Office of the City Accountant

ABOUT THE SERVICE:

Process payment of infrastructure projects using Competitive Bidding

CLIENT GROUPS:

Contractors

REQUIREMENTS:

• Purchase Request
• Approved Program of Works and Detailed Estimates
• Derivation of Quantities
• Approved Plans and Specifications
• Cert from the concerned govt officials who prepared and approved the detailed engineering that the detailed engineering surveys and designs have been conducted according to the prescribed agency standards and specifications and that the engineering outputs are adequate for the procurement at hand
• Approved Budget for the Contract (ABC)
• Certificate of Availability of Fund (CAF)
• Authenticated photocopy of the approved Annual Procurement Plan (APP)
• AIP/20% Devt Fund
• Authenticated photocopy of the approved Annual Investment Plan (AIP)/ Local Disaster Risk Reduction and Management Plan (LDRRMFP)
• SB Resolution Authorizing the LCE to enter into a contract/MOA (for Trust Fund)
• MOA between the LGU and the Grantor (for Trust Fund)
• BAC resolution adopting mode of procurement
• Conduct of Pre-Procurement Conference (ABC above P5M)
• Pre-procurement Conference Notice
• Invitation to observers

1. COA Representative
2. Duly recognized private group
3. NGO

• Minutes of the Pre-procurement Conference
• Attendance Sheet
• Advertisement/Posting of Invitation to Bid
• Invitation to Bid

1. Certification from the Head of BAC Secretariat on the Posting of Advertisement at Conspicuous Places
2. Printout Copy of Advertisement posted in PhilGEPS
3. Printout Copy of Advertisement in Agency Website, if any

• Conduct of Pre-Bid Conference (ABC P1M and above)
• Pre-bid Conference Notice
• Invitation to observers:

1. COA Representative
2. Duly recognized private group
3. NGO

• Minutes of the Pre-bid Conference
• Attendance Sheet
• Request for Clarification by Bidder(s), if any
• Supplemental Bid Bulletin, if any (at least 7 CD before the deadline for the submission and receipt of bids) and copy of posting in the PhilGEPS
• Conduct of Bid Conference
• Minutes of the Opening of Bids
• Attendance Sheet
• Checklist of Eligibility Requirements for the BAC
• Registration Certificate from SEC, DTI for sole proprietorship, or CDA for cooperatives
• Mayor’s Permit (LGU) issued by the City or Municipality where the principal place of business of the prospective bidder is located
• Tax Clearance
• Checklist of Technical Envelope Requirements for the BAC
• Statement of Ongoing Government and Private Contracts, including Contracts Awarded but not yet Started, if any
• Statement Identifying the Bidder’s Single Largest Completed Contract similar to the contract to be bid
• Owner’s Certificate of Final Acceptance; or the Constructors Performance Evaluation Summary (CPES) Final Rating and/or the Certificate of Completion
• Contractor’s PCAB License and Registration
• Contractors affidavit of site inspection
• Checklist of Financial Envelope Requirements for the BAC
• Financial Statements for the immediately Preceding Year stamped “received” by the BIR
• Computation of the NFCC or Commitment from a Universal or Commercial Bank to extend a Credit Line in favor of the Prospective Bidder
• BAC Certification that the contractor maintains a file of Class “A” documents
• Cert of registration with the BAC of the PE
• Valid Joint Venture Agreement, if any
• Bid Securing declaration
• Organizational Chart for the Contract to be Bid
• List of Contractor’s Key Personnel to be assigned to the Contract to be bid, with their Complete Qualification and Experience Data and contractors letter to the PE
• List of Contractor’s Equipment, which are owned, leased, and/or under purchase agreement supported by certification of availability of equipment from the equipment lessor/vendor for the duration of the Project. Receipt/proof of purchase, if owned, purchase agreement for purchase of equipment, if any
• Omnibus Sworn Statement that:

1. The signatory is the sole proprietor or the duly authorized and designated representative;
2. He/She has or has been granted the full power and authority to do, execute and perform any and all acts necessary and/or to represent in the bidding;
3. The bidder is not “blacklisted” or barred from bidding by the Government of the Philippines or any of its agencies, offices, corporations or LGUs, foreign government/foreign or international financing institution whose blacklisting rules have been recognized by the GPPB;
4. Each of the documents submitted in satisfaction of the bidding requirements is an authentic copy of the original, complete and that all statements and information provided therein are true and correct;
5. The bidder is authorizing the Head of the Procuring Entity (HOPE) or its duly authorized representative (s) to verify all the documents submitted;
6. The signatory (if sole proprietorship) is not/None of the officers and members (if partnership or cooperative)/None of the officers, directors, and controlling stockholders is related to the HOPE, members of the BAC, the TWG, and the BAC Secretariat, the head of the Project Management Office or the end-user unit, and the project consultants by consanguinity or affinity up to the third civil degree;
7. The bidder complies with existing labor laws and standards;
8. The bidder is aware of and has undertaken the following responsibilities as a bidder:

• carefully examine all the bidding documents;
• acknowledge all conditions, local or otherwise, affecting the implementation of the contract,
• made an estimate of the facilities available and needed for the contract to be bid, if any, and
• inquire or secure Supplemental/Bid Bulletin(s) issued for the project

1. The bidder did not give or pay, directly or indirectly, any commission, amount, fee, or any form of consideration, pecuniary or otherwise, to any person or official, personnel or representative of the government in relation to any procurement project or activity.

• Bid Prices in Bill of Quantities in the prescribed Bid Form
• Detailed Estimates including a Summary Sheet indicating the Unit Prices of Construction Materials, Labor Rates and Equipment Rentals used in coming up with the Bid
• Cash Flow by Quarter and Payment Schedule
• Invitation to observers:

1. COA Representative
2. Duly recognized private group
3. NGO

• Abstract of Bid as Read
• Abstract of Bid as Evaluated/Calculated
• Bid Evaluation Report
• Minutes of Bid Evaluation
• Notice from BAC that the Bidder has the Lowest Calculated Bid
• Invitation to observers:

1. COA Representative
2. Duly recognized private group
3. NGO

• Post-Qualification Evaluation Report of the TWG (Winning Bidder)
• Latest Income and Business Tax Returns
• Certificate of PhilGEPS Registration
• Other appropriate licenses and permits required by law and stated in the Bidding Documents
• Notice of Post-Qualification (WB)
• Notice of Post-Disqualification (LB
• BAC Resolution Declaring LCRB and Recommending Approval/Award
• Notice of Award to Winning Bidder (NOA) with “Conforme” and copy of posting in the PhilGEPS, the Agency Website, if any, and at Conspicuous Places
• Notification of Bidding Results to the Losing Bidders
• SB Resolution Authorizing the LCE to enter into a contract with the winning bidder (for Trust Fund)
• Contract Agreement and copy of posting in the PhilGEPS and Agency Website, if any
• Conditions of the Contract (General and Special Conditions)
• Performance Security and Contractors All Risk Insurance (CARI)
• Construction Schedule (Bar Chart for Construction Activities and S-Curve for Financial Requirements)
• Manpower Utilization Schedule
• Narrative Description of Construction Procedures and Methods
• Equipment Utilization Schedule
• Construction Safety and Health Program approved by DOLE
• PERT/CPM approved by the Procuring Entity
• Other Contract documents that maybe required by existing laws and/or the Procuring Entity concerned
• Notice to Proceed to the Winning Bidder (NTP) and copy of posting in the PhilGEPS and Agency Website, if any
• Certificate from the PE that no government equity was used for the project
• Letter request from contractor for advance/progress/final payment or for substitution in case of release of retention money
• Irrevocable Standby Letter of Credit/Security Bond/Bank Guarantee (for Advance Payment
• Contractors request for agency inspection
• Inspection Report by the Agency’s Authorized Engineer (progress/final billing
• Contractor’s Affidavit on Payment of Laborers and Materials (progress/final billing)
• Statement of Worked Accomplished/Progress Billing
• Statement of Time Elapsed (progress/final billing
• Certificate of Payment (progress/final billing)
• Photocopy of vouchers of all previous payments (progress/final billing
• As-Built Plan (final billing)
• Results of Test Analysis (progress/final billing)
• Certificate of Project Acceptance (final billing)
• Certificate of Project Completion (final billing)
• Certificate of Project Turnover (final billing)
• Pictures, Before, During and After Construction of Items of Work especially the embedded items (progress/final billing
• Clearance from the Provincial Treasurer that the corresponding sand and gravel fees have been paid (final billing
• Copy of turn over documents/transfer of project and facilities such as motor vehicle, laptops, other equipment and furniture included in the contract to concerned government agency (final billing)
• Report of Scrap Construction Materials/Waste Materials Report (final billing)
• Warranty Security (final billing)
• Obligation Request (except for TF)
• Disbursement Voucher

In case of Contract Time Extension

• Letter Request for contract time extension from the contractor
• Project Engineer’s Report/Agency Resident Engineer’s Report relative to the request for contract time extension
• Evaluation/recommendation/ justification from the Agency Resident Engineer with the attached summary/computation of the requested time extension including the respective period covered and specific date of occurrence
• Approved Time Extension
• Straight Line Diagram showing the critical activities affected
• Straight Line Diagram showing the contract effectivity, contract expiry and other vital dates of the project such as previously approved time extension
• Copy of previously approved time extension (if any)
• Copy of original contract
• Copy of latest approved PERT/CPM Network Diagram Bar Chart prior to the request for contract time extension
• Conformity of contractor’s Bondsman

Additional supporting documents for specific conditions:

Due to Rainy/Unworkable Days considered unfavorable for the prosecution of the works at the site:

• Certification/Monthly Weather Report from PAG-ASA
• Pictures/Photographs showing that the site is unworkable
• Project Weather Chart duly signed by the Agency Resident Engineer
• Project Logbook/Summary of Ineffective Working Days
• Breakdown of Pre-determined rainy/unworkable days as provided in the approved original contract
• Summary of Previously Approved Time Extension (s) with the corresponding inclusive dates (if there’s any)
• Certification from the Agency stating the balance of pre-determined rainy/unworkable days as provided in the approved original contract or same has already been exhausted

Due to Inaccessibility to Project/Obstruction

• Exhibit photos of obstructions
• Information on the exclusive dates project was affected and what activities were affected
• Straight Line Diagram showing the location of the obstruction in relation to the project
• Relevant documents such as permit issued, communication, minutes of meeting

SERVICE SCHEDULES:

Monday to Friday,

8:00 AM 12:00 NOON and 1:00 to 5:00 PM

TOTAL PROCESSING TIME:

20 minutes

PROCESS OF AVAILING THE SERVICE: