Republic of the Philippines Document Code: SDO-SCC-

QF-OSDS-BAC-010
Department of Education
Region I Revision: 01

Schools Division of San Carlos Effectivity date: 10-07-2020

City
San Carlos City, Pangasinan
Name of Office:
Bidding Documents (Goods) OSDS-BAC
OFFICE
REFERENCE NO: ______________

PHILIPPINE BIDDING DOCUMENTS

(As Harmonized with Development Partners)

Procurement of GOODS
20230412-003

SUPPLY AND DELIVERY AND

INSTALLATION OF CCTV FOR SDO-SCC

ABC: PHP 413,395.00

Government of the Republic of the Philippines

Sixth Edition
July 2020

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 Preface
These Philippine Bidding Documents (PBDs) for the procurement of Goods through
Competitive Bidding have been prepared by the Government of the Philippines for use by any
branch, constitutional commission or office, agency, department, bureau, office, or
instrumentality of the Government of the Philippines, National Government Agencies,
including Government-Owned and/or Controlled Corporations, Government Financing
Institutions, State Universities and Colleges, and Local Government Unit. The procedures and
practices presented in this document have been developed through broad experience, and are
for mandatory use in projects that are financed in whole or in part by the Government of the
Philippines or any foreign government/foreign or international financing institution in
accordance with the provisions of 2016 revised Implementing Rules and Regulations of
Republic Act No. 9184.

The Bidding Documents shall clearly and adequately define, among others: (i) the
objectives, scope, and expected outputs and/or results of the proposed contract or Framework
Agreement, as the case may be; (ii) the eligibility requirements of Bidders; (iii) the expected
contract or Framework Agreement duration, the estimated quantity in the case of procurement
of goods, delivery schedule and/or time frame; and (iv) the obligations, duties, and/or functions
of the winning bidder.

Care should be taken to check the relevance of the provisions of the PBDs against the
requirements of the specific Goods to be procured. If duplication of a subject is inevitable in
other sections of the document prepared by the Procuring Entity, care must be exercised to
avoid contradictions between clauses dealing with the same matter.

Moreover, each section is prepared with notes intended only as information for the
Procuring Entity or the person drafting the Bidding Documents. They shall not be included in
the final documents. The following general directions should be observed when using the
documents:

1. All the documents listed in the Table of Contents are normally required for the
procurement of Goods. However, they should be adapted as necessary to the
circumstances of the particular Procurement Project.

2. Specific details, such as the “name of the Procuring Entity” and “address for bid
submission,” should be furnished in the Instructions to Bidders, Bid Data Sheet, and
Special Conditions of Contract. The final documents should contain neither blank
spaces nor options.

3. This Preface and the footnotes or notes in italics included in the Invitation to Bid, Bid
Data Sheet, General Conditions of Contract, Special Conditions of Contract, Schedule
of Requirements, and Specifications are not part of the text of the final document,
although they contain instructions that the Procuring Entity should strictly follow.

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4. The cover should be modified as required to identify the Bidding Documents as to the
Procurement Project, Project Identification Number, and Procuring Entity, in addition
to the date of issue.

5. Modifications for specific Procurement Project details should be provided in the Special
Conditions of Contract as amendments to the Conditions of Contract. For easy
completion, whenever reference has to be made to specific clauses in the Bid Data Sheet
or Special Conditions of Contract, these terms shall be printed in bold typeface on
Sections I (Instructions to Bidders) and III (General Conditions of Contract),
respectively.

6. For guidelines on the use of Bidding Forms and the procurement of Foreign-Assisted
Projects, these will be covered by a separate issuance of the Government Procurement
Policy Board.

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 Table of Contents

Glossary of Acronyms, Terms, and

Abbreviations
ABC – Approved Budget for the Contract.

BAC – Bids and Awards Committee.

Bid – A signed offer or proposal to undertake a contract submitted by a bidder in response to

and in consonance with the requirements of the bidding documents. Also referred to as
Proposal and Tender. (2016 revised IRR, Section 5[c])

Bidder – Refers to a contractor, manufacturer, supplier, distributor and/or consultant who

submits a bid in response to the requirements of the Bidding Documents. (2016 revised IRR,
Section 5[d])

Bidding Documents – The documents issued by the Procuring Entity as the bases for bids,
furnishing all information necessary for a prospective bidder to prepare a bid for the Goods,
Infrastructure Projects, and/or Consulting Services required by the Procuring Entity. (2016
revised IRR, Section 5[e])

BIR – Bureau of Internal Revenue.

BSP – Bangko Sentral ng Pilipinas.

Consulting Services – Refer to services for Infrastructure Projects and other types of projects
or activities of the GOP requiring adequate external technical and professional expertise that
are beyond the capability and/or capacity of the GOP to undertake such as, but not limited to:
(i) advisory and review services; (ii) pre-investment or feasibility studies; (iii) design; (iv)
construction supervision; (v) management and related services; and (vi) other technical services
or special studies. (2016 revised IRR, Section 5[i])

CDA - Cooperative Development Authority.

Contract – Refers to the agreement entered into between the Procuring Entity and the Supplier
or Manufacturer or Distributor or Service Provider for procurement of Goods and Services;
Contractor for Procurement of Infrastructure Projects; or Consultant or Consulting Firm for
Procurement of Consulting Services; as the case may be, as recorded in the Contract Form
signed by the parties, including all attachments and appendices thereto and all documents
incorporated by reference therein.

CIF – Cost Insurance and Freight.

CIP – Carriage and Insurance Paid.

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CPI – Consumer Price Index.

DDP – Refers to the quoted price of the Goods, which means “delivered duty paid.”

DTI – Department of Trade and Industry.

EXW – Ex works.

FCA – “Free Carrier” shipping point.

FOB – “Free on Board” shipping point.

Foreign-funded Procurement or Foreign-Assisted Project– Refers to procurement whose

funding source is from a foreign government, foreign or international financing institution as
specified in the Treaty or International or Executive Agreement. (2016 revised IRR, Section
5[b]).

Framework Agreement – Refers to a written agreement between a procuring entity and a

supplier or service provider that identifies the terms and conditions, under which specific
purchases, otherwise known as “Call-Offs,” are made for the duration of the agreement. It is in
the nature of an option contract between the procuring entity and the bidder(s) granting the
procuring entity the option to either place an order for any of the goods or services identified
in the Framework Agreement List or not buy at all, within a minimum period of one (1) year
to a maximum period of three (3) years. (GPPB Resolution No. 27-2019)

GFI – Government Financial Institution.

GOCC – Government-owned and/or –controlled corporation.

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 Procuring
Entity for such services. The term “related” or “analogous services” shall include, but is not
limited to, lease or purchase of office space, media advertisements, health maintenance
services, and other services essential to the operation of the Procuring Entity. (2016 revised
IRR, Section 5[r])

GOP – Government of the Philippines.

GPPB – Government Procurement Policy Board.

INCOTERMS – International Commercial Terms.

Infrastructure Projects – Include the construction, improvement, rehabilitation, demolition,

repair, restoration or maintenance of roads and bridges, railways, airports, seaports,
communication facilities, civil works components of information technology projects,

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irrigation, flood control and drainage, water supply, sanitation, sewerage and solid waste
management systems, shore protection, energy/power and electrification facilities, national
buildings, school buildings, hospital buildings, and other related construction projects of the
government. Also referred to as civil works or works. (2016 revised IRR, Section 5[u])

LGUs – Local Government Units.

NFCC – Net Financial Contracting Capacity.

NGA – National Government Agency.

PhilGEPS - Philippine Government Electronic Procurement System.

Procurement Project – refers to a specific or identified procurement covering goods,

infrastructure project or consulting services. A Procurement Project shall be described,
detailed, and scheduled in the Project Procurement Management Plan prepared by the agency
which shall be consolidated in the procuring entity's Annual Procurement Plan. (GPPB Circular
No. 06-2019 dated 17 July 2019)

PSA – Philippine Statistics Authority.

SEC – Securities and Exchange Commission.

SLCC – Single Largest Completed Contract.

Supplier – refers to a citizen, or any corporate body or commercial company duly organized
and registered under the laws where it is established, habitually established in business and
engaged in the manufacture or sale of the merchandise or performance of the general services
covered by his bid. (Item 3.8 of GPPB Resolution No. 13-2019, dated 23 May 2019). Supplier
as used in these Bidding Documents may likewise refer to a distributor, manufacturer,
contractor, or consultant.

UN – United Nations.

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 Section I. Invitation to Bid
Notes on the Invitation to Bid
The Invitation to Bid (IB) provides information that enables potential Bidders to decide
whether to participate in the procurement at hand. The IB shall be posted in accordance with
Section 21.2 of the 2016 revised IRR of RA No. 9184.

Apart from the essential items listed in the Bidding Documents, the IB should also indicate
the following:

1. The date of availability of the Bidding Documents, which shall be from the time the
IB is first advertised/posted until the deadline for the submission and receipt of bids;

2. The place where the Bidding Documents may be acquired or the website where it
may be downloaded;

3. The deadline for the submission and receipt of bids; and

4. Any important bid evaluation criteria (e.g., the application of a margin of preference
in bid evaluation).

The IB should be incorporated in the Bidding Documents. The information contained in the
IB must conform to the Bidding Documents and in particular to the relevant information in
the Bid Data Sheet.

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 INVITATION TO BID

SUPPLY AND DELIVERY AND INSTALLATION OF CCTV FOR SDO-SCC

1. The Department of Education (DepEd) Schools Division Office of San Carlos City
(Pangasinan), through the Bids and Awards Committee, using the FY 2022 GAA
(SARO No. OSEC-1-22-2435) intends to procure for the project: ‘SUPPLY AND
DELIVERY AND INSTALLATION OF CCTV FOR SDO-SCC’ with the Approved
Budget of Contract in the sum of Four Hundred Thirteen Thousand, Three
Hundred Ninety-Five Pesos (Php413,395.00).

Project Description / Specifications ABC (Php)

SUPPLY AND DELIVERY AND INSTALLATION OF CCTV
FOR SDO-SCC Php413,395.00

Bids received in excess of the ABC shall be automatically rejected at bid opening.

2. The Schools Division Office of San Carlos City (Pangasinan), through its Bids and Awards
Committee (BAC), now invites prospective bidders for the submission of their bids for
the above-mentioned Procurement Project.

3. The completion of the Work/s shall be accordance with the delivery schedule under
Section VI- Schedule of Requirements and Specifications, from receipt of the Notice to
Proceed.

4. Bidders should have completed similar contracts amounting to at least fifty percent
(50%) of ABC of the specified lot/s to be bid. The description of an eligible bidder is
contained in the Bidding Documents, particularly, in Section II (Instructions to
Bidders).

5. The Bidding will be conducted through open competitive bidding procedures using the
non-discretionary “pass/fail” criterion as specified in the 2016 revised Implementing
Rules and Regulations (IRR) of Republic Act No. 9184.

6. Interested bidders may obtain further information from the Schools Division Office of
San Carlos City (Pangasinan) and inspect the Bidding Documents at the address
given below during office hours.

7. A complete set of Bidding Documents may be acquired by interested bidders starting

April 13, 2023, until 10:00 AM of May 4, 2023, located at BAC Office, DepEd
Division Office, San Carlos City, Pangasinan, and upon payment of the applicable fee
for the Bidding Documents, pursuant to the latest Guidelines issued by the GPPB, in
the amount of Five Hundred Pesos (Php500.00) to the DepEd Division Cashier.

Payment may also be made thru bank (Deped SCC Trust Fund Account), the account
number will be given upon request of the bidder/s. Only bidder/s who purchased the
Bidding Documents will be allowed to submit bids.

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 The Bidding documents may also be downloaded free of charge from the website of the
Philippine Government Electronic Procurement System (PhilGEPS) and the website of
the Procuring Entity, provided that Bidders shall pay the applicable fee for the Bidding
Documents not later than the submission of their bids.

8. DepEd Division of San Carlos City (Pangasinan) will hold a Pre-Bid Conference1
on April 21, 2023, 09:00 AM at the Ground Floor of the New Building, Schools
Division Office of San Carlos City, Pangasinan, which shall be open to all
prospective bidders.

Bidders who will attend physically the Pre-Bid Conference and Opening of Bids are
encouraged to wear face mask/s upon entry in the Schools Division Office of San
Carlos City.

9. Bids must be duly received by the RECORDS OFFICE through manual submission
at the Schools Division Office of San Carlos City, Pangasinan on or before 10:00
AM of May 4, 2023, which shall then be submitted to the BAC Secretariat, DepEd
Division Office, San Carlos City, Pangasinan.

Each Bidder shall submit one (1) copy original and two (2) hardcopies of the first and
second components of its bid. Soft Copy (Excel File) of the Financial Documents and
Scanned Copy (PDF File Format) of Technical and Financial Documents, properly
organized in a USB flash drive file shall also be submitted.

Bids submitted beyond the period of submission shall no longer be accepted.

10. All bids must be accompanied by a bid security in any of the acceptable forms and in
the amount stated in ITB Clause 16.

11. Bid opening shall be on May 4, 2023, 10:30 AM at the Ground Floor of the New
Building, Schools Division Office of San Carlos City, Pangasinan. Bids will be
opened in the presence of the bidders and/or their authorized representatives.

Authorized representatives shall present a copy of Special Power of Attorney to the

BAC secretariat upon registration.

12. The DepEd Division of San Carlos City (Pangasinan) reserves the right to reject any
and all bids, declare a failure of bidding, or not award the contract at any time prior to
contract award in accordance with Sections 35.6 and 41 of the 2016 revised
Implementing Rules and Regulations (IRR) of RA No. 9184, without thereby incurring
any liability to the affected bidder or bidders.

In addition to the 2016 Revised IRR of RA 9184 and all other applicable laws, please
be informed that GPPB Circular 04-2020 also serves as a reference, especially on
required forms and additional mandatory provisions for this project.

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May be deleted in case the ABC is less than One Million Pesos (PhP1,000,000) where the Procuring Entity may not hold a
pre-bid conference.

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13. For further information, you may contact:

ATTY. LIWAWA D. SIAPNO

Attorney III
Chairperson, BAC Secretariat
DepEd Division Office, San Carlos City (Pangasinan)
Roxas Boulevard, San Carlos City (Pangasinan)
(075) 632-3293/(075) 529-5628
[email protected]

Issued on: April 12, 2023

ARLENE B. CASIPIT, EdD, CESE

OIC, Assistant Schools Division Superintendent
Chairperson, Bids and Awards Committee

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 Section II. Instructions to Bidders

Notes on the Instructions to Bidders

This Section on the Instruction to Bidders (ITB) provides the information necessary for
bidders to prepare responsive bids, in accordance with the requirements of the Procuring
Entity. It also provides information on bid submission, eligibility check, opening and
evaluation of bids, post-qualification, and on the award of contract.

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1. Scope of Bid
The Procuring Entity, Department of Education (DepEd) Schools Division
Office of San Carlos City (Pangasinan), now invites prospective bidders to
submit Bids for SUPPLY AND DELIVERY AND INSTALLATION OF
CCTV FOR SDO-SCC with identification number, 20230412-003

2. Funding Information
The GOP through the source of funding as indicated below for FY 2022 GAA (SARO
No. OSEC-1-22-2435) in the amount of Four Hundred Thirteen Thousand Three
Hundred and Ninety- Five Pesos (Php413,395.00).

The source of funding is: NGA, the General Appropriations Act or Special
Appropriations.

3. Bidding Requirements
The Bidding for the Project shall be governed by all the provisions of RA No. 9184 and
its 2016 revised IRR, including its Generic Procurement Manuals and associated
policies, rules and regulations as the primary source thereof, while the herein clauses
shall serve as the secondary source thereof.

Any amendments made to the IRR and other GPPB issuances shall be applicable only
to the ongoing posting, advertisement, or IB by the BAC through the issuance of a
supplemental or bid bulletin.

The Bidder, by the act of submitting its Bid, shall be deemed to have verified and
accepted the general requirements of this Project, including other factors that may affect
the cost, duration and execution or implementation of the contract, project, or work and
examine all instructions, forms, terms, and project requirements in the Bidding
Documents.

4. Corrupt, Fraudulent, Collusive, and Coercive Practices

The Procuring Entity, as well as the Bidders and Suppliers, shall observe the highest
standard of ethics during the procurement and execution of the contract. They or
through an agent shall not engage in corrupt, fraudulent, collusive, coercive, and
obstructive practices defined under Annex “I” of the 2016 revised IRR of RA No. 9184
or other integrity violations in competing for the Project.

5. Eligible Bidders
5.1. Only Bids of Bidders found to be legally, technically, and financially capable
will be evaluated.

5.2. Foreign ownership exceeding those allowed under the rules may participate
pursuant to:

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 1. When a Treaty or International or Executive Agreement as
provided in Section 4 of the RA No. 9184 and its 2016 revised IRR
allow foreign bidders to participate;

2. Citizens, corporations, or associations of a country, included in the

list issued by the GPPB, the laws or regulations of which grant
reciprocal rights or privileges to citizens, corporations, or
associations of the Philippines;

3. When the Goods sought to be procured are not available from local
suppliers; or

4. When there is a need to prevent situations that defeat competition

or restrain trade.

5.3. Pursuant to Section 23.4.1.3 of the 2016 revised IRR of RA No.9184, the Bidder
shall have an SLCC that is at least one (1) contract similar to the Project the
value of which, adjusted to current prices using the PSA’s CPI, must be at least
equivalent to:

1. For the procurement of Non-expendable Supplies and Services: The Bidder

must have completed a single contract that is similar to this Project,
equivalent to at least fifty percent (50%) of the ABC.

5.4. The Bidders shall comply with the eligibility criteria under Section 23.4.1 of the
2016 IRR of RA No. 9184.

6. Origin of Goods
There is no restriction on the origin of goods other than those prohibited by a decision
of the UN Security Council taken under Chapter VII of the Charter of the UN, subject
to Domestic Preference requirements under ITB Clause 18.

7. Subcontracts
The Procuring Entity has prescribed that: Subcontracting is not allowed.

8. Pre-Bid Conference
The Procuring Entity will hold a pre-bid conference for this Project on April 21, 2023,
09:00 AM at the Ground Floor of the New Building, Schools Division Office of San
Carlos City, Pangasinan, as indicated in paragraph 8 of the IB.

9. Clarification and Amendment of Bidding Documents

Prospective bidders may request for clarification on and/or interpretation of any part of
the Bidding Documents. Such requests must be in writing and received by the Procuring
Entity, either at its given address or through electronic mail indicated in the IB, at least
ten (10) calendar days before the deadline set for the submission and receipt of Bids.

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10. Documents comprising the Bid: Eligibility and Technical
Components
1. The first envelope shall contain the eligibility and technical documents of the
Bid as specified in Section VIII (Checklist of Technical and Financial
Documents).

2. The Bidder’s SLCC as indicated in ITB Clause 5.3 should have been completed,
within five (5) years (as provided in paragraph 4 of the IB), from the deadline
for the submission and receipt of bids.

3. If the eligibility requirements or statements, the bids, and all other documents
for submission to the BAC are in foreign language other than English, it must
be accompanied by a translation in English, which shall be authenticated by the
appropriate Philippine foreign service establishment, post, or the equivalent
office having jurisdiction over the foreign bidder’s affairs in the Philippines.
Similar to the required authentication above, for Contracting Parties to the
Apostille Convention, only the translated documents shall be authenticated
through an apostille pursuant to GPPB Resolution No. 13-2019 dated 23 May
2019. The English translation shall govern, for purposes of interpretation of the
bid.

11. Documents comprising the Bid: Financial Component

1. The second bid envelope shall contain the financial documents for the Bid as
specified in Section VIII (Checklist of Technical and Financial Documents).

2. If the Bidder claims preference as a Domestic Bidder or Domestic Entity, a

certification issued by DTI shall be provided by the Bidder in accordance with
Section 43.1.3 of the 2016 revised IRR of RA No. 9184.

3. Any bid exceeding the ABC indicated in paragraph 1 of the IB shall not be
accepted.

4. For Foreign-funded Procurement, a ceiling may be applied to bid prices

provided the conditions are met under Section 31.2 of the 2016 revised IRR of
RA No. 9184.

5. In the case of Framework Agreement, financial proposals for single or multi-

year Framework Agreement shall be submitted before the deadline of
submission of bids as prescribed in the IB. For multi-year Framework
Agreement, evaluation of the financial proposal during this stage is for purposes
of determining eligibility and whether or not such financial proposal is within
the ABC.

12. Bid Prices

12.1. Prices indicated on the Price Schedule shall be entered separately in the
following manner:

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 • For Goods offered from within the Procuring Entity’s country:

1. The price of the Goods quoted EXW (ex-works, ex-factory, ex-

warehouse, ex-showroom, or off-the-shelf, as applicable);

2. The cost of all customs duties and sales and other taxes already
paid or payable;

3. The cost of transportation, insurance, and other costs incidental to

delivery of the Goods to their final destination; and

4. The price of other (incidental) services, if any, listed in e.

• For Goods offered from abroad:

1. Unless otherwise stated in the BDS, the price of the Goods shall
be quoted delivered duty paid (DDP) with the place of destination
in the Philippines as specified in the BDS. In quoting the price,
the Bidder shall be free to use transportation through carriers
registered in any eligible country. Similarly, the Bidder may
obtain insurance services from any eligible source country.

2. The price of other (incidental) services, if any, as listed in Section

VII (Technical Specifications).

12.2. In the case of Framework Agreement, the following should also apply in
addition to Clause 12.1:

1. For a single year Framework Agreement, the prices quoted by the Bidder
shall be fixed during the Bidder’s performance of the contract and not
subject to variation or escalation on any account. Price schedules required
under Clause 12.1 shall be submitted with the bidding documents.

2. For a multi-year Framework Agreement, the prices quoted by the Bidder

during submission of eligibility documents shall be the ceiling and the price
quoted during mini-competition must not exceed the initial price offer. The
price quoted during call for mini-competition shall be fixed during the
Bidder’s performance of that Call-off and not subject to variation or
escalation on any account. Price schedules required under Clause 12.1 shall
be submitted with the bidding documents.

13. Bid and Payment Currencies

1. For Goods that the Bidder will supply from outside the Philippines, the bid
prices may be quoted in the local currency or tradeable currency accepted by the
BSP at the discretion of the Bidder. However, for purposes of bid evaluation,
Bids denominated in foreign currencies, shall be converted to Philippine
currency based on the exchange rate as published in the BSP reference rate
bulletin on the day of the bid opening.

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 2. Payment of the contract price shall be made in:

Philippine Pesos.

14. Bid Security

1. The Bidder shall submit a Bid Securing Declaration2 or any form of Bid Security
in the amount indicated in the BDS, which shall be not less than the percentage
of the ABC in accordance with the schedule in the BDS.

2. The Bid and bid security shall be valid until for 120 days. Any Bid not
accompanied by an acceptable bid security shall be rejected by the Procuring
Entity as non-responsive.

3. In the case of Framework Agreement, other than the grounds for forfeiture under
the 2016 revised IRR, the bid security may also be forfeited if the successful
bidder fails to sign the Framework Agreement, or fails to furnish the
performance security or performance securing declaration. Without prejudice
on its forfeiture, bid securities shall be returned only after the posting of
performance security or performance securing declaration, as the case may be,
by the winning Bidder or compliant Bidders and the signing of the Framework
Agreement.

15. Sealing and Marking of Bids

Each Bidder shall submit one copy of the first and second components of its Bid.

The Procuring Entity may request additional hard copies and/or electronic copies of the
Bid. For the documents containing the Technical component of the bid, the bidder may
use a green colored envelope, and for the Financial component of the bid, a yellow-
colored envelope may be use. However, the failure of the Bidders to comply with the
said request shall not be a ground for disqualification.

If the Procuring Entity allows the submission of bids through online submission or any
other electronic means, the Bidder shall submit an electronic copy of its Bid, which
must be digitally signed. An electronic copy that cannot be opened or is corrupted shall
be considered non-responsive and, thus, automatically disqualified.
The Procuring Entity may request additional hard copies and/or electronic copies of the
Bid. However, the failure of the Bidders to comply with the said request shall not be a
ground for disqualification.

16. Deadline for Submission of Bids

16.1. The Bidders shall submit on the specified date and time their bid at the address
as indicated in paragraph 9 of the IB.

2 In the case of Framework Agreement, the undertaking shall refer to entering into contract with the Procuring Entity and
furnishing of the performance security or the performance securing declaration within ten (10) calendar days from receipt of
Notice to Execute Framework Agreement.
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 16.2. The prospective supplier/s shall bring a complete sample of the Goods on
the day of the Opening of Bids for checking by the members of the Bids and
Awards Committee and the members of the TWG.

16.3. In the case of Framework Agreement, multi-year Framework Agreement, the

submission of bids shall be for the initial evaluation of their technical and
financial eligibility. Thereafter, those declared eligible during the said initial
eligibility evaluation and entered into a Framework Agreement with the
Procuring Entity shall submit anew their best financial offer at the address and
on or before the date and time indicated in the Call for each mini-competition.

17. Opening and Preliminary Examination of Bids

1. The BAC shall open the Bids in public at the time, on the date, and at the place
specified in paragraph 9 of the IB. The Bidders’ representatives who are present
shall sign a register evidencing their attendance. In case videoconferencing,
webcasting or other similar technologies will be used, attendance of participants
shall likewise be recorded by the BAC Secretariat.

In case the Bids cannot be opened as scheduled due to justifiable reasons, the
rescheduling requirements under Section 29 of the 2016 revised IRR of RA No.
9184 shall prevail.

2. The preliminary examination of bids shall be governed by Section 30 of the

2016 revised IRR of RA No. 9184.

18. Domestic Preference

18.1. The Procuring Entity will grant a margin of preference for the purpose of
comparison of Bids in accordance with Section 43.1.2 of the 2016 revised IRR
of RA No. 9184.

18.2. In the case of Framework Agreement, multi-year Framework Agreement,

determination of margin of preference shall be conducted every call for Mini-
Competition.

19. Detailed Evaluation and Comparison of Bids

The Procuring Entity’s BAC shall immediately conduct a detailed evaluation of
all Bids rated “passed,” using non-discretionary pass/fail criteria. The BAC
shall consider the conditions in the evaluation of Bids under Section 32.2 of the
2016 revised IRR of RA No. 9184.

For Framework Agreement:

1. In the case of single-year Framework Agreement, the Lowest Calculated
Bid shall be determined outright after the detailed evaluation;

2. For multi-year Framework Agreement, the determination of the eligibility

and the compliance of bidders with the technical and financial aspects of

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 the projects shall be initially made by the BAC, in accordance with Item
7.4.2 of the Guidelines on the Use of Framework Agreement.

2.The Project shall be awarded as follows:

One Project.

3.Except for bidders submitting a committed Line of Credit from a Universal or

Commercial Bank in lieu of its NFCC computation, all Bids must include the NFCC
computation pursuant to Section 23.4.1.4 of the 2016 revised IRR of RA No. 9184,
which must be sufficient for the total of the ABCs for all the lots or items participated
in by the prospective Bidder. For bidders submitting the committed Line of Credit, it
must be at least equal to ten percent (10%) of the ABCs for all the lots or items
participated in by the prospective Bidder.

20. Post-Qualification
20.1. In the case of Framework Agreement, for multi-year Framework Agreement, all
bidders initially determined to be eligible and financially compliant shall be
subject to initial post-qualification. The BAC shall then recommend the
execution of a Framework Agreement among all eligible, technically and
financially compliant bidders and the Procuring Entity and shall be issued by
HoPE a Notice to Execute Framework Agreement. The determination of the
Lowest Calculated Bid (LCB) shall not be performed by the BAC until a Mini-
Competition is conducted among the bidders who executed a Framework
Agreement. When a Call for Mini-Competition is made, the BAC shall allow
the bidders to submit their best financial proposals on such pre-scheduled date,
time and place to determine the bidder with the LCB.

20.2. Within a non-extendible period of five (5) calendar days from receipt by the
Bidder of the notice from the BAC that it submitted the Lowest Calculated Bid,
{or in the case of multi-year Framework Agreement, that it is one of the eligible
bidders who have submitted bids that are found to be technically and financially
compliant,}the Bidder shall submit its latest income and business tax returns
filed and paid through the BIR Electronic Filing and Payment System (eFPS)
and other appropriate licenses and permits required by law and stated in the
BDS. {For every mini competition in Framework Agreement, the LCB shall
likewise submit the required documents for final Post Qualification.

21. Signing of the Contract

21.1. The documents required in Section 37.2 of the 2016 revised IRR of RA No.
9184 shall form part of the Contract. Additional Contract documents are
indicated in the BDS.

For Framework Agreement:

21.2. At the same time as the Procuring Entity notifies the successful Bidder that its
bid has been accepted, the Procuring Entity shall send the Framework
Agreement Form to the Bidder, which contract has been provided in the Bidding
Documents, incorporating therein all agreements between the parties.
18
21.3. Within ten (10) calendar days from receipt of the Notice to Execute Framework
Agreement with the Procuring Entity, the successful Bidder or its duly
authorized representative shall formally enter into a Framework Agreement
with the procuring entity for an amount of One Peso to be paid to the procuring
entity as a consideration for the option granted by the procuring entity to procure
the items in the Framework Agreement List when the need arises.

21.4. The Procuring Entity shall enter into a Framework Agreement with the
successful Bidder within the same ten (10) calendar day period provided that all
the documentary requirements are complied with.

21.5. The following documents shall form part of the Framework Agreement:

1. Framework Agreement Form;

2. Bidding Documents;
3. Call-offs;
4. Winning bidder’s bid, including the Technical and Financial Proposals, and all
other documents/statements submitted (e.g., bidder’s response to request
for clarifications on the bid), including corrections to the bid, if any,
resulting from the Procuring Entity’s bid evaluation;
5. Performance Security or Performance Securing Declaration, as the case may be;
6. Notice to Execute Framework Agreement; and
7. Other contract documents that may be required by existing laws and/or specified
in the BDS.

19
 Section III. Bid Data Sheet

Notes on the Bid Data Sheet

The Bid Data Sheet (BDS) consists of provisions that supplement, amend, or specify in
detail, information, or requirements included in the ITB found in Section II, which are
specific to each procurement.

This Section is intended to assist the Procuring Entity in providing the specific information
in relation to corresponding clauses in the ITB and has to be prepared for each specific
procurement.

The Procuring Entity should specify in the BDS information and requirements specific to
the circumstances of the Procuring Entity, the processing of the procurement, and the bid
evaluation criteria that will apply to the Bids. In preparing the BDS, the following aspects
should be checked:

1. Information that specifies and complements provisions of the ITB must be

incorporated.

2. Amendments and/or supplements, if any, to provisions of the ITB as necessitated by

the circumstances of the specific procurement, must also be incorporated.

20
 Bid Data Sheet
ITB
Clause
5.3 For this purpose, contracts similar to the Project shall be:

1. Single contract similar to the item/s to be bid.

2. completed within the last five (5) years prior to the deadline for the
submission and receipt of bids.

7.1 Sub-contracting is not allowed.

12 The price of the Goods shall be quoted DDP to Department of Education

(DepEd) Division of San Carlos City (Pangasinan), or the applicable
International Commercial Terms (INCOTERMS) for this Project.

14.1 The bid security shall be in the form of a Bid Securing Declaration, or any of the
following forms and amounts:

1. The amount of not less than Php 8,267.9 [Indicate the amount equivalent
to two percent (2%) of ABC], if bid security is in cash,
cashier’s/manager’s check, bank draft/guarantee or irrevocable letter of
credit; or

2. The amount of not less than Php 20,669.75[Indicate the amount

equivalent to five percent (5%) of ABC] if bid security is in Surety Bond.

19.3 The project shall be awarded as:

One Project.
20.2 For the licenses and permits relevant to the Project and the corresponding law
requiring it – please see checklist of eligibility

21.2 Contract documents relevant to the Project that may be required by existing laws
and/or the Procuring Entity shall be determined en banc by the BAC on the date
of Opening of Bids

21
 Section IV. General Conditions of Contract

Notes on the General Conditions of Contract

The General Conditions of Contract (GCC) in this Section, read in conjunction with the
Special Conditions of Contract in Section V and other documents listed therein, should be a
complete document expressing all the rights and obligations of the parties.

Matters governing performance of the Supplier, payments under the contract, or matters
affecting the risks, rights, and obligations of the parties under the contract are included in
the GCC and Special Conditions of Contract.

Any complementary information, which may be needed, shall be introduced only through
the Special Conditions of Contract.

22
1. Scope of Contract
This Contract shall include all such items, although not specifically mentioned, that can
be reasonably inferred as being required for its completion as if such items were
expressly mentioned herein. All the provisions of RA No. 9184 and its 2016 revised
IRR, including the Generic Procurement Manual, and associated issuances, constitute
the primary source for the terms and conditions of the Contract, and thus, applicable in
contract implementation. Herein clauses shall serve as the secondary source for the
terms and conditions of the Contract.

This is without prejudice to Sections 74.1 and 74.2 of the 2016 revised IRR of RA No.
9184 allowing the GPPB to amend the IRR, which shall be applied to all procurement
activities, the advertisement, posting, or invitation of which were issued after the
effectivity of the said amendment.

Additional requirements for the completion of this Contract shall be provided in the
Special Conditions of Contract (SCC).

2. Advance Payment and Terms of Payment

1. Advance payment of the contract amount is provided under Annex “D” of the
revised 2016 IRR of RA No. 9184.

2. The Procuring Entity is allowed to determine the terms of payment on the partial
or staggered delivery of the Goods procured, provided such partial payment
shall correspond to the value of the goods delivered and accepted in accordance
with prevailing accounting and auditing rules and regulations. The terms of
payment are indicated in the SCC.

In the case of Framework Agreement:

3. For a single-year Framework Agreement, prices charged by the Supplier for

Goods delivered and/or services performed under a Call-Off shall not vary from
the prices quoted by the Supplier in its bid.

4. For multi-year Framework Agreement, prices charged by the Supplier for

Goods delivered and/or services performed under a Call-Off shall not vary from
the prices quoted by the Supplier during conduct of Mini-Competition.

3. Performance Security
Within ten (10) calendar days from receipt of the Notice of Award by the Bidder from
the Procuring Entity but in no case later than prior to the signing of the Contract by both
parties, the successful Bidder shall furnish the performance security in any of the forms
prescribed in Section 39 of the 2016 revised IRR of RA No. 9184. (Please refer to
RA 9184 and its IRR) {In the case of Framework Agreement, the Bidder may opt to
furnish the performance security or a Performance Securing Declaration as defined
under the Guidelines on the Use of Framework Agreement.}

23
4. Inspection and Tests
The Procuring Entity or its representative shall have the right to inspect and/or to test
the Goods to confirm their conformity to the Project or, for Framework Agreement,
specifications at no extra cost to the Procuring Entity in accordance with the Generic
Procurement Manual. In addition to tests in the SCC, Section IV (Technical
Specifications) shall specify what inspections and/or tests the Procuring Entity
requires, and where they are to be conducted. The Procuring Entity shall notify the
Supplier in writing, in a timely manner, of the identity of any representatives retained
for these purposes.

All reasonable facilities and assistance for the inspection and testing of Goods,
including access to drawings and production data, shall be provided by the Supplier to
the authorized inspectors at no charge to the Procuring Entity.

5. Warranty
1. In order to assure that manufacturing defects shall be corrected by the Supplier,
a warranty shall be required from the Supplier as provided under Section 62.1
of the 2016 revised IRR of RA No. 9184, to wit:

‘For the procurement of Goods, in order to assure that manufacturing defects

shall be corrected by the supplier, a warranty security shall be required from
the contract awardee for a minimum period of three (3) months, in the case of
Expendable Supplies, or a minimum period of one (1) year, in the case of Non-
expendable Supplies, after acceptance by the Procuring Entity of the delivered
supplies.

The obligation for the warranty shall be covered by either retention money in
an amount equivalent to at least one percent (1%) but not to exceed five percent
(5%) of every progress payment, or a special bank guarantee equivalent to at
least one percent (1%) but not to exceed five percent (5%) of the total contract
price. The said amounts shall only be released after the lapse of the warranty
period or, in the case of Expendable Supplies, after consumption thereof:
Provided, however, That the supplies delivered are free from patent and latent
defects and all the conditions imposed under the contract have been fully met.
(a)’

For this procurement project, the Procuring Entity will require a warranty
security of 1% of the total contract price either of retention money or a special
bank guarantee, at the option of the winning bidder, for a period of one (1) year
from acceptance by the Procuring Entity of the Goods.

2. The Procuring Entity shall promptly notify the Supplier in writing of any claims
arising under this warranty. Upon receipt of such notice, the Supplier shall,
repair or replace the defective Goods or parts thereof without cost to the
Procuring Entity, pursuant to the Generic Procurement Manual.

24
6. Liability of the Supplier
The Supplier’s liability under this Contract shall be as provided by the laws of the
Republic of the Philippines.

If the Supplier is a joint venture, all partners to the joint venture shall be jointly and
severally liable to the Procuring Entity.

25
 Section V. Special Conditions of Contract

Notes on the Special Conditions of Contract

Similar to the BDS, the clauses in this Section are intended to assist the Procuring Entity in
providing contract-specific information in relation to corresponding clauses in the GCC
found in Section IV.

The Special Conditions of Contract (SCC) complement the GCC, specifying contractual
requirements linked to the special circumstances of the Procuring Entity, the Procuring
Entity’s country, the sector, and the Goods purchased. In preparing this Section, the
following aspects should be checked:

1. Information that complements provisions of the GCC must be incorporated.

2. Amendments and/or supplements to provisions of the GCC as necessitated by the

circumstances of the specific purchase, must also be incorporated.

However, no special condition which defeats or negates the general intent and purpose of
the provisions of the GCC should be incorporated herein.

26
 Special Conditions of Contract
GCC
Clause
1
Delivery and Documents –

For purposes of the Contract, “EXW,” “FOB,” “FCA,” “CIF,” “CIP,” “DDP”
and other trade terms used to describe the obligations of the parties shall have
the meanings assigned to them by the current edition of INCOTERMS
published by the International Chamber of Commerce, Paris. The Delivery
terms of this Contract shall be as follows:

For Goods supplied from abroad, the delivery terms applicable to the Contract
are DDP delivered to Department of Education (DepEd) Division of San
Carlos City (Pangasinan). In accordance with INCOTERMS.”

For Goods supplied from within the Philippines, the delivery terms applicable
to this Contract are delivered Department of Education (DepEd) Division of
San Carlos City (Pangasinan). Risk and title will pass from the Supplier to the
Procuring Entity upon receipt and final acceptance of the Goods at their final
destination.”

Delivery of the Goods shall be made by the Supplier in accordance with the
terms specified in Section VI (Schedule of Requirements).

For purposes of this Clause the Procuring Entity’s Representative at the Project
Site is the Head of the Agency’s Supply Unit and/or his appointed staff.

Incidental Services –

The Supplier is required to provide all of the following services, including

additional services, if any, specified in Section VI. Schedule of Requirements:

1. performance or supervision of on-site assembly and/or start-up of the

supplied Goods;
2. furnishing of tools required for assembly and/or maintenance of the
supplied Goods;
3. furnishing of a detailed operations and maintenance manual for each
appropriate unit of the supplied Goods;
4. performance or supervision or maintenance and/or repair of the supplied
Goods, for a period of time agreed by the parties, provided that this
service shall not relieve the Supplier of any warranty obligations
under this Contract; and

5. training of the Procuring Entity’s personnel, at the Supplier’s plant

and/or on-site, in assembly, start-up, operation, maintenance, and/or
repair of the supplied Goods.

27
The Contract price for the Goods shall include the prices charged by the
Supplier for incidental services and shall not exceed the prevailing rates charged
to other parties by the Supplier for similar services.

Spare Parts –

The Supplier is required to provide all of the following materials, notifications,

and information pertaining to spare parts manufactured or distributed by the
Supplier:

1. such spare parts as the Procuring Entity may elect to purchase from the
Supplier, provided that this election shall not relieve the Supplier of any
warranty obligations under this Contract; and

2. in the event of termination of production of the spare parts:

1. advance notification to the Procuring Entity of the pending

termination, in sufficient time to permit the Procuring Entity to
procure needed requirements; and

2. following such termination, furnishing at no cost to the Procuring

Entity, the blueprints, drawings, and specifications of the spare
parts, if requested.

The spare parts and other components required are listed in Section VI
(Schedule of Requirements) and the cost thereof are included in the contract
price.

The Supplier shall carry sufficient inventories to assure ex-stock supply of

consumable spare parts or components for the Goods for a period of Thirty
Calendar Days or a time period three times the warranty period.

Spare parts or components shall be supplied as promptly as possible, but in any

case, within one month of placing the order.

Packaging –

The Supplier shall provide such packaging of the Goods as is required to prevent
their damage or deterioration during transit to their final destination, as
indicated in this Contract. The packaging shall be sufficient to withstand,
without limitation, rough handling during transit and exposure to extreme
temperatures, salt and precipitation during transit, and open storage. Packaging
case size and weights shall take into consideration, where appropriate, the

28
remoteness of the Goods’ final destination and the absence of heavy handling
facilities at all points in transit.

The packaging, marking, and documentation within and outside the packages
shall comply strictly with such special requirements as shall be expressly
provided for in the Contract, including additional requirements, if any, specified
below, and in any subsequent instructions ordered by the Procuring Entity.

The outer packaging must be clearly marked on at least four (4) sides as follows:

Name of the Procuring Entity

Name of the Supplier
Contract Description
Final Destination
Gross weight
Any special lifting instructions
Any special handling instructions
Any relevant HAZCHEM classifications

A packaging list identifying the contents and quantities of the package is to be

placed on an accessible point of the outer packaging if practical. If not practical
the packaging list is to be placed inside the outer packaging but outside the
secondary packaging.

Transportation –

Where the Supplier is required under Contract to deliver the Goods CIF, CIP,
or DDP, transport of the Goods to the port of destination or such other named
place of destination in the Philippines, as shall be specified in this Contract,
shall be arranged and paid for by the Supplier, and the cost thereof shall be
included in the Contract Price.

Where the Supplier is required under this Contract to transport the Goods to a
specified place of destination within the Philippines, defined as the Project Site,
transport to such place of destination in the Philippines, including insurance and
storage, as shall be specified in this Contract, shall be arranged by the Supplier,
and related costs shall be included in the contract price.

29
 Where the Supplier is required under Contract to deliver the Goods CIF, CIP or
DDP, Goods are to be transported on carriers of Philippine registry. In the event
that no carrier of Philippine registry is available, Goods may be shipped by a
carrier which is not of Philippine registry provided that the Supplier obtains and
presents to the Procuring Entity certification to this effect from the nearest
Philippine consulate to the port of dispatch. In the event that carriers of
Philippine registry are available but their schedule delays the Supplier in its
performance of this Contract the period from when the Goods were first ready
for shipment and the actual date of shipment the period of delay will be
considered force majeure.

The Procuring Entity accepts no liability for the damage of Goods during transit
other than those prescribed by INCOTERMS for DDP deliveries. In the case
of Goods supplied from within the Philippines or supplied by domestic
Suppliers risk and title will not be deemed to have passed to the Procuring Entity
until their receipt and final acceptance at the final destination.

Intellectual Property Rights –

The Supplier shall indemnify the Procuring Entity against all third-party claims
of infringement of patent, trademark, or industrial design rights arising from use
of the Goods or any part thereof.
2.2 “The terms of partial payment shall be in accordance with Annex “D” of the
2016 Revised Implementing Rules and Regulations of RA 9184
4 The inspections and tests that will be conducted shall be specified en banc by
the BAC during the Pre-Bid Conference.

30
 Section VI. Schedule of Requirements
Delivery of Supply and Installation of CCTV must be on or before the dates
specified:

*45 Calendar Days from the receipt of the Notice to Proceed by the Winning
Bidder

DELIVERY AND INSPECTION:

The Winning Bidder should inform the Schools Division Superintendent of the delivery of
goods in writing three (3) days before the projected delivery through the Records Office
through manual submission or through their official e-mail address at
[email protected].

The additional guidelines on the procedures of Inspection and Delivery are detailed as follows:

1. Upon receipt of the Notice of Delivery by the Records Office, the communication will be
routed to the BAC Secretariat and the latter will immediately forward it to the Schools Division
Superintendent. The Supply Office will also inform the Division Inspectorate Team and End-
User/Proponent of the project of the said delivery through an Inspection Order signed by the
Head of the Agency or the Administrative Officer, if authorized, with the attached Technical
Specifications of the project.

2. On the day of the delivery, the Division Inspectorate Team and End-User of the project shall
inspect the delivery of goods in the Division Office.

3.The Inspection and Acceptance Report shall be signed by the members of the Division
Inspectorate Team in accordance with the Technical Specifications of the project.

4. The signed Delivery Receipt shall be prepared and submitted by the supplier.

5. The Inventory Custodian Slip (ICS) shall be prepared by the Division Supply Officer.

*Note: The Delivery Receipt must be registered to the BIR (Bureau of Internal Revenue)

31
 Section VII. Technical Specifications

Notes for Preparing the Technical Specifications

A set of precise and clear specifications is a prerequisite for Bidders to respond realistically
and competitively to the requirements of the Procuring Entity without qualifying their Bids.
In the context of Competitive Bidding, the specifications (e.g. production/delivery schedule,
manpower requirements, and after-sales service/parts, descriptions of the lots or items) must
be prepared to permit the widest possible competition and, at the same time, present a clear
statement of the required standards of workmanship, materials, and performance of the
goods and services to be procured. Only if this is done will the objectives of transparency,
equity, efficiency, fairness , and economy in procurement be realized, responsiveness of bids
be ensured, and the subsequent task of bid evaluation and post-qualification facilitated. The
specifications should require that all items, materials and accessories to be included or
incorporated in the goods be new, unused, and of the most recent or current models, and that
they include or incorporate all recent improvements in design and materials unless otherwise
provided in the Contract.

Samples of specifications from previous similar procurements are useful in this respect. The
use of metric units is encouraged. Depending on the complexity of the goods and the
repetitiveness of the type of procurement, it may be advantageous to standardize the General
Technical Specifications and incorporate them in a separate subsection. The General
Technical Specifications should cover all classes of workmanship, materials, and equipment
commonly involved in manufacturing similar goods. Deletions or addenda should then
adapt the General Technical Specifications to the particular procurement.

Care must be taken in drafting specifications to ensure that they are not restrictive. In the
specification of standards for equipment, materials, and workmanship, recognized Philippine
and international standards should be used as much as possible. Where other particular
standards are used, whether national standards or other standards, the specifications should
state that equipment, materials, and workmanship that meet other authoritative standards,
and which ensure at least a substantially equal quality than the standards mentioned, will
also be acceptable. The following clause may be inserted in the Special Conditions of
Contract or the Technical Specifications.

Sample Clause: Equivalency of Standards and Codes

Wherever reference is made in the Technical Specifications to specific standards and codes
to be met by the goods and materials to be furnished or tested, the provisions of the latest
edition or revision of the relevant standards and codes shall apply, unless otherwise
expressly stated in the Contract. Where such standards and codes are national or relate to a
particular country or region, other authoritative standards that ensure substantial equivalence
to the standards and codes specified will be acceptable.

32
Reference to brand name and catalogue number should be avoided as far as possible; where
unavoidable they should always be followed by the words “or at least equivalent.”
References to brand names cannot be used when the funding source is the GOP.

Where appropriate, drawings, including site plans as required, may be furnished by the
Procuring Entity with the Bidding Documents. Similarly, the Supplier may be requested to
provide drawings or samples either with its Bid or for prior review by the Procuring Entity
during contract execution.

Bidders are also required, as part of the technical specifications, to complete their statement
of compliance demonstrating how the items comply with the specification.

33
 TECHNICAL SPECIFICATIONS

Title: SUPPLY AND DELIVERY AND INSTALLATION OF CCTV FOR SDO-SCC

Approved Budget of Contract: PHP 413,395.00

Source of Fund: FY 2022 GAA (SARO No. OSEC-1-22-2435)
Completion Period: 45 Calendar Days

ITEM STATEMENT
NO. QUANTITY UNIT ITEM DESCRIPTION OF
COMPLIANCE

1 2 Set NETWORK VIDEO RECORDER (NVR)

• 16 Channel recorder
• Third-party network cameras supported
• Up to 8 Megapixels resolution recording
• network cameras can be connected with
40M/60M/80M incoming bandwidth
• Support H.265/H.264/MPEG4 video formats
• Support 1-ch HDMI, 1-ch VGA, HMDI at up
to 4K(3840x2160) resolution
• 2 USB Ports

2 27 Pc IP Dome Type Camera

• 4MP 2.8mm lens
• Wide Lens
• 24 hour colored
• WDR, 120dB
• IP67, PoE
• with night vision
3 5 Pc IP Bullet Type Outdoor Camera
• 4MP 2.8mm lens
• Wide Lens
• 24 hour colored
• WDR, 120dB
• IP67, PoE
• with night vision
HARD DISK DRIVE
4 2 Pc • 4TB Storage Capacity
• Designed for surveillance system
5 3 Set Monitor
• 32" monitor
• Industrial level LCD panel
• 1920x1080 FHD

34
ITEM STATEMENT
NO. QUANTITY UNIT ITEM DESCRIPTION OF
COMPLIANCE
6 2 Set 16 Channel PoE Switch
• Unmanaged Switch
• 16 100M PoE port
• 2 1000M combo port
• PoE power budget 230W
7 1 Set Gigabit Switch
• Unmanaged Switch
• 8 Ports
• 10/1000 port
• Gigabit
8 1 Set Data Cabinet
• 22U size
• Metal with glass front panel
• Wall or floor mounted
9 2 Pc Cabinet Cable Manager
• 1U Rack Mount Type
• 24 Ports
10 4 Pc Data Cabinet Tray
11 4 Pc Power Distribution Unit
• 8 Universal port
• 1U size
• 10a 250v

12 2 Pc Uninterruptible Power Supply (UPS)

• 1000va back up power
• With Surge Protection

13 1 Pc Automatic Voltage Regulator

• 1500watts
• Time Delay with quick start
• Surge and overload Protection

14 8 Roll Network Cable

• CAT6 UTP Cable
• Pure Copper
• 23awg
15 1 Box Network Connector
• RJ45 Pass through type

16 3 Pc HDMI cable
• 10 Meters
18 50 Pc Weatherproof Junction Box
• 4x4 outdoor enclosure

19 15 Pack Cable Ties

20 2 Kg GI Wire #16
21 2 Pack Electrical Tapes (pack of 10)

35
 22 2 Pc Power Outlets 4 gang
ITEM STATEMENT
NO. QUANTITY UNIT ITEM DESCRIPTION OF
COMPLIANCE
23 3 Pc MONITOR WALL MOUNT
• 24-32" Monitor Wall mounting kit
24 90 pc PVC CONDUITS
• 3/4 PVC Pipe
25 2 Roll FLEXIBLE HOSE
• 3/4 size roll, 100 mtrs
INSTALLATION
26 1 Lot Cabling, Installation, calibration and
configuration of CCTV cameras and
demonstration
Transfer of old CCTV system to new data
cabinet

Additional Requirement:
WARRANTY CONTRACT: ONE-YEAR service
warranty of all units including damages
caused by fire, rodents, lockouts, acts of
nature, accidents and boycotts or labor
conditions.

36
 Technical Specifications
Item Specification Statement of Compliance

[Bidders must state here either “Comply”

or “Not Comply” against each of the
individual parameters of each
Specification stating the corresponding
performance parameter of the equipment
offered. Statements of “Comply” or “Not
Comply” must be supported by evidence in
a Bidders Bid and cross-referenced to that
evidence. Evidence shall be in the form of
manufacturer’s un-amended sales
literature, unconditional statements of
specification and compliance issued by the
manufacturer, samples, independent test
data etc., as appropriate. A statement that
is not supported by evidence or is
subsequently found to be contradicted by
the evidence presented will render the Bid
under evaluation liable for rejection. A
statement either in the Bidder's statement
of compliance or the supporting evidence
that is found to be false either during Bid
evaluation, post-qualification or the
execution of the Contract may be regarded
as fraudulent and render the Bidder or
supplier liable for prosecution subject to
the applicable laws and issuances.]

37
 Section VIII. Checklist of Technical and
Financial Documents

Notes on the Checklist of Technical and Financial Documents

The prescribed documents in the checklist are mandatory to be submitted in the Bid, but
shall be subject to the following:

1. GPPB Resolution No. 09-2020 on the efficient procurement measures during a State
of Calamity or other similar issuances that shall allow the use of alternate documents
in lieu of the mandated requirements; or

2. Any subsequent GPPB issuances adjusting the documentary requirements after the
effectivity of the adoption of the PBDs.

The BAC shall be checking the submitted documents of each Bidder against this checklist
to ascertain if they are all present, using a non-discretionary “pass/fail” criterion pursuant to
Section 30 of the 2016 revised IRR of RA No. 9184.

38
 Checklist of Technical and Financial Documents
I. TECHNICAL COMPONENT ENVELOPE
Class “A” Documents
Legal Documents
Valid PhilGEPS Registration Certificate (Platinum Membership) (all pages) in accordance with
1
Section 8.5.2 of the IRR; And
Registration certificate from Securities and Exchange Commission (SEC), Department of Trade
2 and Industry (DTI) for sole proprietorship, or Cooperative Development Authority (CDA) for
cooperatives or its equivalent document, And
Mayor’s or Business permit issued by the city or municipality where the principal place of
3 business of the prospective bidder is located, or the equivalent document for Exclusive
Economic Zones or Areas; And
Tax clearance per E.O. No. 398, s. 2005, as finally reviewed and approved by the Bureau of
4
Internal Revenue (BIR).
Technical Documents Mandatory Provisions
Statement of the prospective Names of outstanding contracts with other contracting
bidder of all its ongoing party, i.e., PE or private company allowed by the rules,
government and private contracts, contract date, period and amount or value; and kinds of
including contracts awarded but Goods and dates of delivery.
5
not yet started, if any, whether
similar or not similar in nature and
complexity to the contract to be
bid; and
Statement of the bidder’s Single Name of the completed contract with contract date, period
Largest Completed Contract and amount, corresponding to the required percentage of
(SLCC) similar to the contract to the ABC to be bid. (The value is adjusted to the current
be bid, except under conditions prices using the Philippine Statistics Authority consumer
provided for in Sections 23.4.1.3 price indices, when necessary);
6 and 23.4.2.4 of the 2016 revised The relevant period or delivery date when the said SLCC
IRR of RA No. 9184, within the was completed;
relevant period as provided in the End user’s acceptance or official receipt(s) or sales invoice
Bidding Documents. and issued for the contract, if completed; and
Definition or description of the similar project or major
categories of work.
Original copy of Bid Security. If in the form of a Surety Bond, submit also a certification issued
7 by the Insurance Commission; or
Original copy of Notarized Bid Securing Declaration; and
Conformity with the Technical Specifications, which may include production/delivery schedule,
8
manpower requirements, and/or after-sales/parts, if applicable; and
Original duly signed Omnibus Sworn Statement (OSS); and
if applicable, Original Notarized Secretary’s Certificate in case of a corporation, partnership, or
9
cooperative; or Original Special Power of Attorney of all members of the joint venture giving
full power and authority to its officer to sign the OSS and do acts to represent the Bidder.
Financial Documents
The Supplier’s audited financial statements, showing, among others, the Supplier’s total and
current assets and liabilities, stamped “received” by the BIR or its duly accredited and authorized
10 institutions, for the preceding calendar year which should not be earlier than two (2) years from
the date of bid submission; and

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 The prospective bidder’s computation of Net Financial Contracting Capacity (NFCC); or
11 A committed Line of Credit from a Universal or Commercial Bank (as confirmed or
authenticated by a local Universal or Commercial Bank) in lieu of its NFCC computation.
CLASS “B” DOCUMENTS
Duly signed Joint Venture If a JVA is already in existence, the contents shall include
Agreement (JVA) in case the joint the responsibility of each of the JV partners or its
venture is already in existence; or contributions to the JV.
duly notarized statements from all
12 the potential joint venture partners
stating that they will enter into and
abide by the provisions of the JVA
in the instance that the bid is
successful.
Other documentary requirements under RA No. 9184 (as applicable)
[For foreign bidders claiming by reason of their country’s extension of reciprocal rights to
Filipinos] Certification from the relevant government office of their country stating that
13 Filipinos are allowed to participate in government procurement activities for the same item or
product.

Certification from the DTI if the Bidder claims preference as a Domestic Bidder or Domestic
14
Entity.
II. Financial Component Envelope
Original of duly signed and Bid prices in figures and in words; and
accomplished Financial Bid The Bid price shall include the cost of all taxes, such as,
Form; and but not limited to, value added tax, income tax, local taxes,
1
and other fiscal levies and duties which shall be itemized
in the bid form and reflected in the price schedule or
detailed estimates.
Original of duly signed and Prices indicated in the Price Schedule shall be entered
accomplished Price Schedule(s). separately in the manner, stipulated for Goods offered
2
from within the PE’s country, and for goods offered from
abroad.
*For provisions not explicit in the checklist, please refer to GPPB Circular 4-2020 and 6th Edition of the PBDs, Gov’t Procurement Policy.

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