the meeting; 9.15 Assist the BAC and TWG in the deliberation on the result of the detailed bid evaluation; 9.16 Record the proceedings; 9.17 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 9.18 Prepare and affix initial to the following: a. Letter addressed to the bidder with the Lowest Calculated Bid (LCB) re: submission of Post-Qualification Documents; and b. Notice of Ocular Inspection. 9.19 Route the letter to the bidder with LCB for initial of all BAC members present during the deliberation; 9.20 Forward the letter to the bidder with LCB and Notice of Ocular Inspection to the BAC Chairman, for signature; CAcDTI 9.21 Receive from BAC Chairman the signed letter to the bidder with LCB and Notice of Ocular Inspection; 9.22 Serve the letter to the bidder with the LCB; 9.23 Serve the signed Notice of Ocular Inspection to all members of the TWG and BAC Secretariat; 9.24 Prepare attendance sheet of attendees to the ocular inspection; and 9.25 Submit to CIR photocopy of attendance sheet of the BAC meeting. 10. Post-Qualification The Procurement Division shall: 10.1 Receive from bidder with the LCB the Post-Qualification documents; 10.2 Forward the Post-Qualification documents to the TWG for them to verify, validate and ascertain all statements made and documents submitted by the bidder; 10.3 Assist the BAC and TWG in the conduct of ocular inspection in the principal place of business including the warehouse/facilities/showroom of the bidder with the LCB; 10.4 Assist the TWG in the preparation of the following reports: a. Post-Qualification Evaluation Report; b. Post-Qualification Evaluation Summary Report; and c. Ocular Inspection Report. 10.5 Prepare and affix initial to the Notice of Meeting for the conduct of Post-Qualification process; 10.6 Forward the Notice of Meeting to the BAC Chairman for signature; 10.7 Receive from BAC Chairman the signed Notice of Meeting; 10.8 Photocopy, collate and bind all pertinent documents needed during the meeting; 10.9 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 10.10 Prepare attendance sheet of attendees to the meeting; 10.11 Assist BAC in the conduct of Post-Qualification process; 10.12 Record the proceedings; acIHDA 10.13 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 10.14 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; and 10.15 Submit to CIR photocopy of attendance sheet of the BAC meeting. 11. Approval of Resolution and Issuance of NOA The Procurement Division shall: 11.1 Prepare and affix initial to the BAC Resolution declaring the bid as the Lowest Calculated and Responsive Bid (LCRB)/Single Calculated and Responsive Bid (SCRB); 11.2 Route the BAC Resolution for signature of all BAC members present during the post-qualification process and approval of the CIR or his duly authorized representative; 11.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 11.4 Prepare and affix initial to the NOA; 11.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 11.6 Receive from CIR or his duly authorized representative the approved NOA; 11.7 Serve the approved NOA to the Winning Bidder; 11.8 Prepare and affix initial to the following documents and forward to the BAC Chairman for signature: a. Notice of Post-Qualification to the winning bidder; and b. Notification of Bidding Results to all losing bidders. 11.9 Receive from BAC Chairman the signed Notice of Post-Qualification to the winning bidder and the Notification of Bidding Results to all losing bidders; 11.10 Serve the signed Notice of Post-Qualification to the winning bidder and Notification of Bidding Results to all losing bidders; 11.11 Receive from the winning bidder the duly acknowledged NOA and Notice of Post-Qualification; 11.12 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and SaIHDA 11.13 Receive the performance bond from the winning bidder. 12. Contract Preparation and Signing The Procurement Division shall: 12.1 Prepare the draft contract; 12.2 Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 12.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 12.4 Receive from Legal Service the draft contract with complete supporting documents and comment/s; 12.5 Incorporate comments, if any; 12.6 Prepare and affix initial to the Obligation Request (ObR) (Annex "H"); 12.7 Finalize the contract; 12.8 Make all necessary arrangements for contract signing and approval; 12.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment; b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the Certificate of Availability of Funds (CAF) (Annex "I") to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Supplier/Contractor and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 13. NTP Preparation and Issuance The Procurement Division shall: 13.1 Prepare and affix initial to the NTP; 13.2 Route the NTP for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; ECSHAD 13.3 Receive from CIR or his duly authorized representative the approved NTP; 13.4 Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Bidder; 13.5 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 13.6 Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, and post in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 13.7 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. FS c. AdmS d. Accounting Division e. Project Proponent f. IT Contracts and Monitoring Division (For IT contracts) g. GSD h. Contractor. B. Change of Mode of Procurement from Public Bidding to Alternative Methods of Procurement The Procurement Division shall: 1. Receive from the Project Proponents/End-users the following: a. Request and justifications for the change of method of procurement from public bidding to the use of alternative method of procurement; and b. Revised PPMP. 2. Prepare draft APP-revised; aSTAHD 3. Prepare and affix initial to the Notice of Meeting for BAC deliberation on the change of the mode of procurement; 4. Forward the Notice of Meeting to the BAC Chairman for signature; 5. Receive from BAC Chairman the signed Notice of Meeting; 6. Photocopy, collate and bind all pertinent documents needed during the meeting; 7. Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 8. Prepare attendance sheet of attendees of the meeting; 9. Present to BAC the draft APP-revised; 10. Record the proceedings; 11. Prepare, sign and route the Minutes of meeting for signature of all BAC members present during the meeting; 12. Finalize and sign the APP-revised; 13. Route the APP-revised for initial of the members of the BAC present during the deliberation, signature of the BAC Chairman, initial of the Chief, Budget Division, HREA & ACIR-FS, HREA & ACIR-AdmS, DCIR-RMG, OCIR-Chief of Staff and approval of the CIR; 14. Collate all the documents and attach to the BAC Resolution; 15. Prepare and affix initial to the BAC Resolution recommending the use of an Alternative Method of Procurement; 16. Route the BAC Resolution recommending the Use of an Alternative Method of Procurement for signature of all BAC members present during the deliberation and approval of the CIR; 17. Receive the approved BAC Resolution recommending the Use of an Alternative Method of Procurement; and 18. Submit to CIR photocopy of attendance sheet of the BAC meeting. C. Procurement through Limited Source Bidding 1. Pre-Procurement Conference The Procurement Division shall: 1.1 Receive from the Project Proponent/End-user the following: a. TOR and ABC approved by the concerned DCIR and Abstract of Quotations together with at least three (3) Original Quotations submitted by various Suppliers/Contractors, suggested/initial List of Suppliers/Contractors, Pre-Selection and Technical Evaluation Criteria; and CEDScA b. Other pertinent documents (refer to Annex "A") required under existing accounting and auditing rules and regulations. 1.2 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.3 Prepare and affix initial to the Notice of Meeting for the Pre-procurement conference; 1.4 Forward the Notice of Meeting to the BAC Chairman for signature; 1.5 Receive from BAC Chairman the signed Notice of Meeting; 1.6 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.7 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.8 Prepare attendance sheet of attendees to the meeting; 1.9 Assist the BAC in the Pre-Procurement Conference; 1.10 Record the proceedings; 1.11 Prepare, sign and route the Minutes of the Pre-Procurement Conference for signature of all BAC members present during the meeting; 1.12 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: a. Revised TOR and ABC duly approved by the concerned DCIR and Abstract of Quotations together with the Original Quotations submitted by various Suppliers/Contractors, suggested/initial List of Suppliers/Contractors, Pre-Selection and Technical Evaluation Criteria; b. Section VI Schedule of Requirements; c. Section VII Technical Specifications Checklist; and d. Other pertinent documents (refer to Annex "A") required under existing accounting and auditing rules and regulations. 1.13 Submit to CIR photocopy of attendance sheet of the BAC meeting. cCEAHT 2. Preparation, Approval & Issuance of the List of Pre-Selection Documents The Procurement Division shall: 2.1 Prepare and affix initial to the Notice to Suppliers/Contractors, Invitation Letters to Suppliers/Contractors and Observers; 2.2 Forward the Notice to Suppliers/Contractors, Invitation Letters to Suppliers/Contractors and Observers to the BAC Chairman, for signature; 2.3 Receive from the BAC Chairman the signed Notice to Suppliers/Contractors, Invitation Letters to Suppliers/Contractors and Observers; 2.4 Serve the Invitation Letters to Suppliers/Contractors together with the List of Pre-Selection Documents; and 2.5 Serve the Invitation Letters to Observers. 3. Submission, Receipt and Opening of Pre-Selected Documents The Procurement Division shall: 3.1 Prepare and affix initial to the Notice of Meeting for the Opening of Pre-Selected Documents; 3.2 Forward the Notice of Meeting to the BAC Chairman for signature; 3.3 Receive from BAC Chairman the signed Notice of Meeting; 3.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 3.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 3.6 Prepare attendance sheet of attendees to the meeting; 3.7 Receive from the prospective bidders the Pre-Selection Documents indicating the date and time of receipt; 3.8 Assist the BAC in the submission, receipt and opening of the Pre-Selection documents; 3.9 Record the proceedings; 3.10 Prepare, sign and route the Minutes of the Submission, Receipt and Opening of the Pre-Selection documents for signature of all BAC members present during Submission, Receipt and Opening of the Pre-Selection documents; and 3.11 Submit to CIR photocopy of attendance sheet of the BAC meeting. DcSEHT 4. Detailed Bid Evaluation of Pre-Selected Documents The Procurement Division shall: 4.1 Prepare and affix initial to the Notice of Meeting for the Bid Evaluation; 4.2 Forward the Notice of Meeting to the BAC Chairman for signature; 4.3 Receive from BAC Chairman the signed Notice of Meeting; 4.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 4.5 Prepare attendance sheet of attendees to the meeting; 4.6 Assist the TWG in the conduct of detailed evaluation and preparation of the Pre-Selected List of Suppliers/Contractors; 4.7 Prepare and affix initial to the Notice of Meeting for the deliberation of the result of the detailed evaluation by the TWG; 4.8 Forward the Notice of Meeting to the BAC Chairman for signature; 4.9 Receive from BAC Chairman the signed Notice of Meeting; 4.10 Photocopy, collate and bind all pertinent documents needed during the meeting; 4.11 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 4.12 Prepare attendance sheet of attendees to the meeting; 4.13 Assist the BAC and TWG in the deliberation of the result of the detailed evaluation; 4.14 Record the proceedings; 4.15 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 4.16 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; 4.17 Prepare and affix initial to the BAC Resolution recommending approval of Pre-Selected List of Suppliers/Contractors; 4.18 Route the BAC Resolution recommending approval of Pre-Selected List of Suppliers/Contractors for signature of all BAC members present during the meeting and approval of the CIR or his duly authorized representative; cCaIET 4.19 Receive from CIR or his duly authorized representative the approved BAC Resolution; 4.20 Scan the procurement activity/action plan and post in the PhilGEPS website upon receipt of acknowledgment letter from GPPB; and 4.21 Submit to CIR photocopy of attendance sheet of the BAC meeting. 5. Preparation, Review, Approval & Issuance of Bidding Documents The Procurement Division shall: 5.1 Prepare and affix initial to the Notice to Pre-Selected Suppliers/Contractors, Bid Form and other documents; 5.2 Prepare and affix initial Notice of Meeting for the review and approval of Bidding Documents; 5.3 Forward the Notice of Meeting to the BAC Chairman for signature; 5.4 Receive from BAC Chairman the signed Notice of Meeting; 5.5 Photocopy, collate and bind all pertinent documents needed during the meeting; 5.6 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 5.7 Prepare attendance sheet of attendees to the meeting; 5.8 Assist the BAC & TWG in the review of bidding documents; 5.9 Record the proceedings; 5.10 Prepare, sign and route the Minutes of meeting for signature of all BAC members present during the meeting; 5.11 Prepare and affix initial to the Notice to the Pre-Selected Suppliers/Contractors, Invitation Letters to the Pre-Selected Suppliers/Contractors and Observers; 5.12 Forward to the BAC Chairman, the Notice to the Pre-Selected Suppliers/Contractors, Invitation Letters to the Pre-Selected Suppliers/Contractors and Observers, for signature; 5.13 Receive from BAC Chairman the signed Notice to the Pre-Selected Suppliers/Contractors, Invitation Letters to the Pre-Selected Suppliers/Contractors and Observers; 5.14 Serve the Invitation Letters to the Pre-Selected Suppliers/Contractors and Observers; CSEHIa 5.15 Photocopy, collate and bind the following bidding documents: a. Section I Approved Notice to Pre-Selected Suppliers/Contractors; b. Section II Instruction to Bidders (ITB); c. Section III Bid Data Sheets (BDS); d. Section IV General Conditions of Contract (GCC); e. Section V Special Conditions of Contract (SCC); f. Section VI Schedule of Requirements; g. Section VII Technical Specifications; h. Section VIII Bidding forms; i. Section IX Terms of Reference & annexes; j. Section X Checklist of Requirements for: Envelope 1 Technical Component; & Envelope 2 Financial Component. 5.16 Submit to CIR photocopy of attendance sheet of the BAC meeting. 6. Posting of Notice to Pre-Selected Suppliers/Contractors The Procurement Division shall: 6.1 Scan the signed Notice to Pre-Selected Suppliers/Contractors and post continuously, including the bidding documents and post in the PhilGEPS, the BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of posting; and 6.2 Scan the signed Notice to Pre-Selected Suppliers/Contractors and post at any conspicuous place reserved for this purpose in the premises of the BIR-National Office, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat. 7. Pre-bid Conference The Procurement Division shall: HcSETI 7.1 Prepare and affix initial to the Notice of Meeting for the Pre-bid Conference; 7.2 Forward the Notice of Meeting to the BAC Chairman for signature; 7.3 Receive from BAC Chairman the signed Notice of Meeting; 7.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 7.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 7.6 Prepare attendance sheet of attendees to the meeting; 7.7 Assist the BAC & TWG in the conduct of Pre-bid conference; 7.8 Record the proceedings; 7.9 Prepare, sign and route the minutes of the pre-bid conference for signature of all BAC members present during the pre-bid conference and make it available to all participants not later than three (3) calendar days after the pre-bid conference; 7.10 Issue to Pre-Selected Suppliers/Contractors, copies of minutes of the proceedings upon written request and payment of a specified fee to recover cost of materials; and 7.11 Submit to CIR photocopy of attendance sheet of the BAC meeting. 8. Issuance of Supplemental/Bid Bulletin The Procurement Division shall: 8.1 Receive from Pre-Selected Suppliers/Contractors, a written request for clarification, within the prescribed period; 8.2 Transmit the written request for clarification to the Project Proponents/End-users for study/consideration; 8.3 Receive from Project Proponent/End-users reply to the request for clarification; 8.4 Prepare the draft Supplemental/Bid Bulletin for discussion; 8.5 Prepare and affix initial to the Notice of Meeting for the deliberation of Supplemental/Bid Bulletin; 8.6 Forward the Notice of Meeting to the BAC Chairman for signature; 8.7 Receive from BAC Chairman the signed Notice of Meeting; 8.8 Photocopy, collate and bind all pertinent documents needed during the meeting; AICDSa 8.9 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 8.10 Prepare attendance sheet of attendees to the meeting; 8.11 Assist the BAC in the review of the Supplemental/Bid Bulletin; 8.12 Record the proceedings; 8.13 Prepare, sign and route the Minutes of BAC meeting for signature of all BAC members present during the review of the Supplemental/Bid Bulletin; 8.14 Finalize and affix initial to the Supplemental/Bid Bulletin; 8.15 Route the Supplemental/Bid Bulletin for initial of the Project Proponents/End-users, TWG and BAC members present during the meeting and for approval of the BAC Chairman; 8.16 Receive from BAC Chairman the approved Supplemental/Bid Bulletin; 8.17 Issue the Supplemental/Bid Bulletin to all Pre-Selected Suppliers/Contractors who have properly secured or purchased the Bidding Documents; 8.18 Scan the Supplemental/Bid Bulletin and post in the PhilGEPS and BIR websites; and 8.19 Submit to CIR photocopy of attendance sheet of the BAC meeting. 9. Submission, Receipt and Opening of Bids The Procurement Division shall: 9.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 9.2 Forward the Notice of Meeting to the BAC Chairman for signature; 9.3 Receive from BAC Chairman the signed Notice of Meeting; 9.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 9.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 9.6 Prepare the attendance sheet of attendees to the meeting; 9.7 Receive from the Pre-Selected Suppliers/Contractors the technical and financial proposals indicating the date and time of receipt; HCaDIS 9.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids; 9.9 Prepare the following: a. Abstract of Bids as Read for signature of the BAC members, Head-TWG, Project Proponent/End-user and the Observers; and b. Bidding Results Checklist for Envelopes 1 & 2 for signature of the BAC members. 9.10 Record the proceedings; 9.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; 9.12 Issue copies of the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids to the bidders and other interested parties upon their written request and payment of a specified fee to recover cost of materials; and 9.13 Submit to CIR photocopy of attendance sheet of the BAC meeting. 10. Detailed Bid Evaluation The Procurement Division shall: 10.1 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 10.2 Forward the Notice of Meeting to the BAC Chairman for signature; 10.3 Receive from BAC Chairman the signed Notice of Meeting; 10.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 10.5 Prepare attendance sheet of attendees to the meeting; 10.6 Assist the TWG in the conduct of a detailed evaluation of all bids rated "passed," during the preliminary examination of bids; 10.7 Assist the TWG in the preparation of the following reports: a. Abstract of Bids as Calculated; b. Detailed Bid Evaluation Report; and c. Bid Evaluation Report. DSHTaC 10.8 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 10.9 Prepare and affix initial to the Notice of Meeting for the BAC's deliberation on the result of the detailed bid evaluation by the TWG; 10.10 Forward the Notice of Meeting to the BAC Chairman for signature; 10.11 Receive from BAC Chairman the signed Notice of Meeting; 10.12 Photocopy, collate and bind all pertinent documents needed during the meeting; 10.13 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 10.14 Prepare attendance sheet of attendees to the meeting; 10.15 Assist the BAC and TWG in the deliberation of the result of the detailed bid evaluation; 10.16 Record the proceedings; 10.17 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 10.18 Prepare and affix initial to the following: a. Letter addressed to the bidder with the LCB re: submission of Post-Qualification Documents; and b. Notice of Ocular Inspection. 10.19 Route the letter to the bidder with LCB for initial of all BAC members present during the deliberation; 10.20 Forward the letter to the bidder with LCB and Notice of Ocular Inspection to the BAC Chairman, for signature; 10.21 Receive from BAC Chairman the signed letter to the bidder with LCB and Notice of Ocular Inspection; 10.22 Serve the letter to the bidder with the LCB; 10.23 Serve the signed Notice of Ocular Inspection to all members of the TWG and BAC Secretariat; and 10.24 Submit to CIR photocopy of attendance sheet of the BAC meeting. AaIDCS 11. Post-Qualification The Procurement Division shall: 11.1 Receive from bidder with LCB the Post-Qualification documents; 11.2 Forward the Post-Qualification documents to the TWG for them to verify, validate and ascertain all statements made and documents submitted by the bidder; 11.3 Assist the BAC and TWG in the conduct of ocular inspection in the principal place of business including the warehouse/facilities/showroom of the bidder with the LCB; 11.4 Assist the TWG in the preparation of the following reports: a. Post-Qualification Evaluation Report; b. Post-Qualification Evaluation Summary Report; and c. Ocular Inspection Report. 11.5 Prepare and affix initial to the Notice of Meeting for the conduct of Post-Qualification process; 11.6 Forward the Notice of Meeting to the BAC Chairman for signature; 11.7 Receive from BAC Chairman the signed Notice of Meeting; 11.8 Photocopy, collate and bind all pertinent documents needed during the meeting; 11.9 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 11.10 Prepare attendance sheet of attendees to the meeting; 11.11 Assist BAC in the conduct of Post-Qualification process; 11.12 Record the proceedings; 11.13 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 11.14 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; and 11.15 Submit to CIR photocopy of attendance sheet of the BAC meeting. 12. Approval of Resolution and Issuance of NOA The Procurement Division shall: EHTIDA 12.1 Prepare and affix initial to the BAC Resolution declaring the bid as the LCRB/SCRB; 12.2 Route the BAC Resolution for signature of all BAC members present during the post-qualification process and approval of the CIR or his duly authorized representative; 12.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 12.4 Prepare and affix initial to the NOA; 12.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 12.6 Receive from CIR or his duly authorized representative the approved NOA; 12.7 Serve the approved NOA to the Winning Bidder; 12.8 Prepare and affix initial to the following documents and forward to the BAC Chairman for signature: a. Notice of Post-Qualification to the winning bidder; and b. Notification of Bidding Results to all losing bidders. 12.9 Receive from BAC Chairman the signed Notice of Post-Qualification to the winning bidder and the Notification of Bidding Results to all losing bidders; 12.10 Serve the signed Notice of Post-Qualification to the winning bidder and Notification of Bidding Results to all losing bidders; 12.11 Receive from the winning bidder the duly acknowledged NOA and Notice of Post-Qualification; 12.12 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 12.13 Receive the performance bond from the winning bidder. 13. Contract Preparation and Signing The Procurement Division shall: 13.1 Prepare the draft contract; 13.2 Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; ESCTaA 13.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 13.4 Receive from Legal Service the draft contract with complete supporting documents and comment/s; 13.5 Incorporate comments, if any; 13.6 Prepare and affix initial to the ObR; 13.7 Finalize the contract; 13.8 Make all necessary arrangements for contract signing and approval; and 13.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment; b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Supplier/Contractor and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 14. NTP Preparation and issuance The Procurement Division shall: 14.1 Prepare and affix initial to the NTP; 14.2 Route the NTP for initials of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 14.3 Receive the approved NTP from CIR or his duly authorized representative; 14.4 Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Bidder; 14.5 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; and ACTIcS 14.6 Scan the NTP and approved and notarized contract and post within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 14.7 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. FS c. AdmS d. AD e. Project Proponent f. ITCMD (For IT contracts) g. GSD h. Contractor D. Procurement through Direct Contracting For projects with ABC above P500,000.00: 1. Pre-Procurement Conference The Procurement Division shall: 1.1 Receive from the Project Proponent/End-user the following: a. TOR and ABC approved by the concerned DCIR and Abstract of Quotations together with at least three (3) Original Quotations submitted by various Suppliers/Contractors, Drawings/Lay-outs and Bill of Quantities; b. Other pertinent documents (refer to Annex "A") required under existing accounting and auditing rules and regulations. 1.2 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.3 Prepare and affix initial to the Notice of Meeting for the Pre-procurement conference; 1.4 Forward the Notice of Meeting to the BAC Chairman for signature; ESDcIA 1.5 Receive from BAC Chairman the signed Notice of Meeting; 1.6 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.7 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.8 Prepare attendance sheet of attendees to the meeting; 1.9 Assist the BAC in the Pre-Procurement Conference; 1.10 Record the proceedings; 1.11 Prepare, sign and route the Minutes of the Pre-Procurement Conference for signature of all BAC members present during the meeting; 1.12 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: a. Revised TOR and ABC duly approved by the concerned DCIR and Abstract of Quotations together with the Original Quotations submitted by various Suppliers/Contractors, Drawings/Lay-outs and Bill of Quantities; b. Section VI Schedule of Requirements; c. Section VII Technical Specifications Checklist; d. Other pertinent documents (refer to Annex "A") required under existing accounting and auditing rules and regulations. 1.13 Submit to CIR photocopy of attendance sheet of the BAC meeting. 2. Preparation, Review, Approval, Issuance & Posting of the Direct Contracting Documents The Procurement Division shall: 2.1 Prepare and affix initial to the Notice to Suppliers/Contractors, Invitation Letters to the Exclusive Supplier/Contractor and Observers; 2.2 Forward the Notice to Suppliers/Contractors, Invitation Letters to the Exclusive Supplier/Contractor and Observers to the BAC Chairman, for signature; 2.3 Receive from BAC Chairman the signed Notice to Suppliers/Contractors, Invitation Letters to the Exclusive Supplier/Contractor and Observers; ATcaEH 2.4 Scan the signed Notice to Suppliers/Contractors and post continuously in the PhilGEPS, the BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on the date of posting; 2.5 Photocopy the signed Notice to Suppliers/Contractors and post at any conspicuous place in the premises of the BIR-National Office, reserved for this purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat; 2.6 Serve the Invitation Letters to the Exclusive Supplier/Contractor and Observers; 2.7 Photocopy, collate and bind the following bidding documents: a. Signed Notice to Suppliers/Contractors; b. Instruction to Suppliers/Contractors; c. Schedule of Requirements; d. Technical Specifications; e. Other Bidding Forms (PBD): TOR Bid Form Contract Sample forms f. Checklist of Requirements for: Envelope 1-Technical Component; and Envelope 2-Financial Component. 2.8 Issue the bidding documents to the Exclusive Supplier/Contractor. 3. Submission, Receipt and Opening of Bids The Procurement Division shall: 3.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 3.2 Forward the Notice of Meeting to the BAC Chairman for signature; HIESTA 3.3 Receive from BAC Chairman the signed Notice of Meeting; 3.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 3.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 3.6 Receive from the Exclusive Supplier/Contractor the technical and financial proposal indicating the date and time of receipt; 3.7 Assist BAC in the submission, receipt, opening and preliminary examination of bids; 3.8 Prepare the Bidding Results Checklist for Envelopes 1 & 2 for signature of the BAC members; 3.9 Record the proceedings; 3.10 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; and 3.11 Submit to CIR photocopy of attendance sheet of the BAC meeting. 4. Detailed Bid Evaluation and Post-Qualification The Procurement Division shall: 4.1 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 4.2 Forward the Notice of Meeting to the BAC Chairman for signature; 4.3 Receive from BAC Chairman the signed Notice of Meeting; 4.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 4.5 Prepare attendance sheet of attendees to the meeting; 4.6 Assist the TWG in the conduct of a detailed evaluation of bids; 4.7 Prepare and affix initial to the Notice of Ocular Inspection; 4.8 Forward the Notice of Ocular Inspection to the Chairman, for signature; 4.9 Receive from BAC Chairman the signed Notice of Ocular Inspection; HAECID 4.10 Serve the signed Notice of Ocular Inspection to all members of the TWG and BAC Secretariat; 4.11 Prepare attendance sheet of attendees to the ocular inspection; 4.12 Assist the BAC and TWG in the conduct of ocular inspection in the principal place of business including the warehouse/facilities/showroom of the Exclusive Supplier/Contractor; 4.13 Assist the TWG in the preparation of the following reports: a. Detailed Bid Evaluation Report and Post-Qualification Evaluation Report; and b. Ocular Inspection Report. 4.14 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the bid evaluation and ocular inspection; 4.15 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation, post-qualification and ocular inspection conducted by the TWG; 4.16 Forward the Notice of Meeting to the BAC Chairman for signature; 4.17 Receive from BAC Chairman the signed Notice of Meeting; 4.18 Photocopy, collate and bind all pertinent documents needed during the meeting; 4.19 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 4.20 Prepare attendance sheet of attendees to the meeting; 4.21 Assist the BAC and TWG in the deliberation on the result of the detailed bid evaluation, post-qualification process and ocular inspection; 4.22 Record the proceedings; 4.23 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 4.24 Prepare and affix initial to the Invitation Letter addressed to the Exclusive Supplier/Contractor; 4.25 Route the Invitation Letter for initial of all BAC members present during the deliberation and signature of the BAC Chairman; cHECAS 4.26 Receive the signed Invitation Letter; 4.27 Serve the letter to the Exclusive Supplier/Contractor; and 4.28 Submit to CIR photocopy of attendance sheet of the BAC meeting. 5. Negotiation The Procurement Division shall: 5.1 Prepare and affix initial to the Notice of Meeting for the negotiation; 5.2 Forward the Notice of Meeting to the BAC Chairman for signature; 5.3 Receive from BAC Chairman the signed Notice of Meeting; 5.4 Serve the signed Notice of Meeting to all members of the BAC, BAC Secretariat and Observers; 5.5 Prepare attendance sheet of attendees to the meeting; 5.6 Assist the BAC in the negotiation; 5.7 Prepare Financial Negotiation Form to be signed by the members of the BAC, Project Proponents/End-Users and Exclusive Supplier/Contractor present during the negotiation; 5.8 Record the proceedings; 5.9 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; and 5.10 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution. 5.11 Submit to CIR photocopy of attendance sheet of the BAC meeting. 6. Approval of Resolution and Issuance of NOA The Procurement Division shall: 6.1 Prepare and affix initial to the BAC Resolution Recommending Award; 6.2 Route the BAC Resolution for signature of all BAC members present during negotiation and approval of the CIR or his duly authorized representative; 6.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 6.4 Prepare and affix initial to the NOA; 6.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; HSIADc 6.6 Receive from CIR or his duly authorized representative the approved NOA; 6.7 Serve the approved NOA to the Winning Bidder; 6.8 Receive from the winning bidder the duly acknowledged NOA; 6.9 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 6.10 Receive the performance bond from the winning bidder. 7. Contract Preparation and Signing The Procurement Division shall: 7.1 Prepare the draft contract; 7.2 Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 7.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 7.4 Receive from Legal Service the draft contract with complete supporting documents and comment/s; 7.5 Incorporate comments, if any; 7.6 Prepare and affix initial to the ObR; 7.7 Finalize the contract; 7.8 Make all necessary arrangements for contract signing and approval; 7.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment; b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Supplier/Contractor and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and acCETD e. Notary Public notarized the approved contract. 8. NTP Preparation and Issuance The Procurement Division shall: 8.1 Prepare and affix initial to the NTP; 8.2 Route the NTP for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 8.3 Receive from CIR or his duly authorized representative the approved NTP; 8.4 Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Bidder; 8.5 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 8.6 Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 8.7 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. FS c. AdmS d. AD e. Project Proponent f. ITCMD (For IT contracts) g. GSD h. Contractor For projects with ABC of P500,000.00 and below: The Procurement Division shall: 1. Receive the approved Purchase Request (PR) (Annex "J") with complete supporting documents from the AdmS; 2. Assign control number to the PR; EcICDT 3. Prepare and sign letter-request for quotation; 4. Serve the letter-request for quotation to the Exclusive Supplier/Contractor; 5. Scan the letter-request for quotation and post continuously in the PhilGEPS, the BIR website and the websites prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place reserved for this purpose in the premises of the BIR-National Office, if the total aggregate value of PR is above Php50,000.00, for seven (7) calendar days starting on date of posting; 6. Receive and open the price quotation; 7. Prepare and sign the Certificate of Exclusive Distributorship that the exclusive dealer or manufacturer does not have sub-dealers selling at lower prices and for which no suitable substitute can be obtained that is more advantageous to the GOP; 8. Prepare and affix initial to the PO/JO and ObR; 9. Transmit the ObR with complete supporting documents to HREA-AdmS; 10. Receive the approved PO/JO and ensure that: 10.1 Chief, Budget Division signed the ObR (Box B) certifying availability of allotment; 10.2 Chief, Accounting Division signed the PO/JO as witness pursuant to COA Circular No. 79-122; and 10.3 HREA-AdmS signed the PO/JO. 11. Serve the approved PO/JO to the Exclusive Supplier/Contractor; 12. Receive from the Exclusive Supplier/Contractor the duly acknowledged PO/JO; 13. Submit to COA a copy of the approved PO/JO with Supplier/Contractor's Conforme, within five (5) working days from its issuance together with the complete supporting documents as required under COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 14. Scan the approved PO/JO with Supplier/Contractor's Conforme and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 15. Provide a copy of the approved PO/JO and other pertinent documents (refer to Annex "A") to the following: a. Requisitioning Office CTAIDE b. Accounting Division c. GSD d. Supplier/Contractor E. Procurement through Repeat Order The Procurement Division shall: 1. Receive from the Project Proponent/End-user the following: a. Request and justification/s for the use of repeat order; b. TOR and ABC approved by the concerned DCIR; and c. Revised PPMP. 2. Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 3. Prepare the draft APP-revised; 4. Prepare and affix initial to the Notice of Meeting for BAC deliberation; 5. Forward the Notice of Meeting to the BAC Chairman for signature; 6. Receive from BAC Chairman the signed Notice of Meeting; 7. Photocopy, collate and bind all pertinent documents needed during the meeting; 8. Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 9. Prepare attendance sheet of attendees to the meeting; 10. Assist the BAC in the deliberation of the request for repeat order; 11. Present to BAC the draft APP-revised for comments; 12. Record the proceedings; 13. Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 14. Finalize and sign the APP-revised; 15. Route the APP for initial of all BAC members present during the deliberation, signature of the BAC Chairman, initial of the Chief, Budget Division, HREA & ACIR-FS, HREA & ACIR-AdmS, DCIR-RMG, OCIR-Chief of Staff and approval of the CIR; CSHEca 16. Receive the approved APP from OCIR; 17. Scan the approved APP and post in the BIR website; 18. Submit copy of the approved APP-revised to GPPB, COA, Ombudsman; and 19. Furnish copy of the approved APP-revised to CIR, DCIRs, ACIR-AdmS, ACIR-FS, BAC members, Chief, Budget Division and Project Proponent/End-user. 20. Submit to CIR photocopy of Attendance Sheet of the BAC meeting; 21. Prepare and affix initial to the Invitation Letter to Supplier/Contractor; 22. Forward the Invitation Letter to Supplier/Contractor to the BAC Chairman for signature; 23. Receive the signed Invitation Letter to Supplier/Contractor; 24. Serve the signed Letter to Supplier/Contractor; 25. Receive from the Supplier/Contractor the BAC letter with signature in the "CONFORME" portion of the authorized representative of the Supplier/Contractor; 26. Prepare and affix initial to the Notice of Meeting for the Repeat Order deliberation; 27. Forward the Notice of Meeting to the BAC Chairman for signature; 28. Receive from BAC Chairman the signed Notice of Meeting; 29. Photocopy, collate and bind all pertinent documents needed during the meeting; 30. Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 31. Prepare attendance sheet of attendees to the meeting; 32. Assist the BAC in the deliberation; 33. Record the proceedings; 34. Prepare, sign and route the Minutes of the BAC deliberation for signature of all BAC members present during the meeting; and 35. Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution. Approval of Resolution and Issuance of NOA The Procurement Division shall: cEAIHa 1. Prepare and affix initial to the BAC Resolution; 2. Route the BAC Resolution for signature of all BAC members present during the meeting and approval of the CIR or his duly authorized representative; 3. Receive from CIR or his duly authorized representative the approved BAC Resolution; 4. Prepare and affix initial to the NOA; 5. Prepare the NOA and forward the same to the Project Proponent/End-user and CIR or his duly authorized representative for approval; 6. Issue NOA to the Supplier/Contractor; 7. Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 8. Receive the performance bond from the winning bidder. Contract Preparation and Signing The Procurement Division shall: 1. Prepare the draft contract; 2. Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 3. Transmit the draft contract with complete supporting documents to the Legal Service for review and comments; 4. Receive from Legal Service the draft contract with complete supporting documents and comments; 5. Incorporate comments, if any; 6. Prepare and affix initial to the ObR; 7. Finalize the contract; 8. Make all necessary arrangements for contract signing and approval; 9. Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment; b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122, and attached the CAF to the contract; aIcDCA c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Supplier/Contractor and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. Preparation and Issuance The Procurement Division shall: 10. Prepare and affix initial to the NTP; 11. Route the NTP for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 12. Receive from CIR or his duly authorized representative the approved NTP; 13. Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Bidder; 14. Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 15. Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 16. Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. FS c. AdmS d. AD e. Project Proponent f. ITCMD (For IT contracts) cEAIHa g. GSD h. Contractor F. Procurement through Shopping The Procurement Division shall: 1. Receive from AdmS the approved Purchase Request with complete supporting documents; 2. Assign control number to the PR; 3. Prepare and sign Request for Quotation (RFQ); 4. Serve RFQs to at least three (3) Suppliers; 5. Scan the RFQ and post continuously in the PhilGEPS, the BIR website and the websites prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR-National Office, reserved for this purpose, if the total aggregate value of PR is above Php50,000.00, for seven (7) calendar days starting on the date of posting; 6. Receive and open the price quotations and determine the most responsive quotation; 7. Prepare and sign the Abstract of Quotations and Certificate of Emergency Purchase; 8. Prepare and affix initial to the Purchase Order (PO) (Annex "K")/Job Order (JO) Annex "L") and ObR; 9. Transmit the ObR with complete supporting documents to HREA-AdmS; 10. Receive the approved PO/JO and ensure that: 10.1 Chief, Budget Division signed the ObR (Box B) certifying availability of allotment; 10.2 Chief, Accounting Division signed the PO/JO as witness pursuant to COA Circular No. 79-122; 10.3 HREA-AdmS signed the PO/JO. 11. Serve the approved PO/JO to the Supplier/Contractor; 12. Receive from the Supplier/Contractor the duly acknowledged PO/JO; 13. Submit to COA a copy of the approved PO/JO with Supplier/Contractor's Conforme, within five (5) working days from its issuance together with the complete supporting documents as required under COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; CSIDEc 14. Scan the approved PO/JO with Supplier/Contractor's Conforme and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 15. Provide a copy of the approved PO/JO and other pertinent documents (refer to Annex "A") to the following: a. Requisitioning Office b. Accounting Division c. GSD d. Supplier/Contractor In cases where supplier requires payment before delivery of goods, the following steps shall be followed: 1. Cheque and Carry The Procurement Division shall: 1.1. Follow steps 1-11 in the conduct of Shopping; 1.2. Prepare Disbursement Voucher (DV) (Annex "M") together with the approved PO/JO and complete supporting documents; 1.3. Forward DV to Accounting Division; 1.4. Prepare, sign and forward to GSD Cashier a promissory note for the release of cheque and original copy of the approved PO/JO; 1.5. Receive from Accounting Division the duly signed Certificate of Final Tax Withheld at Source (BIR Form No. 2306) & Certificate of Creditable Tax Withheld at Source (BIR Form No. 2307); 1.6. Serve the cheque, approved PO/JO and the duly signed BIR Form Nos. 2306 & 2307 to the Supplier; 1.7. Receive the goods from the Supplier; 1.8. Forward the goods to the GSD-Warehousing Distribution Section; 1.9. Submit to COA a copy of the approved PO/JO with Supplier/Contractor's Conforme, within five (5) working days from its issuance together with the complete supporting documents as required under COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 1.10. Scan the approved PO/JO with Supplier/Contractor's Conforme and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and CTaSEI 1.11. Provide a copy of the approved PO/JO and other pertinent documents (refer to Annex "A") to the following: a. Requisitioning Office b. Accounting Division c. GSD d. Supplier/Contractor 2. Procurement through Petty Cash Fund (PCF) The Procurement Division shall: 2.1. Receive the approved Purchase Request with complete supporting documents from AdmS; 2.2. Prepare and sign Request for Quotations (RFQs); 2.3. Serve RFQs to at least three (3) Suppliers; 2.4. Receive and open the price quotations and determine the most responsive quotation; 2.5. Prepare and sign the following: e. Abstract of Quotations f. BIR Form No. 2306 (Certificate of Final Tax Withheld at Source) g. BIR Form No. 2307 (Certificate of Creditable Tax Withheld at Source) h. PCF Voucher 2.6. Submit to the Special Disbursing Officer (SDO) the approved PCF voucher together with the complete supporting documents for release of the corresponding cash to the Canvasser/Purchaser; 2.7. Purchase and receive the goods from the Supplier; 2.8. Deliver the goods to GSD-WDS; 2.9. Coordinate with the Inspection Committee (IC) for the inspection of goods; 2.10. Submit the following liquidation documents to the SDO: a. Official Receipt issued by the Supplier b. BIR Form No. 2306 ASHaTc c. BIR Form No. 2307 2.11. Prepare replenishment documents upon consumption of seventy five (75%) of the PCF; 2.12. Prepare and sign ObR together with DV and complete replenishment documents; 2.13. Transmit the signed ObR with DV and complete replenishment documents to Budget Division for signature of the ObR (Box B) certifying availability of allotment (CAA); 2.14. Monitor the following from the concerned offices: a. processing of DV Accounting Division; b. approval of DV FS; c. Preparation of LBP cheque GSD; d. Signing of LBP cheque AdmS 2.15. Receive from GSD-Cashier the duly signed LBP cheque; and 2.16. Encash the LBP cheque. G. Negotiated Procurement Two (2) Failed Biddings 1. Pre-Procurement Conference The Procurement Division shall: 1.1 Receive from the Project Proponent/End-user, the following documents: a. TOR; b. ABC; c. Schedule of Requirements; d. Technical Specifications Checklist; and e. Other pertinent documents (refer to Annex "A") required under existing accounting and auditing rules and regulations. 1.2 Receive from CIR or his duly authorized representative the approved BAC Resolution Failure of Bidding for the Second Time; 1.3 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; EHcaDT 1.4 Prepare and affix initial to the Notice of Meeting for the Pre-procurement conference; 1.5 Forward the Notice of Meeting to the BAC Chairman for signature; 1.6 Receive from BAC Chairman the signed Notice of Meeting; 1.7 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.8 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.9 Prepare attendance sheet of attendees to the meeting; 1.10 Assist the BAC in the Pre-Procurement Conference; 1.11 Record the proceedings; 1.12 Prepare, sign and route the Minutes of the Pre-Procurement Conference for signature of all BAC members BAC present during the meeting; 1.13 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: a. Revised TOR and ABC duly approved by the concerned DCIR and Abstract of Quotations together with the Original Quotations submitted by various Suppliers/Contractors, Drawings/Lay-outs and Bill of Quantities; b. Section VI Schedule of Requirements; c. Section VII Technical Specifications Checklist; d. Other pertinent documents (refer to Annex "A") required under existing accounting and auditing rules and regulations. 1.14 Submit to CIR photocopy of attendance sheet of the BAC meeting. 2. Preparation, Approval, Issuance & posting of the Documents The Procurement Division shall: 2.1 Prepare and affix initial to the Notice to Supplier/Contractor, Invitation Letters to at least three (3) Suppliers/Contractors and Observers; 2.2 Forward the Notice to Supplier/Contractor, Invitation Letters to at least three (3) Suppliers/Contractors and Observers to the BAC Chairman, for signature; aHICDc 2.3 Receive from BAC Chairman the signed Notice to Supplier/Contractor, Invitation Letters to at least three (3) Suppliers/Contractors and Observers; 2.4 Scan the signed Notice to Suppliers/Contractors and post continuously, in the PhilGEPS, the BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on the date of posting; 2.5 Photocopy the signed Notice to Suppliers/Contractors and post at any conspicuous place in the premises of the BIR-National Office, reserved for this purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat; 2.6 Serve the Invitation Letters to at least three (3) Suppliers/Contractors and Observers; 2.7 Photocopy, collate and bind the following bidding documents: a. Signed Notice to Suppliers/Contractors; b. Instruction to Suppliers/Contractors; c. Schedule of Requirements; d. Technical Specifications; e. Other Bidding Forms (PBD); and TOR Bid Form Contract Sample forms f. Checklist of Requirements for: Envelope 1 Technical Component; and Envelope 2 Financial Component. 2.8 Provide Prospective Bidder a copy of Notice to Suppliers/Contractors as basis for the issuance by the Accounting Division of Order of Payment for the purchase of bidding documents; 2.9 Receive photocopy of the original OR as proof of payment of the bidding documents; and TSaEcH 2.10 Issue the Bidding Documents to the Prospective Bidder/s. 3. Submission, Receipt and Opening of Bids The Procurement Division shall: 3.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 3.2 Forward the Notice of Meeting to the BAC Chairman for signature; 3.3 Receive from BAC Chairman the signed Notice of Meeting; 3.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 3.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 3.6 Prepare attendance sheet of attendees to the meeting; 3.7 Receive from the Suppliers/Contractors the technical and financial proposals indicating the date and time of receipt; 3.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids; 3.9 Prepare the Bidding Results Checklist for Envelopes 1 & 2 for signature of the BAC members; 3.10 Record the proceedings; 3.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; and 3.12 Submit to CIR photocopy of attendance sheet of the BAC meeting. 4. Detailed Bid Evaluation and Post-Qualification The Procurement Division shall: 4.1 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 4.2 Forward the Notice of Meeting to the BAC Chairman for signature; 4.3 Receive from BAC Chairman the signed Notice of Meeting; 4.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; CIScaA 4.5 Prepare attendance sheet of attendees to the meeting; 4.6 Assist the TWG in the conduct of a detailed evaluation of bids; 4.7 Assist the TWG in the preparation of the following reports: a. Detailed Bid Evaluation Report, and b. Bid Evaluation Report. 4.8 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 4.9 Prepare and affix initial to the Notice of Ocular Inspection; 4.10 Forward the Notice of Ocular Inspection to the Chairman, for signature; 4.11 Receive from BAC Chairman the signed Notice of Ocular Inspection; 4.12 Serve the signed Notice of Ocular Inspection to all members of the TWG and BAC Secretariat; 4.13 Prepare attendance sheet of attendees to the ocular inspection; 4.14 Assist in the conduct of ocular inspection; 4.15 Assist the TWG in the preparation of the following reports: a. Post-Qualification Evaluation Report; b. Post-Qualification Evaluation Summary Report; and c. Ocular Inspection Report. 4.16 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during ocular inspection; 4.17 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation, post-qualification and ocular inspection conducted by the TWG; 4.18 Forward the Notice of Meeting to the BAC Chairman for signature; 4.19 Receive from BAC Chairman the signed Notice of Meeting; 4.20 Photocopy, collate and bind all pertinent documents needed during the meeting; 4.21 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; EAICTS 4.22 Prepare attendance sheet of attendees to the meeting; 4.23 Assist the BAC and TWG in the deliberation on the result of the detailed bid evaluation, post-qualification process and ocular inspection; 4.24 Record the proceedings; 4.25 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 4.26 Prepare and affix initial to the Invitation Letter addressed to the Supplier/Contractor with LCB; 4.27 Route the Invitation Letter for initial of all BAC members present during the deliberation and signature of the BAC Chairman; 4.28 Receive the signed Invitation Letter; 4.29 Serve the letter to the Supplier/Contractor with LCB; and 4.30 Submit to CIR photocopy of attendance sheet of the BAC meeting. 5. Negotiation The Procurement Division shall: 5.1 Prepare and affix initial to the Notice of Meeting for the negotiation; 5.2 Forward the Notice of Meeting to the BAC Chairman for signature; 5.3 Receive from BAC Chairman the signed Notice of Meeting; 5.4 Serve the signed Notice of Meeting to all members of the BAC, BAC Secretariat and Observers; 5.5 Prepare attendance sheet of attendees to the meeting; 5.6 Assist the BAC in the negotiation; 5.7 Prepare Financial Negotiation Form to be signed by the members of the BAC, Project Proponents/End-Users and Supplier/Contractor with LCB present during the negotiation; 5.8 Record the proceedings; 5.9 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; and 5.10 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution. DcTaEH 5.11 Submit to CIR photocopy of attendance sheet of the BAC meeting. 6. Approval of Resolution and Issuance of NOA The Procurement Division shall: 6.1 Prepare and affix initial to the BAC Resolution Recommending Award; 6.2 Route the BAC Resolution for signature of all BAC members present during negotiation and approval of the CIR or his duly authorized representative; 6.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 6.4 Prepare and affix initial to the NOA; 6.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 6.6 Receive from CIR or his duly authorized representative the approved NOA; 6.7 Serve the approved NOA to the Winning Supplier/Contractor; 6.8 Receive from the winning bidder the duly acknowledged NOA; 6.9 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 6.10 Receive from the Winning Supplier/Contractor the performance bond. 7. Contract Preparation and Signing The Procurement Division shall: 7.1 Prepare the draft contract; 7.2 Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 7.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comments; 7.4 Receive from Legal Service the draft contract with complete supporting documents and comments; 7.5 Incorporate comments, if any; cEaDTA 7.6 Prepare and affix initial to the ObR; 7.7 Finalize the contract; 7.8 Make all necessary arrangements for contract signing and approval; 7.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment; b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Supplier/Contractor and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 8. NTP Preparation and Issuance The Procurement Division shall: 8.1 Prepare and affix initial to the NTP; 8.2 Route the NTP for initials of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 8.3 Receive the approved NTP from CIR or his duly authorized representative; 8.4 Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Bidder; 8.5 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 8.6 Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and TcCEDS 8.7 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. FS c. AdmS d. AD e. Project Proponent f. ITCMD (For IT contracts) g. GSD h. Contractor H. Emergency Cases 1. Pre-Procurement Conference The Procurement Division shall: 1.1 Receive from the Project Proponent/End-user the following: a. Request and justification for the use of NP-Emergency Cases; b. TOR; c. ABC; d. Schedule of Requirements; e. Technical Specifications Checklist; f. Revised PPMP; g. Other pertinent documents (refer to Annex "A") required under existing accounting and auditing rules and regulations. 1.2 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.3 Prepare the draft APP-revised; 1.4 Prepare and affix initial to the Notice of Meeting for BAC deliberation; 1.5 Forward the Notice of Meeting to the BAC Chairman for signature; SEIcAD 1.6 Receive from BAC Chairman the signed Notice of Meeting; 1.7 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.8 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.9 Prepare attendance sheet of attendees to the meeting; 1.10 Assist the BAC in the deliberation of the request for NP-Emergency Cases; 1.11 Present to BAC the draft APP-revised for comments; 1.12 Record the proceedings; 1.13 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 1.14 Finalize and sign the APP-revised; 1.15 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; 1.16 Prepare and affix initial to the BAC Resolution; 1.17 Route the APP for initial of all BAC members present during the deliberation, signature of the BAC Chairman, initial of the Chief, Budget Division, HREA & ACIR-FS, HREA & ACIR-AdmS, DCIR-RMG, OCIR-Chief of Staff and approval of the CIR; 1.18 Route the BAC Resolution for signature of all BAC members present during the meeting and approval of the CIR or his duly authorized representative; 1.19 Receive from CIR or his duly authorized representative the approved BAC Resolution; 1.20 Receive from CIR the approved APP-revised; 1.21 Scan the approved APP-revised and post in the BIR website; 1.22 Submit copy of the approved APP-revised to GPPB, COA, Ombudsman; and 1.23 Furnish copy of the approved APP-revised to CIR, DCIRs, ACIR-AdmS, ACIR-FS, BAC members, Chief, Budget Division and Project Proponent/End-user. 2. Preparation, Approval, Issuance & Posting of the documents The Procurement Division shall: HCITAS 2.1 Prepare and affix initial to the Notice to Suppliers/Contractors, Invitation Letters to the Suppliers/Contractors and Observers; 2.2 Forward to the BAC Chairman the Notice to Suppliers/Contractors, Invitation Letters to the Suppliers/Contractors and Observers, for signature; 2.3 Receive from BAC Chairman the signed Notice to Suppliers/Contractors, Invitation Letters to the Suppliers/Contractors and Observers; 2.4 Scan the signed Notice to Suppliers/Contractors and post continuously, in the PhilGEPS, the BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on the date of posting; 2.5 Photocopy the signed Notice to Suppliers/Contractors and post at any conspicuous place in the premises of the BIR-National Office, reserved for this purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat; 2.6 Serve the Invitation Letters to at least three (3) Suppliers/Contractors and Observers; 2.7 Photocopy, collate and bind the following bidding documents: a. Signed Notice to Suppliers/Contractors; b. Instruction to Suppliers/Contractors; c. Schedule of Requirements; d. Technical Specifications; e. Other Bidding Forms (PBD); and TOR Bid Form Contract Sample forms f. Checklist of Requirements for: Envelope 1 Technical Component; and Envelope 2 Financial Component. 2.8 Provide Prospective Bidder a copy of Notice to Suppliers/Contractors as basis for the issuance by the Accounting Division of Order of Payment for the purchase of bidding documents; DTEIaC 2.9 Receive photocopy of the original OR as proof of payment of the bidding documents; and 2.10 Issue the Bidding Documents to the Suppliers/Contractors. 3. Submission, Receipt and Opening of Bids The Procurement Division shall: 3.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 3.2 Forward the Notice of Meeting to the BAC Chairman for signature; 3.3 Receive from BAC Chairman the signed Notice of Meeting; 3.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 3.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 3.6 Prepare attendance sheet of attendees to the meeting; 3.7 Receive from the Suppliers/Contractors technical and financial proposals indicating the date and time of receipt; 3.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids; 3.9 Prepare the Bidding Results Checklist for Envelopes 1 & 2 for signature of the BAC members; 3.10 Record the proceedings; 3.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; and 3.12 Submit to CIR photocopy of attendance sheet of the BAC meeting. 4. Detailed Bid Evaluation and Post-Qualification The Procurement Division shall: 4.1 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 4.2 Forward the Notice of Meeting to the BAC Chairman for signature; 4.3 Receive from BAC Chairman the signed Notice of Meeting; DEIHAa 4.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 4.5 Prepare attendance sheet of attendees to the meeting; 4.6 Assist the TWG in the conduct of a detailed evaluation of bids; 4.7 Assist the TWG in the preparation of the following reports: a. Detailed Bid Evaluation Report, and b. Bid Evaluation Report. 4.8 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 4.9 Prepare and affix initial to the Notice of Ocular Inspection; 4.10 Forward the Notice of Ocular Inspection to the Chairman, for signature; 4.11 Receive from BAC Chairman the signed Notice of Ocular Inspection; 4.12 Serve the signed Notice of Ocular Inspection to all members of the TWG and BAC Secretariat; 4.13 Prepare attendance sheet of attendees to the ocular inspection; 4.14 Assist in the conduct of ocular inspection; 4.15 Assist the TWG in the preparation of the following reports: a. Post-Qualification Evaluation Report; b. Post-Qualification Evaluation Summary Report; and c. Ocular Inspection Report. 4.16 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the ocular inspection; 4.17 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation, post-qualification and ocular inspection conducted by the TWG; 4.18 Forward the Notice of Meeting to the BAC Chairman for signature; 4.19 Receive from BAC Chairman the signed Notice of Meeting; 4.20 Photocopy, collate and bind all pertinent documents needed during the meeting; 4.21 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; DaECST 4.22 Prepare attendance sheet of attendees to the meeting; 4.23 Assist the BAC and TWG in the conduct of ocular inspection in the principal place of business including the warehouse/facilities/showroom of the LCB Supplier/Contractor; 4.24 Record the proceedings; 4.25 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 4.26 Prepare and affix initial to the Invitation Letter addressed to the Supplier/Contractor with LCB; 4.27 Route the Invitation Letter for initial of all BAC members present during the deliberation and signature of the BAC Chairman; 4.28 Receive the signed Invitation Letter; 4.29 Serve the letter to the Supplier/Contractor with LCB; and 4.30 Submit to CIR photocopy of attendance sheet of the BAC meeting. 5. Negotiation The Procurement Division shall: 5.1 Prepare and affix initial to the Notice of Meeting for the negotiation; 5.2 Forward the Notice of Meeting to the BAC Chairman for signature; 5.3 Receive from BAC Chairman the signed Notice of Meeting; 5.4 Serve the signed Notice of Meeting to all members of the BAC, BAC Secretariat and Observers; 5.5 Prepare attendance sheet of attendees to the meeting; 5.6 Assist the BAC in the negotiation; 5.7 Assist the BAC in the preparation of the Financial Negotiation Cost; 5.8 Prepare Financial Negotiation Form to be signed by the members of the BAC, Project Proponents/End-Users and Supplier/Contractor with LCB present during the negotiation; 5.9 Record the proceedings; 5.10 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; and cSDIHT 5.11 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution. 6. Approval of Resolution and Issuance of NOA The Procurement Division shall: 6.1 Prepare and affix initial to the BAC Resolution Recommending Award; 6.2 Route the BAC Resolution for signature of all BAC members present during negotiation and approval of the CIR or his duly authorized representative; 6.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 6.4 Prepare and affix initial to the NOA; 6.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 6.6 Receive from CIR or his duly authorized representative the approved NOA; 6.7 Serve the approved NOA to the Winning Bidder; 6.8 Receive from the winning bidder the duly acknowledged NOA; 6.9 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 6.10 Receive the performance bond from the winning bidder. 7. Contract Preparation and Signing The Procurement Division shall: 7.1 Prepare the draft contract; 7.2 Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 7.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comments; 7.4 Receive from Legal Service the draft contract with complete supporting documents and comments; 7.5 Incorporate comments, if any; 7.6 Prepare and affix initial on the ObR; ISCTcH 7.7 Finalize the contract; 7.8 Make all necessary arrangements for contract signing and approval; 7.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment; b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Supplier/Contractor and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 8. NTP Preparation and Issuance The Procurement Division shall: 8.1 Prepare and affix initial to the NTP; 8.2 Route the NTP for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 8.3 Receive from CIR or his duly authorized representative the approved NTP; 8.4 Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Bidder; 8.5 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 8.6 Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 8.7 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: ECDaTI a. RMG b. FS c. AdmS d. AD e. Project Proponent f. ITCMD (For IT contracts) g. GSD h. Contractor I. Take-Over of Contracts 1. Pre-Procurement Conference The Procurement Division shall: 1.1 Receive from the Project Proponent/End-user the following: a. Request and justification for the use of NP-Take-Over of Contracts; b. TOR; c. ABC of the remaining scope of services to be undertaken by the next LCB approved by the concerned DCIR; d. Schedule of Requirements; e. Technical Specifications Checklist; f. Revised PPMP; g. Other pertinent documents (refer to Annex "A") required under existing accounting and auditing rules and regulations. 1.2 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.3 Prepare the draft APP-revised; 1.4 Prepare and affix initial to the Notice of Meeting for BAC deliberation; 1.5 Forward the Notice of Meeting to the BAC Chairman for signature; 1.6 Receive from BAC Chairman the signed Notice of Meeting; IESAac 1.7 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.8 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.9 Prepare attendance sheet of attendees to the meeting; 1.10 Assist the BAC in the deliberation of the request for NP-Take-Over of Contracts; 1.11 Present to BAC the draft APP-revised for comments; 1.12 Record the proceedings; 1.13 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 1.14 Finalize and sign the APP-revised; 1.15 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; 1.16 Prepare and affix initial to the BAC Resolution; 1.17 Route the APP for initial of all BAC members present during the deliberation, signature of the BAC Chairman, initial of the Chief, Budget Division, HREA & ACIR-FS, HREA & ACIR-AdmS, DCIR-RMG, OCIR-Chief of Staff and approval of the CIR; 1.18 Route the BAC Resolution for signature of all BAC members present during the meeting and approval of the CIR or his duly authorized representative; 1.19 Receive from CIR or his duly authorized representative the approved BAC Resolution; 1.20 Receive from CIR the approved APP-revised; 1.21 Scan the approved APP-revised and post in the BIR website; 1.22 Submit copy of the approved APP-revised to GPPB, COA, Ombudsman; and 1.23 Furnish copy of the approved APP-revised to CIR, DCIRs, ACIR-AdmS, ACIR-FS, BAC members, Chief, Budget Division and Project Proponent/End-user. 2. Preparation, Approval, Issuance & posting of the documents The Procurement Division shall: 2.1 Prepare and affix initial to the Notice to Suppliers/Contractors, Invitation Letter to the Supplier/Contractor with the next LCB and Observers; 2.2 Forward to the BAC Chairman the Notice to Suppliers/Contractors, Invitation Letter to the Supplier/Contractor with the next LCB and Observers, for signature; EScAHT 2.3 Receive from BAC Chairman the signed Notice to Suppliers/Contractors, Invitation Letter to the Supplier/Contractor with the next LCB and Observers; 2.4 Scan the signed Notice to Suppliers/Contractors and post continuously, in the PhilGEPS, the BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of posting; 2.5 Photocopy the signed Notice to Suppliers/Contractors and post at any conspicuous place in the premises of the BIR-National Office, reserved for this purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat; 2.6 Serve the Invitation Letter to the Supplier/Contractor with the next LCB and Observers; 2.7 Photocopy, collate and bind the following bidding documents: a. Signed Notice to Suppliers/Contractors; b. Instruction to Suppliers/Contractors; c. Schedule of Requirements; d. Technical Specifications; e. Other Bidding Forms (PBD); and TOR Bid Form Contract f. Sample forms g. Checklist of Requirements for: Envelope 1 Technical Component; and Envelope 2 Financial Component. 2.8 Issue the Bidding Documents to the Supplier/Contractor with the next LCB. 3. Submission, Receipt and Opening of Bids The Procurement Division shall: DaTISc 3.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 3.2 Forward the Notice of Meeting to the BAC Chairman for signature; 3.3 Receive from BAC Chairman the signed Notice of Meeting; 3.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 3.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 3.6 Prepare attendance sheet of attendees to the meeting; 3.7 Receive from the Supplier/Contractor with the next LCB the technical, financial proposals including the Post-Qualification documents indicating the date and time of receipt; 3.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids; 3.9 Prepare the Bidding Results Checklist for Envelopes 1 & 2 for signature of the BAC members; 3.10 Record the proceedings; 3.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; and 3.12 Submit to CIR photocopy of attendance sheet of the BAC meeting. 4. Detailed Bid Evaluation and Post-Qualification The Procurement Division shall: 4.1 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 4.2 Forward the Notice of Meeting to the BAC Chairman for signature; 4.3 Receive from BAC Chairman the signed Notice of Meeting; 4.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 4.5 Prepare attendance sheet of attendees to the meeting; 4.6 Assist the TWG in the conduct of detailed evaluation of bids; aDcTHE 4.7 Assist the TWG in the preparation of the following reports: a. Detailed Bid Evaluation Report, and b. Bid Evaluation Report. 4.8 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 4.9 Prepare and affix initial to the Notice of Ocular Inspection; 4.10 Forward the Notice of Ocular Inspection to the Chairman, for signature; 4.11 Receive from BAC Chairman the signed Notice of Ocular Inspection; 4.12 Serve the signed Notice of Ocular Inspection to all members of the TWG and BAC Secretariat; 4.13 Prepare attendance sheet of attendees to the ocular inspection; 4.14 Assist in the conduct of ocular inspection; 4.15 Assist the TWG in the preparation of the following reports: a. Post-Qualification Evaluation Report; b. Post-Qualification Evaluation Summary Report; and c. Ocular Inspection Report. 4.16 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the ocular inspection; 4.17 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation, post-qualification and ocular inspection conducted by the TWG; 4.18 Forward the Notice of Meeting to the BAC Chairman for signature; 4.19 Receive from BAC Chairman the signed Notice of Meeting; 4.20 Photocopy, collate and bind all pertinent documents needed during the meeting; 4.21 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 4.22 Prepare attendance sheet of attendees to the meeting; TaEIcS 4.23 Assist the BAC and TWG in the conduct of ocular inspection in the principal place of business including the warehouse/facilities/showroom of the LCB Supplier/Contractor; 4.24 Record the proceedings; 4.25 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 4.26 Prepare and affix initial to the Invitation Letter addressed to the Supplier/Contractor with next LCB; 4.27 Route the Invitation Letter for initial of all BAC members present during the deliberation and signature of the BAC Chairman; 4.28 Receive the signed Invitation Letter; 4.29 Serve the letter to the Supplier/Contractor with the next LCB; and 4.30 Submit to CIR photocopy of attendance sheet of the BAC meeting. 5. Negotiation The Procurement Division shall: 5.1 Prepare and affix initial to the Notice of Meeting for the negotiation; 5.2 Forward the Notice of Meeting to the BAC Chairman for signature; 5.3 Receive from BAC Chairman the signed Notice of Meeting; 5.4 Serve the signed Notice of Meeting to all members of the BAC, BAC Secretariat and Observers; 5.5 Prepare attendance sheet of attendees to the meeting; 5.6 Assist the BAC in the negotiation; 5.7 Assist the BAC in the preparation of the Financial Negotiation Cost; 5.8 Prepare Financial Negotiation Form to be signed by the members of the BAC, Project Proponents/End-Users and Supplier/Contractor with LCB present during the negotiation; 5.9 Record the proceedings; 5.10 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; and aHcDEC 5.11 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution. 6. Approval of Resolution and Issuance of NOA The Procurement Division shall: 6.1 Prepare and affix initial to the BAC Resolution Recommending Award; 6.2 Route the BAC Resolution for signature of all BAC members present during negotiation and approval of the CIR or his duly authorized representative; 6.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 6.4 Prepare and affix initial to the NOA; 6.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 6.6 Receive from CIR or his duly authorized representative the approved NOA; 6.7 Serve the approved NOA to the Supplier/Contractor with the next LCB; 6.8 Receive from the Supplier/Contractor with the next LCB the duly acknowledged NOA; 6.9 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 6.10 Receive the performance bond from the winning bidder. 7. Contract Preparation and Signing The Procurement Division shall: 7.1 Prepare the draft contract; 7.2 Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 7.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comments; 7.4 Receive from Legal Service the draft contract with complete supporting documents and comments; 7.5 Incorporate comments, if any; DACcIH 7.6 Prepare and affix initial to the ObR; 7.7 Finalize the contract; 7.8 Make all necessary arrangements for contract signing and approval; and 7.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment; b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Supplier/Contractor and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 8. NTP Preparation and Issuance The Procurement Division shall: 8.1 Prepare and affix initial to the NTP; 8.2 Route the NTP for initials of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 8.3 Receive the approved NTP from CIR or his duly authorized representative; 8.4 Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Bidder; 8.5 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 8.6 Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and HICcSA 8.7 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. FS c. AdmS d. AD e. Project Proponent f. ITCMD (For IT contracts) g. GSD h. Contractor J. Agency-to-Agency (Procurement Service-DBM) The Procurement Division shall: 1. Receive from AdmS the approved Purchase Request (PR) with the following attachments: a. Common-used Office Supplies Stock Position Sheet issued by WDS-GSD; b. Common-used Office Equipment Deployment 2. Verify cost from PS-DBM price catalogue and availability of stock; 3. Prepare, sign and forward APR and ObR with complete supporting documents to CIR or his duly authorized representative for signature of the ObR (Box A); 4. Transmit the signed APR and ObR with complete supporting documents to Budget Division for signature of ObR (Box B) certifying availability of allotment; 5. Receive the final APR and ensure that: a. Chief, Accounting Division signed the APR as witness pursuant to COA Circular No. 79-122 and attached a CAF; and b. CIR or his duly authorized representative signed the APR and ObR. 6. Prepare and transmit DV with complete supporting documents to Accounting Division for processing of payment; 7. Secure from GSD a photocopy of the cheque issued by LBP as proof of payment; and 8. Submit to COA a copy of the approved APR, within five (5) working days from its issuance together with the complete supporting documents as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012. TcEAIH K. Agency-to-Agency (National Printing Office-NPO) The Procurement Division shall: 1. Receive from AdmS the approved Purchase Request (PR) with Stock Position Sheet issued by GSD-WDS; 2. Verify cost from NPO price catalogue and availability of stock; 3. Prepare, sign and forward RPB and ObR with complete supporting documents to HREA-AdmS for signature of the ObR (Box A); 4. Transmit the signed RPB and ObR with complete supporting documents to Budget Division for signature of the ObR (Box B) certifying availability of allotment; 5. Receive the final RPB and ensure that: a. Chief, Accounting Division signed the RPB as witness pursuant to COA Circular No. 79-122 and attached a CAF; b. HREA-AdmS signed the RPB and ObR. 6. Prepare and transmit DV with complete supporting documents to the Accounting Division for processing of payment; and 7. Submit to COA a copy of the approved RPB, within five (5) working days from its issuance together with the complete supporting documents as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012. L. Participants in NP-Agency-to-Agency Recognized Government Printers (RGPs)-APO Production Unit, Inc., NPO & Bangko Sentral ng Pilipinas (Applicable for Accountable Forms-NO only) 1. Pre-Procurement Conference The Procurement Division shall: 1.1 Receive from the Project Proponent/End-user the following: a. TOR; b. Result of market analysis to determine the ABC; c. ABC; and d. Other pertinent documents (refer to Annex "A") required under existing accounting and auditing rules and regulations. 1.2 Prepare and affix initial to the Notice of Meeting for the Pre-procurement conference; 1.3 Forward the Notice of Meeting to the BAC Chairman for signature; HSTCcD 1.4 Receive from BAC Chairman the signed Notice of Meeting; 1.5 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.6 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.7 Prepare attendance sheet of attendees to the meeting; 1.8 Assist BAC in the conduct of Pre-Procurement Conference; 1.9 Record the proceedings; 1.10 Prepare, sign and route the Minutes of the Pre-Procurement Conference for signature of all BAC members present during the meeting; 1.11 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: a. Revised TOR and ABC duly approved by the concerned DCIR and Abstract of Quotations together with the Original Quotations submitted by various Suppliers/Contractors, Drawings/Lay-outs and Bill of Quantities; b. Section VI Schedule of Requirements; c. Section VII Technical Specifications Checklist; and d. Other pertinent documents (refer to Annex "A") required under existing accounting and auditing rules and regulations. 1.12 Submit to CIR photocopy of attendance sheet of the BAC meeting. 2. Preparation, Approval, Issuance & posting of the Documents The Procurement Division shall: 2.1 Prepare and affix initial to the Notice to Recognized Government Printers (RGPs), Invitation Letter to RGPs and Observers; 2.2 Forward the Notice to Recognized Government Printers (RGPs), Invitation Letter to RGPs and Observers to the BAC Chairman, for signature; 2.3 Receive from BAC Chairman the signed Notice to Recognized Government Printers (RGPs), Invitation Letter to RGPs and Observers; IaAScD 2.4 Scan the signed Notice to Recognized Government Printers (RGPs) and post continuously, in the PhilGEPS, the BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of posting; 2.5 Photocopy the signed Notice to Recognized Government Printers (RGPs) and post continuously at any conspicuous place in the premises of the BIR-National Office, reserved for this purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat; 2.6 Serve the Invitation Letters to at least three (3) RGPs and Observers; 2.7 Photocopy, collate and bind the following documents: a. Signed Notice to RGPs; b. Instruction to the RGPs; c. Schedule of Requirements; d. Technical Specifications; e. Other bidding documents: TOR Bid Form Contract Sample Forms 2.8 Send the Invitation to Observers (COA and at least two (2) others) and Letter to the RGPs; and 2.9 Issue the Bidding Documents to the RGPs. 3. Submission, Receipt and Opening of Bids The Procurement Division shall: 3.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 3.2 Forward the Notice of Meeting to the BAC Chairman for signature; 3.3 Receive from BAC Chairman the signed Notice of Meeting; 3.4 Photocopy, collate and bind all pertinent documents needed during the meeting; cDCHaS 3.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 3.6 Prepare attendance sheet of attendees to the meeting; 3.7 Receive from the RGPS the technical and financial proposals indicating the date and time of receipt; 3.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids; 3.9 Prepare the Bidding Results Checklist for Envelopes 1 & 2 for signature of the BAC members; 3.10 Record the proceedings; 3.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; and 3.12 Submit to CIR photocopy of attendance sheet of the BAC meeting. 4. Detailed Bid Evaluation and Post-Qualification The Procurement Division shall: 4.1 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 4.2 Forward the Notice of Meeting to the BAC Chairman for signature; 4.3 Receive from BAC Chairman the signed Notice of Meeting; 4.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 4.5 Prepare attendance sheet of attendees to the meeting; 4.6 Assist the TWG in the conduct of a detailed evaluation of bids; 4.7 Assist the TWG in the preparation of the following reports: a. Detailed Bid Evaluation Report, and b. Bid Evaluation Report. 4.8 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 4.9 Prepare and affix initial to the Notice of Ocular Inspection; TCHEDA 4.10 Forward the Notice of Ocular Inspection to the Chairman, for signature; 4.11 Receive from BAC Chairman the signed Notice of Ocular Inspection; 4.12 Serve the signed Notice of Ocular Inspection to all members of the TWG and BAC Secretariat; 4.13 Prepare attendance sheet of attendees to the ocular inspection; 4.14 Assist in the conduct of ocular inspection; 4.15 Assist the TWG in the preparation of the following reports: a. Post-Qualification Evaluation Report; b. Post-Qualification Evaluation Summary Report; and c. Ocular Inspection Report. 4.16 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during ocular inspection; 4.17 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation, post-qualification and ocular inspection conducted by the TWG; 4.18 Forward the Notice of Meeting to the BAC Chairman for signature; 4.19 Receive from BAC Chairman the signed Notice of Meeting; 4.20 Photocopy, collate and bind all pertinent documents needed during the meeting; 4.21 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 4.22 Prepare attendance sheet of attendees to the meeting; 4.23 Assist the BAC and TWG in the deliberation on the result of the detailed bid evaluation, post-qualification process and ocular inspection; 4.24 Record the proceedings; 4.25 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 4.26 Prepare and affix initial to the Invitation Letter addressed to the Supplier/Contractor with LCB; 4.27 Route the Invitation Letter for initial of all BAC members present during the deliberation and signature of the BAC Chairman; DACIHc 4.28 Receive the signed Invitation Letter; 4.29 Serve the letter to the Supplier/Contractor with LCB; and 4.30 Submit to CIR photocopy of attendance sheet of the BAC meeting. 5. Negotiation The Procurement Division shall: 5.1 Prepare and affix initial to the Notice of Meeting for the negotiation; 5.2 Forward the Notice of Meeting to the BAC Chairman for signature; 5.3 Receive from BAC Chairman the signed Notice of Meeting; 5.4 Serve the signed Notice of Meeting to all members of the BAC, BAC Secretariat and Observers; 5.5 Prepare attendance sheet of attendees to the meeting; 5.6 Assist the BAC in the negotiation; 5.7 Prepare Financial Negotiation Form to be signed by the members of the BAC, Project Proponents/End-Users and Supplier/Contractor with LCB present during the negotiation; 5.8 Record the proceedings; 5.9 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; and 5.10 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution. 6. Approval of Resolution and Issuance of NOA The Procurement Division shall: 6.1 Prepare and affix initial to the BAC Resolution Recommending Award; 6.2 Route the BAC Resolution for signature of all BAC members present during negotiation and approval of the CIR or his duly authorized representative; 6.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 6.4 Prepare and affix initial to the NOA; 6.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 6.6 Receive from CIR or his duly authorized representative the approved NOA; EScIAa 6.7 Serve the approved NOA to the Winning Supplier/Contractor; 6.8 Receive from the winning bidder the duly acknowledged NOA; 6.9 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 6.10 Receive the performance bond from the winning bidder. 7. Contract Preparation and Signing The Procurement Division shall: 7.1 Collate all the documents and/or records of the proceedings of the BAC; and 7.2 Forward to Accountable Forms Division (AFD) the NOA with complete supporting documents for the preparation of Contract, ObR and NTP. 8. NTP Preparation and Issuance The Procurement Division shall: 8.1 Receive from AFD photocopy of the NTP, approved and notarized Contract with complete supporting documents; 8.2 Scan the NTP and approved contract and post, within fifteen (15) calendar days from issuance of NTP in the PhilGEPS and BIR website and the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place reserved for the purpose in the premises of the BIR. The AFD shall: 8.3 Receive from BAC Secretariat the duly approved BAC resolution recommending award of the contract together with the following documents: a. Original TOR b. Original Approved Budget for the Contract (ABC) c. Original Notice to Suppliers/Contractors d. Original Notice of Award e. Financial Proposal f. Original Financial Negotiated Form 8.4 Prepare the draft contract together with the complete documentary requirements; EIDTAa 8.5 Transmit draft contract together with the complete documentary requirements to the Legal Service for review; 8.6 Receive reviewed draft contract from Legal Service; 8.7 Prepare and affix initial on the ObR; 8.8 Finalize the contract; 8.9 Make all necessary arrangements for contract signing and approval; 8.10 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment; b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Supplier/Contractor and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 8.11 Prepare and affix initial on the NTP; 8.12 Route the NTP for initial of the Project Proponent/End-User and approval of the CIR or his duly authorized representative; 8.13 Receive from the CIR or his duly authorized representative the approved NTP; 8.14 Serve the approved NTP together with a copy of the approved and notarized contract to the winning RGP; and 8.15 Transmit to COA a copy of the notarized contract, NTP and complete supporting documents within five (5) working days from execution of the contract as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012. M. Small Value Procurement (SVP) The Procurement Division shall: 1. Receive from AdmS the approved Purchase Request (PR) together with the applicable attachments: a. Request for Pre-Repair Inspection approved by the Chairman, IAC; cHaADC b. Approved Layouts and/or drawings; c. Deployment of Equipment. 2. Assign control number to the PR; (Adopt to shopping and DC less than 500T) 3. Prepare and sign Request for Quotation (RFQ); 4. Serve RFQs to at least three (3) Suppliers; 5. Scan the RFQ and post continuously in the PhilGEPS, the BIR website and the websites prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR-National Office, reserved for this purpose, if the total aggregate value of PR is above Php50,000.00, for seven (7) calendar days starting on date of posting; 6. Receive and open the price quotations and determine the most responsive quotation; 7. Prepare and sign the Abstract of Quotations and Certificate of Emergency Purchase; 8. Prepare and affix initial to the PO/JO and ObR; 9. Transmit the ObR with complete supporting documents to HREA-AdmS; 10. Receive the approved PO/JO and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment; b. Chief, Accounting Division signed the PO/JO as witness pursuant to COA Circular No. 79-122; c. HREA-AdmS signed the PO/JO. 11. Serve the approved PO/JO to the Supplier/Contractor; 12. Receive from the Supplier/Contractor the duly acknowledged PO/JO; 13. Submit to COA a copy of the approved PO/JO with Supplier/Contractor's Conforme, within five (5) working days from its issuance together with the complete supporting documents as required under COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 14. Scan the approved PO/JO with Supplier/Contractor's Conforme and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and HScCEa 15. Provide a copy of the approved PO/JO and other pertinent documents (refer to Annex "A") to the following: a. Requisitioning Office b. Accounting Division c. GSD d. Supplier/Contractor In cases where supplier requires payment before delivery of goods, the following steps shall be followed: 1. Cheque and Carry The Procurement Division shall: 1.1. Follow steps 1-11 in the conduct of NP-SVP; 1.2. Prepare DV together with the approved PO/JO and complete supporting documents; 1.3. Forward DV to Accounting Division; 1.4. Prepare, sign and forward to GSD Cashier a promissory note for the release of cheque and original copy of the approved PO/JO; 1.5. Receive from Accounting Division the duly signed Certificate of Final Tax Withheld at Source (BIR Form No. 2306) & Certificate of Creditable Tax Withheld at Source (BIR Form No. 2307); 1.6. Serve the cheque, approved PO/JO and the duly signed BIR Form Nos. 2306 & 2307 to the Supplier; 1.7. Receive the goods from the Supplier; 1.8. Forward the goods to the GSD-Warehousing Distribution Section; 1.9. Submit to COA a copy of the approved PO/JO with Supplier's conforme, within five (5) working days from its issuance together with the complete supporting documents as required in COA Circular No. 2009-001 dated February 12, 2009; 1.10. Scan the approved PO/JO with Supplier/Contractor's Conforme and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 1.11. Provide a copy of the approved PO/JO and other pertinent documents (refer to Annex "A") to the following: cEaSHC a. Requisitioning Office b. Accounting Division c. GSD d. Supplier/Contractor 2. Procurement through PCF The Procurement Division shall: 2.1. Receive the approved Purchase Request with complete supporting documents from AdmS; 2.2. Prepare and sign Request for Quotations (RFQs); 2.3. Serve RFQs to at least three (3) Suppliers; 2.4. Receive and open the price quotations and determine the most responsive quotation; 2.5. Prepare and sign the following: a. Abstract of Quotations b. BIR Form No. 2306 (Certificate of Final Tax Withheld at Source) c. BIR Form No. 2307 (Certificate of Creditable Tax Withheld at Source) d. PCF Voucher 2.6. Submit to the Special Disbursing Officer (SDO) the approved PCF voucher together with the complete supporting documents for release of the corresponding cash to the Canvasser/Purchaser; 2.7. Purchase and receive the goods from the Supplier; 2.8. Deliver the goods to GSD-WDS; 2.9. Coordinate with the Inspection Committee (IC) for the inspection of goods; 2.10. Submit the following liquidation documents to the SDO; a. Official Receipt issued by the Supplier b. BIR Form No. 2306 c. BIR Form No. 2307 2.11. Prepare replenishment documents upon consumption of seventy five (75%) of the PCF; DEacIT 2.12. Prepare and sign ObR together with DV and complete replenishment documents; 2.13. Transmit the signed ObR with DV and complete replenishment documents to Budget Division for signature of the ObR (Box B) certifying availability of allotment (CAA); 2.14. Monitor the following from the concerned offices: a. processing of DV Accounting Division; b. approval of DV FS; c. Preparation of LBP cheque GSD; d. Signing of LBP cheque AdmS. 2.15. Receive from GSD-Cashier the duly signed LBP cheque; and 2.16. Encash the LBP cheque. N. Lease of Real Property 1. Pre-Procurement Conference The Procurement Division shall: 1.1 Receive from the Requisitioning Office/End-user the following documents: a. Approved TOR with Cost-Benefit Analysis on the feasibility of leasing a privately-owned real estate as against purchasing or leasing from a government-owned real estate, taking into consideration the following factors: cost for the transfer to; cost of furnishing and/or cost of maintenance of the real estate; and market analysis of prevailing lease rates within the vicinity of the selected location. b. ABC, taking into consideration additional expenses such as association dues, if applicable, with Abstract of Quotations and at least three (3) original quotations from prospective Lessors; c. Draft contract and the technical specifications for the lease taking into consideration the rating factors; d. Duly accomplished: Appendix A (Table of Rating Factors for Lease of Real Estate) SEIcAD Appendix B (Determination of Reasonableness of Rental Rates) 1.2 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.3 Prepare and affix initial to the Notice of Meeting for the Pre-procurement conference; 1.4 Forward the Notice of Meeting to the BAC Chairman for signature; 1.5 Receive from BAC Chairman the signed Notice of Meeting; 1.6 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.7 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.8 Prepare attendance sheet of attendees to the meeting; 1.9 Assist the BAC in the Pre-Procurement Conference; 1.10 Record the proceedings; 1.11 Prepare, sign and route the Minutes of the Pre-Procurement Conference for signature of all BAC members present during the meeting; 1.12 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: a. Revised TOR and ABC duly approved by concerned DCIR; b. Section VI Schedule of Requirements; c. Section VII Technical Specifications Checklist; d. Other pertinent documents (refer to Annex "A") required under existing accounting and auditing rules and regulations. 1.13 Submit to CIR photocopy of attendance sheet of the BAC meeting. 2. Preparation, Approval, Issuance & Posting of the Documents The Procurement Division shall: DIESHT 2.1 Prepare and affix initial to the Notice to Lessor, Invitation Letter to at least three (3) Prospective Lessors and Observers; 2.2 Forward the Notice to Lessor, Invitation Letter to at least three (3) Prospective Lessors and Observers to the BAC Chairman, for signature; 2.3 Receive from the BAC Chairman the Notice to Lessor, Invitation Letter to at least three (3) Prospective Lessors and Observers to the BAC Chairman; 2.4 Scan the signed Notice to Lessor and post continuously, in the PhilGEPS, the BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on the date of posting; 2.5 Photocopy the signed Notice to Lessor and post continuously, at any conspicuous place in the premises of the BIR-National Office, reserved for the purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat; 2.6 Serve the Invitation Letters to at least three (3) Lessors and Observers; 2.7 Photocopy, collate and bind the following bidding documents: a. Signed Notice to Lessor; b. Instruction to Lessor; c. Schedule of Requirements; d. Technical Specifications; e. Other Bidding Forms (PBD): TOR including its Annexes; Bid Form; Contract; Sample forms; Appendix A Table of Rating Factors for Lease of Real Estate; Appendix B Determination of Reasonableness of Rental Rates; and f. Checklist of Requirements for: HEITAD Envelope 1 Technical Component; and Envelope 2 Financial Component. 2.8 Issue the Bidding Documents to the Prospective Bidder/s. 3. Submission, Receipt and Opening of Bids The Procurement Division shall: 3.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 3.2 Forward the Notice of Meeting to the BAC Chairman for signature; 3.3 Receive from BAC Chairman the signed Notice of Meeting; 3.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 3.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 3.6 Prepare attendance sheet of attendees to the meeting; 3.7 Receive from the Suppliers/Contractors the technical and financial proposals indicating the date and time of receipt; 3.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids; 3.9 Prepare the Bidding Results Checklist for Envelopes 1 & 2 for signature of the BAC members; 3.10 Record the proceedings; 3.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; and 3.12 Submit to CIR photocopy of attendance sheet of the BAC meeting. 4. Detailed Bid Evaluation and Post-Qualification The Procurement Division shall: 4.1 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 4.2 Forward the Notice of Meeting to the BAC Chairman for signature; TcHCDE 4.3 Receive from BAC Chairman the signed Notice of Meeting; 4.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 4.5 Prepare attendance sheet of attendees to the meeting; 4.6 Assist the TWG in the conduct of a detailed evaluation of bids; 4.7 Assist the TWG in the preparation of the following reports: a. Detailed Bid Evaluation Report, and b. Bid Evaluation Report. 4.8 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 4.9 Prepare and affix initial to the Notice of Ocular Inspection; 4.10 Forward the Notice of Ocular Inspection to the Chairman, for signature; 4.11 Receive from BAC Chairman the signed Notice of Ocular Inspection; 4.12 Serve the signed Notice of Ocular Inspection to all members of the TWG and BAC Secretariat; 4.13 Prepare attendance sheet of attendees to the ocular inspection; 4.14 Assist in the conduct of ocular inspection; 4.15 Assist the TWG in the preparation of the following reports: a. Post-Qualification Evaluation Report; b. Post-Qualification Evaluation Summary Report; c. Ocular Inspection Report; d. Appendix A Table of Rating Factors for Lease of Real Estate; e. Appendix B Determination of Reasonableness of Rental Rates. 4.16 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during ocular inspection; 4.17 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation, post-qualification and ocular inspection conducted by the TWG; 4.18 Forward the Notice of Meeting to the BAC Chairman for signature; ADcHES 4.19 Receive from BAC Chairman the signed Notice of Meeting; 4.20 Photocopy, collate and bind all pertinent documents needed during the meeting; 4.21 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 4.22 Prepare attendance sheet of attendees to the meeting; 4.23 Assist the BAC and TWG in the deliberation on the result of the detailed bid evaluation, post-qualification process and ocular inspection; 4.24 Record the proceedings; 4.25 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 4.26 Prepare and affix initial to the Invitation Letter addressed to the Supplier/Contractor with LCB; 4.27 Route the Invitation Letter for initial of all BAC members present during the deliberation and signature of the BAC Chairman; 4.28 Receive the signed Invitation Letter; 4.29 Serve the letter to the Supplier/Contractor with LCB; and 4.30 Submit to CIR photocopy of attendance sheet of the BAC meeting. 5. Negotiation The Procurement Division shall: 5.1 Prepare and affix initial to the Notice of Meeting for the negotiation; 5.2 Forward the Notice of Meeting to the BAC Chairman for signature; 5.3 Receive from BAC Chairman the signed Notice of Meeting; 5.4 Serve the signed Notice of Meeting to all members of the BAC, BAC Secretariat and Observers; 5.5 Prepare attendance sheet of attendees to the meeting; 5.6 Assist the BAC in the negotiation; 5.7 Prepare Financial Negotiation Form to be signed by the members of the BAC, Project Proponents/End-Users and Supplier/Contractor with LCB present during the negotiation; ADaSET 5.8 Record the proceedings; 5.9 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; and 5.10 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution. 5.11 Submit to CIR photocopy of attendance sheet of the BAC meeting. 6. Approval of Resolution and Issuance of NOA The Procurement Division shall: 6.1 Prepare and affix initial to the BAC Resolution Recommending Award; 6.2 Route the BAC Resolution for signature of all BAC members present during negotiation and approval of the CIR or his duly authorized representative; 6.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 6.4 Prepare and affix initial to the NOA; 6.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 6.6 Receive from CIR or his duly authorized representative the approved NOA; 6.7 Serve the approved NOA to the Winning Supplier/Contractor; 6.8 Receive from the winning bidder the duly acknowledged NOA; 6.9 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 6.10 Receive the performance bond from the winning bidder. 7. Contract Preparation and Signing The Procurement Division shall: 7.1 Prepare the draft contracts; 7.2 Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 7.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 7.4 Receive from Legal Service the draft contract with complete supporting documents and comment/s; STcDIE 7.5 Incorporate comments, if any; 7.6 Prepare and affix initial to the ObR; 7.7 Finalize the contract; 7.8 Make all necessary arrangements for contract signing and approval; and 7.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment (CAA); b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Supplier/Contractor and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 8. NTP Preparation and Issuance The Procurement Division shall: 8.1 Prepare and affix initial to the NTP; 8.2 Route the NTP for initials of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 8.3 Receive the approved NTP from CIR or his duly authorized representative; 8.4 Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Bidder; 8.5 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 8.6 Scan the NTP and approved and notarized contract and post within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and ECaHSI 8.7 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. FS c. AdmS d. AD e. Project Proponent f. ITCMD (For IT contracts) g. GSD h. Contractor O. Lease of Venue 1. Pre-Procurement Conference For Lease of Venue with ABC above P500,000.00: The Procurement Division shall: 1.1 Receive from the Requisitioning Office/End-user the following documents: a. TOR; b. CBA to assess the feasibility of leasing a privately-owned venue as against leasing from a government-owned venue, taking into consideration the market analysis of prevailing lease rates within the vicinity of the selected location; c. ABC, taking into consideration additional expenses, if applicable with Abstract of Quotations and at least three (3) original quotations from prospective Lessors; d. Appendix C List of Rating Factor for Lease of Venue; and e. CAF from ACIR-FS. 1.2 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.3 Prepare and affix initial to the Notice of Meeting for the Pre-procurement conference; acCETD 1.4 Forward the Notice of Meeting to the BAC Chairman for signature; 1.5 Receive from BAC Chairman the signed Notice of Meeting; 1.6 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.7 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.8 Prepare attendance sheet of attendees to the meeting; 1.9 Assist the BAC in the Pre-Procurement Conference; 1.10 Record the proceedings; 1.11 Prepare, sign and route the Minutes of the Pre-Procurement Conference for signature of all BAC members present during the meeting; 1.12 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: a. Revised TOR and ABC duly approved by the concerned DCIR; b. Section VI Schedule of Requirements; c. Section VII Technical Specifications Checklist; d. Appendix C List of Rating Factor for Lease of Venue; and e. Other pertinent documents (refer to Annex "A") required under existing accounting and auditing rules and regulations. 1.13 Submit to CIR photocopy of attendance sheet of the BAC meeting. 2. Preparation, Approval, Issuance & Posting of the Documents The Procurement Division shall: 2.1 Prepare and affix initial to the Notice to Lessor, Invitation Letter to at least three (3) Prospective Lessors and Observers; 2.2 Forward the Notice to Lessor, Invitation Letter to at least three (3) Prospective Lessors and Observers to the BAC Chairman, for signature; 2.3 Receive from the BAC Chairman the Notice to Lessor, Invitation Letter to at least three (3) Prospective Lessors and Observers to the BAC Chairman; CacHES 2.4 Scan the signed Notice to Lessor and post continuously, in the PhilGEPS, the BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of posting; 2.5 Photocopy the signed Notice to Lessor and post continuously, at any conspicuous place in the premises of the BIR-National Office, reserved for the purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat; 2.6 Serve the Invitation Letters to at least three (3) Lessors and Observers; 2.7 Photocopy, collate and bind the following bidding documents: a. Signed Notice to Lessor; b. Instruction to Lessor; c. Schedule of Requirements; d. Technical Specifications; e. Other Bidding Forms (PBD); and TOR including its Annexes Bid Form Contract Sample forms Appendix C Table of Rating Factors for Lease of Venue f. Checklist of Requirements for: Envelope 1 Technical Component; and Envelope 2 Financial Component. 2.8 Issue the Bidding Documents to the Prospective Bidder/s. 3. Submission, Receipt and Opening of Bids The Procurement Division shall: 3.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 3.2 Forward the Notice of Meeting to the BAC Chairman for signature; DTEAHI 3.3 Receive from BAC Chairman the signed Notice of Meeting; 3.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 3.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 3.6 Prepare attendance sheet of attendees to the meeting; 3.7 Receive from the Suppliers/Contractors the technical and financial proposals indicating the date and time of receipt; 3.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids; 3.9 Prepare the Bidding Results Checklist for Envelopes 1 & 2 for signature of the BAC members; 3.10 Record the proceedings; 3.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; and 3.12 Submit to CIR photocopy of attendance sheet of the BAC meeting. 3.13 Detailed Bid Evaluation and Post-Qualification The Procurement Division shall: 3.14 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 3.15 Forward the Notice of Meeting to the BAC Chairman for signature; 3.16 Receive from BAC Chairman the signed Notice of Meeting; 3.17 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 3.18 Prepare attendance sheet of attendees to the meeting; 3.19 Assist the TWG in the conduct of a detailed evaluation of bids; 3.20 Assist the TWG in the preparation of the following reports: a. Detailed Bid Evaluation Report, and b. Bid Evaluation Report. 3.21 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; HEcIDa 3.22 Prepare and affix initial to the Notice of Ocular Inspection; 3.23 Forward the Notice of Ocular Inspection to the Chairman, for signature; 3.24 Receive from BAC Chairman the signed Notice of Ocular Inspection; 3.25 Serve the signed Notice of Ocular Inspection to all members of the TWG and BAC Secretariat; 3.26 Prepare attendance sheet of attendees to the ocular inspection; 3.27 Assist in the conduct of ocular inspection; 3.28 Assist the TWG in the preparation of the following reports: a. Post-Qualification Evaluation Report; b. Post-Qualification Evaluation Summary Report; c. Ocular Inspection Report; and d. Appendix C Table of Rating Factors for Lease Venue. 3.29 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during ocular inspection; 3.30 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation, post-qualification and ocular inspection conducted by the TWG; 3.31 Forward the Notice of Meeting to the BAC Chairman for signature; 3.32 Receive from BAC Chairman the signed Notice of Meeting; 3.33 Photocopy, collate and bind all pertinent documents needed during the meeting; 3.34 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 3.35 Prepare attendance sheet of attendees to the meeting; 3.36 Assist the BAC and TWG in the deliberation on the result of the detailed bid evaluation, post-qualification process and ocular inspection; 3.37 Record the proceedings; 3.38 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 3.39 Prepare and affix initial to the Invitation Letter addressed to the Supplier/Contractor with LCB; IcTEaC 3.40 Route the Invitation Letter for initial of all BAC members present during the deliberation and signature of the BAC Chairman; 3.41 Receive the signed Invitation Letter; 3.42 Serve the letter to the Supplier/Contractor with LCB; and 3.43 Submit to CIR photocopy of attendance sheet of the BAC meeting. 4. Negotiation The Procurement Division shall: 4.1 Prepare and affix initial to the Notice of Meeting for the negotiation; 4.2 Forward the Notice of Meeting to the BAC Chairman for signature; 4.3 Receive from BAC Chairman the signed Notice of Meeting; 4.4 Serve the signed Notice of Meeting to all members of the BAC, BAC Secretariat and Observers; 4.5 Prepare attendance sheet of attendees to the meeting; 4.6 Assist the BAC in the negotiation; 4.7 Prepare Financial Negotiation Form to be signed by the members of the BAC, Project Proponents/End-Users and Supplier/Contractor with LCB present during the negotiation; 4.8 Record the proceedings; 4.9 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; and 4.10 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution. 4.11 Submit to CIR photocopy of attendance sheet of the BAC meeting. 5. Approval of Resolution and Issuance of NOA The Procurement Division shall: 5.1 Prepare and affix initial to the BAC Resolution Recommending Award; 5.2 Route the BAC Resolution for signature of all BAC members present during negotiation and approval of the CIR or his duly authorized representative; cHSIAC 5.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 5.4 Prepare and affix initial to the NOA; 5.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 5.6 Receive from CIR or his duly authorized representative the approved NOA; 5.7 Serve the approved NOA to the Winning Supplier/Contractor; 5.8 Receive from the winning bidder the duly acknowledged NOA; 5.9 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 5.10 Receive the performance bond from the Suppliers/Contractor with the next LCB. 6. Contract Preparation and Signing The Procurement Division shall: 6.1 Prepare the draft contract; 6.2 Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 6.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 6.4 Receive from Legal Service the draft contract with complete supporting documents and comment/s; 6.5 Incorporate comments, if any; 6.6 Prepare and affix initial to the ObR; 6.7 Finalize the contract; 6.8 Make all necessary arrangements for contract signing and approval; and 6.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment (CAA); b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; DaTHAc c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Supplier/Contractor and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 7. NTP Preparation and Issuance The Procurement Division shall: 7.1 Prepare and affix initial to the NTP; 7.2 Route the NTP for initials of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 7.3 Receive the approved NTP from CIR or his duly authorized representative; 7.4 Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Bidder; 7.5 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 7.6 Scan the NTP and approved and notarized contract and post within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 7.7 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. FS c. AdmS d. AD e. Project Proponent f. ITCMD (For IT contracts) g. GSD h. Contractor 1. For Lease of Venue with ABC of P500,000.00 and below: ScaHDT The Procurement Division shall: 1.1 Receive from the Project Proponent/End-user the following documents: a. ABC, taking into consideration additional expenses, if applicable with Abstract of Quotations and at least three (3) original quotations from prospective Lessors; b. Appendix C List of Rating Factor for Lease of Venue; c. CAF from ACIR-FS/Chief, Budget Division. 1.2 Prepare and sign Request for Quotations (RFQs); 1.3 Serve RFQs to at least three (3) Lessors; 1.4 Scan the RFQ and post in the PhilGEPS and BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place reserved for the purpose in the premises of the BIR, if the total aggregate value of PR is above Php50,000.00. 1.5 Receive and open the price quotations and determine the most responsive quotation; 1.6 Prepare and sign Abstract of Quotations; 1.7 Prepare the draft contract; 1.8 Collate all the required documents and/or records and attach to the contract; 1.9 Transmit the draft contract with complete supporting documents to the Legal Service for review and comment; 1.10 Receive from Legal Service the draft contract with complete supporting documents and comments; 1.11 Incorporate comments, if any; 1.12 Prepare and affix initial to the ObR; 1.13 Finalize the contract; 1.14 Make all necessary arrangements for contract signing and approval; and 1.15 Receive the contract agreement and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment; b. Chief, Accounting Division signed the contract agreement as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; aCcADT c. HREA-AdmS signed the contract agreement on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Lessor and his witness signed the contract agreement on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract agreement. 1.16 Serve the approved contract agreement to the Lessor; 1.17 Submit to COA a copy of the approved contract agreement, within five (5) working days from its issuance together with the complete supporting documents as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; and 1.18 Scan the approved Contract Agreement and post within fifteen (15) calendar days from its issuance in the PhilGEPS and BIR websites and the website prescribed by the foreign government/foreign or international financing institution and at any conspicuous place reserved for the purpose in the premises of the BIR, if applicable. IV. Procurement Process for Infrastructure Projects A. Competitive or Public bidding 1. Pre-Procurement Conference The Procurement Division shall: 1.1 Receive from the Project Proponent/End-user the following: a. TOR and ABC approved by the concerned DCIR and Abstract of Quotations together with at least three (3) Original Quotations submitted by various Suppliers/Contractors, Drawings/Lay-outs, Detailed Engineering, Feasibility Study and Bill of Quantities; and b. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 1.2 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.3 Prepare and affix initial to the Notice of Meeting for the Pre-procurement conference; cDCIHT 1.4 Forward the Notice of Meeting to the BAC Chairman for signature; 1.5 Receive from BAC Chairman the signed Notice of Meeting; 1.6 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.7 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.8 Prepare attendance sheet of attendees to the meeting; 1.9 Assist the BAC in the Pre-Procurement Conference; 1.10 Record the proceedings; 1.11 Prepare, sign and route the Minutes of the Pre-Procurement Conference for signature of all BAC members present during the meeting; 1.12 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: a. Revised TOR and ABC duly approved by the concerned DCIR and Abstract of Quotations together with the Original Quotations submitted by various Suppliers/Contractors, Drawings/Lay-outs, Detailed Engineering, Feasibility Study and Bill of Quantities; b. Section VI Specifications; c. Section VII Drawings; d. Section VIII Bill of Quantities; and e. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 1.13 Submit to CIR photocopy of attendance sheet of the BAC meeting. 2. Preparation and Review of Bidding Documents The Procurement Division shall: 2.1 Prepare and affix initial to the Notice of Meeting for the review of the Bidding documents; 2.2 Forward the Notice of Meeting to the BAC Chairman for signature; 2.3 Receive from BAC Chairman the signed Notice of Meeting; 2.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 2.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; TEacSA 2.6 Prepare attendance sheet of attendees to the meeting; 2.7 Assist the BAC & TWG in the review of bidding documents; 2.8 Record the proceedings; 2.9 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 2.10 Prepare and affix initial to the InvTB, Letter-Request of Publication, Invitation Letters to Prospective Bidders and Observers; 2.11 Forward the InvTB, Letter-Request of Publication, Invitation Letters to Prospective Bidders and Observers to the BAC Chairman, for signature; 2.12 Receive from BAC Chairman the signed InvTB, Letter-Request of Publication, Invitation Letters to Prospective Bidders and Observers; 2.13 Serve the Letter-Request of Publication to the Publishing Company; 2.14 Serve the Invitation Letters to Prospective Bidders and Observers; 2.15 Photocopy, collate and bind the following bidding documents: a. Section I Approved InvTB; b. Section II Instruction to Bidders (ITB); c. Section III Bid Data Sheets (BDS); d. Section IV General Conditions of Contract (GCC); e. Section V Special Conditions of Contract (SCC); f. Section VI Specifications; g. Section VII Drawings; h. Section VIII Bill of Quantities; i. Section IX Bidding Forms; j. Section X Terms of Reference & Annexes; k. Section XI Checklist of Requirements for: Envelope 1 Technical Component & Envelope 2 Financial Component. 2.16 Submit to CIR photocopy of attendance sheet of the BAC meeting. 3. Advertising and Posting of InvTB The Procurement Division shall: The InvTB for projects with ABCs of Five Million Pesos (P5,000,000.00) and below shall be: 3.1 Advertise the InvTB for projects with ABCs of more than Five Million Pesos (P5,000,000.00) at least once in one (1) newspaper of general nationwide circulation which has been in regular publication for at least two (2) years before the date of issue of the advertisement; 3.2 Scan the InvTB and post continuously, including the bidding documents, in the PhilGEPS (www.philgeps.gov.ph), the BIR website (www.bir.gov.ph) and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of advertisement; and 3.3 Photocopy the InvTB and post at any conspicuous place in the premises of the BIR-National Office, reserved for this purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat. For projects with ABCs of Five Million Pesos (P5,000,000.00) and below, the InvTB shall be: Scan the InvTB and post continuously, including the bidding documents, in the PhilGEPS (www.philgeps.gov.ph) , the BIR website (www.bir.gov.ph) and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of advertisement; Photocopy the InvTB and post at any conspicuous place in the premises of the BIR-National Office, reserved for this purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat. 4. Issuance of Invitation Letter to Prospective Bidders and Observers The Procurement Division shall: 4.1 Serve the Invitation Letter to the Prospective Bidders; 4.2 Serve the Invitation Letter to the Observers together with the copy of the calendar of procurement activities and Bidding documents; 5. Issuance of Bidding Documents ScTIAH The Procurement Division shall: 5.1 Provide Prospective Bidder a copy of InvTB as basis for the issuance by the Accounting Division of Order of Payment for the purchase of bidding documents; 5.2 Receive photocopy of the original OR as proof of payment of the bidding documents; and 5.3 Issue the Bidding Documents to the Prospective Bidder/s. 6. Pre-bid Conference The Procurement Division shall: 6.1 Prepare and affix initial to the Notice of Meeting for the Pre-Bid conference; 6.2 Forward the Notice of Meeting to the BAC Chairman for signature; 6.3 Receive from BAC Chairman the signed Notice of Meeting; 6.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 6.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 6.6 Prepare attendance sheet of attendees to the meeting; 6.7 Assist the BAC & TWG in the conduct of Pre-bid conference; 6.8 Record the proceedings; 6.9 Prepare, sign and route the minutes of the pre-bid conference for signature of all BAC members present during the pre-bid conference and make it available to all participants not later than three (3) calendar days after the pre-bid conference; 6.10 Issue to bidders and other interested parties, copies of minutes of the proceedings upon written request and payment of a specified fee to recover cost of materials; 6.11 Submit to CIR photocopy of attendance sheet of the BAC meeting. 7. Issuance of Supplemental/Bid Bulletin The Procurement Division shall: 7.1 Receive from prospective bidder/s, a written request for clarification, within the prescribed period; 7.2 Transmit the written request for clarification to the Project Proponents/End-users for study/consideration; HCaEAT 7.3 Receive from Project Proponent/End-users reply to the request for clarification; 7.4 Prepare draft Supplemental/Bid Bulletin for discussion; 7.5 Prepare and affix initial to the Notice of Meeting for the deliberation of Supplemental/Bid Bulletin; 7.6 Forward the Notice of Meeting to the BAC Chairman for signature; 7.7 Receive from BAC Chairman the signed Notice of Meeting; 7.8 Photocopy, collate and bind all pertinent documents needed during the meeting; 7.9 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 7.10 Prepare attendance sheet of attendees to the meeting; 7.11 Assist the BAC in the review of the Supplemental/Bid Bulletin; 7.12 Record the proceedings; 7.13 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the review of the Supplemental/Bid Bulletin; 7.14 Finalize and affix initial to the Supplemental/Bid Bulletin; 7.15 Route the Supplemental/Bid Bulletin for initial of the Project Proponents/End-users, TWG and BAC members present during the meeting and for approval of the BAC Chairman; 7.16 Receive from BAC Chairman the approved Supplemental/Bid Bulletin; 7.17 Issue the Supplemental/Bid Bulletin to all prospective bidders who have properly secured or purchased the Bidding Documents; 7.18 Scan the Supplemental/Bid Bulletin and post in the PhilGEPS and BIR websites; 7.19 Submit to CIR photocopy of attendance sheet of the BAC meeting. 8. Submission, Receipt and Opening of Bids The Procurement Division shall: 8.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; TSADaI 8.2 Forward the Notice of Meeting to the BAC Chairman for signature; 8.3 Receive from BAC Chairman the signed Notice of Meeting; 8.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 8.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 8.6 Prepare attendance sheet of attendees to the meeting; 8.7 Receive from the prospective bidders the technical and financial proposals indicating the date and time of receipt; 8.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids; 8.9 Prepare the following: a. Abstract of Bids as Read for signature of the BAC members, Head-TWG, Project Proponent/End-user and the Observers; and b. Bidding Results Checklist for Envelopes 1 & 2 for signature of the BAC members. 8.10 Record the proceedings; 8.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; 8.12 Issue copies of the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids to the bidders and other interested parties upon their written request and payment of a specified fee to recover cost of materials; 8.13 Submit to CIR photocopy of attendance sheet of the BAC meeting. 9. Detailed Bid Evaluation The Procurement Division shall: 9.1 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 9.2 Forward the Notice of Meeting to the BAC Chairman for signature; 9.3 Receive from BAC Chairman the signed Notice of Meeting; cTIESD 9.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 9.5 Prepare attendance sheet of attendees to the meeting; 9.6 Assist the TWG in the conduct of a detailed evaluation of all bids rated "passed," during the preliminary examination of bids; 9.7 Assist the TWG in the preparation of the following reports: a. Abstract of Bids as Calculated; b. Detailed Bid Evaluation Report; and c. Bid Evaluation Report. 9.8 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 9.9 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation by the TWG; 9.10 Forward the Notice of Meeting to the BAC Chairman for signature; 9.11 Receive from BAC Chairman the signed Notice of Meeting; 9.12 Photocopy, collate and bind all pertinent documents needed during the meeting; 9.13 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 9.14 Prepare attendance sheet of attendees to the meeting; 9.15 Assist the BAC and TWG in the deliberation on the result of the detailed bid evaluation; 9.16 Record the proceedings; 9.17 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 9.18 Prepare and affix initial to the following: a. Letter addressed to the bidder with the LCB re: submission of Post-Qualification Documents; and b. Notice of Ocular Inspection. 9.19 Route the letter to the bidder with LCB for initial of all BAC members present during the deliberation; 9.20 Forward the letter to the bidder with LCB and Notice of Ocular Inspection to the BAC Chairman, for signature; ISTDAH 9.21 Receive from BAC Chairman the signed letter to the bidder with LCB and Notice of Ocular Inspection; 9.22 Serve the letter to the bidder with the LCB; 9.23 Serve the signed Notice of Ocular Inspection to all members of the TWG and BAC Secretariat; 9.24 Prepare attendance sheet of attendees to the ocular inspection; 9.25 Submit to CIR photocopy of attendance sheet of the BAC meeting. 10. Post-Qualification The Procurement Division shall: 10.1 Receive from bidder with the LCB the Post-Qualification documents; 10.2 Forward the Post-Qualification documents for the TWG to verify, validate and ascertain all statements made and documents submitted by the bidder; 10.3 Assist the BAC and TWG in the conduct of ocular inspection in the principal place of business including the warehouse/facilities/showroom of the bidder with the LCB; 10.4 Assist the TWG in the preparation of the following reports: a. Post-Qualification Evaluation Report; b. Post-Qualification Evaluation Summary Report; and c. Ocular Inspection Report. 10.5 Prepare and affix initial to the Notice of Meeting for the conduct of Post-Qualification process; 10.6 Forward the Notice of Meeting to the BAC Chairman for signature; 10.7 Receive from BAC Chairman the signed Notice of Meeting; 10.8 Photocopy, collate and bind all pertinent documents needed during the meeting; 10.9 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 10.10 Prepare attendance sheet of attendees to the meeting; 10.11 Assist BAC in the conduct of Post-Qualification process; CHcETA 10.12 Record the proceedings; 10.13 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 10.14 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; 10.15 Submit to CIR photocopy of attendance sheet of the BAC meeting. 11. Approval of Resolution and Issuance of NOA The Procurement Division shall: 11.1 Prepare and affix initial to the BAC Resolution declaring the bid as the Lowest Calculated and Responsive Bid (LCRB)/Single Calculated and Responsive Bid (SCRB); 11.2 Route the BAC Resolution for signature of all BAC members present during the post-qualification process and approval of the CIR or his duly authorized representative; 11.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 11.4 Prepare and affix initial to the NOA; 11.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 11.6 Receive from CIR or his duly authorized representative the approved NOA; 11.7 Serve the approved NOA to the Winning Bidder; 11.8 Prepare and affix initial to the following documents and forward to the BAC Chairman for signature: a. Notice of Post-Qualification to the winning bidder; and b. Notification of Bidding Results to all losing bidders. 11.9 Receive from BAC Chairman the signed Notice of Post-Qualification to the winning bidder and the Notification of Bidding Results to all losing bidders; 11.10 Serve the signed Notice of Post-Qualification to the winning bidder and Notification of Bidding Results to all losing bidders; 11.11 Receive from the winning bidder the duly acknowledged NOA and Notice of Post-Qualification; AHSEaD 11.12 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 11.13 Receive from the winning bidder the performance security; 12. Contract Preparation and Signing The Procurement Division shall: 12.1 Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 12.2 Prepare the draft contract with complete supporting documents; 12.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 12.4 Receive from Legal Service the draft contract with complete supporting documents and comment/s; 12.5 Incorporate comments, if any; 12.6 Prepare and affix initial to the ObR; 12.7 Finalize contract; 12.8 Make all necessary arrangements for contract signing and approval; 12.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment (CAA); b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Supplier/Contractor and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 13. NTP Preparation and Issuance The Procurement Division shall: TSEAaD 13.1 Prepare and affix initial to the NTP; 13.2 Route the NTP for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 13.3 Receive from CIR or his duly authorized representative the approved NTP; 13.4 Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Bidder; 13.5 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 13.6 Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 13.7 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. Finance Service c. AdmS d. Accounting Division e. Project Proponent f. IT Contracts and Monitoring Division (For IT contracts) g. GSD h. Contractor B. Procurement through Alternative Methods of Procurement Negotiated Procurement Two (2) Failed Biddings 1. Pre-Procurement Conference The Procurement Division shall: 1.1 Receive from the Project Proponent/End-user, the following documents: CacTSI a. TOR; b. ABC; c. Specifications; d. Drawings; e. Bill of Quantities; and f. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 1.2 Receive from CIR or his duly authorized representative the approved BAC Resolution Failure of Bidding for the Second Time; 1.3 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.4 Prepare and affix initial to the Notice of Meeting for the Pre-procurement conference; 1.5 Forward the Notice of Meeting to the BAC Chairman for signature; 1.6 Receive from BAC Chairman the signed Notice of Meeting; 1.7 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.8 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.9 Prepare attendance sheet of attendees to the meeting; 1.10 Assist the BAC in the Pre-Procurement Conference; 1.11 Record the proceedings; 1.12 Prepare, sign and route the Minutes of the Pre-Procurement Conference for signature of all BAC members present during the meeting; 1.13 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: a. Revised TOR and ABC duly approved by the concerned DCIR and Abstract of Quotations together with the Original Quotations submitted by various Suppliers/Contractors; b. Revised Specifications; ScHADI c. Revised Drawings; d. Revised Bill of Quantities; and e. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 1.14 Submit to CIR photocopy of attendance sheet of the BAC meeting. 2. Preparation, Approval, Issuance & Posting of the Documents The Procurement Division shall: 2.1 Prepare and affix initial to the Notice to Supplier/Contractor, Invitation Letters to at least three (3) Suppliers/Contractors and Observers; 2.2 Forward the Notice to Supplier/Contractor, Invitation Letters to at least three (3) Suppliers/Contractors and Observers to the BAC Chairman, for signature; 2.3 Receive from BAC Chairman the signed Notice to Supplier/Contractor, Invitation Letters to at least three (3) Suppliers/Contractors and Observers; 2.4 Scan the signed Notice to Suppliers/Contractors and post continuously, in the PhilGEPS, the BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on the date of posting; 2.5 Photocopy the signed Notice to Suppliers/Contractors and post at any conspicuous place in the premises of the BIR-National Office, reserved for this purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat; 2.6 Serve the Invitation Letters to at least three (3) Suppliers/Contractors and Observers; 2.7 Photocopy, collate and bind the following bidding documents: a. Signed Notice to Suppliers/Contractors; b. Instruction to Suppliers/Contractors; c. Specifications; d. Drawings; e. Bill of Quantities; EDcIAC f. Other Bidding Forms (PBD); and TOR Bid Form Contract Sample forms g. Checklist of Requirements for: Envelope 1 Technical Component & Envelope 2 Financial Component 2.8 Provide Prospective Bidder a copy of Notice to Suppliers/Contractors as basis for the issuance by the Accounting Division of Order of Payment for the purchase of bidding documents; 2.9 Receive photocopy of the original OR as proof of payment of the bidding documents; and 2.10 Issue the Bidding Documents to the Prospective Bidder/s. 3. Submission, Receipt and Opening of Bids The Procurement Division shall: 3.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 3.2 Forward the Notice of Meeting to the BAC Chairman for signature; 3.3 Receive from BAC Chairman the signed Notice of Meeting; 3.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 3.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 3.6 Prepare attendance sheet of attendees to the meeting; 3.7 Receive from the Suppliers/Contractors the technical and financial proposals indicating the date and time of receipt; 3.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids; IaSAHC 3.9 Prepare the Bidding Results Checklist for Envelopes 1 & 2 for signature of the BAC members; 3.10 Record the proceedings; 3.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; 3.12 Submit to CIR photocopy of attendance sheet of the BAC meeting. 4. Detailed Bid Evaluation and Post-Qualification The Procurement Division shall: 4.1 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 4.2 Forward the Notice of Meeting to the BAC Chairman for signature; 4.3 Receive from BAC Chairman the signed Notice of Meeting; 4.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 4.5 Prepare attendance sheet of attendees to the meeting; 4.6 Assist the TWG in the conduct of a detailed evaluation of bids; 4.7 Assist the TWG in the preparation of the following reports: a. Detailed Bid Evaluation Report, and b. Bid Evaluation Report. 4.8 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 4.9 Prepare and affix initial to the Notice of Ocular Inspection; 4.10 Forward the Notice of Ocular Inspection to the Chairman, for signature; 4.11 Receive from BAC Chairman the signed Notice of Ocular Inspection; 4.12 Serve the signed Notice of Ocular Inspection to all members of the TWG and BAC Secretariat; 4.13 Prepare attendance sheet of attendees to the ocular inspection; 4.14 Assist in the conduct of ocular inspection; STaCIA 4.15 Assist the TWG in the preparation of the following reports: a. Post-Qualification Evaluation Report; b. Post-Qualification Evaluation Summary Report; and c. Ocular Inspection Report. 4.16 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during ocular inspection; 4.17 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation, post-qualification and ocular inspection conducted by the TWG; 4.18 Forward the Notice of Meeting to the BAC Chairman for signature; 4.19 Receive from BAC Chairman the signed Notice of Meeting; 4.20 Photocopy, collate and bind all pertinent documents needed during the meeting; 4.21 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 4.22 Prepare attendance sheet of attendees to the meeting; 4.23 Assist the BAC and TWG in the deliberation on the result of the detailed bid evaluation, post-qualification process and ocular inspection; 4.24 Record the proceedings; 4.25 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 4.26 Prepare and affix initial to the Invitation Letter addressed to the Supplier/Contractor with LCB; 4.27 Route the Invitation Letter for initial of all BAC members present during the deliberation and signature of the BAC Chairman; 4.28 Receive the signed Invitation Letter; 4.29 Serve the letter to the Supplier/Contractor with LCB; 4.30 Submit to CIR photocopy of attendance sheet of the BAC meeting. 5. Negotiation AcTDaH The Procurement Division shall: 5.1 Prepare and affix initial to the Notice of Meeting for the negotiation; 5.2 Forward the Notice of Meeting to the BAC Chairman for signature; 5.3 Receive from BAC Chairman the signed Notice of Meeting; 5.4 Serve the signed Notice of Meeting to all members of the BAC, BAC Secretariat and Observers; 5.5 Prepare attendance sheet of attendees to the meeting; 5.6 Assist the BAC in the negotiation; 5.7 Assist the BAC in the preparation of the Financial Negotiation Cost; 5.8 Prepare Financial Negotiation Form to be signed by the members of the BAC, Project Proponents/End-Users and Supplier/Contractor with LCB present during the negotiation; 5.9 Record the proceedings; 5.10 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 5.11 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution. 6. Approval of Resolution and Issuance of NOA The Procurement Division shall: 6.1 Prepare and affix initial to the BAC Resolution Recommending Award; 6.2 Route the BAC Resolution for signature of all BAC members present during negotiation and approval of the CIR or his duly authorized representative; 6.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 6.4 Prepare and affix initial to the NOA; 6.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 6.6 Receive from CIR or his duly authorized representative the approved NOA; 6.7 Serve the approved NOA to the Winning Supplier/Contractor; aIHCSA 6.8 Receive from the winning bidder the duly acknowledged NOA; 6.9 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 6.10 Receive from the Winning Supplier/Contractor the performance bond. 7. Contract Preparation and Signing The Procurement Division shall: 7.1 Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 7.2 Prepare the draft contract with complete supporting documents; 7.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 7.4 Receive from Legal Service the draft contract with complete supporting documents and comment/s; 7.5 Incorporate comments, if any; 7.6 Prepare and affix initial to the ObR; 7.7 Finalize the contract; 7.8 Make all necessary arrangements for contract signing and approval; 7.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment (CAA); b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Supplier/Contractor and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. SEACTH 8. NTP Preparation and Issuance The Procurement Division shall: 8.1 Prepare and affix initial to the NTP; 8.2 Route the NTP for initials of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 8.3 Receive from CIR or his duly authorized representative the approved NTP; 8.4 Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Bidder; 8.5 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 8.6 Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 8.7 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. FS c. AdmS d. Accounting Division e. Project Proponent f. IT Contracts and Monitoring Division (For IT contracts) g. GSD h. Contractor C. Emergency Cases 1. Pre-Procurement Conference The Procurement Division shall: HSaIDc 1.1 Receive from the Project Proponent/End-user the following documents: a. Request and justification for the use of NP-Emergency Cases; b. TOR; c. ABC; d. Specifications; e. Drawings; f. Bill of Quantities; g. Revised PPMP; and h. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 1.2 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.3 Prepare the draft APP-revised; 1.4 Prepare and affix initial to the Notice of Meeting for BAC deliberation; 1.5 Forward the Notice of Meeting to the BAC Chairman for signature; 1.6 Receive from BAC Chairman the signed Notice of Meeting; 1.7 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.8 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.9 Prepare attendance sheet of attendees to the meeting; 1.10 Assist the BAC in the deliberation of the request for NP-Emergency Cases and Pre-Procurement Conference; 1.11 Present to BAC the draft APP-revised for comments; 1.12 Record the proceedings; 1.13 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 1.14 Submit to CIR photocopy of attendance sheet of the BAC meeting; DaTISc 1.15 Finalize and sign the APP-revised; 1.16 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; 1.17 Prepare and affix initial to the BAC Resolution; 1.18 Route the APP for initial of all BAC members present during the deliberation, signature of the BAC Chairman, initial of the Chief, Budget Division, HREA & ACIR-FS, HREA & ACIR-AdmS, DCIR-RMG, OCIR-Chief of Staff and approval of the CIR; 1.19 Route the BAC Resolution for signature of all BAC members present during the meeting and approval of the CIR or his duly authorized representative; 1.20 Receive from CIR or his duly authorized representative the approved BAC Resolution; 1.21 Receive from CIR the approved APP-revised; 1.22 Scan the approved APP-revised and post in the BIR website; 1.23 Submit copy of the approved APP-revised to GPPB, COA, Ombudsman; and 1.24 Furnish copy to CIR, DCIRs, ACIR-AdmS, ACIR-FS, BAC members, Chief, Budget Division and Project Proponent/End-user; 1.25 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: a. Revised TOR and ABC duly approved by the concerned DCIR and Abstract of Quotations together with the Original Quotations submitted by various Suppliers/Contractors; b. Revised Specifications; c. Revised Drawings; d. Revised Bill of Quantities; and e. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 2. Preparation, Approval, Issuance & posting of the Documents The Procurement Division shall: acCITS 2.1 Prepare and affix initial to the Notice to Suppliers/Contractors, Invitation Letters to the Suppliers/Contractors and Observers; 2.2 Forward to the BAC Chairman the Notice to Suppliers/Contractors, Invitation Letters to the Suppliers/Contractors and Observers, for signature; 2.3 Receive from BAC Chairman the signed Notice to Suppliers/Contractors, Invitation Letters to the Suppliers/Contractors and Observers; 2.4 Scan the signed Notice to Suppliers/Contractors and post continuously in the PhilGEPS, the BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of posting; 2.5 Photocopy the signed Notice to Suppliers/Contractors and post at any conspicuous place in the premises of the BIR-National Office, reserved for this purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat; 2.6 Serve the Invitation Letters to at least three (3) Suppliers/Contractors and Observers; 2.7 Photocopy, collate and bind the following bidding documents: a. Signed Notice to Suppliers/Contractors; b. Instruction to Suppliers/Contractors; c. Specifications; d. Drawings; e. Bill of Quantities; f. Other Bidding Forms (PBD); and TOR Bid Form Contract Sample forms g. Checklist of Requirements for: Envelope 1 Technical Component & Envelope 2 Financial Component aHTCIc 2.8 Issue the Bidding Documents to the Suppliers/Contractors. 3. Submission, Receipt and Opening of Bids The Procurement Division shall: 3.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 3.2 Forward the Notice of Meeting to the BAC Chairman for signature; 3.3 Receive from BAC Chairman the signed Notice of Meeting; 3.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 3.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 3.6 Prepare attendance sheet of attendees to the meeting; 3.7 Receive from the Suppliers/Contractors technical and financial proposals indicating the date and time of receipt; 3.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids; 3.9 Prepare the Bidding Results Checklist for Envelopes 1 & 2 for signature of the BAC members; 3.10 Record the proceedings; 3.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; 3.12 Submit to CIR photocopy of attendance sheet of the BAC meeting. 4. Detailed Bid Evaluation and Post-Qualification The Procurement Division shall: 4.1 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 4.2 Forward the Notice of Meeting to the BAC Chairman for signature; 4.3 Receive from BAC Chairman the signed Notice of Meeting; 4.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; cHAIES 4.5 Prepare attendance sheet of attendees to the meeting; 4.6 Assist the TWG in the conduct of a detailed evaluation of bids; 4.7 Assist the TWG in the preparation of the following reports: a. Detailed Bid Evaluation Report, and b. Bid Evaluation Report. 4.8 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 4.9 Prepare and affix initial to the Notice of Ocular Inspection; 4.10 Forward the Notice of Ocular Inspection to the Chairman, for signature; 4.11 Receive from BAC Chairman the signed Notice of Ocular Inspection; 4.12 Serve the signed Notice of Ocular Inspection to all members of the TWG and BAC Secretariat; 4.13 Prepare attendance sheet of attendees to the ocular inspection; 4.14 Assist in the conduct of ocular inspection; 4.15 Assist the TWG in the preparation of the following reports: a. Post-Qualification Evaluation Report; b. Post-Qualification Evaluation Summary Report; and c. Ocular Inspection Report. 4.16 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the ocular inspection; 4.17 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation, post-qualification and ocular inspection conducted by the TWG; 4.18 Forward the Notice of Meeting to the BAC Chairman for signature; 4.19 Receive from BAC Chairman the signed Notice of Meeting; 4.20 Photocopy, collate and bind all pertinent documents needed during the meeting; 4.21 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; EATcHD 4.22 Prepare attendance sheet of attendees to the meeting; 4.23 Assist the BAC and TWG in the deliberation on the result of the detailed bid evaluation, post-qualification process and ocular inspection; 4.24 Record the proceedings; 4.25 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 4.26 Prepare and affix initial to the Invitation Letter addressed to the Supplier/Contractor with LCB; 4.27 Route the Invitation Letter for initial of all BAC members present during the deliberation and signature of the BAC Chairman; 4.28 Receive the signed Invitation Letter; 4.29 Serve the letter to the Supplier/Contractor with LCB; 4.30 Submit to CIR photocopy of attendance sheet of the BAC meeting. 5. Negotiation The Procurement Division shall: 5.1 Prepare and affix initial to the Notice of Meeting for the negotiation; 5.2 Forward the Notice of Meeting to the BAC Chairman for signature; 5.3 Receive from BAC Chairman the signed Notice of Meeting; 5.4 Serve the signed Notice of Meeting to all members of the BAC, BAC Secretariat and Observers; 5.5 Prepare attendance sheet of attendees to the meeting; 5.6 Assist the BAC in the negotiation; 5.7 Assist the BAC in the preparation of the Financial Negotiation Cost; 5.8 Prepare Financial Negotiation Form to be signed by the members of the BAC, Project Proponents/End-Users and Supplier/Contractor with LCB present during the negotiation; 5.9 Record the proceedings; 5.10 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; AICDSa 5.11 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution. 6. Approval of Resolution and Issuance of NOA The Procurement Division shall: 6.1 Prepare and affix initial to the BAC Resolution Recommending Award; 6.2 Route the BAC Resolution for signature of all BAC members present during negotiation and approval of the CIR or his duly authorized representative; 6.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 6.4 Prepare and affix initial to the NOA; 6.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 6.6 Receive from CIR or his duly authorized representative the approved NOA; 6.7 Serve the approved NOA to the Winning Bidder; 6.8 Receive from the winning bidder the duly acknowledged NOA; 6.9 Scan and post the NOA, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 6.10 Receive from the Winning Supplier/Contractor the performance bond. 7. Contract Preparation and Signing The Procurement Division shall: 7.1 Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 7.2 Prepare the draft contract with complete supporting documents; 7.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 7.4 Receive from Legal Service the draft contract with complete supporting documents and comment/s; 7.5 Incorporate comments, if any; 7.6 Prepare and affix initial to the ObR; DACTSH 7.7 Finalize the contract; 7.8 Make all necessary arrangements for contract signing and approval; 7.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment (CAA); b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Supplier/Contractor and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 8. NTP Preparation and Issuance The Procurement Division shall: 8.1 Prepare and affix initial to the NTP; 8.2 Route the NTP for initials of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 8.3 Receive from CIR or his duly authorized representative the approved NTP; 8.4 Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Bidder; 8.5 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 8.6 Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 8.7 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: AIcECS a. RMG b. FS c. AdmS d. Accounting Division e. Project Proponent f. IT Contracts and Monitoring Division (For IT contracts) g. GSD h. Contractor D. Take-Over of Contracts 1. Pre-Procurement Conference The Procurement Division shall: 1.1 Receive from the Project Proponent/End-user the following documents: a. Request and justification for the use of NP-Take-Over of Contracts; b. TOR; c. ABC of the remaining scope of services to be undertaken by the next LCB approved by the concerned DCIR; d. Specifications; e. Drawings; f. Bill of Quantities; g. revised PPMP; and h. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 1.2 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.3 Prepare the draft APP-revised; 1.4 Prepare and affix initial to the Notice of Meeting for BAC deliberation; 1.5 Forward the Notice of Meeting to the BAC Chairman for signature; cSATDC 1.6 Receive from BAC Chairman the signed Notice of Meeting; 1.7 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.8 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.9 Prepare attendance sheet of attendees to the meeting; 1.10 Assist the BAC in the deliberation of the request for NP-Take-Over of Contracts; 1.11 Present to BAC the draft APP-revised for comments; 1.12 Record the proceedings; 1.13 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 1.14 Submit to CIR photocopy of attendance sheet of the BAC meeting; 1.15 Finalize and sign the APP-revised; 1.16 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; 1.17 Prepare and affix initial to the BAC Resolution; 1.18 Route the APP for initial of all BAC members present during the deliberation, signature of the BAC Chairman, initial of the Chief, Budget Division, HREA & ACIR-FS, HREA & ACIR-AdmS, DCIR-RMG, OCIR-Chief of Staff and approval of the CIR; 1.19 Route the BAC Resolution for signature of all BAC members present during the meeting and approval of the CIR or his duly authorized representative; 1.20 Receive from CIR or his duly authorized representative the approved BAC Resolution; 1.21 Receive from CIR the approved APP-revised; 1.22 Scan the approved APP-revised and post in the BIR website; 1.23 Submit copy of the approved APP-revised to GPPB, COA, Ombudsman; 1.24 Furnish copy to CIR, DCIRs, ACIR-AdmS, ACIR-FS, BAC members, Chief, Budget Division and Project Proponent/End-user; 1.25 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: ECTIcS a. Revised TOR and ABC duly approved by the concerned DCIR and Abstract of Quotations together with the Original Quotations submitted by various Suppliers/Contractors; b. Revised Specifications; c. Revised Drawings; d. Revised Bill of Quantities; and e. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 2. Preparation, Approval, Issuance & Posting of the Documents The Procurement Division shall: 2.1 Prepare and affix initial to the Notice to Suppliers/Contractors, Invitation Letter to the Supplier/Contractor with the next LCB and Observers; 2.2 Forward to the BAC Chairman the Notice to Suppliers/Contractors, Invitation Letter to the Supplier/Contractor with the next LCB and Observers, for signature; 2.3 Receive from BAC Chairman the signed Notice to Suppliers/Contractors, Invitation Letter to the Supplier/Contractor with the next LCB and Observers; 2.4 Scan Notice to Suppliers/Contractors and post continuously, in the PhilGEPS, the BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of posting; 2.5 Photocopy the signed Notice to Suppliers/Contractors and post at any conspicuous place in the premises of the BIR-National Office, reserved for this purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat; 2.6 Serve the Invitation Letter to the Supplier/Contractor with the next LCB and Observers; 2.7 Photocopy, collate and bind the following bidding documents: a. Signed Notice to Suppliers/Contractors; b. Instruction to Suppliers/Contractors; c. Specifications; DAHCaI d. Drawings; e. Bill of Quantities; f. Other Bidding Forms (PBD): TOR Bid Form Contract Sample forms; and g. Checklist of Requirements for: Envelope 1 Technical Component & Envelope 2 Financial Component 2.8 Issue the Bidding Documents to the Supplier/Contractor with the next LCB. 3. Submission, Receipt and Opening of Bids The Procurement Division shall: 3.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 3.2 Forward the Notice of Meeting to the BAC Chairman for signature; 3.3 Receive from BAC Chairman the signed Notice of Meeting; 3.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 3.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 3.6 Prepare attendance sheet of attendees to the meeting; 3.7 Receive from the Supplier/Contractor with the next LCB the technical, financial proposals including the Post-Qualification documents indicating the date and time of receipt; 3.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids; 3.9 Prepare the Bidding Results Checklist for Envelopes 1 & 2 for signature of the BAC members; 3.10 Record the proceedings; IATSHE 3.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; 3.12 Submit to CIR photocopy of attendance sheet of the BAC meeting. 4. Detailed Bid Evaluation and Post-Qualification The Procurement Division shall: 4.1 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 4.2 Forward the Notice of Meeting to the BAC Chairman for signature; 4.3 Receive from BAC Chairman the signed Notice of Meeting; 4.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 4.5 Prepare attendance sheet of attendees to the meeting; 4.6 Assist the TWG in the conduct of a detailed evaluation of bids; 4.7 Assist the TWG in the preparation of the following reports: a. Detailed Bid Evaluation Report, and b. Bid Evaluation Report. 4.8 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 4.9 Prepare and affix initial to the Notice of Ocular Inspection; 4.10 Forward the Notice of Ocular Inspection to the Chairman, for signature; 4.11 Receive from BAC Chairman the signed Notice of Ocular Inspection; 4.12 Serve the signed Notice of Ocular Inspection to all members of the TWG and BAC Secretariat; 4.13 Prepare attendance sheet of attendees to the ocular inspection; 4.14 Assist in the conduct of ocular inspection; 4.15 Assist the TWG in the preparation of the following reports: a. Post-Qualification Evaluation Report; aDSIHc b. Post-Qualification Evaluation Summary Report; and c. Ocular Inspection Report. 4.16 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the ocular inspection; 4.17 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation, post-qualification and ocular inspection conducted by the TWG; 4.18 Forward the Notice of Meeting to the BAC Chairman for signature; 4.19 Receive from BAC Chairman the signed Notice of Meeting; 4.20 Photocopy, collate and bind all pertinent documents needed during the meeting; 4.21 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 4.22 Prepare attendance sheet of attendees to the meeting; 4.23 Assist the BAC and TWG in the deliberation on the result of the detailed bid evaluation, post-qualification process and ocular inspection; 4.24 Record the proceedings; 4.25 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 4.26 Prepare and affix initial to the Invitation Letter addressed to the Supplier/Contractor with next LCB; 4.27 Route the Invitation Letter for initial of all BAC members present during the deliberation and signature of the BAC Chairman; 4.28 Receive the signed Invitation Letter; 4.29 Serve the letter to the Supplier/Contractor with the next LCB; 4.30 Submit to CIR photocopy of attendance sheet of the BAC meeting. 5. Negotiation The Procurement Division shall: HECaTD 5.1 Prepare and affix initial to the Notice of Meeting for the negotiation; 5.2 Forward the Notice of Meeting to the BAC Chairman for signature; 5.3 Receive from BAC Chairman the signed Notice of Meeting; 5.4 Serve the signed Notice of Meeting to all members of the BAC, BAC Secretariat and Observers; 5.5 Prepare attendance sheet of attendees to the meeting; 5.6 Assist the BAC in the negotiation; 5.7 Assist the BAC in the preparation of the Financial Negotiation Cost; 5.8 Prepare Financial Negotiation Form to be signed by the members of the BAC, Project Proponents/End-Users and Supplier/Contractor with LCB present during the negotiation; 5.9 Record the proceedings; 5.10 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 5.11 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution. 6. Approval of Resolution and Issuance of NOA The Procurement Division shall: 6.1 Prepare and affix initial to the BAC Resolution Recommending Award; 6.2 Route the BAC Resolution for signature of all BAC members present during negotiation and approval of the CIR or his duly authorized representative; 6.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 6.4 Prepare and affix initial to the NOA; 6.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 6.6 Receive from CIR or his duly authorized representative the approved NOA; 6.7 Serve the approved NOA to the Supplier/Contractor with the next LCB; SDECAI 6.8 Receive from the Supplier/Contractor with the next LCB the duly acknowledged NOA; 6.9 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 6.10 Receive from the Supplier/Contractor with the next LCB the performance bond. 7. Contract Preparation and Signing The Procurement Division shall: 7.1 Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 7.2 Prepare the draft contract with complete supporting documents; 7.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 7.4 Receive from Legal Service the draft contract with complete supporting documents and comment/s; 7.5 Incorporate comments, if any; 7.6 Prepare and affix initial to the ObR; 7.7 Finalize the Contract; 7.8 Make all necessary arrangements for contract signing and approval; 7.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment (CAA); and b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Supplier/Contractor and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and HTCIcE e. Notary Public notarized the approved contract. 8. NTP Preparation and Issuance The Procurement Division shall: 8.1 Prepare and affix initial to the NTP; 8.2 Route the NTP for initials of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 8.3 Receive from CIR or his duly authorized representative the approved NTP; 8.4 Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Bidder; 8.5 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 8.6 Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 8.7 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. FS c. AdmS d. Accounting Division e. Project Proponent f. IT Contracts and Monitoring Division (For IT contracts) g. GSD h. Contractor E. Adjacent or Contiguous 1. Pre-Procurement Conference The Procurement Division shall: SEAHcT 1.1 Receive from the Project Proponent/End-user the following documents: a. Request and justification for the use of NP-Adjacent or Contiguous; b. TOR; c. ABC; d. Specifications; e. Drawings; f. Bill of Quantities; g. revised PPMP; and h. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 1.2 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.3 Prepare the draft APP-revised; 1.4 Prepare and affix initial to the Notice of Meeting for BAC deliberation; 1.5 Forward the Notice of Meeting to the BAC Chairman for signature; 1.6 Receive from BAC Chairman the signed Notice of Meeting; 1.7 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.8 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.9 Prepare attendance sheet of attendees to the meeting; 1.10 Assist the BAC in the deliberation of the request for NP-Adjacent or Contiguous; 1.11 Present to BAC the draft APP-revised for comments; 1.12 Record the proceedings; 1.13 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 1.14 Submit to CIR photocopy of attendance sheet of the BAC meeting; 1.15 Finalize and sign the APP-revised; 1.16 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; 1.17 Prepare and affix initial to the BAC Resolution; 1.18 Route the APP for initial of all BAC members present during the deliberation, signature of the BAC Chairman, initial of the Chief, Budget Division, HREA & ACIR-FS, HREA & ACIR-AdmS, DCIR-RMG, OCIR-Chief of Staff and approval of the CIR; 1.19 Route the BAC Resolution for signature of all BAC members present during the meeting and approval of the CIR or his duly authorized representative; 1.20 Receive from CIR or his duly authorized representative the approved BAC Resolution; 1.21 Receive from CIR the approved APP-revised; 1.22 Scan the approved APP-revised and post in the BIR website; 1.23 Submit copy of the approved APP-revised to GPPB, COA, Ombudsman; 1.24 Furnish copy to CIR, DCIRs, ACIR-AdmS, ACIR-FS, BAC members, Chief, Budget Division and Project Proponent/End-user; 1.25 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: a. Revised TOR and ABC duly approved by the concerned DCIR and Abstract of Quotations together with the Original Quotations submitted by various Suppliers/Contractors; b. Revised Specifications; c. Revised Drawings; d. Revised Bill of Quantities; and e. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 2. Preparation, Approval, Issuance & Posting of the Documents The Procurement Division shall: 2.1 Prepare and affix initial to the Notice to Suppliers/Contractors, Invitation Letter to the Supplier/Contractor and Observers; 2.2 Forward to the BAC Chairman the Notice to Suppliers/Contractors, Invitation Letter to the Supplier/Contractor and Observers, for signature; cTCaEA 2.3 Receive from BAC Chairman the signed Notice to Suppliers/Contractors, Invitation Letter to the Supplier/Contractor and Observers; 2.4 Scan the signed Notice to Suppliers/Contractors and post continuously, in the PhilGEPS, the BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of posting; 2.5 Photocopy the signed Notice to Suppliers/Contractors and post at any conspicuous place in the premises of the BIR-National Office, reserved for the purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat; 2.6 Serve the Invitation Letter to the Supplier/Contractor and Observers; 2.7 Photocopy, collate and bind the following bidding documents: a. Signed Notice to Suppliers/Contractors; b. Instruction to Suppliers/Contractors; c. Specifications; d. Drawings; e. Bill of Quantities; f. Other Bidding Forms (PBD); and TOR Bid Form Contract Sample forms g. Checklist of Requirements for: Envelope 1 Technical Component & Envelope 2 Financial Component h. Issue the Bidding Documents to the Supplier/Contractor. 3. Submission, Receipt and Opening of Bids The Procurement Division shall: EACIcH 3.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 3.2 Forward the Notice of Meeting to the BAC Chairman for signature; 3.3 Receive from BAC Chairman the signed Notice of Meeting; 3.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 3.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 3.6 Prepare attendance sheet of attendees to the meeting; 3.7 Receive from the Supplier/Contractor the technical, financial proposals including the Post-Qualification documents indicating the date and time of receipt; 3.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids; 3.9 Prepare the Bidding Results Checklist for Envelopes 1 & 2 for signature of the BAC members; 3.10 Record the proceedings; 3.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; 3.12 Submit to CIR photocopy of attendance sheet of the BAC meeting. 4. Detailed Bid Evaluation and Post-Qualification The Procurement Division shall: 4.1 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 4.2 Forward the Notice of Meeting to the BAC Chairman for signature; 4.3 Receive from BAC Chairman the signed Notice of Meeting; 4.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 4.5 Prepare attendance sheet of attendees to the meeting; ADaEIH 4.6 Assist the TWG in the conduct of a detailed evaluation of bids; 4.7 Assist the TWG in the preparation of the following reports: a. Detailed Bid Evaluation Report b. Bid Evaluation Report 4.8 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 4.9 Prepare and affix initial to the Notice of Ocular Inspection; 4.10 Forward the Notice of Ocular Inspection to the Chairman, for signature; 4.11 Receive from BAC Chairman the signed Notice of Ocular Inspection; 4.12 Serve the signed Notice of Ocular Inspection to all members of the TWG and BAC Secretariat; 4.13 Prepare attendance sheet of attendees to the ocular inspection; 4.14 Assist in the conduct of ocular inspection; 4.15 Assist the TWG in the preparation of the following reports: a. Post-Qualification Evaluation Report; b. Post-Qualification Evaluation Summary Report; and c. Ocular Inspection Report. 4.16 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the ocular inspection; 4.17 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation, post-qualification and ocular inspection conducted by the TWG; 4.18 Forward the Notice of Meeting to the BAC Chairman for signature; 4.19 Receive from BAC Chairman the signed Notice of Meeting; 4.20 Photocopy, collate and bind all pertinent documents needed during the meeting; 4.21 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 4.22 Prepare attendance sheet of attendees to the meeting; TASCDI 4.23 Assist the BAC and TWG in the deliberation on the result of the detailed bid evaluation, post-qualification and ocular inspection; 4.24 Record the proceedings; 4.25 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 4.26 Prepare and affix initial to the Invitation Letter addressed to the Supplier/Contractor; 4.27 Route the Invitation Letter for initial of all BAC members present during the deliberation and signature of the BAC Chairman; 4.28 Receive the signed Invitation Letter; 4.29 Serve the letter to the Supplier/Contractor; 4.30 Submit to CIR photocopy of attendance sheet of the BAC meeting. 5. Negotiation The Procurement Division shall: 5.1 Prepare and affix initial to the Notice of Meeting for the negotiation; 5.2 Forward the Notice of Meeting to the BAC Chairman for signature; 5.3 Receive from BAC Chairman the signed Notice of Meeting; 5.4 Serve the signed Notice of Meeting to all members of the BAC, BAC Secretariat and Observers; 5.5 Prepare attendance sheet of attendees to the meeting; 5.6 Assist the BAC in the negotiation; 5.7 Assist the BAC in the preparation of the Financial Negotiation Cost; 5.8 Prepare Financial Negotiation Form to be signed by the members of the BAC, Project Proponents/End-Users and Supplier/Contractor present during the negotiation; 5.9 Record the proceedings; 5.10 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; cIDHSC 5.11 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution. 6. Approval of Resolution and Issuance of NOA The Procurement Division shall: 6.1 Prepare and affix initial to the BAC Resolution Recommending Award; 6.2 Route the BAC Resolution for signature of all BAC members present during negotiation and approval of the CIR or his duly authorized representative; 6.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 6.4 Prepare and affix initial to the NOA; 6.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 6.6 Receive from CIR or his duly authorized representative the approved NOA; 6.7 Serve the approved NOA to the Supplier/Contractor; 6.8 Receive from the Supplier/Contractor the duly acknowledged NOA; 6.9 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 6.10 Receive from the Supplier/Contractor the performance bond. 7. Contract Preparation and Signing The Procurement Division shall: 7.1 Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 7.2 Prepare the draft contract with complete supporting documents; 7.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 7.4 Receive from Legal Service the draft contract with complete supporting documents and comment/s; DCASIT 7.5 Incorporate comments, if any; 7.6 Prepare and affix initial to the ObR; 7.7 Finalize the contract; 7.8 Make all necessary arrangements for contract signing and approval; 7.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment (CAA); b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Supplier/Contractor and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 8. NTP Preparation and Issuance The Procurement Division shall: 8.1 Prepare and affix initial to the NTP; 8.2 Route the NTP for initials of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 8.3 Receive from CIR or his duly authorized representative the approved NTP; 8.4 Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Bidder; 8.5 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 8.6 Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; TcHCDE 8.7 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. FS c. AdmS d. Accounting Division e. Project Proponent f. IT Contracts and Monitoring Division (For IT contracts) g. GSD h. Contractor F. Agency-to-Agency 1. The Procurement Division shall: 1.1 Receive from the Project Proponent/End-user the following documents: a. Request and justification for the use of NP-Agency-to Agency; b. TOR; c. ABC; d. Specifications; e. Drawings; f. Bill of Quantities; g. revised PPMP; h. Quotations from at least three (3) private Contractors; i. CBA, taking into consideration the following factors: prevailing standard cost for the project in the market and absorptive capacity of the Servicing Agency; j. Certificate from the authorized officer of the Servicing Agency that the latter complies with all the conditions prescribed above; and k. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. cDCEIA 1.2 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.3 Prepare the draft APP-revised; 1.4 Prepare and affix initial to the Notice of Meeting for BAC deliberation; 1.5 Forward the Notice of Meeting to the BAC Chairman for signature; 1.6 Receive from BAC Chairman the signed Notice of Meeting; 1.7 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.8 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.9 Prepare attendance sheet of attendees to the meeting; 1.10 Assist the BAC in the deliberation of the request for NP-Adjacent or Contiguous; 1.11 Present to BAC the draft APP-revised for comments; 1.12 Record the proceedings; 1.13 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 1.14 Submit to CIR photocopy of attendance sheet of the BAC meeting; 1.15 Finalize and sign the APP-revised; 1.16 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; 1.17 Prepare and affix initial to the BAC Resolution; 1.18 Route the APP for initial of all BAC members present during the deliberation, signature of the BAC Chairman, initial of the Chief, Budget Division, HREA & ACIR-FS, HREA & ACIR-AdmS, DCIR-RMG, OCIR-Chief of Staff and approval of the CIR; 1.19 Route the BAC Resolution for signature of all BAC members present during the meeting and approval of the CIR or his duly authorized representative; 1.20 Receive from CIR or his duly authorized representative the approved BAC Resolution; TDcAIH 1.21 Receive from CIR the approved APP-revised; 1.22 Scan the approved APP-revised and post in the BIR website; 1.23 Submit copy of the approved APP-revised to GPPB, COA, Ombudsman; 1.24 Furnish copy to CIR, DCIRs, ACIR-AdmS, ACIR-FS, BAC members, Chief, Budget Division and Project Proponent/End-user; 1.25 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: a. Revised TOR and ABC duly approved by the concerned DCIR and Abstract of Quotations together with the Original Quotations submitted by various Suppliers/Contractors; b. Revised Specifications; c. Revised Drawings; d. Revised Bill of Quantities; and e. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 2. Preparation, Approval, Issuance & Posting of the Documents The Procurement Division shall: 2.1 Prepare and affix initial to the Notice to Servicing Agency, Invitation Letter to the Servicing Agency and Observers; 2.2 Forward to the BAC Chairman the Notice to Servicing Agency, Invitation Letter to the Servicing Agency and Observers, for signature; 2.3 Receive from BAC Chairman the signed Notice to Servicing Agency, Invitation Letter to the Servicing Agency and Observers; 2.4 Scan the signed Notice to Servicing Agency and post continuously, in the PhilGEPS, the BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of posting; 2.5 Photocopy the signed Notice to Servicing Agency and post at any conspicuous place in the premises of the BIR-National Office, reserved for this purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat; 2.6 Serve the Invitation Letter and the Notice to Servicing Agency to the Servicing Agency and Observers; ICTacD 2.7 Photocopy, collate and bind the following bidding documents: a. Signed Notice to Servicing Agency; b. Instruction to Servicing Agency; c. Specifications; d. Drawings; e. Bill of Quantities; f. Other Bidding Forms (PBD): TOR Bid Form Contract Sample forms; and g. Checklist of Requirements for: Envelope 1 Technical Component & Envelope 2 Financial Component 2.8 Issue the Bidding Documents to the Servicing Agency. 3. Submission, Receipt and Opening of Bids The Procurement Division shall: 3.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 3.2 Forward the Notice of Meeting to the BAC Chairman for signature; 3.3 Receive from BAC Chairman the signed Notice of Meeting; 3.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 3.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 3.6 Prepare attendance sheet of attendees to the meeting; 3.7 Receive from the Servicing Agency the financial proposal indicating the date and time of receipt; 3.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids; aDATHC 3.9 Prepare the Bidding Results Checklist for Envelope 2 for signature of the BAC members; 3.10 Record the proceedings; 3.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; 3.12 Submit to CIR photocopy of attendance sheet of the BAC meeting. 4. Detailed Bid Evaluation and Post-Qualification The Procurement Division shall: 4.1 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 4.2 Forward the Notice of Meeting to the BAC Chairman for signature; 4.3 Receive from BAC Chairman the signed Notice of Meeting; 4.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 4.5 Prepare attendance sheet of attendees to the meeting; 4.6 Assist the TWG in the conduct of a detailed evaluation of bids; 4.7 Assist the TWG in the preparation of the Bid Evaluation Report; 4.8 Route the TWG report for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 4.9 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation conducted by the TWG; 4.10 Forward the Notice of Meeting to the BAC Chairman for signature; 4.11 Receive from BAC Chairman the signed Notice of Meeting; 4.12 Photocopy, collate and bind all pertinent documents needed during the meeting; 4.13 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 4.14 Prepare attendance sheet of attendees to the meeting; CaTSEA 4.15 Assist the BAC and TWG in the deliberation on the result of the detailed bid evaluation; 4.16 Record the proceedings; 4.17 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 4.18 Submit to CIR photocopy of attendance sheet of the BAC meeting. 5. Negotiation The Procurement Division shall: 5.1 Prepare and affix initial to the Notice of Meeting for the negotiation; 5.2 Forward the Notice of Meeting to the BAC Chairman for signature; 5.3 Receive from BAC Chairman the signed Notice of Meeting; 5.4 Serve the signed Notice of Meeting to all members of the BAC, BAC Secretariat and Observers; 5.5 Prepare attendance sheet of attendees to the meeting; 5.6 Assist the BAC in the negotiation; 5.7 Assist the BAC in the preparation of the Financial Negotiation Cost; 5.8 Prepare Financial Negotiation Form to be signed by the members of the BAC, Project Proponents/End-Users and Supplier/Contractor present during the negotiation; 5.9 Record the proceedings; 5.10 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 5.11 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution. 6. Approval of Resolution and Issuance of NOA The Procurement Division shall: 6.1 Prepare and affix initial to the BAC Resolution Recommending Award; 6.2 Route the BAC Resolution for signature of all BAC members present during negotiation and approval of the CIR or his duly authorized representative; ISAcHD 6.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 6.4 Prepare and affix initial to the NOA; 6.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 6.6 Receive from CIR or his duly authorized representative the approved NOA; 6.7 Serve the approved NOA to the Supplier/Contractor; 6.8 Receive from the Supplier/Contractor the duly acknowledged NOA; 6.9 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 6.10 Receive from the Supplier/Contractor the performance bond. 7. Contract Preparation and Signing The Procurement Division shall: 7.1 Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 7.2 Prepare the draft contract with complete supporting documents; 7.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 7.4 Receive from Legal Service the draft contract with complete supporting documents and comment/s; 7.5 Incorporate comments, if any; 7.6 Prepare and affix initial to the ObR; 7.7 Finalize the contract; 7.8 Make all necessary arrangements for contract signing and approval; 7.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment (CAA); b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; aHICDc c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Supplier/Contractor and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 8. NTP Preparation and Issuance The Procurement Division shall: 8.1 Prepare and affix initial to the NTP; 8.2 Route the NTP for initials of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 8.3 Receive from CIR or his duly authorized representative the approved NTP; 8.4 Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Bidder; 8.5 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 8.6 Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place reserved for the purpose in the premises of the BIR; 8.7 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. FS c. AdmS d. Accounting Division e. Project Proponent AHaDSI f. IT Contracts and Monitoring Division (For IT contracts) g. GSD h. Contractor G. Small Value Procurement (SVP) The Procurement Division shall: 1. Receive from AdmS the approved Purchase Request (PR) together with the applicable attachments: a. Request for Pre-Repair Inspection approved by the Chairman, IAC; and b. Approved Layouts and/or drawings. 2. Prepare and sign Request for Quotation (RFQ); 3. Serve RFQs to at least three (3) Suppliers; 4. Scan the RFQ and post continuously, in the PhilGEPS, the BIR website and the websites prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR-National Office, reserved for this purpose, if the total aggregate value of PR is above Php50,000.00, for seven (7) calendar days starting on date of posting; 5. Receive, open the price quotations and determine the most responsive quotation; 6. Prepare and sign the Abstract of Quotations. Contract Preparation and Signing The Procurement Division shall: 1. Collate all the documents and attach to the draft contract; 2. Prepare the draft contract with complete supporting documents; 3. Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 4. Receive from Legal Service the draft contract with complete supporting documents and comment/s; 5. Incorporate comments, if any; 6. Prepare and affix initial to the ObR; 7. Finalize contract; 8. Make all necessary arrangements for contract signing and approval; 9. Receive the final contract and ensure that: EASCDH a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment (CAA); b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Supplier/Contractor and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 10. Serve the approved and notarized contract to the Winning Bidder; 11. Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 12. Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 13. Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. FS c. AdmS d. Accounting Division e. Project Proponent f. IT Contracts and Monitoring Division (For IT contracts) g. GSD h. Contractor V. Procurement Process for Consulting Services A. Competitive or Public bidding 1. Pre-Procurement Conference The Procurement Division shall: 1.1 Receive from the Project Proponent/End-user the following: aSTAHD a. TOR and ABC approved by the concerned DCIR and Abstract of Quotations together with at least three (3) Original Quotations submitted by various Consultant; b. Short Listing Criteria; c. Technical Evaluation Criteria; d. Drawings/Lay-outs (if applicable); e. Bill of Quantities (if applicable); and f. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 1.2 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.3 Prepare and affix initial to the Notice of Meeting for the Pre-procurement conference; 1.4 Forward the Notice of Meeting to the BAC Chairman for signature; 1.5 Receive from BAC Chairman the signed Notice of Meeting; 1.6 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.7 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.8 Prepare attendance sheet of attendees to the meeting; 1.9 Assist the BAC in the Pre-Procurement Conference; 1.10 Record the proceedings; 1.11 Prepare, sign and route the Minutes of the Pre-Procurement Conference for signature of all BAC members present during the meeting; 1.12 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: a. Revised TOR and ABC approved by the concerned DCIR and Abstract of Quotations together with at least three (3) Original Quotations submitted by various Consultant; b. Short Listing Criteria; aEcADH c. Technical Evaluation Criteria; d. Drawings/Lay-outs (if applicable); e. Bill of Quantities (if applicable); and f. Technical Proposal Forms: TPF 1 Technical Proposal Submission Form; TPF 2 Consultant's References; TPF 3 Comments and Suggestions of Consultants on the TOR and on Data. g. Services and Facilities to be provided by BIR; TPF 4 Description of the Methodology and Work Plan for Performing the Project; TPF 5 Team Composition and Task Projects; TPF 6 Format of Curriculum Vitae for Proposed Professional Staff; and TPF 7 Time Schedule for Professional Personnel; TPF 8 Activity (Work) Schedule; Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 1.13 Submit to CIR photocopy of attendance sheet of the BAC meeting. 2. Preparation and Review of Bidding Documents The Procurement Division shall: 2.1 Prepare and affix initial to the Notice of Meeting for the review of the Bidding documents; 2.2 Forward the Notice of Meeting to the BAC Chairman for signature; aCTcDH 2.3 Receive from BAC Chairman the signed Notice of Meeting; 2.4 Photocopy, collate and bind all pertinent documents needed during the meeting as follows: a. Part I Eligibility Requirements and Short Listing REOI Eligibility Documents Eligibility Data Sheet Checklist of Eligibility Documents Shortlisting Criteria b. Part II Technical and Financial Proposal Notice of Eligibility and Short Listing ITB BDS GCC SCC TOR and Annexes Bidding forms 2.4.1 Technical Proposal Forms TPF 1 Technical Proposal Submission Form; TPF 2 Consultant's References; TPF 3 Comments and Suggestions of Consultants on the TOR and on Data, Services and Facilities to be provided by BIR; TPF 4 Description of the Methodology and Work Plan for Performing the Project; TPF 5 Team Composition and Task Projects; TPF 6 Format of Curriculum Vitae for Proposed Professional Staff; CIHAED TPF 7 Time schedule for Professional Personnel; TPF 8 Activity (Work) Schedule. 2.4.2 Financial Proposal Forms FPF 1 Financial Proposal Submission Form; FPF 2 Summary of Costs; FPF 3 Breakdown of Price per Activity; FPF 4 Breakdown of Remuneration per Activity FPF 5 Reimbursables per Activity; FPF 6 Miscellaneous Expenses. Appendices and Breakdown of Agreed Fixed Rates; Checklist of Envelopes 1 and 2; and Additional documents/specifications, where applicable and necessary. 2.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 2.6 Prepare attendance sheet of attendees to the meeting; 2.7 Assist the BAC & TWG in the review of bidding documents; 2.8 Record the proceedings; 2.9 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 2.10 Prepare and affix initial to the Request of Expression of Interest (REOI), Letter-Request of Publication, Invitation Letters to Prospective Bidders and Observers; 2.11 Forward the REOI, Letter-Request of Publication, Invitation Letters to Prospective Bidders and Observers to the BAC Chairman, for signature; 2.12 Receive from BAC Chairman the signed REOI, Letter-Request of Publication, Invitation Letters to Prospective Bidders and Observers; 2.13 Serve the Letter-Request of Publication to the Publishing Company; IEcaHS 2.14 Serve the Invitation Letters to Prospective Bidders and Observers; 2.15 Photocopy, collate and bind the following bidding documents: a. REOI; b. Checklist of Eligibility Documents; c. Short Listing Criteria; d. Bidding forms: Bid Form Contract Sample Forms e. Checklist of Requirements for: Envelope 1 Technical Component & Envelope 2 Financial Component 2.16 Submit to CIR photocopy of attendance sheet of the BAC meeting. 3. Advertising and Posting of REOI The Procurement Division shall: For projects with ABCs of more than One Million Pesos (P1,000,000.00) or those whose duration is more than four (4) months: 3.1 Advertise the REOI at least once in one (1) newspaper of general nationwide circulation which has been in regular publication for at least two (2) years before the date of issue of the advertisement; 3.2 Scan the REOI and post continuously, including the bidding documents, in the PhilGEPS (www.philgeps.gov.ph) , the BIR website (www.bir.gov.ph) and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of advertisement; and 3.3 Photocopy the REOI and post continuously at any conspicuous place in the premises of the BIR-National Office, reserved for the purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat. caIACE For projects with ABCs of One Million Pesos (P1,000,000.00) and below or those whose duration is less than four (4) months: 3.4 Scan the REOI and post continuously, including the bidding documents, in the PhilGEPS (www.philgeps.gov.ph) , the BIR website (www.bir.gov.ph) and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of advertisement; 3.5 Photocopy the REOI and post continuously at any conspicuous place in the premises of the BIR-National Office, reserved for the purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat. 4. Issuance of Invitation Letter to Prospective Bidders and Observers The Procurement Division shall: 4.1 Serve the Letter-Request of Publication to the Publishing Company; 4.2 Serve the Invitation Letter to the Prospective Bidders; 4.3 Serve the Invitation Letter to the Observers together with the copy of the calendar of procurement activities and Bidding documents. 5. Issuance of Bidding Documents The Procurement Division shall: 5.1 Receive from prospective bidders their written Letter of Intents; 5.2 Issue checklist of eligibility requirements to the prospective bidders; 5.3 Receive from prospective bidders the required eligibility documents indicating the date and time of receipt; 6. Short Listing and Eligibility Check The Procurement Division shall: 6.1 Prepare and affix initial to the Notice of Meeting for the Short Listing and Eligibility Check; 6.2 Forward the Notice of Meeting to the BAC Chairman for signature; 6.3 Receive from BAC Chairman the signed Notice of Meeting; 6.4 Photocopy, collate and bind all pertinent documents needed during the meeting; cTCaEA 6.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 6.6 Prepare attendance sheet of attendees to the meeting; 6.7 Assist the BAC & TWG in the conduct of Short Listing and Eligibility Check; 6.8 Record the proceedings; 6.9 Prepare, sign and route the minutes of the Short Listing and Eligibility Check for signature of all BAC members present during the meeting; 6.10 Submit to CIR photocopy of attendance sheet of the BAC meeting. 7. Detailed Bid Evaluation The Procurement Division shall: 7.1 Prepare and affix initial to the Notice of Meeting for the detailed evaluation of eligibility documents based on the short listing criteria; 7.2 Forward the Notice of Meeting to the BAC Chairman for signature; 7.3 Receive from BAC Chairman the signed Notice of Meeting; 7.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 7.5 Prepare attendance sheet of attendees to the meeting; 7.6 Assist the TWG in the conduct of a detailed evaluation of eligibility documents based on the short listing criteria; 7.7 Assist the TWG in the preparation of the short listing evaluation report; 7.8 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the evaluation; 7.9 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed evaluation by the TWG; 7.10 Forward the Notice of Meeting to the BAC Chairman for signature; 7.11 Receive from BAC Chairman the signed Notice of Meeting; 7.12 Photocopy, collate and bind all pertinent documents needed during the meeting; TSIDEa 7.13 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 7.14 Prepare attendance sheet of attendees to the meeting; 7.15 Assist the BAC and TWG in the deliberation on the result of the detailed evaluation and the list of short listed consultants; 7.16 Record the proceedings; 7.17 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 7.18 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; 7.19 Submit to CIR photocopy of attendance sheet of the BAC meeting. 8. Approval of Resolution of Short List of Consultants The Procurement Division shall: 8.1 Prepare and affix initial to the BAC Resolution Recommending short list of consultants; 8.2 Route the BAC Resolution for signature of all BAC members present during the meeting and approval of the CIR or his duly authorized representative; 8.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 8.4 Prepare and affix initial to the Notice of Eligibility and Short Listing/Notice of Non-Inclusion in Shortlist; 8.5 Forward the Notice of Eligibility and Short Listing/Notice of Non-Inclusion in Shortlist to the BAC Chairman for signature; 8.6 Receive from BAC Chairman the signed Notice of Eligibility and Short Listing/Notice of Non-Inclusion in Shortlist; 8.7 Serve the signed Notice of Eligibility and Short Listing/Notice of Non-Inclusion in Shortlist to Short Listed/Non-Shortlisted Consultants; 9. Issuance of Bidding Documents The Procurement Division shall: 9.1 Provide Short Listed Consultant a copy of InvTB as basis for the issuance by the Accounting Division of Order of Payment for the purchase of bidding documents; aICHEc 9.2 Receive photocopy of the original OR as proof of payment of the bidding documents; and 9.3 Issue the Bidding Documents to the Short Listed Consultant. 10. Pre-bid Conference The Procurement Division shall: 10.1 Prepare and affix initial to the Notice of Meeting for the Pre-Bid conference; 10.2 Forward the Notice of Meeting to the BAC Chairman for signature; 10.3 Receive from BAC Chairman the signed Notice of Meeting; 10.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 10.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 10.6 Prepare attendance sheet of attendees to the meeting; 10.7 Assist the BAC & TWG in the conduct of Pre-bid conference; 10.8 Record the proceedings; 10.9 Prepare, sign and route the minutes of the pre-bid conference for signature of all BAC members present during the pre-bid conference and make it available to all participants not later than three (3) calendar days after the pre-bid conference; 10.10 Issue to bidders and other interested parties, copies of minutes of the proceedings upon written request and payment of a specified fee to recover cost of materials; 10.11 Submit to CIR photocopy of attendance sheet of the BAC meeting. 11. Issuance of Supplemental/Bid Bulletin The Procurement Division shall: 11.1 Receive from Short Listed Consultant, a written request for clarification, within the prescribed period; 11.2 Transmit the written request for clarification to the Project Proponents/End-users for study/consideration; 11.3 Receive from Project Proponent/End-users reply to the request for clarification; acAIES 11.4 Prepare draft Supplemental/Bid Bulletin for discussion; 11.5 Prepare and affix initial to the Notice of Meeting for the deliberation of Supplemental/Bid Bulletin; 11.6 Forward the Notice of Meeting to the BAC Chairman for signature; 11.7 Receive from BAC Chairman the signed Notice of Meeting; 11.8 Photocopy, collate and bind all pertinent documents needed during the meeting; 11.9 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 11.10 Prepare attendance sheet of attendees to the meeting; 11.11 Assist the BAC in the review of the Supplemental/Bid Bulletin; 11.12 Record the proceedings; 11.13 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the review of the Supplemental/Bid Bulletin; 11.14 Finalize and affix initial to the Supplemental/Bid Bulletin; 11.15 Route the Supplemental/Bid Bulletin for initial of the Project Proponents/End-users, TWG and BAC members present during the meeting and for approval of the BAC Chairman; 11.16 Receive from BAC Chairman the approved Supplemental/Bid Bulletin; 11.17 Issue the Supplemental/Bid Bulletin to all Short Listed Consultants who have properly secured or purchased the Bidding Documents; 11.18 Scan the Supplemental/Bid Bulletin and post in the PhilGEPS and BIR websites; 11.19 Submit to CIR photocopy of attendance sheet of the BAC meeting. 12. Submission, Receipt and Opening of Bids The Procurement Division shall: 12.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 12.2 Forward the Notice of Meeting to the BAC Chairman for signature; TDCAHE 12.3 Receive from BAC Chairman the signed Notice of Meeting; 12.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 12.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 12.6 Prepare attendance sheet of attendees to the meeting; 12.7 Receive from the prospective bidders the technical and financial proposals indicating the date and time of receipt; 12.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids of the technical proposal; 12.9 Prepare the Bidding Results Checklist for Envelope 1 for signature of the BAC members; 12.10 Record the proceedings; 12.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; 12.12 Issue copies of the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids to the bidders and other interested parties upon their written request and payment of a specified fee to recover cost of materials; 12.13 Submit to CIR photocopy of attendance sheet of the BAC meeting. 13. Detailed Technical Bid Evaluation The Procurement Division shall: 13.1 Prepare and affix initial to the Notice of Meeting for the evaluation of technical proposal by the TWG; 13.2 Forward the Notice of Meeting to the BAC Chairman for signature; 13.3 Receive from BAC Chairman the signed Notice of Meeting; 13.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 13.5 Prepare attendance sheet of attendees to the meeting; 13.6 Assist the TWG in the conduct of a detailed technical evaluation of all bids rated "passed," during the preliminary examination of bids; ECDHIc 13.7 Assist the TWG in the preparation of the Technical Evaluation Report; 13.8 Route the TWG Evaluation Report for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 13.9 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation by the TWG; 13.10 Forward the Notice of Meeting to the BAC Chairman for signature; 13.11 Receive from BAC Chairman the signed Notice of Meeting; 13.12 Photocopy, collate and bind all pertinent documents needed during the meeting; 13.13 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 13.14 Prepare attendance sheet of attendees to the meeting; 13.15 Assist the BAC and TWG in the deliberation on the result of the evaluation (Highest Rated Bid); 13.16 Record the proceedings; 13.17 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 13.18 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; 13.19 Submit to CIR photocopy of attendance sheet of the BAC meeting. 14. Approval of Resolution Recommending HRB The Procurement Division shall: 14.1 Prepare and affix initial to the BAC Resolution Recommending HRB; 14.2 Route the BAC Resolution for signature of all BAC members present during the meeting and approval of the CIR or his duly authorized representative; 14.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 15. Opening of Financial Proposal ADHCSE The Procurement Division shall: 15.1 Prepare and affix initial to the Invitation Letter-Consultant with HRB for the opening of the financial proposal; 15.2 Forward the Invitation Letter-Consultant with HRB to the BAC Chairman for signature; 15.3 Receive from the BAC Chairman the signed Invitation-Letter-Consultant with HRB; 15.4 Serve the signed Invitation Letter to the HRB; 15.5 Prepare and affix initial to the Notice of Meeting for the Opening of Financial Proposal; 15.6 Forward the Notice of Meeting to the BAC Chairman for signature; 15.7 Receive from BAC Chairman the signed Notice of Meeting; 15.8 Photocopy, collate and bind all pertinent documents needed during the meeting; 15.9 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 15.10 Prepare attendance sheet of attendees to the meeting; 15.11 Assist the BAC & TWG in the opening of financial proposal; 15.12 Record the proceedings; 15.13 Prepare, sign and route the minutes of the meeting for signature of all BAC members present during the meeting; 15.14 Submit to CIR photocopy of attendance sheet of the BAC meeting. 16. Detailed Financial Evaluation The Procurement Division shall: 16.1 Prepare and affix initial to the Notice of Meeting for the evaluation of financial proposal by the TWG; 16.2 Forward the Notice of Meeting to the BAC Chairman for signature; 16.3 Receive from BAC Chairman the signed Notice of Meeting; 16.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; HcSETI 16.5 Prepare attendance sheet of attendees to the meeting; 16.6 Assist the TWG in the conduct of a detailed financial evaluation; 16.7 Assist the TWG in the preparation of the Financial Evaluation Report; 16.8 Route the TWG Financial Evaluation Report for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 16.9 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed financial evaluation by the TWG; 16.10 Forward the Notice of Meeting to the BAC Chairman for signature; 16.11 Receive from BAC Chairman the signed Notice of Meeting; 16.12 Photocopy, collate and bind all pertinent documents needed during the meeting; 16.13 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 16.14 Prepare attendance sheet of attendees to the meeting; 16.15 Assist the BAC and TWG in the deliberation on the result of the financial evaluation; 16.16 Record the proceedings; 16.17 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 16.18 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; 16.19 Submit to CIR photocopy of attendance sheet of the BAC meeting. 17. Negotiation The Procurement Division shall: 17.1 Prepare and affix initial to the Notice of Meeting for the negotiation and Invitation Letter addressed to the HRB; 17.2 Route the Invitation Letter for initial of all BAC members present during the deliberation and forward to the BAC Chairman for signature; TCaEIc 17.3 Forward the Notice of Meeting to the BAC Chairman for signature; 17.4 Receive the signed Notice of Meeting and Invitation Letter; 17.5 Serve the signed Notice of Meeting to all members of the BAC, BAC Secretariat and Observers and Invitation Letter to the HRB; 17.6 Prepare attendance sheet of attendees to the meeting; 17.7 Assist the BAC in the negotiation; 17.8 Assist the BAC in the preparation of the Financial Negotiation Cost; 17.9 Prepare Financial Negotiation Form to be signed by the members of the BAC, Project Proponents/End-Users and Consultant present during the negotiation; 17.10 Record the proceedings; 17.11 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 17.12 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution. 18. Post-Qualification The Procurement Division shall: 18.1 Receive from bidder with the HRB the Post-Qualification documents; 18.2 Forward the Post-Qualification documents for the TWG to verify, validate and ascertain all statements made and documents submitted by the bidder; 18.3 Assist the BAC and TWG in the conduct of ocular inspection in the principal place of business including the warehouse/facilities/showroom of the bidder with the LCB; 18.4 Assist the TWG in the preparation of the following reports: a. Post-Qualification Evaluation Report; b. Post-Qualification Evaluation Summary Report; and c. Ocular Inspection Report. 18.5 Prepare and affix initial to the Notice of Meeting for the conduct of Post-Qualification process; aDHCcE 18.6 Forward the Notice of Meeting to the BAC Chairman for signature; 18.7 Receive from BAC Chairman the signed Notice of Meeting; 18.8 Photocopy, collate and bind all pertinent documents needed during the meeting; 18.9 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 18.10 Prepare attendance sheet of attendees to the meeting; 18.11 Assist BAC in the conduct of Post-Qualification process; 18.12 Record the proceedings; 18.13 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 18.14 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; 18.15 Submit to CIR photocopy of attendance sheet of the BAC meeting. 19. Approval of Resolution and Issuance of NOA The Procurement Division shall: 19.1 Prepare and affix initial to the BAC Resolution declaring the bid as the Highest Rated Responsive Bid (HRRB)/Single Rated Responsive Bid (SRRB); 19.2 Route the BAC Resolution for signature of all BAC members present during the post-qualification process and approval of the CIR or his duly authorized representative; 19.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 19.4 Prepare and affix initial to the NOA; 19.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 19.6 Receive from CIR or his duly authorized representative the approved NOA; 19.7 Serve the approved NOA to the Winning Consultant; 19.8 Receive from the winning Consultant the duly acknowledged NOA; SEACTH 19.9 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 19.10 Receive from the winning Consultant the performance security. 20. Contract Preparation and Signing The Procurement Division shall: 20.1 Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 20.2 Prepare the draft contract with complete supporting documents; 20.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 20.4 Receive from Legal Service the draft contract with complete supporting documents and comment/s; 20.5 Incorporate comments, if any; 20.6 Prepare and affix initial to the ObR; 20.7 Finalize contract; 20.8 Make all necessary arrangements for contract signing and approval; 20.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment (CAA); b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Consultant and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 21. NTP Preparation and Issuance The Procurement Division shall: 21.1 Prepare and affix initial to the NTP; 21.2 Route the NTP for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 21.3 Receive from CIR or his duly authorized representative the approved NTP; 21.4 Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Consultant; 21.5 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 21.6 Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 21.7 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. FS c. AdmS d. Accounting Division e. Project Proponent f. IT Contracts and Monitoring Division (For IT contracts) g. GSD h. Contractor B. Procurement through Alternative Methods of Procurement B.1 Limited Source Bidding 1. Pre-Procurement Conference The Procurement Division shall: 1.1 Receive from the Project Proponent/End-user the following: a. TOR and ABC approved by the concerned DCIR and Abstract of Quotations together with at least three (3) Original Quotations submitted by various Consultant; DCcTHa b. Suggested/Initial List of Consultants; c. Pre-Selection and Technical Evaluation Criteria; d. Drawings/Lay-outs (if applicable); e. Bill of Quantities (if applicable); and f. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 1.2 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.3 Prepare and affix initial to the Notice of Meeting for the Pre-procurement conference; 1.4 Forward the Notice of Meeting to the BAC Chairman for signature; 1.5 Receive from BAC Chairman the signed Notice of Meeting; 1.6 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.7 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.8 Prepare attendance sheet of attendees to the meeting; 1.9 Assist the BAC in the Pre-Procurement Conference; 1.10 Record the proceedings; 1.11 Prepare, sign and route the Minutes of the Pre-Procurement Conference for signature of all BAC members present during the meeting; 1.12 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: a. Revised TOR and ABC approved by the concerned DCIR and Abstract of Quotations together with at least three (3) Original Quotations submitted by various Consultant; b. Suggested/Initial List of Consultants; c. Pre-Selection and Technical Evaluation Criteria; d. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 1.13 Submit to CIR photocopy of attendance sheet of the BAC meeting. ATCaDE 2. Preparation, Approval & Issuance of the List of Pre-Selection Documents The Procurement Division shall: 2.1 Prepare and affix initial to the Notice to Consultant, Invitation Letters to Consultants and Observers; 2.2 Forward the Notice to Consultant, Invitation Letters to Consultants and Observers to the BAC Chairman, for signature; 2.3 Receive from the BAC Chairman the signed Notice to Consultant, Invitation Letters to Consultants and Observers; 2.4 Serve the Invitation Letters to Consultants together with the List of Pre-Selection Documents; 2.5 Serve the Invitation Letters to Observers. 3. Submission, Receipt and Opening of Pre-Selected Documents The Procurement Division shall: 3.1 Prepare and affix initial to the Notice of Meeting for the Opening of Pre-Selected Documents; 3.2 Forward the Notice of Meeting to the BAC Chairman for signature; 3.3 Receive from BAC Chairman the signed Notice of Meeting; 3.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 3.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 3.6 Prepare attendance sheet of attendees to the meeting; 3.7 Receive from the Consultant the Pre-Selection Documents indicating the date and time of receipt; 3.8 Assist the BAC in the submission, receipt and opening of the Pre-Selection documents; 3.9 Record the proceedings; 3.10 Prepare, sign and route the Minutes of the Submission, Receipt and Opening of the Pre-Selection documents for signature of all BAC members present during Submission, Receipt and Opening of the Pre-Selection documents; 3.11 Submit to CIR photocopy of attendance sheet of the BAC meeting. AcDHCS 4. Detailed Evaluation of Pre-Selected Documents The Procurement Division shall: 4.1 Prepare and affix initial to the Notice of Meeting for the detailed evaluation of Pre-Selected documents; 4.2 Forward the Notice of Meeting to the BAC Chairman for signature; 4.3 Receive from BAC Chairman the signed Notice of Meeting; 4.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 4.5 Prepare attendance sheet of attendees to the meeting; 4.6 Assist the TWG in the conduct of detailed evaluation and preparation of the Pre-Selected List of Consultants; 4.7 Prepare and affix initial to the Notice of Meeting; 4.8 Forward the Notice of Meeting to the BAC Chairman for signature; 4.9 Receive from BAC Chairman the signed Notice of Meeting; 4.10 Photocopy, collate and bind all pertinent documents needed during the meeting; 4.11 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 4.12 Prepare attendance sheet of attendees to the meeting; 4.13 Assist the BAC and TWG in the deliberation of the result of the detailed evaluation; 4.14 Record the proceedings; 4.15 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 4.16 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; 4.17 Prepare and affix initial to the BAC Resolution recommending approval of Pre-Selected List of Consultants; 4.18 Route the BAC Resolution recommending approval of Pre-Selected List of Consultants for signature of all BAC members present during the meeting and approval of the CIR or his duly authorized representative; TAESDH 4.19 Receive from CIR or his duly authorized representative the approved BAC Resolution; 4.20 Scan the procurement activity/action plan and post in the PhilGEPS website upon receipt of acknowledgment letter from GPPB; 4.21 Submit to CIR photocopy of attendance sheet of the BAC meeting. 5. Preparation, Review, Approval & Issuance of Bidding Documents The Procurement Division shall: 5.1 Prepare and affix initial to the Notice to Pre-Selected Consultants, Bid Form and other documents; 5.2 Prepare and affix initial to the Notice of Meeting for the review and approval of Bidding Documents; 5.3 Forward the Notice of Meeting to the BAC Chairman for signature; 5.4 Receive from BAC Chairman the signed Notice of Meeting; 5.5 Photocopy, collate and bind all pertinent documents needed during the meeting; 5.6 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 5.7 Prepare attendance sheet of attendees to the meeting; 5.8 Assist the BAC & TWG in the review of bidding documents; 5.9 Record the proceedings; 5.10 Prepare, sign and route the Minutes of meeting for signature of all BAC members present during the meeting; 5.11 Prepare and affix initial to the Notice to the Pre-Selected Consultants, Invitation Letters to the Pre-Selected Consultants and Observers; 5.12 Forward to the BAC Chairman, the Notice to the Pre-Selected Consultants, Invitation Letters to the Pre-Selected Consultants and Observers, for signature; 5.13 Receive from BAC Chairman the signed Notice to the Pre-Selected Consultants, Invitation Letters to the Pre-Selected Consultants and Observers; 5.14 Serve the Invitation Letters to the Pre-Selected Consultants and Observers; ACcHIa 5.15 Photocopy, collate and bind the following bidding documents: a. Approved Notice to Pre-Selected Consultants; b. Instruction to Bidders (ITB); c. Bid Data Sheets (BDS); d. General Conditions of Contract (GCC); e. Special Conditions of Contract (SCC); f. TOR & annexes; g. Bidding forms; h. Checklist of Requirements for: Envelope 1 Technical Component & Envelope 2 Financial Component. 5.16 Submit to CIR photocopy of attendance sheet of the BAC meeting. 6. Posting of Notice to Pre-Selected Consultants The Procurement Division shall: 6.1 Scan the signed Notice to Pre-Selected Consultants and post continuously, including the bidding documents, in the PhilGEPS, the BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of posting; and 6.2 Scan the signed Notice to Pre-Selected Consultants and post at any conspicuous place in the premises of the BIR-National Office, reserved for the purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat. 7. Pre-bid Conference The Procurement Division shall: 7.1 Prepare and affix initial to the Notice of Meeting for the Pre-bid Conference; 7.2 Forward the Notice of Meeting to the BAC Chairman for signature; 7.3 Receive from BAC Chairman the signed Notice of Meeting; 7.4 Photocopy, collate and bind all pertinent documents needed during the meeting; SEcAIC 7.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 7.6 Prepare attendance sheet of attendees to the meeting; 7.7 Assist the BAC & TWG in the conduct of Pre-bid conference; 7.8 Record the proceedings; 7.9 Prepare, sign and route the minutes of the pre-bid conference for signature of all BAC members present during the pre-bid conference and make it available to all participants not later than three (3) calendar days after the pre-bid conference; 7.10 Issue to Pre-Selected Consultants, copies of minutes of the proceedings upon written request and payment of a specified fee to recover cost of materials; 7.11 Submit to CIR photocopy of attendance sheet of the BAC meeting. 8. Issuance of Supplemental/Bid Bulletin The Procurement Division shall: 8.1 Receive from Pre-Selected Consultants, a written request for clarification, within the prescribed period; 8.2 Transmit the written request for clarification to the Project Proponents/End-users for study/consideration; 8.3 Receive from Project Proponent/End-users reply to the request for clarification; 8.4 Prepare the draft Supplemental/Bid Bulletin for discussion; 8.5 Prepare and affix initial to the Notice of Meeting for the deliberation of Supplemental/Bid Bulletin; 8.6 Forward the Notice of Meeting to the BAC Chairman for signature; 8.7 Receive from BAC Chairman the signed Notice of Meeting; 8.8 Photocopy, collate and bind all pertinent documents needed during the meeting; 8.9 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 8.10 Prepare attendance sheet of attendees to the meeting; 8.11 Assist the BAC in the review of the Supplemental/Bid Bulletin; IHaSED 8.12 Record the proceedings; 8.13 Prepare, sign and route the Minutes of BAC meeting for signature of all BAC members present during the review of the Supplemental/Bid Bulletin; 8.14 Finalize and affix initial to the Supplemental/Bid Bulletin; 8.15 Route the Supplemental/Bid Bulletin for initial of the Project Proponents/End-users, TWG and BAC members present during the meeting and for approval of the BAC Chairman; 8.16 Receive from BAC Chairman the approved Supplemental/Bid Bulletin; 8.17 Issue the Supplemental/Bid Bulletin to all Pre-Selected Consultants who have properly secured or purchased the Bidding Documents; 8.18 Scan the Supplemental/Bid Bulletin and post in the PhilGEPS and BIR websites; 8.19 Submit to CIR photocopy of attendance sheet of the BAC meeting. 9. Submission, Receipt and Opening of Bids The Procurement Division shall: 9.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 9.2 Forward the Notice of Meeting to the BAC Chairman for signature; 9.3 Receive from BAC Chairman the signed Notice of Meeting; 9.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 9.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 9.6 Prepare the attendance sheet of attendees to the meeting; 9.7 Receive from the Pre-Selected Consultants the technical and financial proposals indicating the date and time of receipt; 9.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids; 9.9 Prepare the following: a. Abstract of Bids as Read for signature of the BAC members, Head-TWG, Project Proponent/End-user and the Observers; and aSIATD b. Bidding Results Checklist for Envelopes 1 & 2 for signature of the BAC members. 9.10 Record the proceedings; 9.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; 9.12 Issue copies of the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids to the bidders and other interested parties upon their written request and payment of a specified fee to recover cost of materials; 9.13 Submit to CIR photocopy of attendance sheet of the BAC meeting. 10. Detailed Bid Evaluation The Procurement Division shall: 10.1 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 10.2 Forward the Notice of Meeting to the BAC Chairman for signature; 10.3 Receive from BAC Chairman the signed Notice of Meeting; 10.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 10.5 Prepare attendance sheet of attendees to the meeting; 10.6 Assist the TWG in the conduct of a detailed evaluation of all bids rated "passed," during the preliminary examination of bids; 10.7 Assist the TWG in the preparation of the following reports: a. Abstract of Bids as Calculated; b. Detailed Bid Evaluation Report; and c. Bid Evaluation Report. 10.8 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 10.9 Prepare and affix initial to the Notice of Meeting for the BAC's deliberation on the result of the detailed bid evaluation by the TWG; 10.10 Forward the Notice of Meeting to the BAC Chairman for signature; AaSHED 10.11 Receive from BAC Chairman the signed Notice of Meeting; 10.12 Photocopy, collate and bind all pertinent documents needed during the meeting; 10.13 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 10.14 Prepare attendance sheet of attendees to the meeting; 10.15 Assist the BAC and TWG in the deliberation of the result of the detailed bid evaluation; 10.16 Record the proceedings; 10.17 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 10.18 Prepare and affix initial to the following: d. n Letter addressed to the bidder with the Highest Rated Bid (HRB) re: submission of Post-Qualification Documents; and e. Notice of Ocular Inspection. 10.19 Route the letter to the bidder with HRB for initial of all BAC members present during the deliberation; 10.20 Forward the letter to the bidder with HRB and Notice of Ocular Inspection to the BAC Chairman, for signature; 10.21 Receive from BAC Chairman the signed letter to the bidder with HRB and Notice of Ocular Inspection; 10.22 Serve the letter to the bidder with the HRB; 10.23 Serve the signed Notice of Ocular Inspection to all members of the TWG and BAC Secretariat; 10.24 Submit to CIR photocopy of attendance sheet of the BAC meeting. Post-Qualification The Procurement Division shall: 10.25 Receive from bidder with HRB the Post-Qualification documents; 10.26 Forward the Post-Qualification documents for the TWG to verify, validate and ascertain all statements made and documents submitted by the bidder; acEHSI 10.27 Assist the ABC and TWG in the conduct of ocular inspection in the principal place of business including the warehouse/facilities/showroom of the bidder with the HRB; 10.28 Assist the TWG in the preparation of the following reports: a. Post-Qualification Evaluation Report; b. Post-Qualification Evaluation Summary Report; and c. Ocular Inspection Report. 10.29 Prepare and affix initial to the Notice of Meeting for the conduct of Post-Qualification process; 10.30 Forward the Notice of Meeting to the BAC Chairman for signature; 10.31 Receive from BAC Chairman the signed Notice of Meeting; 10.32 Photocopy, collate and bind all pertinent documents needed during the meeting; 10.33 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 10.34 Prepare attendance sheet of attendees to the meeting; 10.35 Assist BAC in the conduct of Post-Qualification process; 10.36 Record the proceedings; 10.37 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 10.38 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; 10.39 Submit to CIR photocopy of attendance sheet of the BAC meeting. 11. Approval of Resolution and Issuance of NOA The Procurement Division shall: 11.1 Prepare and affix initial to the BAC Resolution declaring the bid as the HRRB/SRRB; 11.2 Route the BAC Resolution for signature of all BAC members present during the post-qualification process and approval of the CIR or his duly authorized representative; 11.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; SCHcaT 11.4 Prepare and affix initial to the NOA; 11.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 11.6 Receive from CIR or his duly authorized representative the approved NOA; 11.7 Serve the approved NOA to the Winning Consultant; 11.8 Prepare and affix initial to the following documents and forward to the BAC Chairman for signature: a. Notice of Post-Qualification to the winning Consultant; and b. Notification of Bidding Results to all losing bidders. 11.9 Receive from BAC Chairman the signed Notice of Post-Qualification to the winning Consultant and the Notification of Bidding Results to all losing bidders; 11.10 Serve the signed Notice of Post-Qualification to the winning Consultant and Notification of Bidding Results to all losing bidders; 11.11 Receive from the winning Consultant the duly acknowledged NOA and Notice of Post-Qualification; 11.12 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 11.13 Receive from the winning Consultant the performance security. 12. Contract Preparation and Signing The Procurement Division shall: 12.1 Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 12.2 Prepare the draft contract with complete supporting documents; 12.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 12.4 Receive from Legal Service the draft contract with complete supporting documents and comment/s; 12.5 Incorporate comments, if any; DCcTHa 12.6 Prepare and affix initial to the ObR; 12.7 Finalize the contract; 12.8 Make all necessary arrangements for contract signing and approval; 12.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment (CAA); b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Consultant and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 13. NTP Preparation and issuance The Procurement Division shall: 13.1 Prepare and affix initial to the NTP; 13.2 Route the NTP for initials of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 13.3 Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Consultant; 13.4 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; and 13.5 Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 13.6 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: HIACEa a. RMG b. FS c. AdmS d. Accounting Division e. Project Proponent f. IT Contracts and Monitoring Division (For IT contracts) g. GSD h. Contractor B.2 Negotiated Procurement Two (2) Failed Biddings Procurement Division shall: 1. Pre-Procurement Conference The Procurement Division shall: 1.1 Receive from the Project Proponent/End-user, the following documents: a. TOR; b. ABC; and c. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 1.2 Receive from CIR or his duly authorized representative the approved BAC Resolution Failure of Bidding for the Second Time; 1.3 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.4 Prepare and affix initial to the Notice of Meeting for the Pre-procurement conference; 1.5 Forward the Notice of Meeting to the BAC Chairman for signature; 1.6 Receive from BAC Chairman the signed Notice of Meeting; 1.7 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.8 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; aDICET 1.9 Prepare attendance sheet of attendees to the meeting; 1.10 Assist the BAC in the Pre-Procurement Conference; 1.11 Record the proceedings; 1.12 Prepare, sign and route the Minutes of the Pre-Procurement Conference for signature of all BAC members present during the meeting; 1.13 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: a. Revised TOR and ABC duly approved by the concerned DCIR and Abstract of Quotations together with the Original Quotations submitted by various Suppliers/Contractors; and b. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 1.14 Submit to CIR photocopy of attendance sheet of the BAC meeting. 2. Preparation, Approval, Issuance & Posting of the Documents The Procurement Division shall: 2.1 Prepare and affix initial to the Notice to Consultants, Invitation Letters to at least three (3) Consultants and Observers; 2.2 Forward the Notice to Consultants, Invitation Letters to at least three (3) Consultants and Observers to the BAC Chairman, for signature; 2.3 Receive from BAC Chairman the signed Notice to Consultants, Invitation Letters to at least three (3) Consultants and Observers; 2.4 Scan the signed Notice to Consultants and post continuously, in the PhilGEPS, the BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of posting; 2.5 Photocopy the signed Notice to Consultants and post at any conspicuous place in the premises of the BIR-National Office, reserved for this purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat; 2.6 Serve the Invitation Letters to at least three (3) Consultants and Observers; EHTSCD 2.7 Photocopy, collate and bind the following bidding documents: a. Signed Notice to Consultants; b. Instruction to Consultants; c. Other Bidding Forms (PBD); and TOR Bid Form Contract Sample forms d. Checklist of Requirements for: Envelope 1 Technical Component & Envelope 2 Financial Component. 2.8 Provide Prospective Bidder a copy of Notice to Consultants as basis for the issuance by the Accounting Division of Order of Payment for the purchase of bidding documents; 2.9 Receive photocopy of the original OR as proof of payment of the bidding documents; and 2.10 Issue the Bidding Documents to the Prospective Bidder/s. 3. Submission, Receipt and Opening of Bids The Procurement Division shall: 3.1. Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 3.2. Forward the Notice of Meeting to the BAC Chairman for signature; 3.3. Receive from BAC Chairman the signed Notice of Meeting; 3.4. Photocopy, collate and bind all pertinent documents needed during the meeting; 3.5. Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 3.6. Prepare attendance sheet of attendees to the meeting; 3.7. Receive from the Consultant the technical and financial proposals indicating the date and time of receipt; 3.8. Assist BAC in the submission, receipt, opening and preliminary examination of bids; HSCAIT 3.9. Prepare the Bidding Results Checklist for Envelopes 1 & 2 for signature of the BAC members; 3.10. Record the proceedings; 3.11. Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; 3.12. Submit to CIR photocopy of attendance sheet of the BAC meeting. 4. Detailed Bid Evaluation and Post-Qualification The Procurement Division shall: 4.1. Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 4.2. Forward the Notice of Meeting to the BAC Chairman for signature; 4.3. Receive from BAC Chairman the signed Notice of Meeting; 4.4. Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 4.5. Prepare attendance sheet of attendees to the meeting; 4.6. Assist the TWG in the conduct of a detailed evaluation of bids; 4.7. Assist the TWG in the preparation of the following reports: a. Detailed Bid Evaluation Report, and b. Bid Evaluation Report. 4.8. Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 4.9. Prepare and affix initial to the Notice of Ocular Inspection; 4.10. Forward the Notice of Ocular Inspection to the Chairman, for signature; 4.11. Receive from BAC Chairman the signed Notice of Ocular Inspection; 4.12. Serve the signed Notice of Ocular Inspection to all members of the TWG and BAC Secretariat; 4.13. Prepare attendance sheet of attendees to the ocular inspection; 4.14. Assist in the conduct of ocular inspection; TDCaSE 4.15. Assist the TWG in the preparation of the following reports: a. Post-Qualification Evaluation Report; b. Post-Qualification Evaluation Summary Report; and c. Ocular Inspection Report. 4.16. Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during ocular inspection; 4.17. Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation, post-qualification and ocular inspection conducted by the TWG; 4.18. Forward the Notice of Meeting to the BAC Chairman for signature; 4.19. Receive from BAC Chairman the signed Notice of Meeting; 4.20. Photocopy, collate and bind all pertinent documents needed during the meeting; 4.21. Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 4.22. Prepare attendance sheet of attendees to the meeting; 4.23. Assist the BAC and TWG in the deliberation on the result of the detailed bid evaluation, post-qualification process and ocular inspection; 4.24. Record the proceedings; 4.25. Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 4.26. Prepare and affix initial to the Invitation Letter addressed to the Consultant with HRB; 4.27. Route the Invitation Letter for initial of all BAC members present during the deliberation and signature of the BAC Chairman; 4.28. Receive the signed Invitation Letter; 4.29. Serve the letter to the Consultant with HRB; 4.30. Submit to CIR photocopy of attendance sheet of the BAC meeting. 5. Negotiation aHECST The Procurement Division shall: 5.1. Prepare and affix initial to the Notice of Meeting for the negotiation; 5.2. Forward the Notice of Meeting to the BAC Chairman for signature; 5.3. Receive from BAC Chairman the signed Notice of Meeting; 5.4. Serve the signed Notice of Meeting to all members of the BAC, BAC Secretariat and Observers; 5.5. Prepare attendance sheet of attendees to the meeting; 5.6. Assist the BAC in the negotiation; 5.7. Assist the BAC in the preparation of the Financial Negotiation Cost; 5.8. Prepare Financial Negotiation Form to be signed by the members of the BAC, Project Proponents/End-Users and Consultant with HRB present during the negotiation; 5.9. Record the proceedings; 5.10. Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 5.11. Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution. 6. Approval of Resolution and Issuance of NOA The Procurement Division shall: 6.1. Prepare and affix initial to the BAC Resolution Recommending Award; 6.2. Route the BAC Resolution for signature of all BAC members present during negotiation and approval of the CIR or his duly authorized representative; 6.3. Receive from CIR or his duly authorized representative the approved BAC Resolution; 6.4. Prepare and affix initial to the NOA; 6.5. Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 6.6. Receive from CIR or his duly authorized representative the approved NOA; 6.7. Serve the approved NOA to the winning Consultant; 6.8. Receive from the winning Consultant the duly acknowledged NOA; TDCAIS 6.9. Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 6.10. Receive from the winning Consultant the performance bond. 7. Contract Preparation and Signing The Procurement Division shall: 7.1. Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 7.2. Prepare the draft contract with complete supporting documents; 7.3. Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 7.4. Receive from Legal Service the draft contract with complete supporting documents and comment/s; 7.5. Incorporate comments, if any; 7.6. Prepare and affix initial to the ObR; 7.7. Finalize the contract; 7.8. Make all necessary arrangements for contract signing and approval; 7.9. Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment (CAA); b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Consultant and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 8. NTP Preparation and Issuance ACTIcS The Procurement Division shall: 8.1. Prepare and affix initial to the NTP; 8.2. Route the NTP for initials of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 8.3. Receive from CIR or his duly authorized representative the approved NTP; 8.4. Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Consultant; 8.5. Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 8.6. Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 8.7. Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. FS c. AdmS d. Accounting Division e. Project Proponent f. IT Contracts and Monitoring Division (For IT contracts) g. GSD h. Contractor B.3 Emergency Cases 1. Pre-Procurement Conference The Procurement Division shall: 1.1 Receive from the Project Proponent/End-user the following documents: ADaECI a. Request and justification for the use of NP-Emergency Cases; b. TOR; c. Revised PPMP; and d. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 1.2 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.3 Prepare the draft APP-revised; 1.4 Prepare and affix initial to the Notice of Meeting for BAC deliberation; 1.5 Forward the Notice of Meeting to the BAC Chairman for signature; 1.6 Receive from BAC Chairman the signed Notice of Meeting; 1.7 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.8 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.9 Prepare attendance sheet of attendees to the meeting; 1.10 Assist the BAC in the deliberation of the request for NP-Emergency Cases and Pre-Procurement Conference; 1.11 Present to BAC the draft APP-revised for comments; 1.12 Record the proceedings; 1.13 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 1.14 Submit to CIR photocopy of attendance sheet of the BAC meeting; 1.15 Finalize and sign the APP-revised; 1.16 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; 1.17 Prepare and affix initial to the BAC Resolution; 1.18 Route the APP for initial of all BAC members present during the deliberation, signature of the BAC Chairman, initial of the Chief, Budget Division, HREA & ACIR-FS, HREA & ACIR-AdmS, DCIR-RMG, OCIR-Chief of Staff and approval of the CIR; TaCEHA 1.19 Route the BAC Resolution for signature of all BAC members present during the meeting and approval of the CIR or his duly authorized representative; 1.20 Receive from CIR or his duly authorized representative the approved BAC Resolution; 1.21 Receive from CIR the approved APP-revised; 1.22 Scan the approved APP-revised and post in the BIR website; 1.23 Submit copy of the approved APP-revised to GPPB, COA, Ombudsman; and 1.24 Furnish copy to CIR, DCIRs, ACIR-AdmS, ACIR-FS, BAC members, Chief, Budget Division and Project Proponent/End-user; 1.25 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: a. Revised TOR and ABC duly approved by the concerned DCIR and Abstract of Quotations together with the Original Quotations submitted by various Suppliers/Contractors; and b. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 2. Preparation, Approval, Issuance & posting of the Documents The Procurement Division shall: 2.1 Prepare and affix initial to the Notice to Consultants, Invitation Letters to the Consultants and Observers; 2.2 Forward to the BAC Chairman the Notice to Consultants, Invitation Letters to the Consultants and Observers, for signature; 2.3 Receive from BAC Chairman the signed Notice to Consultants, Invitation Letters to the Consultants and Observers; 2.4 Scan the signed Notice to Consultants and post continuously in the PhilGEPS, the BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of posting; 2.5 Photocopy the signed Notice to Consultants and post at any conspicuous place in the premises of the BIR-National Office, reserved for the purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat; CSIcTa 2.6 Serve the Invitation Letters to at least three (3) Consultants and Observers; 2.7 Photocopy, collate and bind the following bidding documents: a. Signed Notice to Consultants; b. Instruction to Consultants; c. Other Bidding Forms (PBD); and TOR Bid Form Contract Sample forms d. Checklist of Requirements for: Envelope 1 Technical Component & Envelope 2 Financial Component 2.8 Issue the Bidding Documents to the Consultants. 3. Submission, Receipt and Opening of Bids The Procurement Division shall: 3.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 3.2 Forward the Notice of Meeting to the BAC Chairman for signature; 3.3 Receive from BAC Chairman the signed Notice of Meeting; 3.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 3.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 3.6 Prepare attendance sheet of attendees to the meeting; 3.7 Receive from the Suppliers/Contractors technical and financial proposals indicating the date and time of receipt; 3.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids; DTISaH 3.9 Prepare the Bidding Results Checklist for Envelopes 1 & 2 for signature of the BAC members; 3.10 Record the proceedings; 3.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; 3.12 Submit to CIR photocopy of attendance sheet of the BAC meeting. 4. Detailed Bid Evaluation and Post-Qualification The Procurement Division shall: 4.1 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 4.2 Forward the Notice of Meeting to the BAC Chairman for signature; 4.3 Receive from BAC Chairman the signed Notice of Meeting; 4.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 4.5 Prepare attendance sheet of attendees to the meeting; 4.6 Assist the TWG in the conduct of a detailed evaluation of bids; 4.7 Assist the TWG in the preparation of the following reports: a. Detailed Bid Evaluation Report, and b. Bid Evaluation Report. 4.8 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 4.9 Prepare and affix initial to the Notice of Ocular Inspection; 4.10 Forward the Notice of Ocular Inspection to the Chairman, for signature; 4.11 Receive from BAC Chairman the signed Notice of Ocular Inspection; 4.12 Serve the signed Notice of Ocular Inspection to all members of the TWG and BAC Secretariat; 4.13 Prepare attendance sheet of attendees to the ocular inspection; 4.14 Assist in the conduct of ocular inspection; IcTaAH 4.15 Assist the TWG in the preparation of the following reports: a. Post-Qualification Evaluation Report; b. Post-Qualification Evaluation Summary Report; and c. Ocular Inspection Report. 4.16 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the ocular inspection; 4.17 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation, post-qualification and ocular inspection conducted by the TWG; 4.18 Forward the Notice of Meeting to the BAC Chairman for signature; 4.19 Receive from BAC Chairman the signed Notice of Meeting; 4.20 Photocopy, collate and bind all pertinent documents needed during the meeting; 4.21 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 4.22 Prepare attendance sheet of attendees to the meeting; 4.23 Assist the BAC and TWG in the deliberation on the result of the detailed bid evaluation, post-qualification process and ocular inspection; 4.24 Record the proceedings; 4.25 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 4.26 Prepare and affix initial to the Invitation Letter addressed to the Consultant with HRB; 4.27 Route the Invitation Letter for initial of all BAC members present during the deliberation and signature of the BAC Chairman; 4.28 Receive the signed Invitation Letter; 4.29 Serve the letter to the Consultant with HRB; 4.30 Submit to CIR photocopy of attendance sheet of the BAC meeting. 5. Negotiation SDHAEC The Procurement Division shall: Prepare and affix initial to the Notice of Meeting for the negotiation; 4.32 n Forward the Notice of Meeting to the BAC Chairman for signature; 4.33 Receive from BAC Chairman the signed Notice of Meeting; 4.34 Serve the signed Notice of Meeting to all members of the BAC, BAC Secretariat and Observers; 4.35 Prepare attendance sheet of attendees to the meeting; 4.36 Assist the BAC in the negotiation; 4.37 Assist the BAC in the preparation of the Financial Negotiation Cost; 4.38 Prepare Financial Negotiation Form to be signed by the members of the BAC, Project Proponents/End-Users and Consultant with HRB present during the negotiation; 4.39 Record the proceedings; 4.40 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 4.41 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution. 6. Approval of Resolution and Issuance of NOA The Procurement Division shall: 5.1 n Prepare and affix initial to the BAC Resolution Recommending Award; 5.2 Route the BAC Resolution for signature of all BAC members present during negotiation and approval of the CIR or his duly authorized representative; 5.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 5.4 Prepare and affix initial to the NOA; 5.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 5.6 Receive from CIR or his duly authorized representative the approved NOA; 5.7 Serve the approved NOA to the winning Consultant; 5.8 Receive from the winning Consultant the duly acknowledged NOA; EHIcaT 5.9 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 5.10 Receive from the Winning Supplier/Contractor the performance bond. 7. Contract Preparation and Signing The Procurement Division shall: 6.1 n Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 6.2 Prepare the draft contract with complete supporting documents; 6.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 6.4 Receive from Legal Service the draft contract with complete supporting documents and comment/s; 6.5 Incorporate comments, if any; 6.6 Prepare and affix initial to the ObR; 6.7 Finalize the contract; 6.8 Make all necessary arrangements for contract signing and approval; 6.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment (CAA); b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Consultant and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 8. NTP Preparation and Issuance IcHTAa The Procurement Division shall: 7.1 n Prepare and affix initial to the NTP; 7.2 Route the NTP for initials of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 7.3 Receive from CIR or his duly authorized representative the approved NTP; 7.4 Serve the approved NTP together with a copy of the approved and notarized contract to the winning Consultant; 7.5 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 7.6 Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 7.7 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: i. n RMG j. FS k. AdmS l. Accounting Division m. Project Proponent n. IT Contracts and Monitoring Division (For IT contracts) o. GSD p. Contractor B.4 Take-Over of Contracts 1. Pre-Procurement Conference The Procurement Division shall: 1.1 Receive from the Project Proponent/End-user the following documents: AHDcCT a. Request and justification for the use of NP-Take-Over of Contracts; b. TOR; c. ABC of the remaining scope of services to be undertaken by the next HRB approved by the concerned DCIR; d. Revised PPMP; e. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 1.2 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.3 Prepare the draft APP-revised; 1.4 Prepare and affix initial to the Notice of Meeting for BAC deliberation; 1.5 Forward the Notice of Meeting to the BAC Chairman for signature; 1.6 Receive from BAC Chairman the signed Notice of Meeting; 1.7 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.8 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.9 Prepare attendance sheet of attendees to the meeting; 1.10 Assist the BAC in the deliberation of the request for NP-Take-Over of Contracts; 1.11 Present to BAC the draft APP-revised for comments; 1.12 Record the proceedings; 1.13 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 1.14 Submit to CIR photocopy of attendance sheet of the BAC meeting; 1.15 Finalize and sign the APP-revised; 1.16 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; 1.17 Prepare and affix initial to the BAC Resolution; DacTEH 1.18 Route the APP for initial of all BAC members present during the deliberation, signature of the BAC Chairman, initial of the Chief, Budget Division, HREA & ACIR-FS, HREA & ACIR-AdmS, DCIR-RMG, OCIR-Chief of Staff and approval of the CIR; 1.19 Route the BAC Resolution for signature of all BAC members present during the meeting and approval of the CIR or his duly authorized representative; 1.20 Receive from CIR or his duly authorized representative the approved BAC Resolution; 1.21 Receive from CIR the approved APP-revised; 1.22 Scan the approved APP-revised and post in the BIR website; 1.23 Submit copy of the approved APP-revised to GPPB, COA, Ombudsman; 1.24 Furnish copy to CIR, DCIRs, ACIR-AdmS, ACIR-FS, BAC members, Chief, Budget Division and Project Proponent/End-user; 1.25 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: a. Revised TOR and ABC duly approved by the concerned DCIR and Abstract of Quotations together with the Original Quotations submitted by various Suppliers/Contractors; and b. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 2. Preparation, Approval, Issuance & Posting of the Documents The Procurement Division shall: 2.1 Prepare and affix initial to the Notice to Consultants, Invitation Letter to the Consultants with the next HRB and Observers; 2.2 Forward to the BAC Chairman the Notice to Consultants, Invitation Letter to the Consultants with the next HRB and Observers for signature; 2.3 Receive from BAC Chairman the signed Notice to Consultants, Invitation Letter to the Consultants with the next HRB and Observers; 2.4 Scan the signed Notice to Consultants and post continuously, in the PhilGEPS, the BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of posting; IETCAS 2.5 Photocopy the signed Notice to Consultants and post at any conspicuous place in the premises of the BIR-National Office, reserved for the purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat; 2.6 Serve the Invitation Letter to the Consultants with the next HRB and Observers; 2.7 Photocopy, collate and bind the following bidding documents: a. Signed Notice to Consultants; b. Instruction to Consultants; c. Other Bidding Forms (PBD); and TOR Bid Form Contract Sample forms d. Checklist of Requirements for: Envelope 1 Technical Component & Envelope 2 Financial Component 2.8 Issue the Bidding Documents to the Consultants with the next HRB. 3. Submission, Receipt and Opening of Bids The Procurement Division shall: 3.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 3.2 Forward the Notice of Meeting to the BAC Chairman for signature; 3.3 Receive from BAC Chairman the signed Notice of Meeting; 3.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 3.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; HDTCSI 3.6 Prepare attendance sheet of attendees to the meeting; 3.7 Receive from the Consultant with the next HRB the technical and financial proposals including the Post-Qualification documents indicating the date and time of receipt; 3.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids; 3.9 Prepare the Bidding Results Checklist for Envelopes 1 & 2 for signature of the BAC members; 3.10 Record the proceedings; 3.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; and 3.12 Submit to CIR photocopy of attendance sheet of the BAC meeting. 4. Detailed Bid Evaluation and Post-Qualification The Procurement Division shall: 4.1 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 4.2 Forward the Notice of Meeting to the BAC Chairman for signature; 4.3 Receive from BAC Chairman the signed Notice of Meeting; 4.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 4.5 Prepare attendance sheet of attendees to the meeting; 4.6 Assist the TWG in the conduct of a detailed evaluation of bids; 4.7 Assist the TWG in the preparation of the following reports: a. Detailed Bid Evaluation Report, and b. Bid Evaluation Report. 4.8 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 4.9 Prepare and affix initial to the Notice of Ocular Inspection; 4.10 Forward the Notice of Ocular Inspection to the Chairman, for signature; 4.11 Receive from BAC Chairman the signed Notice of Ocular Inspection; ITSCED 4.12 Serve the signed Notice of Ocular Inspection to all members of the TWG and BAC Secretariat; 4.13 Prepare attendance sheet of attendees to the ocular inspection; 4.14 Assist in the conduct of ocular inspection; 4.15 Assist the TWG in the preparation of the following reports: a. Post-Qualification Evaluation Report; b. Post-Qualification Evaluation Summary Report; and c. Ocular Inspection Report. 4.16 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the ocular inspection; 4.17 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation, post-qualification and ocular inspection conducted by the TWG; 4.18 Forward the Notice of Meeting to the BAC Chairman for signature; 4.19 Receive from BAC Chairman the signed Notice of Meeting; 4.20 Photocopy, collate and bind all pertinent documents needed during the meeting; 4.21 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 4.22 Prepare attendance sheet of attendees to the meeting; 4.23 Assist the BAC and TWG in the deliberation on the result of the detailed bid evaluation, post-qualification process and ocular inspection; 4.24 Record the proceedings; 4.25 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 4.26 Prepare and affix initial to the Invitation Letter addressed to the Consultant with next HRB; 4.27 Route the Invitation Letter for initial of all BAC members present during the deliberation and signature of the BAC Chairman; 4.28 Receive the signed Invitation Letter; cADSCT 4.29 Serve the letter to the Consultant with the next HRB; 4.30 Submit to CIR photocopy of attendance sheet of the BAC meeting. 5. Negotiation The Procurement Division shall: 5.1 Prepare and affix initial to the Notice of Meeting for the negotiation; 5.2 Forward the Notice of Meeting to the BAC Chairman for signature; 5.3 Receive from BAC Chairman the signed Notice of Meeting; 5.4 Serve the signed Notice of Meeting to all members of the BAC, BAC Secretariat and Observers; 5.5 Prepare attendance sheet of attendees to the meeting; 5.6 Assist the BAC in the negotiation; 5.7 Assist the BAC in the preparation of the Financial Negotiation Cost; 5.8 Prepare Financial Negotiation Form to be signed by the members of the BAC, Project Proponents/End-Users and Consultant with HRB present during the negotiation; 5.9 Record the proceedings; 5.10 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 5.11 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution. 6. Approval of Resolution and Issuance of NOA The Procurement Division shall: 6.1 Prepare and affix initial to the BAC Resolution Recommending Award; 6.2 Route the BAC Resolution for signature of all BAC members present during negotiation and approval of the CIR or his duly authorized representative; 6.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 6.4 Prepare and affix initial to the NOA; EcSCAD 6.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 6.6 Receive from CIR or his duly authorized representative the approved NOA; 6.7 Serve the approved NOA to the Consultant with the next HRB; 6.8 Receive from the Consultant with the next HRB the duly acknowledged NOA; 6.9 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 6.10 Receive from the Consultant with the next HRB the performance bond. 7. Contract Preparation and Signing The Procurement Division shall: 7.1 Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 7.2 Prepare the draft contract with complete supporting documents; 7.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 7.4 Receive from Legal Service the draft contract with complete supporting documents and comment; 7.5 Incorporate comments, if any; 7.6 Prepare and affix initial to the ObR; 7.7 Finalize the Contract; 7.8 Make all necessary arrangements for contract signing and approval; 7.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment (CAA); b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; AaHcIT d. Winning Consultant and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 8. NTP Preparation and Issuance The Procurement Division shall: 8.1 Prepare and affix initial to the NTP; 8.2 Route the NTP for initials of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 8.3 Receive from CIR or his duly authorized representative the approved NTP; 8.4 Serve the approved NTP together with a copy of the approved and notarized contract to the winning Consultant; 8.5 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 8.6 Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 8.7 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. FS c. AdmS d. Accounting Division e. Project Proponent f. IT Contracts and Monitoring Division (For IT contracts) g. GSD h. Contractor TIAEac B.5 Adjacent or Contiguous The Procurement Division shall: 1. Pre-Procurement Conference The Procurement Division shall: 1.1 Receive from the Project Proponent/End-user the following documents: a. Request and justification for the use of NP-Adjacent or Contiguous; b. TOR; c. revised PPMP; and d. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 1.2 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.3 Prepare the draft APP-revised; 1.4 Prepare and affix initial to the Notice of Meeting for BAC deliberation; 1.5 Forward the Notice of Meeting to the BAC Chairman for signature; 1.6 Receive from BAC Chairman the signed Notice of Meeting; 1.7 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.8 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.9 Prepare attendance sheet of attendees to the meeting; 1.10 Assist the BAC in the deliberation of the request for NP-Adjacent or Contiguous; 1.11 Present to BAC the draft APP-revised for comments; 1.12 Record the proceedings; 1.13 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; cDaEAS 1.14 Submit to CIR photocopy of attendance sheet of the BAC meeting; 1.15 Finalize and sign the APP-revised; 1.16 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; 1.17 Prepare and affix initial to the BAC Resolution; 1.18 Route the APP for initial of all BAC members present during the deliberation, signature of the BAC Chairman, initial of the Chief, Budget Division, HREA & ACIR-FS, HREA & ACIR-AdmS, DCIR-RMG, OCIR-Chief of Staff and approval of the CIR; 1.19 Route the BAC Resolution for signature of all BAC members present during the meeting and approval of the CIR or his duly authorized representative; 1.20 Receive from CIR or his duly authorized representative the approved BAC Resolution; 1.21 Receive from CIR the approved APP-revised; 1.22 Scan the approved APP-revised and post in the BIR website; 1.23 Submit copy of the approved APP-revised to GPPB, COA, Ombudsman; 1.24 Furnish copy to CIR, DCIRs, ACIR-AdmS, ACIR-FS, BAC members, Chief, Budget Division and Project Proponent/End-user; 1.25 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: a. Revised TOR and ABC duly approved by the concerned DCIR and Abstract of Quotations together with the Original Quotations submitted by various Suppliers/Contractors; and b. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 2. Preparation, Approval, Issuance & posting of the documents The Procurement Division shall: 2.1 Prepare and affix initial to the Notice to the Consultants, Invitation Letter to the Consultants and Observers; DaAISH 2.2 Forward to the BAC Chairman the Notice to the Consultants, Invitation Letter to the Consultants and Observers for signature; 2.3 Receive from BAC Chairman the signed Notice to the Consultants, Invitation Letter to the Consultants and Observers; 2.4 Scan the signed Notice to Consultants and post continuously, in the PhilGEPS, the BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of posting; 2.5 Photocopy the signed Notice to Consultants and post at any conspicuous place in the premises of the BIR-National Office, reserved for this purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat; 2.6 Serve the Invitation Letter to the Consultants and Observers; 2.7 Photocopy, collate and bind the following bidding documents: a. Signed Notice to Consultants; b. Instruction to Consultants; c. Other Bidding Forms (PBD); and TOR Bid Form Contract Sample forms d. Checklist of Requirements for: Envelope 1 Technical Component & Envelope 2 Financial Component 2.8 Issue the Bidding Documents to the Consultants. 3. Submission, Receipt and Opening of Bids The Procurement Division shall: 3.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 3.2 Forward the Notice of Meeting to the BAC Chairman for signature; AECDHS 3.3 Receive from BAC Chairman the signed Notice of Meeting; 3.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 3.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 3.6 Prepare attendance sheet of attendees to the meeting; 3.7 Receive from the Consultant the technical and, financial proposals including the Post-Qualification documents indicating the date and time of receipt; 3.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids; 3.9 Prepare the Bidding Results Checklist for Envelopes 1 & 2 for signature of the BAC members; 3.10 Record the proceedings; 3.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; 3.12 Submit to CIR photocopy of attendance sheet of the BAC meeting. 4. Detailed Bid Evaluation and Post-Qualification The Procurement Division shall: 4.1 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 4.2 Forward the Notice of Meeting to the BAC Chairman for signature; 4.3 Receive from BAC Chairman the signed Notice of Meeting; 4.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 4.5 Prepare attendance sheet of attendees to the meeting; 4.6 Assist the TWG in the conduct of a detailed evaluation of bids; 4.7 Assist the TWG in the preparation of the following reports: a. Detailed Bid Evaluation Report, and b. Bid Evaluation Report. AaEcHC 4.8 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 4.9 Prepare and affix initial to the Notice of Ocular Inspection; 4.10 Forward the Notice of Ocular Inspection to the Chairman, for signature; 4.11 Receive from BAC Chairman the signed Notice of Ocular Inspection; 4.12 Serve the signed Notice of Ocular Inspection to all members of the TWG and BAC Secretariat; 4.13 Prepare attendance sheet of attendees to the ocular inspection; 4.14 Assist in the conduct of ocular inspection; 4.15 Assist the TWG in the preparation of the following reports: a. Post-Qualification Evaluation Report; b. Post-Qualification Evaluation Summary Report; and c. Ocular Inspection Report. 4.16 Route the TWG reports for signature of all members of the TWG and BAC Secretariat present during the ocular inspection; 4.17 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation, post-qualification and ocular inspection conducted by the TWG; 4.18 Forward the Notice of Meeting to the BAC Chairman for signature; 4.19 Receive from BAC Chairman the signed Notice of Meeting; 4.20 Photocopy, collate and bind all pertinent documents needed during the meeting; 4.21 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 4.22 Prepare attendance sheet of attendees to the meeting; 4.23 Assist the BAC and TWG in the deliberation on the result of the detailed bid evaluation, post-qualification and ocular inspection; 4.24 Record the proceedings; STaCIA 4.25 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 4.26 Prepare and affix initial to the Invitation Letter addressed to the Consultant; 4.27 Route the Invitation Letter for initial of all BAC members present during the deliberation and signature of the BAC Chairman; 4.28 Receive the signed Invitation Letter; 4.29 Serve the letter to the Consultant; and 4.30 Submit to CIR photocopy of attendance sheet of the BAC meeting. 5. Negotiation The Procurement Division shall: 5.1 Prepare and affix initial to the Notice of Meeting for the negotiation; 5.2 Forward the Notice of Meeting to the BAC Chairman for signature; 5.3 Receive from BAC Chairman the signed Notice of Meeting; 5.4 Serve the signed Notice of Meeting to all members of the BAC, BAC Secretariat and Observers; 5.5 Prepare attendance sheet of attendees to the meeting; 5.6 Assist the BAC in the negotiation; 5.7 Assist the BAC in the preparation of the Financial Negotiation Cost; 5.8 Prepare Financial Negotiation Form to be signed by the members of the BAC, Project Proponents/End-Users and Consultants present during the negotiation; 5.9 Record the proceedings; 5.10 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; and 5.11 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution. 6. Approval of Resolution and Issuance of NOA The Procurement Division shall: AEITDH 6.1 Prepare and affix initial to the BAC Resolution Recommending Award; 6.2 Route the BAC Resolution for signature of all BAC members present during negotiation and approval of the CIR or his duly authorized representative; 6.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 6.4 Prepare and affix initial to the NOA; 6.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 6.6 Receive from CIR or his duly authorized representative the approved NOA; 6.7 Serve the approved NOA to the Consultant; 6.8 Receive from the Consultant the duly acknowledged NOA; 6.9 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 6.10 Receive from the Consultant the performance bond. 7. Contract Preparation and Signing The Procurement Division shall: 7.1 Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 7.2 Prepare the draft contract with complete supporting documents; 7.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 7.4 Receive from Legal Service the draft contract with complete supporting documents and comment/s; 7.5 Incorporate comments, if any; 7.6 Prepare and affix initial to the ObR; 7.7 Finalize the contract; 7.8 Make all necessary arrangements for contract signing and approval; 7.9 Receive the final contract and ensure that: SacDIE a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment (CAA); b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Supplier/Contractor and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 8. NTP Preparation and Issuance The Procurement Division shall: 8.1 Prepare and affix initial to the NTP; 8.2 Route the NTP for initials of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 8.3 Receive from CIR or his duly authorized representative the approved NTP; 8.4 Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Consultant; 8.5 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 8.6 Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 8.7 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. FS CIScaA c. AdmS d. Accounting Division e. Project Proponent f. IT Contracts and Monitoring Division (For IT contracts) g. GSD h. Contractor B.6 Agency-to-Agency 1. Pre-Procurement Conference The Procurement Division shall: 1.1 Receive from the Project Proponent/End-user the following documents: a. Request and justification for the use of NP-Agency-to Agency; b. TOR; c. Revised PPMP; d. Quotations from at least three (3) Consultants; e. CBA, taking into consideration the following factors: prevailing standard cost for the project in the market and absorptive capacity of the Servicing Agency; f. Certificate from the authorized officer of the Servicing Agency that the latter complies with all the conditions prescribed above; and g. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 1.2 Prepare calendar of procurement activities for each project and make all necessary arrangements for BAC meetings; 1.3 Prepare the draft APP-revised; 1.4 Prepare and affix initial to the Notice of Meeting for BAC deliberation; 1.5 Forward the Notice of Meeting to the BAC Chairman for signature; cDAITS 1.6 Receive from BAC Chairman the signed Notice of Meeting; 1.7 Photocopy, collate and bind all pertinent documents needed during the meeting; 1.8 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 1.9 Prepare attendance sheet of attendees to the meeting; 1.10 Assist the BAC in the deliberation of the request for NP-Agency-to Agency; 1.11 Present to BAC the draft APP-revised for comments; 1.12 Record the proceedings; 1.13 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; 1.14 Submit to CIR photocopy of attendance sheet of the BAC meeting; 1.15 Finalize and sign the APP-revised; 1.16 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution; 1.17 Prepare and affix initial to the BAC Resolution; 1.18 Route the APP for initial of all BAC members present during the deliberation, signature of the BAC Chairman, initial of the Chief, Budget Division, HREA & ACIR-FS, HREA & ACIR-AdmS, DCIR-RMG, OCIR-Chief of Staff and approval of the CIR; 1.19 Route the BAC Resolution for signature of all BAC members present during the meeting and approval of the CIR or his duly authorized representative; 1.20 Receive from CIR or his duly authorized representative the approved BAC Resolution; 1.21 Receive from CIR the approved APP-revised; 1.22 Scan the approved APP-revised and post in the BIR website; 1.23 Submit copy of the approved APP-revised to GPPB, COA, Ombudsman; 1.24 Furnish copy to CIR, DCIRs, ACIR-AdmS, ACIR-FS, BAC members, Chief, Budget Division and Project Proponent/End-user; 1.25 Receive from the Project Proponent/End-user, the following documents incorporating the comments made during the pre-procurement conference: ECTIHa a. Revised TOR and ABC duly approved by the concerned DCIR and Abstract of Quotations together with the Original Quotations submitted by various Consultants; and b. Other pertinent documents (refer to Annex "A") as required pursuant to existing accounting and auditing rules and regulations. 2. Preparation, Approval, Issuance & Posting of the documents The Procurement Division shall: 2.1 Prepare and affix initial to the Notice to Servicing Agency, Invitation Letter to the Servicing Agency and Observers; 2.2 Forward to the BAC Chairman the Notice to Servicing Agency, Invitation Letter to the Servicing Agency and Observers, for signature; 2.3 Receive from BAC Chairman the signed Notice to Servicing Agency, Invitation Letter to the Servicing Agency and Observers; 2.4 Scan the signed Notice to Servicing Agency and post continuously, in the PhilGEPS, the BIR websites and the website prescribed by the foreign government/foreign or international financing institution, if applicable, for seven (7) calendar days starting on date of posting; 2.5 Photocopy the signed Notice to Servicing Agency and post at any conspicuous place in the premises of the BIR-National Office, reserved for this purpose, for seven (7) calendar days, if applicable, as certified by the head of the respective BAC Secretariat; 2.6 Serve the Invitation Letter and the Notice to Servicing Agency and Observers; 2.7 Photocopy, collate and bind the following bidding documents: a. Signed Notice to Notice to Servicing Agency; b. Instruction to Servicing Agency; c. Other Bidding Forms (PBD); and TOR Bid Form Contract Sample forms d. Checklist of Requirements for: Envelope 1 Technical Component & SIcTAC Envelope 2 Financial Component 2.8 Issue the Bidding Documents to the Servicing Agency. 3. Submission, Receipt and Opening of Bids The Procurement Division shall: 3.1 Prepare and affix initial to the Notice of Meeting for the Submission, Receipt and Opening of Bids; 3.2 Forward the Notice of Meeting to the BAC Chairman for signature; 3.3 Receive from BAC Chairman the signed Notice of Meeting; 3.4 Photocopy, collate and bind all pertinent documents needed during the meeting; 3.5 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 3.6 Prepare attendance sheet of attendees to the meeting; 3.7 Receive from the Servicing Agency the financial proposal indicating the date and time of receipt; 3.8 Assist BAC in the submission, receipt, opening and preliminary examination of bids; 3.9 Prepare the Bidding Results Checklist for Envelope 2 for signature of the BAC members; 3.10 Record the proceedings; 3.11 Prepare, sign and route the Minutes of the Submission, Receipt, Opening and Preliminary Examination of Bids for signature of all BAC members present during Submission, Receipt, Opening and Preliminary Examination of Bids; and 3.12 Submit to CIR photocopy of attendance sheet of the BAC meeting. 4. Detailed Bid Evaluation and Post-Qualification The Procurement Division shall: 4.1 Prepare and affix initial to the Notice of Meeting for the evaluation of bids by the TWG; 4.2 Forward the Notice of Meeting to the BAC Chairman for signature; 4.3 Receive from BAC Chairman the signed Notice of Meeting; AEDcIH 4.4 Serve the signed Notice of Meeting to all members of the TWG, BAC Secretariat and Observers; 4.5 Prepare attendance sheet of attendees to the meeting; 4.6 Assist the TWG in the conduct of a detailed evaluation of bids; 4.7 Assist the TWG in the preparation of the Bid Evaluation Report; 4.8 Route the TWG report for signature of all members of the TWG and BAC Secretariat present during the bid evaluation; 4.9 Prepare and affix initial to the Notice of Meeting for BAC's deliberation on the result of the detailed bid evaluation conducted by the TWG; 4.10 Forward the Notice of Meeting to the BAC Chairman for signature; 4.11 Receive from BAC Chairman the signed Notice of Meeting; 4.12 Photocopy, collate and bind all pertinent documents needed during the meeting; 4.13 Serve the signed Notice of Meeting together with the pertinent documents to all members of the BAC, TWG, BAC Secretariat, Project Proponents/End-users and Observers; 4.14 Prepare attendance sheet of attendees to the meeting; 4.15 Assist the BAC and TWG in the deliberation on the result of the detailed bid evaluation; 4.16 Record the proceedings; 4.17 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; and 4.18 Submit to CIR photocopy of attendance sheet of the BAC meeting. 5. Negotiation The Procurement Division shall: 5.1 Prepare and affix initial to the Notice of Meeting for the negotiation; 5.2 Forward the Notice of Meeting to the BAC Chairman for signature; 5.3 Receive from BAC Chairman the signed Notice of Meeting; 5.4 Serve the signed Notice of Meeting to all members of the BAC, BAC Secretariat and Observers; acCETD 5.5 Prepare attendance sheet of attendees to the meeting; 5.6 Assist the BAC in the negotiation; 5.7 Assist the BAC in the preparation of the Financial Negotiation Cost; 5.8 Prepare Financial Negotiation Form to be signed by the members of the BAC, Project Proponents/End-Users and Consultant present during the negotiation; 5.9 Record the proceedings; 5.10 Prepare, sign and route the Minutes of Meeting for signature of all BAC members present during the meeting; and 5.11 Collate all the documents and/or records of the proceedings of the BAC and attach to the BAC Resolution. 6. Approval of Resolution and Issuance of NOA The Procurement Division shall: 6.1 Prepare and affix initial to the BAC Resolution Recommending Award; 6.2 Route the BAC Resolution for signature of all BAC members present during negotiation and approval of the CIR or his duly authorized representative; 6.3 Receive from CIR or his duly authorized representative the approved BAC Resolution; 6.4 Prepare and affix initial to the NOA; 6.5 Route the NOA for initial of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 6.6 Receive from CIR or his duly authorized representative the approved NOA; 6.7 Serve the approved NOA to the Consultant; 6.8 Receive from the Consultant the duly acknowledged NOA; 6.9 Scan the NOA and post, within three (3) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 6.10 Receive from the Supplier/Contractor the performance bond. 7. Contract Preparation and Signing The Procurement Division shall: CITaSA 7.1 Collate all the documents and/or records of the proceedings of the BAC and attach to the draft contract; 7.2 Prepare the draft contract with complete supporting documents; 7.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 7.4 Receive from Legal Service the draft contract with complete supporting documents and comment/s; 7.5 Incorporate comments, if any; 7.6 Prepare and affix initial to the ObR; 7.7 Finalize the contract; 7.8 Make all necessary arrangements for contract signing and approval; 7.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment; b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Supplier/Contractor and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. 8. NTP Preparation and Issuance The Procurement Division shall: 8.1 Prepare and affix initial to the NTP; 8.2 Route the NTP for initials of the Project Proponents/End-users and approval of the CIR or his duly authorized representative; 8.3 Receive from CIR or his duly authorized representative the approved NTP; 8.4 Serve the approved NTP together with a copy of the approved and notarized contract to the Winning Consultant; cEAaIS 8.5 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 8.6 Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; and 8.7 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. FS c. AdmS d. Accounting Division e. Project Proponent f. IT Contracts and Monitoring Division (For IT contracts) g. GSD h. Contractor B.7 Small Value Procurement (SVP) 1. Pre-Procurement Activities The Procurement Division shall: 1.1 Receive from AdmS the approved Purchase Request (PR) together with the applicable attachments; 1.2 Request for Pre-Repair Inspection approved by the Chairman, IAC; and 1.3 Approved Layouts and/or drawings; 1.4 Assign control number to the PR; 1.5 Prepare and sign Request for Quotation (RFQ); 1.6 Serve RFQs to at least three (3) Suppliers; LLjur 1.7 Scan the RFQ and post continuously, in the PhilGEPS, the BIR website and the websites prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR-National Office, reserved for this purpose, if the total aggregate value of PR is above Php50,000.00, for seven (7) calendar days starting on date of posting; 1.8 Receive, open the price quotations and determine the most responsive quotation; and 1.9 Prepare and sign the Abstract of Quotations. 2. Contract Preparation and Signing The Procurement Division shall: 2.1 Collate all the documents and attach to the draft contract; 2.2 Prepare the draft contract with complete supporting documents; 2.3 Transmit the draft contract with complete supporting documents to the Legal Service for review and comment/s; 2.4 Receive from Legal Service the draft contract with complete supporting documents and comment/s; 2.5 Incorporate comments, if any; 2.6 Prepare and affix initial to the ObR; 2.7 Finalize contract; 2.8 Make all necessary arrangements for contract signing and approval; 2.9 Receive the final contract and ensure that: a. Chief, Budget Division signed the ObR (Box B) certifying availability of allotment; b. Chief, Accounting Division signed the contract as witness pursuant to COA Circular No. 79-122 and attached the CAF to the contract; c. CIR or his duly authorized representative and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; d. Winning Consultant and his witness signed the contract on the last page and affixed their initials on the left hand margin of the first page up to the second to the last page; and e. Notary Public notarized the approved contract. DETcAH 2.10 Serve the approved and notarized contract to the Winning Consultant; 2.11 Submit to COA, a copy of the NTP, within five (5) working days from its issuance together with a copy of the approved and notarized contract with complete supporting documents, as required in COA Circular Nos. 2009-001 dated February 12, 2009 and 2012-001 dated June 14, 2012; 2.12 Scan the NTP and approved and notarized contract and post, within fifteen (15) calendar days from its issuance, in the PhilGEPS and BIR websites and in the website prescribed by the foreign government/foreign or international financing institution, if applicable, and at any conspicuous place in the premises of the BIR reserved for the purpose; 2.13 Provide a copy of the approved and notarized contract and other pertinent documents (refer to Annex "A") to the following: a. RMG b. FS c. AdmS d. Accounting Division e. Project Proponent f. IT Contracts and Monitoring Division (For IT contracts) g. GSD h. Contractor VI. Receipt/Acceptance and Distribution of Goods and Services A. Supplies, materials, tax returns and other forms (excluding accountable forms) The General Services Division shall: 1. Receive from Supplier/Contractor items procured together with the Delivery Receipts (DR)/Sales Invoice (SI)/Charge Invoice (CI)/Service Invoice (ServI); 2. Store the supplies, materials, tax return and other forms (excluding accountable forms) for inspection; 3. Prepare request for inspection, together with photocopy/ies of DR/SI/CI/ServI; 4. Forward request for inspection to the Chairman and Members of the Inspection Committee (IC) and COA, within twenty-four (24) hours from receipt of deliveries; acCTIS 5. Coordinate with IC the conduct of actual inspection of delivered supplies, materials, tax returns and other forms (excluding accountable forms); 6. Receive signed Inspection and Acceptance Report (IAR) from AC; 7. Record accountability of the Chief, GSD; 8. Record the procured supplies in their respective Supplies Ledger Card (Accounting Form No. 84) (Annex "N"); 9. Monitor and control the issuance of supplies; 10. Distribute supplies to different offices in the National Office on the basis of approved Requisition and Issue Slip (RIS) (Annex "O"); 11. Distribute/ship BIR tax returns and other forms (excluding accountable forms) from the GSD Buffer Stock to various regional and district offices based on their additional request as allocated and approved by the Taxpayer Service Programs and Monitoring Division; 12. Prepare tracer for unacknowledged shipment in accordance with the memorandum issued by the DCIR, RMG dated May 7, 2013; 13. Maintain stock cards (Gen Form No. 18) (Annex "P") reflecting receipt, issuance (based on RIS) and stock position of supplies, tax returns and other forms (excluding accountable forms); 14. Submit Daily Summary of Supplies and Materials Issued (DSSMI) (Annex "Q") to the Accounting Division for posting in the Journal Entry Voucher (JEV)/encoding in the Electronic National Government Accounting System (eNGAS); 15. Conduct physical inventory of supplies, materials, tax returns and other forms, excluding accountable forms; (Quarterly and Annually) 16. Prepare Report on Physical Count of Supplies (Annex "R"), Materials, Tax Returns and other forms (excluding accountable forms); and 17. Submit to COA Report on Physical Count of Supplies, Materials, Tax Returns and other forms (excluding accountable forms). The AdmS shall: 1. Receive from the GSD RIS and encode for control purposes; 2. Check/Review on all entries as well as its attachments such as: a. PO/Contract b. DR c. Approved Deployment d. Receipt of Returned Item (In case of reissuance) ITCcAD 3. Affix initial and sign/approve the RIS (HREA-AdmS and ACIR-AdmS respectively); and 4. Forward the signed RIS to the GSD. The Project Proponent (PP) shall: 1. Prepare budget proposal and PPMP and submit to the Budget Division; 2. Prepare TOR/PR with ABC and submit to the BAC secretariat; 3. Prepare and submit Request for Inspection of contract deliverables for goods/services directly delivered to the project proponent, such as applications/licenses, reports, documentations, manuals and the like, addressed to the Chairman, IC and COA, within twenty four (24) hours from receipt of contract deliverables; 4. Receive Billing Statement(BS)/SI/Statement of Account (SA) from Supplier/Contractor; 5. Ensure compliance with all the documentary requirements specified in the applicable Checklist of Requirements per Annex "A" of this Manual; 6. Transmit and submit to the PD Billing Statement(BS)/SI/Statement of Account (SA) with complete documentary requirements specified in the applicable Checklist of Requirements per Annex "A" of this Manual; 7. Forward original DR/SI/ServI/CI to IC, copy furnished GSD, with photocopies of said documents, within twenty four (24) hours from conduct of actual inspection. Inspection Committee shall: 1. Receive Request for Inspection from GSD/Project Proponents; 2. Assign an inspector for the purpose; 3. Conduct actual inspection of deliveries for verification on whether the deliveries conform with the specifications/terms and conditions in the PO/JO/contract; 4. Prepare IAR with original copy of PO/JO/contract, DR/SI/ServI/CI and other requirements per deliverable based on the TOR/PR; and 5. Sign in the appropriate box of the IAR; and 6. Transmit signed IAR with original copy of PO/JO/contract, DR/SI/ServI/CI and other requirements per deliverable based on the TOR/PR to the AC. Acceptance Committee shall: 1. Receive signed IAR with original copy of PO/JO/contract, DR/SI/ServI/CI and other requirements per deliverable based on the TOR/PR from IC; CaASIc 2. Sign in the appropriate box for the AC; and 3. Transmit signed IAR with original copy of PO/JO/contract, DR/SI/ServI/CI and other requirements per deliverable based on the TOR/PR to the PD copy furnished COA with IAR and Accounting Division and GSD with IAR and all other documents required for recording purposes. B. Equipment, Furniture, Fixtures and Motor Vehicles The General Service Division shall: 1. Receive from Supplier/Contractor items procured together with the DR/SI/CI; 2. Store the equipment, furniture, fixtures and motor vehicles for inspection; 3. Prepare request for inspection, together with photocopy/ies of DR/SI/CI; 4. Forward request for inspection to the Chairman and Members of the IC and COA, within twenty-four (24) hours from receipt of deliveries; 5. Coordinate with IC the conduct of actual inspection of delivered equipment, furniture, fixtures and motor vehicles; 6. Receive signed IAR from AC; 7. Record accountability of the Chief, GSD; 8. Assign property number on each equipment, furniture, fixtures and motor vehicles procured; 9. Record the procured equipment, furniture, fixtures and motor vehicles in their respective Equipment Ledger Card; 10. Prepare Requisition and Issue Slip (RIS), Acknowledgement Receipt for Equipment (ARE) (Annex "S"), Invoice Receipt for Property (IRP) (Annex "T") and/or Acknowledgement Receipt for Leased Properties (Annex "U"), if applicable; 11. Issue the equipment, furniture and motor vehicles to accountable officers on the basis of approved allocation and RIS; 12. Prepare Transit Invoice (BIR Form No. 30.07), if applicable and Gate Pass (Annex "V") for equipment, furniture, fixtures and motor vehicles to be deployed to ROs; 13. Deliver equipment, furniture, fixtures and motor vehicles together with Transit Invoice, RIS, IRP and Gate Pass; 14. Surrender Gate Pass to the assigned security guard upon release of equipment, furniture, fixtures and motor vehicles; aDACcH 15. Receive signed ARE from the respective NO accountable officer; 16. Record transfer of accountability from Chief, GSD to the concerned NO accountable officer; 17. Monitor the status of shipment to the ROs; 18. Receive Transit Invoice, RIS and IRP duly acknowledged by the concerned ROs; 19. Receive signed IRP from the respective RO accountable officer; 20. Record transfer of accountability from Chief, GSD to the concerned RO accountable officer; 21. Maintain stock cards reflecting the receipt, issuance and balances of equipment, furniture, fixtures and motor vehicles; 22. Submit to Accounting Division IRP duly acknowledged by the concerned ROs; 23. Conduct physical inventory of equipment, furniture, fixtures and motor vehicles (quarterly & semi-annually); 24. Prepare report on the physical inventory of equipment, furniture, fixtures and motor vehicles; and 25. Submit to COA and Accounting Division/Finance Division report on the physical inventory of equipment, furniture, fixtures and motor vehicles. The AdmS shall: 1. Receive from the GSD RIS and encode for control purposes; 2. Check/Review on all entries as well as its attachments such as: a. PO/Contract b. DR c. Approved Deployment d. Receipt of Returned Item (In case of reissuance) 3. Affix initial and sign/approve the RIS (HREA-AdmS and ACIR-AdmS respectively); and 4. Forward the signed RIS to the GSD. The Project Proponent (PP) shall: 1. Prepare budget proposal and PPMP and submit to the Budget Division; 2. Prepare TOR/PR with ABC and submit to the BAC secretariat; 3. Prepare and submit Request for Inspection of contract deliverables for goods/services directly delivered to the project proponent, such as applications/licenses, reports, documentations, manuals and the like, addressed to the Chairman, IC and COA, within twenty four (24) hours from receipt of contract deliverables; aADSIc 4. Receive Billing Statement(BS)/SI/Statement of Account (SA) from Supplier/Contractor; 5. Ensure compliance with all the documentary requirements specified in the applicable Checklist of Requirements per Annex "A" of this Manual; 6. Transmit and submit to the PD Billing Statement(BS)/SI/Statement of Account (SA) with complete documentary requirements specified in the applicable Checklist of Requirements per Annex "A" of this Manual; 7. Forward original DR/SI/ServI/CI to IC, copy furnished GSD, with photocopies of said documents, within twenty four (24) hours from conduct of actual inspection. Inspection Committee shall: 1. Receive Request for Inspection from GSD/Project Proponents; 2. Assign an inspector for the purpose; 3. Conduct actual inspection of deliveries for verification on whether the deliveries conform with the specifications/terms and conditions in the PO/JO/contract; 4. Prepare IAR with original copy of PO/JO/contract, DR/SI/ServI/CI and other requirements per deliverable based on the TOR/PR; and 5. Sign in the appropriate box of the IAR; and 6. Transmit signed IAR with original copy of PO/JO/contract, DR/SI/ServI/CI and other requirements per deliverable based on the TOR/PR to the AC. Acceptance Committee shall: 1. Receive signed IAR with original copy of PO/JO/contract, DR/SI/ServI/CI and other requirements per deliverable based on the TOR/PR from IC; 2. Sign in the appropriate box for the AC; and 3. Transmit signed IAR with original copy of PO/JO/contract, DR/SI/ServI/CI and other requirements per deliverable based on the TOR/PR to the PD copy furnished COA with IAR and Accounting Division and GSD with IAR and all other documents required for recording purposes. C. BIR Lot and Building 1. Donation The General Services Division shall: 1.1 Receive Original Copy of the Deed of Donation, Tax Declaration, Transfer Certificate of Title (TCT) and other related documents from various Regional & District Offices; ASHECD 1.2 Furnish the Accounting Division with a certified true copy of the above-mentioned documents for recording in the National Office Books of Account; and 1.3 File and store the above-mentioned documents in the GSD vault. 2. Lease Contract with Option to Purchase The General Services Division shall: 2.1 Receive Certified True Copy of the Contract of Lease with Option to Purchase, Lease/Amortization Schedule of Contract of Lease with Option to Purchase, Certificate of Acceptance, Certificate of Occupancy, latest Tax Declaration at the time of the contract and TCT in the name of the Lessor; 2.2 Furnish the Accounting Division a certified true copy of the above-mentioned documents for recording in the National Office Books of Accounts; 2.3 Prepare DV for the payment of monthly lease rental with option to purchase for Land Bank Leasing Corporation and quarterly payment for the Philippine Reclamation Authority; 2.4 Maintain Ledger Card for payment of lease rentals per office; 2.5 File and store the above-mentioned documents in the GSD vault; 2.6 Perform necessary action to effect transfer of title in the name of BIR upon full payment of the lease rental with option to purchase; and 2.7 Request Deed of Conveyance of the building from the Lessor. 3. Deed of Sale/Deed of Absolute Sale The General Services Division shall: 3.1 Receive from the Regional and District Offices the Original copy of the Deed of Sale, Tax Declaration and TCT in the name of the Bureau, and other related documents; 3.2 Furnish the Accounting Division with a certified true copy of the above-mentioned documents for recording in the National Office Books of Accounts; 3.3 File and store the above-mentioned documents in the GSD vault. D. Accountable Forms The AFD shall: cTIESD 1. Receive accountable forms procured together with the DR from the winning RGP signed by the representatives of the Committee to Supervise the Printing of Accountable Forms (CSPAF); 2. Check accountable forms delivered to determine conformity with specifications, serial number, quantity and security features prescribed in the TOR; 3. Accept delivery through affixture of the AFD Chief's signature on the DR and appropriate box of the IAR; 4. Store accountable forms delivered by the winning RGP; 5. Prepare a Request for Inspection addressed to COA; 6. Transmit Request for Inspection, together with the photocopy of the DR, to COA within twenty-four (24) hours from receipt of deliveries; 7. Receive signed IAR from the CSPAF; 8. Furnish a copy of the signed IAR and DR to COA and Accounting Division; 9. Record in the bin/stock cards for each type of accountable forms the receipts, issuances and balances of particular forms; 10. Receive request for issuance of accountable forms with the following required documents: a. Miscellaneous accountable forms BIR accountable forms (ROR, AF51, eLA, etc.) approved RIS by the authorized requisitioner b. Community Tax Certificate (CTC) PO with signature of the Treasurer Certification from the BLGF as to authenticity of the signature of the treasurer c. Labels and cigarette strip stamps approved BIR form 2620 (Requisition for Revenue Strip Stamps and Labels) (Annex "W") 11. Prepare Billing Statement covering purchase of community tax/labels/cigarette strip stamps by external users; 12. Prepare Gate Pass and Invoice Receipt; 13. Receive the OR issued by GSD covering payment of purchased community tax/labels/cigarette strip stamps; 14. Attach the photocopy of the corresponding OR in the RIS/BIR Form No. 2620; ISHaTA 15. Record delivery and issuance of accountable forms in the vault logbook; 16. Gather and arrange accountable forms to be issued for inspection by the requisitioner, vault custodian and releasing officers; 17. Check quantity, serial numbers of the accountable forms against pertinent entries in the RIS/BIR Form 2620 and gatepass; 18. Sign RIS/BIR Form 2620 and gatepass; 19. Release the accountable forms together with a copy of the RIS/BIR Form 2620 and gatepass; 20. Post issuance of accountable form on the bin/stock card; 21. Record the delivery and issuance of accountable forms in the Vault Ledger; 22. Prepare Daily Report of Accountability for Accountable Forms (Annex "X") and Daily Report of Supplies and Material Issued (Annex "Y"); 23. Submit DRAAF and DRSMI to the Accounting Division; 24. Request members of the Committee on Physical Inventory or that of their respective representatives for the conduct of the physical count of accountable forms every first working day of January and July in accordance with Section 65 of the Manual on National Government Accounting System; 25. Prepare a Summary of Inventory of Accountable Forms as of June 30 and December 31; 26. Receive approved/signed Report on the Physical Count of Accountable Forms from the Committee on Physical Inventory; 27. Post issuances to the respective subsidiary ledgers of authorized BIR accountable officers; and 28. Post liquidation on the respective subsidiary ledgers of BIR accountable officers based on the submitted RAAF. The Committee to Supervise Printing of Specialized Accountable Forms shall: 1. Supervise the printing of accountable forms ensuring compliance with the specifications and security features prescribed in the JO/contract; 2. Prepare IAR for the accountable forms delivered; 3. Affix their signatures on the DR and the IAR to evidence completeness of the accountable forms delivered and its conformity with the abovementioned specifications and security features; 4. Prepare and affix their signatures on the final Report on the Physical Count of Accountable Forms; and 5. Submit the approved/signed Report on the Physical Count of Accountable Forms to COA, AdmS, TSPMD and Accounting Division. EcTaSC VII. Disposal A. Unserviceable Property The General Services Division shall: 1. Receive unserviceable property of an accountable officer thru the head of the office concerned, with letter of request and I & I Report or Waste Materials Report, as the case may be. 2. Record items received and determine condition of equipment; 3. Prepare and issue receipt for returned items; 4. Transfer accountability of returned items to Chief, GSD/RO; 5. Store surrendered unserviceable items; 6. Conduct count of returned items, classify and segregate each item by condition of equipment; 7. Update accountability of Chief, GSD/Chief, Administrative Division upon disposal of property; 8. Forward copies of all documents related to disposal of property to Chief, Accounting Division; 9. Aside from above-mentioned duties, (items 1 to 8) perform the following in case of disposal thru public bidding: a. Prepare InvTB and forward Invitation with supporting documents to ACIR, AdmS for approval; b. Publicize invitation in a newspaper of general circulation or resort to substitute publication; c. Serve notice of award to winning bidder; d. Accept payment and issue OR to winning bidder; e. Issue gate pass and release disposed items to winning bidder; and f. Forward copies of documents on public bidding to Chief Accounting Division. 10. Aside from Items 1 to 8, perform the following duties in case of disposal thru transfer to another government agency: a. Prepare and send letter-offer to other government agencies; b. Prepare and send letter of approval to recipient of disposable items; c. Prepare items to be transferred; d. Prepare Invoice and Receipt of Property and Gate Pass; and IEHaSc e. Prepare and send letters to COA relative to approved transfer. 11. Aside from Items 1 to 8, perform the following duties in case of disposal by outright condemnation: a. Prepare Gate Pass for release of items for condemnation; b. Release items for condemnation; and c. Bring items to be disposed to the place of condemnation. 12. Aside from Items 1 to 8, perform the following in case of disposal thru barter: a. Inspect property to be disposed by another government Agency; b. Prepare: Items to be exchanged Invoice-Receipt of Property and Gate Pass c. Prepare and send: Letter proposal to another government agency Letter of approval to government agency Letter to COA on exchange of property d. Pick up item to be exchanged from government agency; e. Sign Invoice-Receipt of Property prepared by the government agency. 13. Aside from Items 1 to 8, perform the following in case of disposal thru donation of property: a. Solicit COA and DBM approval on proposal to donate property. b. Prepare and send letter-offer to prospective donee (Charitable, Scientific, Educational or Cultural Association). c. Prepare and send letter of approval to recipient of item. d. Prepare item to be donated. e. Prepare Invoice-Receipt of Property, Deed of Donation and Gate Pass; and 14. Notify prospective buyers in negotiated sale. B. Obsolete, damaged and cancelled Accountable Forms The AFD shall: CEIHcT 1. Receive obsolete, damaged and cancelled (ODCA) accountable forms together with BIR Form No. 2622 "Report of Lost/Incomplete/Cancelled/Damaged Accountable Forms"; 2. Prepare memorandum to the National Office Committee on Disposal of Accountable Forms requesting their attendance to the scheduled physical inventory of disposable accountable forms; 3. Generate a "List of Obsolete, Damaged and Cancelled Accountable Forms" which will serve as a reference to the conduct of the actual inventory; 4. Prepare a memorandum to the ACIR, AdmS to authorize disposal of the accountable forms in the said List; 5. Prepare a Memo to the members of the Committee to attend/witness actual disposal of said accountable forms; 6. Prepare a Gate Pass for the accountable forms to be disposed; 7. Conduct actual disposal through shredding; 8. Prepare an Indorsement letter addressed to the Chief, Records Management Division, turning over the shredded forms to them; 9. Prepare a Certificate of Destruction for signature by the members of the Committee; 10. Prepare a Memorandum for signature by the Chairman, Committee on Disposal, notifying the DCIR, RMG of said disposal; 11. Indorse copies of all relevant documents to the members of the Committee; 12. Provide a copy of all relevant documents to the Accounting Section, for reference; and 13. File all documents corresponding to said disposal. VIII. Preparation of DV and Cheques The Procurement Division (PD) shall: 1. Receive from Project Proponent BS/SI/SA, checklist of Requirements and supporting documents; 2. Receive from GSD/PP original DR/SI/ServI/CI supporting the deliveries; 3. Verify completeness of supporting documents; 4. Return to PP for compliance if documents are found to be incomplete; 5. Evaluate documents as to correctness and accuracy; IDESTH 6. Prepare DV if in compliance with the terms and conditions of the JO/PO/contract within four (4) working days from receipt of all the documents as specified in Annex "A" hereof; 7. Transmit DV together with all the supporting documents to Accounting Division (AD) within one (1) day after preparation of DV; 8. Return to PP DV's with findings as determined by the PD/AD within one (1) day from discovery or receipt from PD. The AFD shall: 1. Receive SI/Bill from RGPs; 2. Prepare DV covering claims of RGPs; and 3. Transmit to the Accounting Division the DV together with the following supporting documents: a. TOR b. Specifications c. Letter to Taxpayer Assistance Service d. Memorandum from Taxpayer Assistance Service e. Approved Manuscript f. Financial Proposal g. Approved Budget for the Contract h. BAC Resolution i. Notice of Award j. Contract k. ObR l. Certificate as to Availability of Funds m. Notice to Proceed n. IAR o. DR p. Summary of Delivery q. SI/Bill. IX. Payment of Money Claims A. Preparation and Signing of ObR-Box A DISHEA The Requisitioning Office (i.e., AdmS) shall: 1. Receive Obr from the Procurement Division and encode for control purposes; 2. Check/Review the Obr on all entries as well as its attachments ( e.g. , PO/JO/APR/RPB/PR, RFQs, Abstract of Quotation and Certificate;) 3. Sign (Box A) or affix initials in the Obr depending on the amount category as per RDAO No. 4-2010: a. For amounts P500,000.00 and below, to be signed by HREA-AdmS; b. For amounts above P500,000.00 to P3,000,000.00, to be signed by ACIR-AdmS; c. For amounts above P3,000,000.00, to be initialed by both HREA-Administrative and ACIR-AdmS; and 4. Forward the signed Obr to the Budget Division or to the next designated signatory in case of 3 (c) above. B. Certification of Availability of Allotment The Budget Division shall: 1. Receive request for funding/certification of allotment for expenses/procurement of items not included in the APP; 2. Verify availability of allotment based on the expenditure program for the year or savings generated from funded projects; 3. Prepare transmittal slip/reference slip as to availability of allotment; 4. Forward transmittal slip/reference slip for approval/signature of ACIR, FS; 5. Receive approved/signed transmittal slip/reference slip from the Office of the ACIR, FS; 6. Forward to the Requisitioning Offices the approved/signed transmittal slip/reference slip; 7. Receive duly signed ObR Box A together with its supporting documents from the Requisitioning Office and record the same; 8. Check on the validity of the money claim and its consistency in the approved APP/expenditure program; 9. Act on the ObR received and fill-up all the necessary boxes; 10. Record the data contained in the ObR in the Registry of Allotment and Obligation (RAO) and Subsidiary Ledger; 11. Sign Box B of the ObR certifying availability of allotment and obligation; and SEHTAC 12. Transmit the ObR together with its supporting documents to the Accounting Division. (Note: 3rd copy of the ObR and photocopy of its supporting documents shall be maintained by the Budget Division). C. Certification as to Availability of Funds (CAF) pursuant to Section 86, PD 1445 and COA Circular No. 79-122 The Accounting Division shall: 1. Receive ObR together with the entire docket (original copies of the Contract/PO/JO/APR/RPB) from the Budget Division; 2. Record receipt of the ObR in the logbook; 3. Review the entire docket as to accuracy of the information stated thereat; 4. Prepare CAF for contracts/PO/JO/APR/RPB with a duration of more than three (3) months; 5. Indicate in the Contract/PO/JO/APR/RPB the ObR number and amount of funds available; 6. Certify Contract/PO/JO/APR/RPB as to Funds Availability; 7. Record in the Control Sheet the data contained in the ObR; and 8. Transmit the ObR together with the entire docket (original copies of the Contract/PO/JO/APR/RPB) to the AdmS/Procurement Division/AFD (Note: 2nd copy of the ObR and photocopy of its supporting documents shall be maintained by the Accounting Division). The Requisitioning Office (i.e., AdmS) shall: 1. Receive the PO/JO/APR/RPB from the Accounting Division and ensure that: a. Chief, Budget Division signed the attached ObR (Box B) certifying availability of allotment; b. Chief, Accounting Division signed the PO/JO/APR/RPB as witness pursuant to COA Circular No. 79-122; 2. Sign or affix initials in the PO/JO/APR/RPB/Contract depending on the amount category as per RDAO No. 4-2010: a. For amounts P500,000.00 and below, to be signed by HREA-AdmS; b. For amounts above P500,000.00 to P3,000,000.00, to be signed by ACIR-Administrative; c. For amounts above P3,000,000.00, to be initialed by both HREA-Administrative Service and ACIR-AdmS; and TSAHIa 3. Forward the signed/approved PO/JO/APR/RPB/Contract to the Procurement Division or to the next designated signatory in case of 2 (c) above. D. Disbursement Voucher The Accounting Division shall: 1. Receive DV/ObR and supporting documents from various offices in the N.O.; 2. Assign DV number; 3. Record pertinent DV/ObR details in the logbook; 4. Control the claim by indicating the ObR number on the DV; 5. Assign DV/ObR to the processors for pre-audit; 6. Verify completeness of supporting documents and correctness of all money claims; 7. Return the DVs with finding to concerned offices (Upon return of DV to AD, follow Step C1 to C6); 8. Post money claim to the respective index card to avoid double payment; 9. Verify cash availability; 10. Indicate on the DV the NCA no. where the claim was charged to ensure cash availability; 11. Sign/certify as to cash availability and completeness of supporting documents (Box A of the DV) after evaluation of money claims; 12. Retain a copy of the signed/certified DV and other pertinent documents; 13. Record the signed/certified DV and ObR in the log book; and 14. Forward signed/certified DV and supporting documents to FS. The FS shall: 1. Receive DVs and supporting documents from AD; 2. Review DVs as to the completeness of supporting documents and accuracy of money claims; If with findings/lacking documents, return to AD 3. Forward approved DVs and supporting documents to GSD for preparation of cheque. TAaCED X. Settlement of Money Claims The Procurement Division shall: 1. Prepare and sign the following documents for purchases/procurement using the PCF: a. Abstract of Quotations b. BIR Form No. 2306 (Certificate of Final Tax Withheld at Source) c. BIR Form No. 2307 (Certificate of Creditable Tax Withheld at Source) d. PCF Voucher 2. Submit to the Special Disbursing Officer (SDO) the approved PCF voucher together with the complete supporting documents for release of the corresponding cash to the Canvasser/Purchaser. The GSD shall: 1. Receive approved DVs and supporting documents from FS; 2. Prepare cheque; 3. Sign and countersign cheques with a face value of not more than P10,000 within one (1) working day from receipt of DVs; 4. Sign cheques with a face value of more than P10,000; 5. Transmit the cheque together with its supporting documents to the AdmS for countersignature; 6. Receive cheques countersigned by AdmS; 7. Prepare, sign and submit Advice of Cheques Issued and Cancelled (ACIC) to Land Bank of the Philippines (LBP) within the day of preparation of the cheque. 8. Release cheques to claimant or his duly authorized representative subject to the submission of the following documents: a. OR acknowledging payment of the claim b. Special Power of Attorney (SPA) executed by the payee/board of directors authorizing the representative to claim the cheque c. Board Resolution authorizing the representative to receive the cheque, if applicable; and d. Proper identification card of the claimant or the duly authorized representative. The AdmS shall: 1. Receive signed cheque and its supporting documents from GSD; THIECD 2. Countersign cheque within one (1) working day from receipt thereof; and 3. Release countersigned cheque to GSD. XI. Recording Asset Account and Recognizing Liability Account in the eNGAS: A. Inventory Items The Accounting Division shall: 1. Receive from AC/GSD and AFD certified photocopies of the following documents of inventory items procured: a. Contract/PO/JO/APR/RPB b. DR/SI/CI/ServI /Billing Statement c. IAR duly signed by the Committees 2. Encode pertinent details of inventory items in the eNGAS to recognize the asset account and to set up the liability account to the contractor/supplier; 3. Approve JEV in the eNGAS (on-line approval); 4. Generate JEV; 5. Sign JEV; 6. Retain duplicate copy of Approved JEV together with photocopies of all supporting documents; 7. Transmit original copy of JEV together with the certified photocopies of supporting documents to COA; and 8. Provide a copy of JEV to GSD for reconciliation purposes. B. Property, Plant and Equipment (PPE) The Accounting Division shall: 1. Receive certified photocopies of the following documents for PPE from: 1.1 GSD a. TCT/Tax Declaration b. Deed of Donation c. Deed of Conveyance d. ARE/IRP 1.2 Acceptance Committee cHESAD a. Contract/PO/JO/APR/RPB b. DR (with Property Number on each item) c. SI/CI/ServI/Billing Statement d. IAR 2. Check existence of PPE in the eNGAS to avoid double recording; 3. Encode the following PPE details in the eNGAS to recognize the asset account and to set up the liability account; a. Property Number/TCT Number/Tax Declaration Number b. Description c. Date of acquisition d. Estimated useful life e. Accountable Office f. Indicate whether depreciable or not 4. Approve JEV; 5. Generate JEV; 6. Retain a duplicate copy of Approved JEV together with photocopies of all supporting documents; 7. Transmit original copy of JEV together with the certified photocopies of supporting documents to COA; and 8. Provide a copy of JEV to GSD for reconciliation purposes. C. Liquidation of Prepayments (Procurement Service/National Printing Office) The Accounting Division shall: 1. Receive certified photocopies of the following documents from the Procurement Division: a. Liquidation Report (LR) b. Agency Procurement Request (APR) c. Request for Printing and Binding (RPB) d. Acknowledgment/DR e. OR (AF51) f. IAR AHDaET g. Photocopy of the cheque 2. Encode in the eNGAS pertinent details of inventory items to liquidate prepayments/advance payments; 3. Approve JEV in the eNGAS (on-line approval); 4. Generate JEV; 5. Sign JEV; 6. Retain duplicate copy of Approved JEV together with photocopies of LR, APR, RPB, DR, OR, IAR and cheque; 7. Transmit original copy of JEV together with the certified photocopies of LR, APR/RPB, DR, OR, IAR and cheque to COA; and 8. Provide a copy of JEV to GSD for reconciliation purposes. D. Issuance of Inventory Items The Accounting Division shall: 1. Receive the following documents from AFD/GSD: 1.1 AFD: a. Daily Report of Accountability for Accountable Forms (DRAAF) b. Daily Report of Supplies and Materials Issued (DRSMI) c. RIS d. PO e. BIR form 2620 (Requisition for Revenue Strip Stamps and Labels) 1.2 General Services Division: a. Daily Summary of Supplies and Materials Issued (DSSMI) (Annex "Z") b. RIS 2. Encode in the eNGAS pertinent details of issuance of inventory items; 3. Approve JEV in the eNGAS (on-line approval); 4. Generate JEV; 5. Sign JEV; 6. Retain a copy of Approved JEV together with the duplicate of the Reports listed in Item 1.1 hereof and the original of its supporting documents; ACTaDH 7. Transmit to COA the original copy of JEV together with the original copy of the Reports listed in Item 1.1 hereof and the original of its supporting documents; 8. Provide a copy of JEV to GSD/AFD for reconciliation purposes; and 9. Transmit to RO-FD the triplicate copy of JEV together with a photocopy of RSMI, RIS and SL for recording in the regional books of accounts. E. Transfer of PPE to Regional Offices The Accounting Division shall: 1. Receive IRP from GSD; 2. Check from eNGAS the existence of PPE in the PPE Ledger Card (PPELC); 3. Encode in the eNGAS pertinent details of transfer of PPE; 4. Approve JEV in the eNGAS (on-line approval); 5. Generate JEV; 6. Sign JEV; 7. Retain a copy of Approved JEV together with a photocopy of the IRP; 8. Transmit original copy of JEV together with the original copy of the IRP and PPELC to COA; 9. Provide a copy of JEV to GSD for reconciliation purposes; 10. Transmit to RO-FD the triplicate copy of JEV together with a photocopy of IRP and PPELC for recording in the regional books of accounts; and 11. Receive corresponding JEV from RO-FD taking up the transfer of PPE. F. Reconciliation of Inventory Items and PPE The Accounting Division shall: 1. For Inventory Items 1.1 Receive from GSD and AFD, hard and soft copies of semi-annual Report on the Physical Count of Inventories (RPCI) and Report on the Physical Count of Accountable Forms (RPCAF), respectively; 1.2 Reconcile Inventory Items per eNGAS generated Supplies Ledger Card against RPCI and RPCAF; EHSITc 1.3 Effect the necessary adjustment in the eNGAS in case the discrepancy is in the recording of the Inventory Items; 1.4 Inform GSD/AFD through a memorandum, the noted discrepancy for necessary adjustment in the RPCI and RPCAF. 2. For PPE 2.1 Receive from GSD hard and soft copies of the annual Report on the Physical Count of Property, Plant and Equipment (RPCPPE); 2.2 Reconcile PPE per RPCPPE against eNGAS the existence of the PPE in the NO books of accounts; 2.3 Effect the necessary adjustment in the eNGAS in case the discrepancy is in the recording of the PPE; and 2.4 Inform GSD through a memorandum, the noted discrepancy for necessary adjustment in the RPCPPE. G. Recording of Unserviceable and Disposed Properties The Accounting Division shall: 1. Receive from GSD the Inventory and Inspection Report of Unserviceable Property (IIRUP); 2. Reclassify unserviceable PPEs listed in the IIRUP to Other Assets; 3. Encode disposal of unserviceable properties in the eNGAS; 4. Approve JEV in the eNGAS (on-line approval); 5. Generate JEV; 6. Sign JEV; 7. Retain a copy of Approved JEV together with a photocopy of the IIRUP; 8. Transmit original copy of JEV together with the original copy of the IIRUP to COA; and 9. Provide a copy of JEV to GSD for reconciliation purposes. H. Disposal The Accounting Division shall: 1. Prepare Journal Voucher (JV) for dropping of disposed assets from books of accounts using as basis the pertinent portions of Inventory and Inspection Report, Report of Waste Materials or IRP, whichever is applicable, and other documents, and 2. Send JV and supporting documents to COA for post audit. TaISDA XII. Additional Guidelines Contract Implementation Guidelines for the Procurement of Goods, Supplies and Materials 1. Suspension of Work 1.1 The procuring entity may suspend the work wholly or partly by written order for a certain period of time, as it deems necessary due to force majeure or any fortuitous events as defined in the contract. The supplier or consultant shall take all reasonable steps to minimize the costs allocable to the work covered by such order during work stoppage; 1.2 Before the suspension order expires, the procuring entity concerned shall either lift such order or terminate the work covered by the same. If the suspension order is lifted, or if the period of the order expires, the supplier or consultant shall have the right to resume work. Appropriate adjustments shall be made in the delivery or contract schedule, or contract price, or both, and the contract shall be modified accordingly. 2. Liquidated Damages 2.1 When the supplier fails to satisfactorily deliver goods under the contract within the specified delivery schedule, inclusive of duly granted time extensions, if any, the supplier shall be liable for damages for the delay and shall pay the procuring entity liquidated damages, not by way of penalty, an amount equal to one-tenth (1/10) of one percent (1%) of the cost of the goods scheduled for delivery for every day of delay until such goods are finally delivered and accepted by the procuring entity concerned; 2.2 The procuring entity need not prove that it has incurred actual damages to be entitled to liquidated damages. Such amount shall be deducted from any money due or which may become due to the supplier, or collected from any securities or warranties posted by the supplier, whichever is convenient to the procuring entity concerned. In no case shall the total sum of liquidated damages exceed ten percent (10%) of the total contract price, in which event the procuring entity concerned shall automatically rescind the contract and impose appropriate sanctions over and above the liquidated damages to be paid. 3. Advance Payment 3.1 In accordance with Presidential Decree 1445, advance payment shall be made only after prior approval of the President, and shall not exceed fifteen percent (15%) of the contract amount, unless otherwise directed by the President; Provided, however, that for cases mentioned under 3.3, 3.4, and 3.5 of these guidelines, no prior approval by the President shall be necessary; 3.2 All progress payments shall first be charged against the advance payment until the latter has been fully exhausted, unless otherwise approved by the President; 3.3 A single advance payment not to exceed fifty percent (50%) of the contract amount shall be allowed for contracts entered into by a procuring entity for the following services where requirement of down payment is a standard industry practice: SEIDAC a. Hotel and restaurant services; b. Use of conference/seminar and exhibit areas; and c. Lease of office space. 3.4 Advance payment not to exceed fifteen percent (15%) of the contract amount, unless otherwise directed by the President, shall also be allowed for procurement of goods required to address contingencies arising from natural or man-made calamities in areas where a "State of Calamity" has been declared by appropriate authorities; 3.5 For goods supplied from abroad ten percent (10%) of the Contract Price shall be paid within 60 days from signing of the contract and upon submission of a claim and a bank guarantee issued by a licensed bank for the equivalent amount valid until the goods are delivered and in the form provided in the Bidding Documents. Abbreviations and Acronyms ABC Approved Budget for the Contract ACIR Assistant Commissioner AdmS Administrative Service AD Accounting Division AFD Accountable Forms Division APP Annual Procurement Plan APR Agency Procurement Request ARE Acknowledgement Receipt for Equipment BAC Bids and Awards Committee BIR Bureau of Internal Revenue BS Billing Statement CAF Certificate of Availability of Funds CI Charge Invoice CIR Commissioner of Internal Revenue COA Commission on Audit CSE Common Used Supplies and Equipment CSPAF Committee to Supervise the Printing of Accountable Forms DBM Department of Budget and Management DCIR Deputy Commissioner DR Delivery Receipt DSSMI Daily Summary of Supplies and Materials Issued DV Disbursement Voucher eNGAS Electronic National Government Accounting System FS Finance Service GOP Government of the Philippines GPPB Government Procurement and Policy Board GSD General Services Division GSD-WDS General Services Division-Warehousing and Disbursement Section HREA Head Revenue Executive Assistant HOPE Head of the Procuring Entity IAC Inspection and Acceptance Committee IAR Inspection and Acceptance Report ICS Inventory Custodian Slip InvTB Invitation to Bid IRP Invoice Receipt for Property JEV Journal Entry Voucher JO Job Order LCB Lowest Calculated Bid LR Liquidation Report NO National Office NOA Notice of Award NP Negotiated Procurement NP-SVP Negotiated Procurement-Small Value Procurement NPO National Printing Office NTP Notice to Proceed ObR Obligation Request OCIR Office of the Commissioner of Internal Revenue OR Official Receipt PCF Petty Cash Fund PCV Petty Cash Voucher PD Procurement Division PHILGEPS Philippine Government Electronic Procurement System PO Purchase Order PPELC PPE Ledger Card PR Purchase Request PS-DBM Procurement Service-Department of Budget and Management R.A. 9184 Republic Act No. 9184, otherwise known as the "Government Procurement Reform Act" RD Regional Director RGP Recognized Government Printer RIS Requisition and Issuance Slip RFQ Request for Quotation RMG Resource Management Group RPB Requisition for Printing and Binding RR Revenue Region SA Statement of Account SDO Special Disbursing Officer ServI Service Invoice SI Sales Invoice TOR Terms of Reference TWG Technical Working Group Glossary Advance payment refers to any payment made prior to the delivery and acceptance of Goods, Works, or Consulting Services. BAC refers to the Bids and Awards Committee as defined and established in accordance with Rule V of the IRR of R.A. 9184. BAC Members refer to the regular, provisional and alternate members of the BAC determined accordance with Rule V of the IRR. BAC Resolution Formal recommendation or expression of an action, decision, intention, opinion of a transaction/projects/programs. BAC Secretariat Serves as the main support unit of the BAC Provides Administrative support to the BAC Organize and make all necessary arrangements for BAC meetings and conferences Take custody of procurement documents and other records Manage the sale and distribution of bidding documents to interested bidders Advertise and/or post bidding opportunities, including bidding documents and Notices of Award, Contract and Notices to Proceed Assist in managing the procurement process ESDcIA Monitor procurement activities and milestones for proper reporting to relevant Agencies when required Consolidate PPMPs from various units of the procuring entity to make them available for review Act as the central channel of communications for the BAC with 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 BAC Support Staff refers to the members of the BAC Secretariat and the Technical Working Group duly designated by the BIR pursuant to the provisions of Rule V of the IRR of R.A. 9184. Bidding Documents the documents issued by the BIR as the bases for bids, furnishing all information necessary for a prospective bidder to prepare a bid for the infrastructure projects, goods and/or consulting services required by the BIR. Common-Use Supplies Goods, materials and equipment that are repetitively used in the day-to-day operations of procuring entities in the performance of their functions, which are included in the Price List of the Procurement Service (PS) of the Department of Budget and Management (DBM). Competitive Bidding A method of procurement which is open to participation by any interested party and which consists of the following processes: advertisement, pre-bid conference, eligibility screening of prospective bidders, receipt and opening of bids, evaluation of bids, post-qualification, and award of contract. Also referred to as Public Bidding. Contractor one who undertakes to perform a work or service, or supply goods for a public or private entity. Cost Benefit Analysis refers to tool used to aid decision-making by evaluating the benefits to be attained from an action against the costs for its implementation. For purposes of these Guidelines, the cost-benefit analysis should consider, among others, the costs for the transfer to, furnishing, and/or maintenance of the real estate and include a market analysis of prevailing lease rates within the vicinity of the selected locations. Disbursement Voucher shall be used for all money claims. The number shall be indicated on the DV and on every supporting document of the claim. The supporting documents shall be listed on the face of the voucher and in case more space in the appropriate journals. Exclusive Supplier/Distributor those suppliers and distributors that have patents, trade secrets and copyrights which prohibits other from manufacturing the same items. They do not have sub-dealers selling in at lower prices and for which no suitable substitute can be obtained at more advantageous terms. Expendable Supplies refer to articles which are normally consumed in use within one (1) year or converted in the process of manufacture or construction, or those having a life expectancy of more than one (1) year but which shall have decreased substantially in value after being put to use for only one (1) year ( e.g. , medicines, stationery, fuel and spare parts). Financial Bid one of two components comprising a bid, the other being the Technical Bid. DAaIEc Goods refer to all items, supplies, materials and general support services, except consulting services and infrastructure projects, which may be needed in the transaction of public businesses or in the pursuit of any government undertaking, project or activity, whether in the nature of equipment, furniture, stationery, materials for construction, or personal property of any kind, including non-personal or contractual services such as the repair and maintenance of equipment and furniture, as well as trucking, hauling, janitorial, security, and related or analogous services, as well as procurement of materials and supplies provided by the BIR for such services. The term "related" or "analogous services" shall include, but not be limited to, lease or purchase of office space, media advertisements, health maintenance services, and other services essential to the operation of the BIR. (IRR Section 5 [k]) Journal Entry Voucher shall be used for all transactions of the government, whether cash receipt, cash/cheque disbursements or non-cash transactions. It shall be prepared by the Accounting Division based on transactions documents presented. Accounting Journal entries shall be reflected therein and it shall serve as the basis for recording the transaction in the appropriate journal. Lessor refers to any private individual, partnership, cooperative, association or corporation having absolute ownership over the real estate or venue to be leased. Liquidated Damages damages agreed upon by the parties to a contract, to be paid in case of breach thereof. Non-expendable Supplies refer to articles which are not consumed in use and ordinarily retain their original identity during the period of use, whose serviceable life is more than one (1) year and which add to the assets of the GOP ( e.g. , furnitures, fixtures, transport and other equipment) Non-common use Supplies are those goods, materials and equipment that are neither "common-use supplies" nor "inventory items" and may include those goods, materials and equipment that are required by the BIR for a specific project only. Since these are not used regularly, and may even be highly specialized, these may be procured individually. There may be cases, however, when the APP will reveal that similar items are required for different projects, and in order to minimize costs, these may be procured under a single contract. For goods that are available off-the-shelf and are of relatively low value, shopping may be resorted to, provided the conditions for the use of this alternative mode of procurement are present. Notice of Award The document issued by the CIR/RD to the bidder to whom the contract is awarded. Notice of Post-qualification The document issued by the BAC to the bidder with LCB whose bid is found responsive. Notice to Proceed the document issued by the CIR/RD to the winning bidder to proceed with the implementation of the contract. Performance Security A security posted by the winning bidder to guarantee the faithful performance by the same of its obligations under the contract prepared in accordance with the bidding documents. Petty Cash Fund is a small amount of discretionary fund in the form of cash used for expenditure. Post-qualification the process of validating and verifying the documents, information and statements made in the Eligibility Documents by the Bidder who submitted the LCB, as well as ascertaining the said Bidder's compliance with the legal, financial and technical requirements of the bid. CIDTcH Project Proponent/End-User Unit The unit/office/department of the BIR that is primarily responsible for implementing and managing a project. Purchase Order shall be used to support the purchase of equipment, supplies and materials, etc. Purchase Request shall be used to request for the purchase of inventory/item not available on stock and it shall be the basis of preparing the Purchase Order. Repeat Order an alternative method of procurement of goods from the previous winning bidder, whenever there is a need to replenish goods procured under a contract previously awarded through Competitive Bidding . Report of Supplies and Materials Issued shall be prepared by the Supply Officer and shall be used by the Accounting Unit as a basis in preparing the JEV to record supplies and materials issued. Requisition and Issue Slip shall be used to request supplies and materials that are carried on stock. Services refer to general support services, except consulting services and infrastructure projects, which may be needed in support of the transaction of public businesses, or in the pursuit of any government undertaking, project or activity. These include non-personal or contractual services, such as the repair and maintenance of equipment and furniture, as well as trucking, hauling, janitorial security and related or analogous services ( e.g. , rental of venues and facilities, catering services, attendance to trainings and seminars, short term services not considered as consulting services). The terms "related services" or "analogous services" shall include, but not limited to, lease or purchase of office space, media advertisement, health maintenance services, and other services essential to the operation of the BIR. Servicing Agency shall refer to the agency which delivers the goods, undertakes the infrastructure project or provide consulting services. Shopping an alternative method of procurement of goods whereby the BIR simply requests for the submission of price quotations for readily available off-the-shelf goods or ordinary/regular equipment to be procured directly from suppliers of known qualifications. Spare parts refer to extra components, equipment, tools, instruments or parts of machinery or apparatus that replace the ones that are damaged or worn out. Stock Cars shall be used to record all receipts and issuances of supplies. It shall be maintained by the Supply and Property Unit for each in stock. Submitted Bid Price the bid price as indicated in the financial proposal submitted by the bidder. Supplemental/Bid bulletin a notice issued by the BIR to Prospective Bidders with respect to any clarifications or modifications in the Bidding Documents, including those affecting the technical specifications, eligibility requirements, procurement schedule, and other similar matters. Winning Bidder the LCRB/SCRB for public bidding of goods and HRRB for consultancy. ANNEX A-1 Claimant: __________________________________________________________ Contract No. and Title: ________________________________________________ Period Covered of Claim: ______________________________________________ Maintenance of Equipment Page No. Particulars Project Proponent __________ Original Sales Invoices or billing Statement __________ Summary of Monthly/Quarterly Remedial Maintenance __________ Summary of Monthly/Quarterly Preventive Maintenance Report __________ Monthly or Quarterly Service Report (if applicable) __________ Daily Time Record/Bundy Card (if applicable) __________ Summary of Attendance (if applicable) __________ Computation of comprehensive Maintenance Service charges __________ Certification of Service Units (if applicable) __________ Summary of Monthly or Quarterly Maintenance (if applicable) __________ Monthly or Quarterly Maintenance Service Reports (if applicable) __________ Service Level Agreement Monitoring/Penalty Computation (if applicable) __________ Certificate of Service Performance __________ Certified true copy of transmittal Letter (per report/documentations/ Plan if applicable) __________ Certified true copy of sign-off documents (per report) __________ Certified true copy of Covering Page of Document (per report/ documentations/Plan) __________ Certificate of Custody (per report/documentations/Plan) __________ Request for Inspection (per report/documentations/Plan) __________ Certificate of Conduct of Training and Provision of Individual Manual (if applicable) __________ Certified true copy of RSO __________ Certified True Copy of individual Training Certificates/ Certificates of Attendance __________ Terminal report __________ Other necessary documents based on terms and conditions stated in the contract such as Non-Disclosure Agreement Procurement Division __________ Approved and Notarized Contract with Annexes, as follows (first billing): __________ Approved Budget for the Contract __________ Technical Components Envelope 1 __________ Financial Component Envelope 2 __________ Abstract of Bids as Read __________ Abstract of Bids as Calculated __________ Bid Evaluation Report __________ Detailed Bid Evaluation and Post-qualification Report __________ Post Qualification Evaluation Summary Report __________ Notice of Post Qualification __________ Minutes of Pre-Bid Conference __________ Minutes of Bid Opening __________ Newspaper Clippings of advertisement __________ Printout copy of advertisement posted in PhilGEPS __________ Printout copy of advertisement posted in the agency website, if any __________ Printout copy of Posting of NOA, NTP and Contract Award in the PhilGEPS __________ Evidence of Invitation of three observers __________ Certification from Head BAC Sec. re: posting of advertisement at conspicuous place __________ Summary of Technical Inspector Report __________ Notice to proceed (First Billing) __________ Inspection and Acceptance Report Issued by IAC __________ Inspector's Report __________ Obligation Request (ObR) __________ Certificate as to Availability of Funds (CAF) COA Requirements for Post Audit __________ Agency Evaluation of Utilization/Deployment or Equipment __________ Detailed Breakdown of ABC __________ Detailed Breakdown of Contract Cost __________ Work Schedule and detailed estimates (if applicable) ANNEX A-2 Claimant: __________________________________________________________ Contract No. and Title: ________________________________________________ Period Covered of Claim: ______________________________________________ Lease of Servers, Storage and other bulky IT equipment Page No. Particulars Project Proponent __________ Original Sales Invoice or Billing Statement __________ Delivery Receipts (first billing) __________ Request for Inspection __________ Technical Inspections and Acceptance Report (first billing) __________ Certificate of Acceptance/Operationability (first billing) __________ Certificate of Data migration __________ Service Level Agreement Monitoring/Penalty Computation (if applicable) __________ Certificate of Service Performance __________ Accomplishment Report (if with manpower deployment) __________ Certified true copy of Transmittal Letter (per record/ documentations/Plan If applicable) __________ Certified true copy of sign-off documents (per report) __________ Certified true copy of Covering Page of Document (per report/ documentations/Plan) __________ Certificate of Custody (per report/documentations/Plan) __________ Request for Inspection (per record/documentations/Plan) __________ Certificate of Conduct of Training and Provision of Individual Manual (if applicable) __________ Certified true copy of RSO __________ Certified True Copy of Individual Training Certificates/ Certificate of Attendance __________ Terminal Reports __________ Other necessary documents based on terms & conditions stated in the contract, such as Curriculum Vitae, Diploma, Certificates, NDA, Daily Time Record, Summary of Attendance (if with manpower deployment) Procurement Division __________ Approved and Notarized Contract with Annexes, as follows (for 1st billing): __________ Approved Budget for the Contract __________ Technical Components Envelope 1 __________ Financial Component Envelope 2 __________ Abstract of Bids as Read __________ Abstract of Bids as Calculated __________ Bid Evaluation Report __________ Detailed Bid Evaluation and Post-Qualification Report __________ Post Qualification Evaluation Summary Report __________ Notice of Post Qualification __________ Minutes of Pre-Bid Conference __________ Minutes of Bid Opening __________ Newspaper Clippings of advertisement __________ Printout copy of advertisement posted in PhilGEPS __________ Printout copy of advertisement posted in the agency website, if any __________ Printout copy of Posting of NOA, NTP and Contract Award in the PhilGEPS __________ Evidence of Invitation of three observers __________ Certification from Head BAC Sec. re: posting of advertisement at conspicuous place __________ Summary of Technical Inspector Report __________ Notice to Proceed (First Billing) __________ Inspection and Acceptance Report issued by IAC __________ Inspector's Report (first billing) __________ Obligation Request (ObR) __________ Certificate as to Availability of Funds (CAF) Others (as may be applicable) COA Requirements for Post Audit __________ Agency Evaluation of Utilization/Deployment or Equipment __________ Detailed Breakdown of ABC __________ Detailed Breakdown of Contract Cost __________ Work Schedule and detailed estimates (If Applicable) ANNEX A-3 Claimant: __________________________________________________________ Contract No. and Title: ________________________________________________ Period Covered of Claim: ______________________________________________ Facilities Management Service Page No. Particulars Project Proponent __________ Original Sales Invoices or Billing Statement __________ Daily Time Record/Bundy Card __________ Summary of Attendance __________ Monthly Accomplishment Report of each FMS personnel __________ Certificate of Service Performance __________ Cost of Services Summary __________ Non-Disclosure Agreement executed by FM personnel __________ Performance Evaluation of FM personnel __________ Letter from contractor of personnel movement/replacement duly approved by BIR (if applicable) __________ Service Level Agreement Monitoring/Penalty Computation (if applicable) __________ Terminal Reports __________ Other necessary documents based on terms & conditions stated in the contract, such as Curriculum Vitae, Diploma, Certificates, NDA (if w/manpower deployed) Procurement Division __________ Approved and Notarized Contract with Annexes, as follows (first billing): __________ Approved Budget for the Contract __________ Technical Components Envelope 1 __________ Financial Component Envelope 2 __________ Abstract of Bids as Read __________ Abstract of Bids as Calculated __________ Bid Evaluation Report __________ Detailed Bid Evaluation and Post-Qualification Report __________ Post Qualification Evaluation Summary Report __________ Notice of Post Qualification __________ Minutes of Pre-Bid Conference __________ Minutes of Bid Opening __________ Newspaper Clippings of advertisement __________ Printout copy of advertisement posted in PhilGEPS __________ Printout copy of advertisement posted in the agency website, if any __________ Printout copy of Posting of NOA, NTP and Contract Award in the PhilGEPS __________ Evidence of Invitation of three observers __________ Certification from Head BAC Sec. re: posting of advertisement at conspicuous place __________ Notice to Proceed (first billing) __________ Obligation Request (ObR) __________ Certificate as to Availability of Funds (CAF) Others (as may be applicable) COA Requirements for Post Audit __________ Agency Evaluation of Utilization/Deployment __________ Detailed Breakdown of ABC __________ Detailed Breakdown of Contract Cost ANNEX A-4 Claimant: __________________________________________________________ Contract No. and Title: ________________________________________________ Period Covered of Claim: ______________________________________________ Internet Services Page No. Particulars Project Proponent __________ Original Sales Invoices or Billing Statement __________ Request for Inspection (first billing) __________ Technical Inspection and Acceptance Report (first billing if applicable) __________ Certificate of Acceptance/Operationability (first billing if applicable) __________ Certification of Service Performance __________ Bandwidth Utilization __________ Service Level Agreement monitoring/Penalty Computation (if applicable) __________ Certified true copy of Transmittal letter (per report/ documentations/Plan if applicable) __________ Certified true copy of sign-off documents (per report) __________ Certified true copy of Covering Page of Document __________ Certificate of Custody (per report/documentations/Plan) __________ Request for Inspection (per report/documentations/Plan) __________ Certificate of Conduct of training and Provision of Individual Manual (If Applicable) __________ Certified true copy of RSO __________ Certified true copy of Individual Training Certificate/ Certificate of Attendance __________ Terminal Report __________ Other necessary documents based on terms & conditions stated in the contract, such as Curriculum Vitae, Diploma, Certificates, NDA, Daily Time Record, Summary of Attendance (if with manpower deployment) Procurement Division __________ Approved and Notarized Contract with Annexes, as follows (first billing): __________ Approved Budget for the Contract __________ Technical Components Envelope 1 __________ Financial Component Envelope 2 __________ Abstract of Bids as Read __________ Abstract of Bids as Calculated __________ Bid Evaluation Report __________ Detailed Bid Evaluation and Post-Qualification Report __________ Post Qualification Evaluation Summary Report __________ Notice of Post Qualification __________ Minutes of Pre-Bid Conference __________ Minutes of Bid Opening __________ Newspaper Clippings of advertisement __________ Printout copy of advertisement posted in PhilGEPS __________ Printout copy of advertisement posted in the agency website, if any __________ Printout copy of Posting of NOA, NTP and Contract Award in the PhilGEPS __________ Evidence of Invitation of three observers __________ Certification from Head BAC Sec. re: posting of advertisement at conspicuous place __________ Summary of Technical Inspector Report (if applicable) __________ Notice to Proceed (first billing) __________ Obligation Request (ObR) __________ Certificate as to Availability of Funds (CAF) __________ Inspector's Report (first billing) __________ Inspection and Acceptance Report (first billing if applicable) Others (as may be applicable) COA Requirements for Post Audit __________ Agency Evaluation of Utilization/Deployment __________ Detailed Breakdown of ABC __________ Detailed Breakdown of Contract Cost ANNEX A-5 Claimant: __________________________________________________________ Contract No. and Title: ________________________________________________ Period covered of Claim: ______________________________________________ Data Center Hosting Services Page No. Particulars Project Proponent __________ Original Sales Invoices or Billing Statement __________ Delivery Receipts (first billing) __________ Request for Inspection __________ Technical Inspection and Acceptance Report/RFU (first billing if Applicable) __________ Certificate of Acceptance (first billing) or the Physical Set-up of Primary and DR Data Center Facilities __________ Certificate of Operationability of the Primary Data center facility which includes Migration completion, Application Access, Network Connectivity and System Performance Monitoring __________ Certificate of Operationability of Network Links to other offices __________ Certificate of Operationability of Disaster Recovery (DR) facility __________ Service level Agreement Monitoring/Penalty Computation (if applicable) __________ Certificate of Service Performance __________ Request for Inspection/Custody of Daily, Weekly, Monthly Back-up tapes __________ Certificate of Acceptance of Daily, Weekly, Monthly Back-up Tapes __________ Certificate of Recommendation to Cut-Over to Production (if Applicable) __________ Request for Inspection/Custody (Inception Report, Data Center Operations Manual, Assessment and Planning Report, Migration plan, Disaster Recovery Plan and Capacity Plan) __________ Certified true copy of Transmittal letter (Inception Report, Data Center Operations Manual, Assessment and Planning Report, Migration Plan, Disaster Recovery Plan and Capacity Plan) __________ Certified true copy of Sign-off documents (per report) __________ Certified true copy of Covering Page of Document (per report/documentations/Plan) __________ Certificate of Conduct of Training and Provision of Individual Manual (if applicable) __________ Certified true copy of RSO __________ Certified true copy of Individual training Certificate/Certificate of Attendance Terminal Report __________ Other necessary documents based on terms & conditions stated in the contract, such as Curriculum Vitae, Diploma, Certificates, NDA, Daily Time Record, Summary of Attendance (if with manpower deployment) Procurement Division __________ Approved and Notarized Contract with Annexes, as follows (first billing): __________ Approved Budget for the Contract __________ Technical Components Envelope 1 __________ Financial Component Envelope 2 __________ Abstract of Bids as Read __________ Abstract of Bids as Calculated __________ Bid Evaluation Report __________ Detailed Bid Evaluation and Post-Qualification Report __________ Post Qualification Evaluation Summary Report __________ Notice of Post Qualification __________ Minutes of Pre-Bid Conference __________ Minutes of Bid Opening __________ Newspaper Clippings of advertisement __________ Printout copy of advertisement posted in PhilGEPS __________ Printout copy of advertisement posted in the agency website, if any __________ Printout copy of Posting of NOA, NTP and Contract Award in the PhilGEPS __________ Evidence of Invitation of three observers __________ Certification from Head BAC Sec. re: posting of advertisement at conspicuous place __________ Summary of Technical Inspector Report __________ Notice to Proceed (first billing) __________ Certificate as to Availability of Funds (CAF) __________ Inspector's report Inspection and Acceptance Report Others (as may be applicable) COA Requirements for Post Audit __________ Agency Evaluation of Utilization/Deployment __________ Detailed Breakdown of ABC __________ Detailed Breakdown of Contract Cost ANNEX A-6 Claimant: __________________________________________________________ Contract No. and Title: ________________________________________________ Period covered of Claim: ______________________________________________ Application Maintenance Page No. Particulars Project Proponent __________ Original Sales Invoices or Billing Statement __________ Request for Inspection (first billing) __________ Certificate of Acceptance/Operationability (first billing) __________ Certificate of Service Performance __________ Management/Issues/Help Desk Logs __________ Certified true copy of Transmittal letter (per report/documentations/ Plan) __________ Certified true copy of Sign-off documents (per report) __________ Certified true copy of Covering Page of Document (per report/ documentations/Plan) __________ Certificate of Custody (per report/documentations/Plan) __________ Request for Inspection (per report/documentations/Plan) __________ Certificate of Conduct of Training and Provision of Individual Manual (if applicable) __________ Certified true copy of RSO __________ Certified true copy of Individual training certificate/Certificate of Attendance __________ Service Level Agreement Monitoring/penalty Computation (if applicable) __________ Terminal Report __________ Other necessary documents based on terms & conditions stated in the contract, such as Curriculum Vitae, Diploma, Certificates, NDA, Daily Time Record, Summary of Attendance (if with manpower deployment) Procurement Division __________ Approved and Notarized Contract with Annexes, as follows (first billing): __________ Approved Budget for the Contract __________ Technical Components Envelope 1 __________ Financial Component Envelope 2 __________ Abstract of Bids as Read __________ Abstract of Bids as Calculated __________ Bid Evaluation Report __________ Detailed Bid Evaluation and Post-Qualification Report __________ Post Qualification Evaluation Summary Report __________ Notice of Post Qualification __________ Minutes of Pre-Bid Conference __________ Minutes of Bid Opening __________ Newspaper Clippings of advertisement __________ Printout copy of advertisement posted in PhilGEPS __________ Printout copy of advertisement posted in the agency website, if any __________ Printout copy of Posting of NOA, NTP and Contract Award in the PhilGEPS __________ Evidence of Invitation of three observers __________ Certification from Head BAC Sec. re: posting of advertisement at conspicuous place __________ Summary of Technical Inspector Report __________ Notice to Proceed (first billing) __________ Obligation Request (ObR) __________ Certificate as to Availability of Funds (CAF) __________ Inspector's Report (first billing) __________ Inspection and Acceptance Report (first billing) Others (as may be applicable) COA Requirements for Post Audit __________ Detailed Breakdown of ABC __________ Detailed Breakdown of Contract Cost __________ Work Schedule and detailed estimates (if applicable) ANNEX A-7 Claimant: __________________________________________________________ Contract No. and Title: ________________________________________________ Period covered of Claim: ______________________________________________ Application Development/Customization Page No. Particulars Project Proponent __________ Original Sales Invoices or Billing Statement __________ Delivery receipt of software (first billing for customization of off-the-shelf) __________ Request for Inspection (first billing) __________ Certificate of Acceptance/operationability (first billing) __________ Ready for Use/User's Acceptance report (first billing if applicable) __________ Certificate of Data Migration (if applicable) __________ Certificate of Cut-over to production (if applicable) __________ Certified true copy of Transmittal Letter (per report/ documentations/Plan) __________ Certified true copy of Sign-off documents (per report) __________ Certified true copy of Covering Page of Document (per report/ documentations/Plan) __________ Certificate of Custody (per report/documentations/Plan) __________ Request for Inspection (per report/documentations/Plan) __________ Certificate of Conduct of Training (if applicable) __________ Certified true copy of RSO __________ Certified true copy of Individual training certificate/ Certificate of Attendance __________ Certificate of Conduct of Beta test (if applicable) __________ Notice of Meeting for Beta test __________ Certified True copy of Beta Test Materials __________ Service Level Agreement Monitoring/penalty Computation (if applicable) __________ Other necessary documents based on terms & conditions stated in the contract, such as Curriculum Vitae, Diploma, Certificates, NDA, Daily Time Record, Summary of Attendance (if with manpower deployment) Procurement Division __________ Approved and Notarized Contract with Annexes, as follows (first billing): __________ Approved Budget for the Contract __________ Technical Components Envelope 1 __________ Financial Component Envelope 2 __________ Abstract of Bids as Read __________ Abstract of Bids as Calculated __________ Bid Evaluation Report __________ Detailed Bid Evaluation and Post-Qualification Report __________ Post Qualification Evaluation Summary Report __________ Notice of Post Qualification __________ Minutes of Pre-Bid Conference __________ Minutes of Bid Opening __________ Newspaper Clippings of advertisement __________ Printout copy of advertisement posted in PhilGEPS __________ Printout copy of advertisement posted in the agency website, if any __________ Printout copy of Posting of NOA, NTP and Contract Award in the PhilGEPS __________ Evidence of Invitation of three observers __________ Certification from Head BAC Sec. re: posting of advertisement at conspicuous place __________ Summary of Technical Inspector Report __________ Notice to Proceed (first billing) __________ Obligation Request (ObR) __________ Certificate as to Availability of Funds (CAF) __________ Inspector's Report __________ Inspection and Acceptance Report Others (as may be applicable) COA Requirements for Post Audit __________ Detailed Breakdown of ABC __________ Detailed Breakdown of Contract Cost __________ Work Schedule and detailed estimates (if applicable) ANNEX A-8 Claimant: __________________________________________________________ Contract No. and Title: ________________________________________________ Period covered of Claim: ______________________________________________ Off-the-Shelf Software/Licenses Page No. Particulars Project Proponent __________ Original Sales Invoices or Billing Statement __________ Delivery receipt of software (first billing for customization of off-the-shelf) __________ Request for Inspection (first billing) __________ Certificate of Acceptance/operationability (first billing) __________ Ready for Use/User's Acceptance report (first billing if applicable) __________ Certificate of Data Migration (if applicable) __________ Certificate of Cut-over to production (if applicable) __________ Certified true copy of Transmittal Letter (per report/ documentations/Plan) __________ Certified true copy of Sign-off documents (per report) __________ Certified true copy of Covering Page of Document (per report/ documentations/Plan) __________ Certificate of Custody (per report/documentations/Plan) __________ Request for Inspection (per report/documentations/Plan) __________ Certificate of Conduct of Training (if applicable) __________ Certified true copy of RSO __________ Certified true copy of Individual training certificate/Certificate of Attendance __________ Certificate of Conduct of Beta test (if applicable) __________ Notice of Meeting for Beta test __________ Certified True copy of Attendance to Beta Test __________ Service Level Agreement Monitoring/penalty Computation (if applicable) __________ Other necessary documents based on terms & conditions stated in the contract, such as Curriculum Vitae, Diploma, Certificates, NDA, Daily Time Record, Summary of Attendance (if with manpower deployment) Procurement Division __________ Approved and Notarized Contract with Annexes, as follows (first billing): __________ Approved Budget for the Contract __________ Technical Components Envelope 1 __________ Financial Component Envelope 2 __________ Abstract of Bids as Read __________ Abstract of Bids as Calculated __________ Bid Evaluation Report __________ Detailed Bid Evaluation and Post-Qualification Report __________ Post Qualification Evaluation Summary Report __________ Notice of Post Qualification __________ Minutes of Pre-Bid Conference __________ Minutes of Bid Opening __________ Newspaper Clippings of advertisement __________ Printout copy of advertisement posted in PhilGEPS __________ Printout copy of advertisement posted in the agency website, if any __________ Printout copy of Posting of NOA, NTP and Contract Award in the PhilGEPS __________ Evidence of Invitation of three observers __________ Certification from Head BAC Sec. re: posting of advertisement at conspicuous place __________ Summary of Technical Inspector Report __________ Notice to Proceed __________ Obligation Request (ObR) __________ Certificate as to Availability of Funds (CAF) __________ Inspector's Report __________ Inspection and Acceptance Report Others (as may be applicable) COA Requirements for Post Audit __________ Detailed Breakdown of ABC __________ Detailed Breakdown of Contract Cost __________ Work Schedule and detailed estimates (if applicable) ANNEX A-9 Claimant: __________________________________________________________ Contract No. and Title: ________________________________________________ Period covered of Claim: ______________________________________________ Lease of PCs, Printers, AVR Page No. Particulars Project Proponent __________ Original Sales Invoices or Billing Statement __________ Delivery receipt (first billing) __________ Request for Inspection (first billing) __________ Technical Inspection and Acceptance Report (first billing) __________ Certificate of Acceptance/Operationability (first billing) __________ Service Level Agreement Monitoring/penalty Computation (if applicable) __________ Certificate of Service performance __________ Service Report (if applicable) __________ Summary of Billing __________ DTR of in-house Support Technician (if applicable) __________ Summary of attendance __________ Certificate that Contractor maintain stand-by service units __________ Terminal Report __________ Other necessary documents based on terms & conditions stated in the contract, such as Curriculum Vitae, Diploma, Certificates, NDA (if w/manpower deployed) Procurement Division __________ Approved and Notarized Contract with Annexes, as follows (first billing): __________ Approved Budget for the Contract __________ Technical Components Envelope 1 __________ Financial Component Envelope 2 __________ Abstract of Bids as Read __________ Abstract of Bids as Calculated __________ Bid Evaluation Report __________ Detailed Bid Evaluation and Post-Qualification Report __________ Post Qualification Evaluation Summary Report __________ Notice of Post Qualification __________ Minutes of Pre-Bid Conference __________ Minutes of Bid Opening __________ Newspaper Clippings of advertisement __________ Printout copy of advertisement posted in PhilGEPS __________ Printout copy of advertisement posted in the agency website, if any __________ Printout copy of Posting of NOA, NTP and Contract Award in the PhilGEPS __________ Evidence of Invitation of three observers __________ Certification from Head BAC Sec. re: posting of advertisement at conspicuous place __________ Summary of Technical Inspector Report __________ Notice to Proceed (first billing) __________ Obligation Request (ObR) __________ Certificate as to Availability of Funds (CAF) __________ Inspector's Report (first Billing) __________ Inspection and Acceptance Report (first billing) Others (as may be applicable) COA Requirements for Post Audit __________ Agency Evaluation of Utilization/Deployment or Equipment __________ Detailed Breakdown of ABC __________ Detailed Breakdown of Contract Cost __________ Work Schedule and detailed estimates (if applicable) ANNEX A-10 Claimant: __________________________________________________________ Contract No. and Title: ________________________________________________ Period covered of Claim: ______________________________________________ Procurement of Equipment/Software Page No. Particulars Project Proponent __________ Original Sales Invoices or Billing Statement __________ Delivery receipts __________ Request for Inspection __________ Technical Inspection and Acceptance Report/RFU (if applicable) __________ Certificate of Acceptance/Operationability __________ Service Level Agreement Monitoring/penalty Computation (if applicable) __________ Certified true copy of transmittal Letter (per report/documentations/ plan if applicable) __________ Certified true copy of Sign-off documents (per report) __________ Certified true copy of Covering Page of Document (per report/ documentations/Plan) __________ Certificate of Custody (per report/documentations/Plan) __________ Request for Inspection (per report/documentations/Plan) __________ Certificate of Conduct of training (if applicable) __________ Certified true copy of RSO __________ Certified true copy of Attendance Sheet/Report __________ Certified true Copy of Certificate of Attendance __________ Other necessary documents based on terms & conditions stated in the contract, such as Curriculum Vitae, Diploma, Certificates, NDA (if w/manpower deployed) Procurement Division __________ Approved and Notarized Contract with Annexes, as follows (first billing): __________ Approved Budget for the Contract __________ Technical Components Envelope 1 __________ Financial Component Envelope 2 __________ Abstract of Bids as Read __________ Abstract of Bids as Calculated __________ Bid Evaluation Report __________ Detailed Bid Evaluation and Post-Qualification Report __________ Post Qualification Evaluation Summary Report __________ Notice of Post Qualification __________ Minutes of Pre-Bid Conference __________ Minutes of Bid Opening __________ Newspaper Clippings of advertisement __________ Printout copy of advertisement posted in PhilGEPS __________ Printout copy of advertisement posted in the agency website, if any __________ Printout copy of Posting of NOA, NTP and Contract Award in the PhilGEPS __________ Evidence of Invitation of three observers __________ Certification from Head BAC Sec. re: posting of advertisement at conspicuous place __________ Summary of Technical Inspector Report __________ Notice to Proceed (first billing) __________ Obligation Request (ObR) __________ Certificate as to Availability of Funds (CAF) __________ Inspector's Report (first Billing) __________ Inspection and Acceptance Report (first billing) __________ Others (as may be applicable) COA Requirements for Post Audit __________ Agency Evaluation of Utilization/Deployment or Equipment __________ Detailed Breakdown of ABC __________ Detailed Breakdown of Contract Cost ANNEX A-11 Claimant: __________________________________________________________ Contract No. and Title: ________________________________________________ Period Covered of Claim: ______________________________________________ Janitorial and Security Services Page No. Particulars Project Proponents __________ Original Sales Invoices or Billing Statement __________ Daily Time Record/Bundy Card __________ Summary of Attendance __________ Security Set-up for the month (for security services) __________ Affidavit of Payment of Salaries and remittances of Mandatory Deductions __________ Certification of Services Rendered __________ Daily Activities Performed (if applicable) __________ Request for Inspection (for supplies/equipment/materials) __________ Service Level Agreement Monitoring/Penalty Computation (if applicable) __________ Scaled floor plans of the building and other areas covered by the service contract (if applicable) __________ Population of the Agency where the services were rendered (if applicable) __________ Other necessary documents based on terms & conditions stated in the contract, such as Curriculum Vitae, Diploma, Certificates Procurement Division __________ Approved and Notarized Contract with Annexes, as follows (first billing): __________ Approved Budget for the Contract __________ Technical Components Envelope 1 __________ Financial Component Envelope 2 __________ Abstract of Bids as Read __________ Abstract of Bids as Calculated __________ Bid Evaluation Report __________ Detailed Bid Evaluation and Post-Qualification Report __________ Post Qualification Evaluation Summary Report __________ Notice of Post Qualification __________ Minutes of Pre-Bid Conference __________ Minutes of Bid Opening __________ Newspaper Clippings of advertisement __________ Printout copy of advertisement posted in PhilGEPS __________ Printout copy of advertisement posted in the agency website, if any __________ Printout copy of Posting of NOA, NTP and Contract Award in the PhilGEPS __________ Evidence of Invitation of three observers __________ Certification from Head BAC Sec. re: posting of advertisement at conspicuous place __________ Notice to Proceed (first billing) __________ Obligation Request (ObR) __________ Certificate as to Availability of Funds (CAF) __________ Inspection and Acceptance Report (if applicable) Others (as may be applicable) COA Requirements for Post Audit __________ Agency Evaluation of Utilization/Deployment __________ Detailed Breakdown of ABC __________ Detailed Breakdown of Contract Cost ANNEX A-12 Claimant: __________________________________________________________ Contract No. and Title: ________________________________________________ Period Covered of Claim: ______________________________________________ Comprehensive Maintenance of Airconditioning System, EGS and UPS Page No. Particulars Project Proponents __________ Original Invoices or Billing Statement __________ Daily Time Records of Detailed Personnel __________ Daily Activities Performed (if applicable) __________ Monthly Progress Report (if applicable) __________ Summary of daily Activities __________ Service Level Agreement Monitoring/Penalty Computation (if applicable) __________ Other necessary documents based on terms & conditions stated in the contract, such as Curriculum Vitae, Diploma, Certificates Procurement Division __________ Approved and Notarized Contract with Annexes, as follows (first billing): __________ Approved Budget for the Contract __________ Technical Components Envelope 1 __________ Financial Component Envelope 2 __________ Abstract of Bids as Read __________ Abstract of Bids as Calculated __________ Bid Evaluation Report __________ Detailed Bid Evaluation and Post-Qualification Report __________ Post Qualification Evaluation Summary Report __________ Notice of Post Qualification __________ Minutes of Pre-Bid Conference __________ Minutes of Bid Opening __________ Newspaper Clippings of advertisement __________ Printout copy of advertisement posted in PhilGEPS __________ Printout copy of advertisement posted in the agency website, if any __________ Printout copy of Posting of NOA, NTP and Contract Award in the PhilGEPS __________ Evidence of Invitation of three observers __________ Certification from Head BAC Sec. re: posting of advertisement at conspicuous place __________ Notice to Proceed (first billing) __________ Obligation Request (ObR) __________ Certificate as to Availability of Funds (CAF) __________ Inspector's Report __________ Inspection and Acceptance Report Issued by IAC Others (as may be applicable) COA Requirements for Post Audit __________ Agency Evaluation of Utilization/Deployment __________ Detailed Breakdown of ABC __________ Detailed Breakdown of Contract Cost ANNEX A-13 Claimant: __________________________________________________________ Contract No. and Title: ________________________________________________ Period Covered of Claim: ______________________________________________ Rental of Photocopier Machines Page No. Particulars Project Proponents __________ Original Invoices or Billing Statement __________ Delivery Receipts (first billing) __________ Request for Inspection __________ Summary of Machine Installation __________ Certification of Complete Delivery __________ Certificate of Acceptance and Operationability __________ Meter Reading Report (Monthly) __________ Certificate of Service Performance __________ Service Level Agreement Monitoring/Penalty Computation (if applicable) __________ Other necessary documents based on terms & conditions stated in the contract, such as Curriculum Vitae, Diploma, Certificates, Daily Time Record, Summary of Attendance (if with manpower deployment) Procurement Division __________ Approved and Notarized Contract with Annexes, as follows (first billing): __________ Approved Budget for the Contract __________ Technical Components Envelope 1 __________ Financial Component Envelope 2 __________ Abstract of Bids as Read __________ Abstract of Bids as Calculated __________ Bid Evaluation Report __________ Detailed Bid Evaluation and Post-Qualification Report __________ Post Qualification Evaluation Summary Report __________ Notice of Post Qualification __________ Minutes of Pre-Bid Conference __________ Minutes of Bid Opening __________ Newspaper Clippings of advertisement __________ Printout copy of advertisement posted in PhilGEPS __________ Printout copy of advertisement posted in the agency website, if any __________ Printout copy of Posting of NOA, NTP and Contract Award in the PhilGEPS __________ Evidence of Invitation of three observers __________ Certification from Head BAC Sec. re: posting of advertisement at conspicuous place __________ Notice to Proceed __________ Obligation Request (ObR) __________ Certificate as to Availability of Funds (CAF) __________ Inspector's Report __________ Inspection and Acceptance Report Issued by IAC Others (as may be applicable) COA Requirements for Post Audit __________ Agency Evaluation of Utilization/Deployment __________ Detailed Breakdown of ABC __________ Detailed Breakdown of Contract Cost __________ Work Schedule and detailed estimates (if applicable) ANNEX B Project Procurement Management Plan ANNEX C Annual Procurement Plan ANNEX D Official Receipt ANNEX E Supplemental Bid Bulletin ANNEX F Abstract of Bids as Read ANNEX G Abstract of Bids as Calculated ANNEX H Obligation Request ANNEX I Certificate as to Availability of Funds for One-Year Contract for Supply of Commodities/Services ANNEX J Purchase Request ANNEX J-1 Stock Position ANNEX K Purchase Order ANNEX L Job Order ANNEX M Disbursement Voucher ANNEX N Supplies Ledger Card ANNEX O Requisition and Issue Slip ANNEX P Stock Card ANNEX Q Daily Summary of Supplies and Materials Issued ANNEX R Report on the Physical Count of Inventories ANNEX R-1 Report on the Physical Count of Inventories ANNEX S Acknowledgement Receipt for Equipment ANNEX T Invoice-Receipt for Property ANNEX U Acknowledgement Receipt for Leased Equipment ANNEX V Gatepass ANNEX W Requisition for Revenue Strip Stamps & Labels ANNEX X Report of Accountability for Accountable Forms ANNEX Y Report of Supplies and Materials Issued ANNEX Z Daily Summary of Supplies and Materials Issued <ftp://ftp.bir.gov.ph/webadmin1/pdf/80546RMO%20No%2033-2013.pdf> last visited January 9, 2014. n Note from the Publisher: Copied verbatim from the official copy. Missing items a-c. n Note from the Publisher: Irregular numerical sequence. n Note from the Publisher: Irregular numerical sequence. n Note from the Publisher: Irregular numerical sequence. n Note from the Publisher: Irregular numerical sequence. n Note from the Publisher: Irregular letter sequence.