PHILIPPINE BIDDING DOCUMENTS

(As Harmonized with Development Partners)

“SUPPLY OF LABOR AND MATERIALS FOR THE RENOVATION OF GOLD BUILDING

PHASE V-A TO INCLUDE UPGRADING/REHABILITATION OF THE FOLLOWING AREAS:
CHIEF FAD OFFICE, COA OFFICE, ACCOUNTING OFFICE, NEW MERCURY ROOM,
INSTRUMENTATION LABORATORY, FAD TRAINING ROOM, PMD OFFICE, GOLD
AUDITORIUM, GROUND FLOOR HALLWAY, MALE AND FEMALE RESTROOMS FROM
BASEMENT TO 3RD FLOOR, CHEMISTRY LAB, NEW ATD STORAGE ROOM AND
REPLACEMENT OF DEFECTIVE ROOF GUTTER ATOP MIS OFFICE”

Government of the Republic of the Philippines

August 2022
 Preface

These Philippine Bidding Documents (PBDs) for the procurement of Infrastructure

Projects (hereinafter referred to also as the “Works”) through Competitive Bidding have been
prepared by the Government of the Philippines for use by all branches, agencies, departments,
bureaus, offices, or instrumentalities of the government, including government-owned and/or
-controlled corporations, government financial institutions, state universities and colleges,
local government units, and autonomous regional government. 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 the 2016 revised Implementing Rules and Regulations (IRR)
of Republic Act (RA) No. 9184.

The PBDs are intended as a model for admeasurements (unit prices or unit rates in a
bill of quantities) types of contract, which are the most common in Works contracting.

The Bidding Documents shall clearly and adequately define, among others: (i) the
objectives, scope, and expected outputs and/or results of the proposed contract; (ii) the
eligibility requirements of Bidders; (iii) the expected contract duration; 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 Works 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:

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

b. 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.

c. This Preface and the footnotes or notes in italics included in the Invitation to
Bid, BDS, General Conditions of Contract, Special Conditions of Contract,
Specifications, Drawings, and Bill of Quantities are not part of the text of the
final document, although they contain instructions that the Procuring Entity
should strictly follow.

d. The cover should be modified as required to identify the Bidding Documents as

to the names of the Project, Contract, and Procuring Entity, in addition to date
of issue.

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e. 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.

f. 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 Terms, Abbreviations, and Acronyms..........................................5

Section I. Invitation to Bid .................................................................................7
Section II. Instructions to Bidders.................................................................. 11
1. Scope of Bid ............................................................................................................12
2. Funding Information ...............................................................................................12
3. Bidding Requirements.............................................................................................12
4. Corrupt, Fraudulent, Collusive, Coercive, and Obstructive Practices ....................12
5. Eligible Bidders.......................................................................................................13
6. Origin of Associated Goods ....................................................................................13
7. Subcontracts ............................................................................................................13
8. Pre-Bid Conference .................................................................................................14
9. Clarification and Amendment of Bidding Documents............................................14
10. Documents Comprising the Bid: Eligibility and Technical Components ...............14
11. Documents Comprising the Bid: Financial Component .........................................15
12. Alternative Bids ......................................................................................................15
13. Bid Prices ................................................................................................................15
14. Bid and Payment Currencies ...................................................................................15
15. Bid Security.............................................................................................................16
16. Sealing and Marking of Bids...................................................................................16
17. Deadline for Submission of Bids ............................................................................16
18. Opening and Preliminary Examination of Bids ......................................................16
19. Detailed Evaluation and Comparison of Bids .........................................................16
20. Post Qualification ....................................................................................................17
21. Signing of the Contract ...........................................................................................17
Section III. Bid Data Sheet .............................................................................. 18
Section IV. General Conditions of Contract ................................................. 20
1. Scope of Contract ....................................................................................................21
2. Sectional Completion of Works ..............................................................................21
3. Possession of Site ....................................................................................................21
4. The Contractor’s Obligations ..................................................................................21
5. Performance Security ..............................................................................................21
6. Site Investigation Reports .......................................................................................22

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 7. Warranty ..................................................................................................................22
8. Liability of the Contractor .......................................................................................22
9. Termination for Other Causes .................................................................................22
10. Dayworks ................................................................................................................22
11. Program of Work.....................................................................................................23
12. Instructions, Inspections and Audits .......................................................................23
13. Advance Payment....................................................................................................23
14. Progress Payments ..................................................................................................23
15. Operating and Maintenance Manuals......................................................................23
Section V. Special Conditions of Contract..................................................... 25
Section VI. Specifications ................................................................................ 28
Section VII. Drawings ...................................................................................... 49
Section VIII. Bill of Quantities ....................................................................... 50
Section IX. Checklist of Technical and Financial Documents ..................... 52

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 Glossary of
Terms, Abbreviations, and Acronyms

ABC – Approved Budget for the Contract.

ARCC – Allowable Range of Contract Cost.

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.

CDA – Cooperative Development Authority.

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])

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.

Contractor – is a natural or juridical entity whose proposal was accepted by the Procuring
Entity and to whom the Contract to execute the Work was awarded. Contractor as used in these
Bidding Documents may likewise refer to a supplier, distributor, manufacturer, or consultant.

CPI – Consumer Price Index.

DOLE – Department of Labor and Employment.

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DTI – Department of Trade and Industry.

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]).

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.

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,
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.

PCAB – Philippine Contractors Accreditation Board.

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.

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SLCC – Single Largest Completed Contract.

UN – United Nations.

Section I. Invitation to Bid

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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:

a. 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;

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

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

d. Any important bid evaluation criteria.

The IB should be incorporated into 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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 Metals Industry Research and Development Center
1. The Metals Industry Research Development Center, through the Locally Funded infra
project for CY2022- intends to apply the sum of One Million Nine Hundred Fifty
Eight Thousand Nine Hundred Seventy Four Pesos and Ninety Two Centavos
(PhP1,958,974.92) being the Approved Budget for the Contract (ABC) to payments
under the contract for “SUPPLY OF LABOR AND MATERIALS FOR THE
RENOVATION OF GOLD BUILDING PHASE V-A TO INCLUDE
UPGRADING/REHABILITATION OF THE FOLLOWING AREAS: CHIEF FAD
OFFICE, COA OFFICE, ACCOUNTING OFFICE, NEW MERCURY ROOM,
INSTRUMENTATION LABORATORY, FAD TRAINING ROOM, PMD OFFICE,
GOLD AUDITORIUM, GROUND FLOOR HALLWAY, MALE AND FEMALE
RESTROOMS FROM BASEMENT TO 3RD FLOOR, CHEMISTRY LAB, NEW ATD
STORAGE ROOM AND REPLACEMENT OF DEFECTIVE ROOF GUTTER ATOP
MIS OFFICE”, and the Project Identification Number is 22081060. Bids received in
excess of the ABC shall be automatically rejected at bid opening.

2. The Metals Industry Research Development Center now invites bids for the above
Procurement Project. Completion of the Works is required One hundred Fifty (150)
calendar days. Bidders should have completed a contract similar to the Project. The
description of an eligible bidder is contained in the Bidding Documents, particularly,
in Section II (Instructions to Bidders).

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

4. Interested bidders may obtain further information from Ms. Grace B. Opon or Ms.
Kristine A. Gealan, BAC Secretariat, DOST-MIRDC and inspect the Bidding
Documents at the address given below from 7:00AM to 4:00PM.

5. A complete set of Bidding Documents may be acquired by interested bidders on 30

August 2022, 01:00PM from given address and website/s below and upon payment of
the applicable fee for the Bidding Documents, pursuant to the latest Guidelines issued
by the GPPB, in the amount of One Million Nine Hundred Fifty Eight Thousand Nine
Hundred Seventy Four Pesos and Ninety Two Centavos (PhP1,958,974.92). The
Procuring Entity shall allow the bidder to present its proof of payment for the fees in
person or through electronic means.

6. The Metals Industry Research and Development Center will hold a Pre-Bid
Conference1 on 30 August 2022, 01:00PM , via Zoom
https://us02web.zoom.us/j/83429817767?pwd=TUNJV3FRakdzMm9XMnZw
UGt2aXNEdz09
om.us/j/82567151829?pwd=Q1lKcWNPZEZxTzhLSDRNQUtPbkFYQT09 ,
which shall be open to prospective bidders.

1
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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7. Bids must be duly received by the BAC Secretariat through: (i) manual submission at
the office address as indicated below, on or before 12 September 2022, 01:00PM . Late
bids shall not be accepted.

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

9. Bid opening shall be on 12 September 2022, 01:00PM at the given address

below Mercury Conference Room, 3rd Floor, MIRDC Gold Building, MIRDC
Compound, Bicutan, Taguig City and/or through Zoom
https://us02https://us02web.zoom.us/j/82567151829?pwd=Q1lKcWNPZEZxTzhLS
DRNQUtPbkFYQT09web.zoom.us/j/82567151829?pwd=Q1lKcWNPZEZxTzhLSDRN
QUtPbkFYQT09
Meeting ID: 825 6715 1829
Passcode: 913203 .
Bids will be opened in the presence of the bidders’ representative who choose to
attend the activity.

4. The Bidders shall submit Four (4) sets of their Eligibility/Technical Documents and
Financial Documents which are contained in two separately sealed envelopes,
properly marked. All Four (4) sets will be wrapped together by a manila paper,
properly marked, signed and sealed. For walked in participant, only one (1)
representative per bidder is allowed.

10. The Metals Industry Research and Development Center 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.

11. For further information, please refer to:

Sgd.
ENGR. RODNEL O. TAMAYO
BAC Chairperson
Metals Industry Research and Development Center
[email protected]
Tel. No. 837-0431 local 450
Fax No. 839-1721

12. You may visit the following websites:

For downloading of Bidding Documents: www.mirdc.dost.gov.ph

Approved for Posting:

Sgd.
Engr. Robert O. Dizon
Executive Director

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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, Metals Industry Research and Development Center invites Bids
for the as stated in the ITB, with Project Identification Number as stated in the ITB.

[Note: The Project Identification Number is assigned by the Procuring Entity based on
its own coding scheme and is not the same as the PhilGEPS reference number, which
is generated after the posting of the bid opportunity on the PhilGEPS website.]

The Procurement Project (referred to herein as “Project”) is for the construction of

Works, as described in Section VI (Specifications).

2. Funding Information
2.1. The GOP through the source of funding as indicated below for as stated in the
ITB in the amount of as stated in the ITB.

2.2. The source of funding is:

As stated in the ITB paragraph number one (1).

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 Manual 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 invitation to bid 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 inspected the site,
determined the general characteristics of the contracted Works and the conditions for
this Project, such as the location and the nature of the work; (b) climatic conditions;
(c) transportation facilities; (c) nature and condition of the terrain, geological conditions
at the site communication facilities, requirements, location and availability of
construction aggregates and other materials, labor, water, electric power and access
roads; and (d) 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, Coercive, and Obstructive Practices

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 The Procuring Entity, as well as the Bidders and Contractors, 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. The Bidder must have an experience of having completed a Single Largest
Completed Contract (SLCC) that is similar to this Project, equivalent to at least
fifty percent (50%) of the ABC adjusted, if necessary, by the Bidder to current
prices using the PSA’s CPI, except under conditions provided for in Section
23.4.2.4 of the 2016 revised IRR of RA No. 9184.

A contract is considered to be “similar” to the contract to be bid if it has the

major categories of work stated in the BDS.

5.3. For Foreign-funded Procurement, the Procuring Entity and the foreign
government/foreign or international financing institution may agree on another
track record requirement, as specified in the Bidding Document prepared for
this purpose.

5.4. The Bidders shall comply with the eligibility criteria under Section 23.4.2 of
the 2016 IRR of RA No. 9184.

6. Origin of Associated 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.

7. Subcontracts
7.1. The Bidder may subcontract portions of the Project to the extent allowed by the
Procuring Entity as stated herein, but in no case more than fifty percent (50%)
of the Project.

The Procuring Entity has prescribed that:

a. Subcontracting is allowed. The portions of Project and the maximum
percentage allowed to be subcontracted are indicated in the BDS, which
shall not exceed fifty percent (50%) of the contracted Works.

7.1. [If Procuring Entity has determined that subcontracting is allowed during the
bidding , state:] The Bidder must submit together with its Bid the documentary
requirements of the subcontractor(s) complying with the eligibility criterial
stated in ITB Clause 5 in accordance with Section 23.4 of the 2016 revised IRR
of RA No. 9184 pursuant to Section 23.1 thereof.
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 7.2. [If subcontracting is allowed during the contract implementation stage, state:]
The Supplier may identify its subcontractor during the contract implementation
stage. Subcontractors identified during the bidding may be changed during the
implementation of this Contract. Subcontractors must submit the documentary
requirements under Section 23.1 of the 2016 revised IRR of RA No. 9184 and
comply with the eligibility criteria specified in ITB Clause 5 to the
implementing or end-user unit.

7.3. Subcontracting of any portion of the Project does not relieve the Contractor of
any liability or obligation under the Contract. The Supplier will be responsible
for the acts, defaults, and negligence of any subcontractor, its agents, servants,
or workmen as fully as if these were the Contractor’s own acts, defaults, or
negligence, or those of its agents, servants, or workmen.

8. Pre-Bid Conference
The Procuring Entity will hold a pre-bid conference for this Project on the specified
date and time through videoconferencing/webcasting as indicated in paragraph 6 of the
ITB.

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
ITB, at least ten (10) calendar days before the deadline set for the submission and
receipt of Bids.

10. Documents Comprising the Bid: Eligibility and Technical

Components
10.1. The first envelope shall contain the eligibility and technical documents of the
Bid as specified in Section IX. Checklist of Technical and Financial
Documents.

10.2. 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.
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.

10.3. A valid PCAB License is required, and in case of joint ventures, a valid special
PCAB License, and registration for the type and cost of the contract for this
Project. Any additional type of Contractor license or permit shall be indicated
in the BDS.

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 10.4. A List of Contractor’s key personnel (e.g., Project Manager, Project Engineers,
Materials Engineers, and Foremen) assigned to the contract to be bid, with their
complete qualification and experience data shall be provided. These key
personnel must meet the required minimum years of experience set in the BDS.

10.5. A List of Contractor’s major equipment units, which are owned, leased, and/or
under purchase agreements, supported by proof of ownership, certification of
availability of equipment from the equipment lessor/vendor for the duration of
the project, as the case may be, must meet the minimum requirements for the
contract set in the BDS.

11. Documents Comprising the Bid: Financial Component

11.1. The second bid envelope shall contain the financial documents for the Bid as
specified in Section IX. Checklist of Technical and Financial Documents.

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

11.3. 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.

12. Alternative Bids

Bidders shall submit offers that comply with the requirements of the Bidding
Documents, including the basic technical design as indicated in the drawings and
specifications. Unless there is a value engineering clause in the BDS, alternative Bids
shall not be accepted.

13. Bid Prices

All bid prices for the given scope of work in the Project as awarded shall be considered
as fixed prices, and therefore not subject to price escalation during contract
implementation, except under extraordinary circumstances as determined by the NEDA
and approved by the GPPB pursuant to the revised Guidelines for Contract Price
Escalation guidelines.

14. Bid and Payment Currencies

14.1. 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.

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

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 a. Philippine Pesos.

15. Bid Security

15.1. The Bidder shall submit a Bid Securing Declaration 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.

15.2. The Bid and bid security shall be valid until [indicate date]. Any bid not
accompanied by an acceptable bid security shall be rejected by the Procuring
Entity as non-responsive.

16. 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. However, 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 to the
given website 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.

17. Deadline for Submission of Bids

The Bidders shall submit on the specified date and time and either at its physical address
or through online submission as indicated in paragraph 7 of the IB.

18. Opening and Preliminary Examination of Bids

18.1. 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.

18.2. The preliminary examination of Bids shall be governed by Section 30 of the

2016 revised IRR of RA No. 9184.

19. Detailed Evaluation and Comparison of Bids

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 19.1. 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
2016 revised IRR of RA No. 9184.

19.2. If the Project allows partial bids, all Bids and combinations of Bids as indicated
in the BDS shall be received by the same deadline and opened and evaluated
simultaneously so as to determine the Bid or combination of Bids offering the
lowest calculated cost to the Procuring Entity. Bid Security as required by ITB
Clause 16 shall be submitted for each contract (lot) separately.

19.3. In all cases, the NFCC computation pursuant to Section 23.4.2.6 of the 2016
revised IRR of RA No. 9184 must be sufficient for the total of the ABCs for all
the lots participated in by the prospective Bidder.

20. Post Qualification

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, 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.

21. Signing of the Contract

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.

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 Section III. Bid Data Sheet

Notes on the Bid Data Sheet (BDS)

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:

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

incorporated.

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

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

18
 Bid Data Sheet
ITB Clause
5.2 For this purpose, contracts similar to the Project refer to contracts which have
the same major categories of work, which shall be:
[provide description/clarification of what are major categories of work].
7.1 [Specify the portions of Works and the maximum percentage allowed to be
subcontracted, which shall not be significant or material components of the
Project as determined by the Procuring Entity.]
10.3 [Specify if another Contractor license or permit is required. ]

10.4 The key personnel must meet the required minimum years of experience set
below:
Key Personnel General Experience Relevant Experience

10.5 The minimum major equipment requirements are the following:

Equipment Capacity Number of Units

12 [Insert Value Engineering clause if allowed.]

15.1 The bid security shall be in the form of a Bid Securing Declaration or any of the
following forms and amounts:
a. The amount of not less than __________ [Insert two percent (2%) of
ABC], if bid security is in cash, cashier’s/manager’s check, bank
draft/guarantee or irrevocable letter of credit;

b. The amount of not less than __________ [Insert five percent (5%) of
ABC] if bid security is in Surety Bond.
19.2 Partial bids are allowed, as follows:
[Insert grouping of lots by specifying the items and the quantity for every
identified lot.]
20 [List licenses and permits relevant to the Project and the corresponding law
requiring it, e.g. Environmental Compliance Certificate, Certification that the
project site is not within a geohazard zone, etc.]
21 Additional contract documents relevant to the Project that may be required by
existing laws and/or the Procuring Entity, such as construction schedule and S-
curve, manpower schedule, construction methods, equipment utilization
schedule, construction safety and health program approved by the DOLE, and
other acceptable tools of project scheduling.

19
 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 Contractor, 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.

20
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.

2. Sectional Completion of Works

If sectional completion is specified in the Special Conditions of Contract (SCC),
references in the Conditions of Contract to the Works, the Completion Date, and the
Intended Completion Date shall apply to any Section of the Works (other than
references to the Completion Date and Intended Completion Date for the whole of the
Works).

3. Possession of Site
4.1. The Procuring Entity shall give possession of all or parts of the Site to the
Contractor based on the schedule of delivery indicated in the SCC, which
corresponds to the execution of the Works. If the Contractor suffers delay or
incurs cost from failure on the part of the Procuring Entity to give possession in
accordance with the terms of this clause, the Procuring Entity’s Representative
shall give the Contractor a Contract Time Extension and certify such sum as fair
to cover the cost incurred, which sum shall be paid by Procuring Entity.

4.2. If possession of a portion is not given by the above date, the Procuring Entity
will be deemed to have delayed the start of the relevant activities. The resulting
adjustments in contract time to address such delay may be addressed through
contract extension provided under Annex “E” of the 2016 revised IRR of RA
No. 9184.

4. The Contractor’s Obligations

The Contractor shall employ the key personnel named in the Schedule of Key Personnel
indicating their designation, in accordance with ITB Clause 10.3 and specified in the
BDS, to carry out the supervision of the Works.

The Procuring Entity will approve any proposed replacement of key personnel only if
their relevant qualifications and abilities are equal to or better than those of the
personnel listed in the Schedule.
5. Performance Security
21
 5.1. Within ten (10) calendar days from receipt of the Notice of Award from the
Procuring Entity but in no case later than 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.

5.2. The Contractor, by entering into the Contract with the Procuring Entity,
acknowledges the right of the Procuring Entity to institute action pursuant to
RA No. 3688 against any subcontractor be they an individual, firm, partnership,
corporation, or association supplying the Contractor with labor, materials and/or
equipment for the performance of this Contract.

6. Site Investigation Reports

The Contractor, in preparing the Bid, shall rely on any Site Investigation Reports
referred to in the SCC supplemented by any information obtained by the Contractor.

7. Warranty
7.1. In case the Contractor fails to undertake the repair works under Section 62.2.2
of the 2016 revised IRR, the Procuring Entity shall forfeit its performance
security, subject its property(ies) to attachment or garnishment proceedings, and
perpetually disqualify it from participating in any public bidding. All payables
of the GOP in his favor shall be offset to recover the costs.

7.2. The warranty against Structural Defects/Failures, except that occasioned-on

force majeure, shall cover the period from the date of issuance of the Certificate
of Final Acceptance by the Procuring Entity. Specific duration of the warranty
is found in the SCC.

8. Liability of the Contractor

Subject to additional provisions, if any, set forth in the SCC, the Contractor’s liability
under this Contract shall be as provided by the laws of the Republic of the Philippines.
If the Contractor is a joint venture, all partners to the joint venture shall be jointly and
severally liable to the Procuring Entity.

9. Termination for Other Causes

Contract termination shall be initiated in case it is determined prima facie by the
Procuring Entity that the Contractor has engaged, before, or during the implementation
of the contract, in unlawful deeds and behaviors relative to contract acquisition and
implementation, such as, but not limited to corrupt, fraudulent, collusive, coercive, and
obstructive practices as stated in ITB Clause 4.

10. Dayworks

22
 Subject to the guidelines on Variation Order in Annex “E” of the 2016 revised IRR of
RA No. 9184, and if applicable as indicated in the SCC, the Dayworks rates in the
Contractor’s Bid shall be used for small additional amounts of work only when the
Procuring Entity’s Representative has given written instructions in advance for
additional work to be paid for in that way.

11. Program of Work

11.1. The Contractor shall submit to the Procuring Entity’s Representative for
approval the said Program of Work showing the general methods, arrangements,
order, and timing for all the activities in the Works. The submissions of the
Program of Work are indicated in the SCC.

11.2. The Contractor shall submit to the Procuring Entity’s Representative for
approval an updated Program of Work at intervals no longer than the period
stated in the SCC. If the Contractor does not submit an updated Program of
Work within this period, the Procuring Entity’s Representative may withhold
the amount stated in the SCC from the next payment certificate and continue to
withhold this amount until the next payment after the date on which the overdue
Program of Work has been submitted.

12. Instructions, Inspections and Audits

The Contractor shall permit the GOP or the Procuring Entity to inspect the Contractor’s
accounts and records relating to the performance of the Contractor and to have them
audited by auditors of the GOP or the Procuring Entity, as may be required.

13. Advance Payment

The Procuring Entity shall, upon a written request of the Contractor which shall be
submitted as a Contract document, make an advance payment to the Contractor in an
amount not exceeding fifteen percent (15%) of the total contract price, to be made in
lump sum, or at the most two installments according to a schedule specified in the SCC,
subject to the requirements in Annex “E” of the 2016 revised IRR of RA No. 9184.

14. Progress Payments

The Contractor may submit a request for payment for Work accomplished. Such
requests for payment shall be verified and certified by the Procuring Entity’s
Representative/Project Engineer. Except as otherwise stipulated in the SCC, materials
and equipment delivered on the site but not completely put in place shall not be included
for payment.

15. Operating and Maintenance Manuals

15.1. If required, the Contractor will provide “as built” Drawings and/or operating
and maintenance manuals as specified in the SCC.

23
15.2. If the Contractor does not provide the Drawings and/or manuals by the dates
stated above, or they do not receive the Procuring Entity’s Representative’s
approval, the Procuring Entity’s Representative may withhold the amount stated
in the SCC from payments due to the Contractor.

24
 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 Works procured. In preparing this Section, the following
aspects should be checked:

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

b. 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.

25
 Special Conditions of Contract
GCC Clause
2 [If different dates are specified for completion of the Works by section, i.e.
“sectional completion,” these dates should be listed here.]
4.1 [Specify the schedule of delivery of the possession of the site to the
Contractor, whether full or in part.]
6 The site investigation reports are: [list here the required site investigation
reports.]
7.2 [Select one, delete the other.]

[In case of permanent structures, such as buildings of types 4 and 5 as

classified under the National Building Code of the Philippines and other
structures made of steel, iron, or concrete which comply with relevant
structural codes (e.g., DPWH Standard Specifications), such as, but not
limited to, steel/concrete bridges, flyovers, aircraft movement areas, ports,
dams, tunnels, filtration and treatment plants, sewerage systems, power
plants, transmission and communication towers, railway system, and
other similar permanent structures:] Fifteen (15) years.

[In case of semi-permanent structures, such as buildings of types 1, 2, and

3 as classified under the National Building Code of the Philippines,
concrete/asphalt roads, concrete river control, drainage, irrigation lined
canals, river landing, deep wells, rock causeway, pedestrian overpass, and
other similar semi-permanent structures:] Five (5) years.

[In case of other structures, such as bailey and wooden bridges, shallow
wells, spring developments, and other similar structures:] Two (2) years.
10 [Select one, delete the other:]

a. Dayworks are applicable at the rate shown in the Contractor’s

original Bid.

b. No dayworks are applicable to the contract.

11.1 The Contractor shall submit the Program of Work to the Procuring
Entity’s Representative within [insert number] days of delivery of the
Notice of Award.
11.2 The amount to be withheld for late submission of an updated Program of
Work is [insert amount].
13 The amount of the advance payment is [insert amount as percentage of
the contract price that shall not exceed 15% of the total contract price
and schedule of payment].
14 [If allowed by the Procuring Entity, state:] Materials and equipment
delivered on the site but not completely put in place shall be included for
payment.
15.1 The date by which operating and maintenance manuals are required is
[date].

26
 The date by which “as built” drawings are required is [date].
15.2 The amount to be withheld for failing to produce “as built” drawings
and/or operating and maintenance manuals by the date required is
[amount in local currency].

27
 Section VI. Specifications

Notes on 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 or
conditioning their Bids. In the context of international competitive bidding, the
specifications must be drafted 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 economy, efficiency, and fairness in procurement be realized, responsiveness of Bids be
ensured, and the subsequent task of bid evaluation facilitated. The specifications should
require that all goods and materials to be incorporated in the Works be new, unused, of the
most recent or current models, and incorporate all recent improvements in design and
materials unless provided otherwise in the Contract.

Samples of specifications from previous similar projects are useful in this respect. The use
of metric units is mandatory. Most specifications are normally written specially by the
Procuring Entity or its representative to suit the Works at hand. There is no standard set of
Specifications for universal application in all sectors in all regions, but there are established
principles and practices, which are reflected in these PBDs.

There are considerable advantages in standardizing General Specifications for repetitive

Works in recognized public sectors, such as highways, ports, railways, urban housing,
irrigation, and water supply, in the same country or region where similar conditions prevail.
The General Specifications should cover all classes of workmanship, materials, and
equipment commonly involved in construction, although not necessarily to be used in a
particular Works Contract. Deletions or addenda should then adapt the General
Specifications to the particular Works.

Care must be taken in drafting specifications to ensure that they are not restrictive. In the
specification of standards for goods, materials, and workmanship, recognized 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 goods,
materials, and workmanship that meet other authoritative standards, and which ensure
substantially equal or higher quality than the standards mentioned, will also be acceptable.
The following clause may be inserted in the SCC.

Sample Clause: Equivalency of Standards and Codes

Wherever reference is made in the Contract to specific standards and codes to be met by the
goods and materials to be furnished, and work performed or tested, the provisions of the
latest current edition or revision of the relevant standards and codes in effect 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
a substantially equal or higher quality than the standards and codes specified will be accepted

28
subject to the Procuring Entity’s Representative’s prior review and written consent.
Differences between the standards specified and the proposed alternative standards shall be
fully described in writing by the Contractor and submitted to the Procuring Entity’s
Representative at least twenty-eight (28) days prior to the date when the Contractor desires
the Procuring Entity’s Representative’s consent. In the event the Procuring Entity’s
Representative determines that such proposed deviations do not ensure substantially equal
or higher quality, the Contractor shall comply with the standards specified in the documents.

These notes are intended only as information for the Procuring Entity or the person drafting
the Bidding Documents. They should not be included in the final Bidding Documents.

29
 Republic of the Philippines
Department of Science and Technology
METALS INDUSTRY RESEARCH AND DEVELOPMENT CENTER
Gen. Santos Ave., Bicutan, Taguig, Metro Manila

TERMS OF REFERENCE

Republic of the Philippines Department of Science and Technology

METALS INDUSTRY RESEARCH AND DEVELOPMENT CENTER
Gen. Santos Ave., Bicutan, Taguig, Metro Manila

TERMS OF REFERENCE

“SUPPLY OF LABOR AND MATERIALS FOR THE RENOVATION OF GOLD BUILDING PHASE V-A TO
INCLUDE UPGRADING/REHABILITATION OF THE FOLLOWING AREAS: CHIEF FAD OFFICE, COA OFFICE,
ACCOUNTING OFFICE, NEW MERCURY ROOM, INSTRUMENTATION LABORATORY, FAD TRAINING
ROOM, PMD OFFICE, GOLD AUDITORIUM, GROUND FLOOR HALLWAY, MALE AND FEMALE RESTROOMS
FROM BASEMENT TO 3RD FLOOR, CHEMISTRY LAB, NEW ATD STORAGE ROOM AND REPLACEMENT
OF DEFECTIVE ROOF GUTTER ATOP MIS OFFICE”

BACKGROUND

As part of the ongoing upgrading works of the Gold Building, the project will establish a venue with a more
conducive environment for training and forums which shall support MIRDC personnel in working for the
attainment of MIRDC’s objectives and mandate. It proposed to have the respective offices, laboratories,
and other areas inside the Gold building undergoing renovation.

Also, to help realize its mandate and vision, MIRDC has upgraded its facilities and acquired advanced or
state-of-the-art equipment. These facilities support manufacturing resurgence and make enabling
technology-based processes available to more industries. With the upgrading and renovation of facilities,
it is expected that more customers shall avail of the Center’s services and enable MIRDC to better serve
its stakeholders and continue attaining customer and employee satisfaction.

I. PROJECT DESCRIPTION

a) Project Name

“Supply of Labor and Materials for the Renovation of Gold Building Phase V-A to Include Upgrading /
Rehabilitation of the following areas: Chief FAD Office, COA Office, Accounting Office, New Mercury Room,
Instrumentation Laboratory, FAD Training Room, PMD Office, Gold Auditorium, Ground Floor Hallway,
Male and Female Restrooms from Basement to 3rd Floor, Chemistry Lab, New ATD Storage Room, and
Replacement of Defective Roof Gutter atop MIS Office”

b) Implementing Agency:
Metals Industry Research and Development Center Gen. Santos Ave.,
Bicutan. Taguig City

30
 II. DURATION OF CONTRACT
The overall time frame for the Project is One Hundred Twenty (150) calendar days from the date of
acceptance of the Notice to Proceed (NTP).

31
 III. GENERAL CONDITIONS

3.1 The CONTRACTOR shall supply labor, materials, tools, and equipment, necessary
for the site preparation, construction, and Renovation of Gold Building Phase V-A
with the following conditions:

3.1.1 Conduct Ocular Inspection/Site Inspection prior to the submission of Bid.

3.1.2 The plans, detailed drawings and specifications, BOQ, and TOR shall be
considered as complementing each other, so that what is mentioned or shown
in one, although not mentioned in the others, shall be considered as appearing
in all. In case of conflict, the same should be referred to the designing
Architect/Engineer for resolution with the approval of MIRDC.

3.1.3 The CONTRACTOR shall supply and provide all labor, materials, tools, and
equipment, including power and water, transportation, and other facility
services related to the PROJECT, in accordance with the issued plans,
drawings, schedule, technical specifications, and other related contract
documents necessary to prosecute the work to completion.

3.1.4 The construction shall be completed with first-class workmanship to the

satisfaction of the MIRDC.

3.1.5 A Notice to the Public shall be posted on the construction site on a tarpaulin
sign board suitably framed for outdoor display at the project location, and shall
be posted as soon as the award has been made. The tarpaulin shall have the
following specifications.

Tarpaulin, white 8ft x 8ft Resolution: 70 dpi

Font: Helvetica
Font size: Main Information – 3” Sub-Information – 1”
Font Color: Black

And in the following format:

Name of Agency
Business Address
Project: Cost:
Location: Fund Source/s:

Implementing Agency/ies:
Development Partner/s:
Contractor/Supplier:
Brief Description of Project:
Project Details:

32
 Project Date Project Status
Duration Started Target Percentage As of Cost Date Remarks
Date of of (Date) Incurred Completed
Completion Completion to Date

For particulars or complaints about this project, please contact the Regional Office or Cluster which has
jurisdiction on this project:
COA Regional Office No./Cluster:
Address:
Contact No. or Text COA Citizen’s Desk at 0915-5391957

IV. SCOPE OF WORK

4.1 WORK/OPERATION PLAN

4.1.1 The CONTRACTOR shall submit the project work plan/PERT-CPM consisting
of the specific work activities to the MIRDC-Technical Working Group (TWG)
upon receipt of the Notice of Award.

4.1.2 The CONTRACTOR shall submit a construction methodology prior to the

construction activity and be evaluated and approved by MIRDC-TWG and its
Consultant.

4.1.3 If there is a conflict between the design plan and actual site condition, the
CONTRACTOR shall submit shop drawing proposals for the Consultant’s
approval.

4.1.4 The CONTRACTOR shall provide professional services and other support
services necessary for the implementation and completion of the proposed
project.

4.1.5 In the event that the project duration cannot be met, the CONTRACTOR shall
submit a request letter for project extension with valid and verifiable reasons at
least thirty (30) days before the target date of completion. A revised project
work plan shall also be provided subject to evaluation and approval of MIRDC.
Also, once the number of days of extension is 10% of the original contract, or the
increase in price is 10% of the contract price, there should be an increase in
performance bond and shall be submitted to cover the approved project time
extension.

33
 4.2 CONTRACTOR STAFFING

4.2.1 The CONTRACTOR shall provide key staff for but not limited to the following
positions on a full-time or part-time basis during the preparation of design and
actual construction:

a) Project Manager
b) Project Engineer (Civil Engineer)
c) Safety Officer

4.2.2 The CONTRACTOR shall hire a Project Engineer (Civil Engineer)

recommended by MIRDC-TWG to assess, supervise, and prepare needed
documents/reports during construction and post-con phase.
4
4.2.3 The CONTRACTOR’s key staff shall be in charge of the construction work and
perform the following but not limited to:

4.2.2.1 Schedule, oversee, and monitor the day-to-day construction works.

4.2.2.2 Prepare weekly and monthly accomplishment reports supported with

progress photographs and S-Curves to monitor actual progress status
and to be used as the basis for progress billing subject to
verification/validation of MIRDC.

4.2.2.3 Submit material samples and specifications (material data sheet) for
review and approval of MIRDC TWG prior to installation. No
installation will be allowed without the approval of the MIRDC TWG.

4.3. PRE-CONSTRUCTION

4.3.1. The CONTRACTOR shall prepare, secure, submit, and process all
necessary documents (building permits, permit to operate, clearance,
plans, etc.) and pay all assessed fees and other incidental expenses
related thereto as may be required by the Local Government Unit, Utility
Firms and Regulating Agencies.

4.3.2. The applicable permits should be filed first with the concerned
LGUs/Agencies as a prerequisite for 1st billing processing.

4.3.3. The contractor and MIRDC TWG shall conduct a pre-construction

meeting and regular weekly meeting to discuss details and concerns of
the project.

34
4.4. IMPLEMENTATION OF APPROVED PLANS AND SPECIFICATION

4.4.1. INSTRUMENTATION

4.4.1.1. Contractor shall visit and survey the site where renovations will take
place for actual measurement and cost estimation of the project.
4.4.1.2. Dismantling of existing four (4) glass door panels on aluminum frame
( 1000 mm W x 2150 mm H); 1 door at the wash area, 1 door at Chief-
ATD office. Demolition of wall partition with existing window glass
panels (4 units) to give way for the installation of 2 sets of double
swing doors which will serve as access between rooms (See layout).
4.4.1.3. Refurbishment of existing glass door panels.
4.4.1.4. Dismantling of drywall partition at pantry area.
4.4.1.5. Dismantling and reinstallation of the affected ceiling prior to fume hood
relocation/exhaust ducting adjustment.
4.4.1.6. Refurbishment and installation of the wood door panel (existing) to be
installed at Dr. Rio’s office.
4.4.1.7. Supply/fabrication and installation of the door jamb and door
accessories for the wood door panel.
4.4.1.8. All needed works to be done prior to adjustment of fume exhaust duct
using PVC pipe with the same diameter as existing.
4.4.1.9. Disassemble fume hood into 5 sets and reposition on equal distances
as per plan and provide four (4) fiberglass panels with frame for fume
hood enclosure measuring 2245 mm x 820 mm.
4.4.1.10. Repair of the existing damaged ceiling to include plastering and
painting application with latex paint, white in color.
4.4.1.11. Supply of (1pc) Acrylic Shield Barrier (24" x 36").
4.4.1.12. Hauling of all construction debris outside MIRDC compound.
5

4.4.2. FAD TRAINING ROOM

4.4.2.1. Contractor shall visit and survey the site where renovations will take
place for actual measurement and cost estimation of the project.
4.4.2.2. Dismantling and replacement of damaged 600 mm x 600 mm glazed
tiles (Including hauling) using tiles of the same color and design as
possible.
4.4.2.3. Dismantling and replacement of acoustic ceiling board 600 mm x 600
mm- same or nearest specs as possible
4.4.2.4. Replacement of existing window blinds to be approved by TWG or
end-user.

35
4.4.3. PMD OFFICE

4.4.3.1. Contractor shall visit and survey the site where

renovations will take place for actual
measurement and cost estimation of the project.
4.4.3.2. Dismantling and hauling of damaged 600 mm x
600 mm glazed tiles. Use the nearest tile color
and design with the existing one to be approved
by the TWG.

4.4.4. BASEMENT MALE RESTROOM

4.4.4.1. Contractor shall visit and survey the site where

renovations will take place for actual
measurement and cost estimation of the project.
4.4.4.2. Dismantling and replacement of damaged 600 mm
x 600 mm glazed wall and floor tiles including
hauling of debris outside the MIRDC compound
4.4.4.3. Repair and restoration of concrete cracks and
voids on the slab. Use “soffit slab” to prevent
leakage from the GF restroom.
4.4.4.4. Repair of the existing damaged ceiling to include:
plastering and painting application with latex paint,
white in color.
4.4.4.5. Supply and installation of 3 units × 20 w recessed
louver housing, 600 mm × 600 mm, four (4) 9W T8
LED tube light (white) 0.60 meters (2 ft) , and 2
sets of ceiling exhaust fan 12” in size.
4.4.4.6. Repair / install new lines of drain pipes.
4.4.4.7. Dismantling and reinstallation of floor drains and
water closets prior to plumbing repair works
4.4.4.8. Supply and installation of a check valve to prevent
drain backflow to floor drains.
4.4.4.9. Supply and Installation of 1 set facial mirror
900mmx600mmx6mm thk.
4.4.4.10. Supply and installation of 4 sets of toilet bidet
spray and double control angle valve.
4.4.4.11. Re-alignment of cubicle doors including supply
and installation of stainless door locks

4.4.5. BASEMENT FEMALE RESTROOM

4.4.5.1. Contractor shall visit and survey the site where

renovations will take place for actual
measurement and cost estimation of the project.
4.4.5.2. Dismantling and replacement of damaged 600 mm
x 600 mm glazed all and floor tiles (Including

36
 hauling)
4.4.5.3. Supply and installation of 18 w led tube light
(white) 1.2 m (4 ft), 9w,T8 LED tube light (white)
0.60 m (2 ft), 1.2 1 X 10 w decorative square led
pin light (recessed type), and 2 sets of ceiling
exhaust fan 12” in size.
4.4.5.4. Supply and installation of one (1) set stainless
steel faucet.
4.4.5.5. Repair / install new lines of drain pipes.
4.4.5.6. Dismantling and reinstallation of floor drains and
water closets prior to plumbing repair works.
4.4.5.7. Supply and installation of a check valve to prevent
drain backflow to floor drains.
4.4.5.8. Supply and installation of 4 sets of toilet bidet
spray and double control angle valve.

4.4.5.9. Replace the existing damaged ceiling, and apply

with latex paint (white in color).
4.4.5.10. Repair and restoration of concrete cracks and
voids on the slab. Use “soffit slab” to prevent
leakage from the GF restroom.
4.4.5.11. Seal and Waterproof possible areas of leakage
such as drain pipes location and cracks on the
surface using cementitious waterproofing material.
4.4.5.12. Supply and installation of (1) set stainless door
knob.
4.4.5.13. Re-alignment of cubicle doors including supply
and installation of stainless steel 304 cubicle door
locks

4.4.6. GROUND FLOOR MALE RESTROOM

4.4.6.1. Contractor shall visit and survey the site where

renovations will take place for actual
measurement and cost estimation of the project.
4.4.6.2. Dismantling and replacement of damaged 600 mm
x 600 mm glazed wall and floor tiles (Including
hauling)
4.4.6.3. Existing damaged ceiling to be replaced and
applied with latex paint (white in color).
4.4.6.4. Replace defective ceiling mount exhaust blowers.
4.4.6.5. Supply and installation of 1.2 1X10w decorative
square led pin light (Recessed type) and 2 sets of
ceiling exhaust fan 12” in size.
4.4.6.6. Replace one (1) defective urinal flush.
4.4.6.7. Supply and installation of 4 sets of toilet bidet

37
 spray and double control angle valve.
4.4.6.8. Re-alignment of cubicle doors including supply
and installation of stainless steel 304 cubicle door
locks

4.4.7. GROUND FLOOR FEMALE RESTROOM

4.4.7.1. Contractor shall visit and survey the site where

renovations will take place for actual
measurement and cost estimation of the project.
4.4.7.2. Dismantling and replacement of damaged 600 mm
x 600 mm Glazed wall and floor tiles (Including
hauling)
4.4.7.3. Existing damaged ceiling to be replaced and
applied with latex paint (white in color)
4.4.7.4. Supply and installation of 1.2 1X10w Decorative
square led pin light (recessed type), 18 w LED
tube light (white) 1.2 m (4 ft), and 9 w, T8 led tube
light (white) 0.60 m (2 ft), and 3 sets of ceiling
exhaust fan 12” in size.
4.4.7.5. Supply and installation of 4 sets of toilet bidet
spray and double control angle valve.
4.4.7.6. Re-alignment of cubicle doors including supply
and installation of stainless steel 304 cubicle door
locks

4.4.8. 2nd FLOOR MALE RESTROOM

4.4.8.1. Contractor shall visit and survey the site where

renovations will take place for actual
measurement and cost estimation of the project.
4.4.8.2. Supply and installation of seven pieces 18w LED
TUBE Light (WHITE) 1.2 meters (4ft), 1.2 1X10w
decorative led (1) round and (1) square recessed
type pin light, and T8 LED light recessed type
louver grille fixture 4ft x 2 ft.
4.4.8.3. Supply and Installation of 4 sets ceiling mount
exhaust fan 12”.
4.4.8.4. Supply and installation of 4 sets of toilet bidet
spray and double control angle valve.

4.4.9. 2nd FLOOR FEMALE RESTROOM

4.4.9.1. Contractor shall visit and survey the site where

renovations will take place for actual
measurement and cost estimation of the project.
4.4.9.2. Supply and installation of five pieces 18w LED

38
 TUBE Light (WHITE) 1.2 meters (4ft) and two sets
of 1.2 1X10w Decorative led round recessed type
pin light
4.4.9.3. Supply and Installation of 5 sets Ceiling Exhaust
Fan 12”. Supply and installation of 4 sets of toilet
bidet spray and double control angle valve.

4.4.10. 3RD FLOOR FEMALE / MALE RESTROOM

4.4.10.1. Contractor shall visit and survey the site where

renovations will take place for actual
measurement and cost estimation of the project.
4.4.10.2. Replace all defective urinal flush for all male
urinals.
4.4.10.3. Replace all defective pin lights for the female
restroom (3 sets) & four (4) sets for the female
comfort room with 1.2 1X10w decorative round
recessed type led pin light.
4.4.10.4. Supply and Installation of 3 sets ceiling mount
exhaust fan 12”.
4.4.10.5. Supply and installation of 8 sets (4 sets for each
comfort room) of toilet bidet spray and double
control angle valve.

4.4.11. REPLACEMENT OF DEFECTIVE ROOF GUTTERS

4.4.11.1. Contractor shall visit and survey the site where

renovations will take place for actual
measurement and cost estimation of the project.
4.4.11.2. Removal of existing defective/corroded gutters
for replacement atop MIS office,3F Restrooms,
and Chemical Laboratory. (see layout)
4.4.11.3. Supply and installation of pre-painted Spanish
gutter, blue in color prior to leak repair.
4.4.11.4. Repair of affected/damaged ceiling due to water
leaks which will include dismantling, supply, and
installation of ceiling boards, white latex paint
application smooth finish.
4.4.11.5. Repair of damaged/leaking main downspouts in
the area.

4.4.12. GOLD AUDITORIUM

4.4.12.1. Contractor shall visit and survey the site where

renovations will take place for actual
measurement and cost estimation of the project.
4.4.12.2. Dismantling and replacement of damaged 600
39
 mm x 600 mm glazed floor tiles (including
hauling).
4.4.12.3. Existing damaged ceiling to be replaced and
applied with latex paint (white in color).
4.4.12.4. Existing wall to be cleaned and applied with latex
paint (blue in color same as existing)
4.4.12.5. Repair the roof above the ceiling with water
leaks.
4.4.12.6. Supply and installation of two (2) sets of stainless
steel doorknob.
4.4.12.7. Supply and installation of one (1) door lock set
for the Aluminum swing door.
4.4.12.8. Replacement of all busted pin lights and
defective spotlights same as existing.

6
4.4.13. CRO STORAGE AREA

4.4.13.1. Contractor shall visit and survey the site where

renovations will take place for actual
measurement and cost estimation of the project.
4.4.13.2. Supply and installation of 1.2 1X10 w decorative
square led pin light (recessed type).
4.4.13.3. Refurbishment of defective windows.
7
8
4.4.14. NEW ATD STORAGE ROOM

4.4.14.1. Contractor shall visit and survey the site where

renovations will take place for actual
measurement and cost estimation of the project.
4.4.14.2. Surface Preparation of flooring prior to
application of epoxy primer and epoxy paint in
gray color (elevated flooring and ramp will be
retained).
4.4.14.3. Existing wall (interior and exterior) to be
plastered and applied with latex paint (white in
color).
4.4.14.4. Baseboard must be painted with the same color
as the existing or nearest to the existing color.
4.4.14.5. Dismantling of all unnecessary existing materials
(such as angle bars, pipes, steel hangers, and
conduit box)
4.4.14.6. Application of paint at ceiling with concrete
header (white in color).
4.4.14.7. Supply and Installation of light alarm for X-Ray
room to include wiring connections.

40
4.4.14.8. Power supply provision and repair of existing
exhaust blowers, and installation of 2 sets of T8
LED light louver grille fixture 4ft x 2 ft including
switches and wirings.
4.4.14.9. Refurbishment and painting of LVSG’s existing
fire-rated door (1.9 m x 2.2 m) gray in color.
4.4.14.10. Refurbishment and painting of the Transformer
room’s existing metal fire-rated door (1.9m x
2.41m) and louver (gray in color).
4.4.14.11. Provision of 1 pc door lock.
9
4.4.15. CHIEF FAD OFFICE

4.4.15.1. Contractor shall visit and survey the site where

renovations will take place for actual
measurement and cost estimation of the project.
4.4.15.2. Contractor to supply one (1 set) of Executive
Office chair - Ergo dynamic, Space Executive, Hi
back man-made faux leather chair, tilt lock
mechanism, 360˚ swivel function, pneumatic
height adjustment, 350 mm nylon painted 5 prong
star base with nylon casters to be placed inside
the office.
4.4.15.3. Contractor to supply one (1 set) of Executive
office table with drawers as per the design
required by TWG, otherwise, the contractor shall
submit the nearest design proposal for approval.
4.4.15.4. Contractor to supply one (1 set) of round table
set with 4 chairs as per the design required by
TWG, otherwise, contractor to submit the nearest
design proposal for approval.

4.4.16. COA OFFICE

4.4.16.1. Contractor shall visit and survey the site where

renovations will take place for actual
measurement and cost estimation of the project.
4.4.16.2. Dismantling and replacement of damaged
600mm x 600mm Glazed Tiles (Including hauling)
4.4.16.3. Replacement of acoustic ceiling board 600mm x
600m.
4.4.16.4. Supply and Installation of 18w LED TUBE Light
(WHITE) 1.2 meters (4ft)
4.4.16.5. Supply and Installation of Hydraulic Buffer Door
Closer 25KG to 80KG Adjustable Speed Door
Closing Equipment Mute Soft Closing Door

41
 Hardware
4.4.16.6. Dismantling of plywood partitions (2.73m x 2.11 x
1.5 height) including hauling.
4.4.16.7. Fabrication of 1set slotted angle bar shelves with
six layers, W:0.40m x L: 6m
4.4.16.8. Fabrication of 1 set slotted angle bar shelves with
six layers, W:0.40m x L: 1m
4.4.16.9. Fabrication of 1 set slotted angle bar shelves with
six layers, W:0.40m x L: 4.5m
4.4.16.10. Supply and Installation of floor to ceiling double
wall partition
10 (6mx2.4m) including door panel painted
with odorless water based white paint.
4.4.16.11. Existing window glass panels to be applied with
window film with total coverage of 6m x 1.8m.
4.4.16.12. Existing door panel between COA office and
Fad Training Room to be dismantled, replaced
with dry wall partition, and to be painted the same
color as per existing to permanently close the
access.

4.4.17. GROUND FLOOR HALLWAY

4.4.17.1. Contractor shall visit and survey the site where

renovations will take place for actual
measurement and cost estimation of the project.
4.4.17.2. Replacement of tiles with defects and must be
the same or at least nearest in color to the existing
to be approved by TWG and also includes the
refurbishment of stained tiles.
4.4.17.3. Supply and installation of 300mmx300mm floor
tiles the same as the existing at fire exit door area.
4.4.17.4. One (1) coat painting application for the whole
ceiling area along FAD hallway.
4.4.17.5. Repainting of concrete wall including restroom
hallway in off- white color with baseboard paint of
the same color as the existing (see layout plan);
walls with cracks and voids must be repaired first
before painting.
4.4.17.6. Replacement of 4 sets busted round pin lights
along FAD and 1 light bulb at ATD hallway

4.4.18. ACCOUNTING

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4.4.18.1. Contractor shall visit and survey the site where
renovations will take place for actual
measurement and cost estimation of the project.
4.4.18.2. Supply and installation of floor-mounted air
conditioning unit, 4.0 HP two-directional airflow
(cooling capacity 37,000 (13,100-39,000) kJ/hr,
power consumption 3,900 (1,480-4,400) Watts,
with energy efficiency ratio of 9.5 (8.9- 8.9) kJ/W-
h) as shown in the BOQ including installation of
the outdoor unit and drain line. Provide a
condensate pump with clear discharge hose (1/4”
dia.) to expel accumulated water from the unit’s
condensate pan outside the building.
4.4.18.3. Supply of 2 seater office sofa (see BOQ).

4.4.19. NEW MERCURY CONFERENCE ROOM

4.4.19.1. Contractor shall visit and survey the site where

renovations will take place for actual
measurement and cost estimation of the project.
4.4.19.2. Supply and installation of window blinds for all
glass windows inside the area.
4.4.19.3. Window blinds design proposal must have the
approval of the end-user or TWG before the
installation.
4.4.19.4. Window blinds must be tested or should be
functional after being installed.

4.4.20. CHEMISTRY LAB

4.4.20.1. Contractor shall visit and survey the site where

renovations will take place for actual
measurement and cost estimation of the project.
4.4.20.2. Existing damaged ceiling to be replaced and
applied with latex paint (white in color)
4.4.20.3. Existing wall to be plastered and applied with
latex paint (white in color) at concrete sink.
4.4.20.4. Existing wall to be plastered and applied with
latex paint (white in color) as shown in the plan.
4.4.20.5. Dismantling and replacement of 600 mm x 600
mm glazed tiles including hauling works.
4.4.20.6. Repair and restoration of concrete cracks and
voids on slab, use soffit to prevent leakage from
the floor above.
4.4.20.7. Seal and waterproof possible areas of leakage

43
 such as drain pipes location and cracks on surface
using cementitious waterproofing material.

4.4.21. 2F BOARD ROOM

4.4.21.1. Contractor shall visit and survey the site where

renovations will take place for actual
measurement and cost estimation of the project.
4.4.21.2. Existing damaged ceiling to be replaced and
applied with latex paint (white in color)
11

4.4.22. AGSS SECTION HEAD CUBICLE

4.4.22.1. Contractor shall visit and survey the site where

renovations will take place for actual
measurement and cost estimation of the project.
4.4.22.2. Supply and installation of door handle prior to
replacement of the defective unit at AGSS Section
Chief’s Office.
4.4.22.3. Correct vertical alignment of door jamb and
repair damaged fabric cloth cover.
12
4.4.23. Other Works:
4.4.23.1. All electrical works will be in accordance with the
latest edition of the Philippine Electrical Code
(PEC) and the Local Government Utility provider.
4.4.23.2. Contractor to repair, restore and improve affected
areas including existing electrical lines, cables,
panels, and other auxiliary equipment over the
course of the project.
4.4.23.3. All materials to be supplied shall conform with the
specification required and be checked and
approved by MIRDC-TWG of the project prior to
installation.

V. SUPERVISION AND MONITORING DURING CONSTRUCTION

5.1. The CONTRACTOR shall submit a list of their personnel before the
start of the construction. (Any changes in the list of the personnel
shall be submitted also to concerned MIRDC personnel and the
Security office).

5.2. Submit to the Technical Working Group project weekly and monthly
accomplishment reports during the construction period. A
representative engineer from MIRDC shall monitor the progress of
the project.

44
 5.3. Contractor to strictly observe the DPWH’s Department Order No. 39
series of 2020 or the Revised Construction Safety Guidelines for the
Implementation of Infrastructure Projects During the COVID-19
Public Health Crisis, POL-MIRDC 027 or Interim Guidelines for
Alternative Work Arrangements, Support Mechanisms, and
Workplace Prevention and Control During the Period of State of
National Emergency Due to COVID-19 Pandemic and other MIRDC
future guidelines for the prevention of COVID-19.

VI. SAFETY ENCLOSURE AND PROVISION FOR MATERIAL HANDLING

6.1 Provide safety nets (enclosures, shielding, coverings, warning

device, keep-off limits signs, etc.) at the start of the project to ensure
protection of the general public, preservation of property against
falling debris, paint droplets and/or spillage of painting materials or
the like.

6.2 CONTRACTOR personnel are not allowed to loiter and use the
comfort rooms located inside the MIRDC buildings. Ensure
cleanliness along the respective areas.

6.4 Contractor shall provide for their own safety and security.
6.5 Contractor shall store their materials, equipment and tools in one
place at the Center. The area shall be coordinated with MIRDC.
Any damage thereto or to the surrounding area arising from any
accident, paint spills, etc. shall be repaired and/or restored to its
original condition. Likewise, extra care should be exercise in the
storage of hazardous chemicals (paints, thinner, lacquers, oil,
solvents, etc.) in order to avoid accident, explosion and/or fires.
Oily rags, solvent-soaked foams, paint brushes and rollers shall
be kept in metal containers tightly sealed and shall be cleaned
and/or removed from the job site at the end of every working day.
13
6.6 MIRDC’s safety officer shall be allowed to inspect the area at all
times to ensure compliance with safety requirements.

VII. SUBMITTALS

Contractor shall submit the following after completion of the project and before
processing of the final billing.
7.1 Five (5) sets of complete as-built plans (architectural and structural)
signed and sealed blueprints.

7.2 Electronic file for the As-built plans (Autocad DWG) stored in a USB.

7.3 The Contractor shall submit a draft as-built plan, in PDF format, one
month before the completion date of the project for the review and
comments of the TWG. Submission of the as-built plans is required
prior to the release of the final billing.

45
 VIII. APPROVED BUDGET COST

We offer to undertake the infrastructure project for a total sum of One Million Nine
Hundred Fifty-Eight Thousand Nine Hundred Seventy-Four and Ninety Two
Centavos (Php 1,958,974.92), inclusive of all Government taxes.

IX. TERMS OF PAYMENT

a. Mobilization Fee

The CONTRACTOR shall, upon written request, be allowed to collect mobilization

fee in an amount not exceeding fifteen percent (15%) of the total contract price.

The mobilization fee shall be made only upon submission to and acceptance
by the MIRDC of an irrevocable standby letter of credit of equivalent value from
a commercial bank, a bank guarantee or a surety bond callable upon demand,
issued by a surety or insurance company duly licensed by the Insurance
Commission.

CONTRACTOR shall repay the mobilization fee by deducting an amount equal to the
percentage of the total contract price used for the advance payment from each
progress payment until the mobilization fee is fully liquidated.

b. Progress Payment
Progress Billing shall be made with the following scheme based on the actual
computed area of accomplishment:

Progress Billing Date Percentage of Claim

First Billing At least completing 20% of Project, assessed, verified
20% of the project & certified by MIRDC TWG

Second Billing At least completing Actual works accomplished as

50% of the project assessed, verified & certified by
MIRDC TWG
Third Billing At least completing Actual works accomplished as
75% of the project assessed, verified & certified by
MIRDC TWG

Final Billing 100% Accomplishment of Project

as assessed, verified & certified by
MIRDC TWG
c. All progress billings shall be supported by a Statement of Work
Accomplishment which shall be validated by MIRDC and the
consultant/designer.

d. All payments made to the CONTRACTOR shall be subjected to the

required two percent (2%) Expanded Withholding Tax (EWT), five
percent (5%) Final Withholding Tax on Government Money
Payments (GMP), and ten percent (10%) retention fee from every
Progress Billing.

46
 e. Retention Money
The total retention fee shall be due for release upon receipt of Certificate of
Final Acceptance and submission of a warranty bond by the Contractor.

47
48
 Section VII. Drawings
[Insert here a list of Drawings. The actual Drawings, including site plans, should be attached
to this section, or annexed in a separate folder.]

49
 Section VIII. Bill of Quantities

Notes on the Bill of Quantities

Objectives

The objectives of the Bill of Quantities are:

a. to provide sufficient information on the quantities of Works to be performed to

enable Bids to be prepared efficiently and accurately; and

b. when a Contract has been entered into, to provide a priced Bill of Quantities for use
in the periodic valuation of Works executed.

In order to attain these objectives, Works should be itemized in the Bill of Quantities in
sufficient detail to distinguish between the different classes of Works, or between Works of
the same nature carried out in different locations or in other circumstances which may give
rise to different considerations of cost. Consistent with these requirements, the layout and
content of the Bill of Quantities should be as simple and brief as possible.

Daywork Schedule

A Daywork Schedule should be included only if the probability of unforeseen work, outside
the items included in the Bill of Quantities, is high. To facilitate checking by the Entity of
the realism of rates quoted by the Bidders, the Daywork Schedule should normally comprise
the following:

a. A list of the various classes of labor, materials, and Constructional Plant for which
basic daywork rates or prices are to be inserted by the Bidder, together with a
statement of the conditions under which the Contractor will be paid for work
executed on a daywork basis.

b. Nominal quantities for each item of Daywork, to be priced by each Bidder at

Daywork rates as Bid. The rate to be entered by the Bidder against each basic
Daywork item should include the Contractor’s profit, overheads, supervision, and
other charges.

Provisional Sums

A general provision for physical contingencies (quantity overruns) may be made by

including a provisional sum in the Summary Bill of Quantities. Similarly, a contingency
allowance for possible price increases should be provided as a provisional sum in the
Summary Bill of Quantities. The inclusion of such provisional sums often facilitates
budgetary approval by avoiding the need to request periodic supplementary approvals as the
future need arises. Where such provisional sums or contingency allowances are used, the
SCC should state the manner in which they will be used, and under whose authority (usually
the Procuring Entity’s Representative’s).

50
The estimated cost of specialized work to be carried out, or of special goods to be supplied,
by other contractors should be indicated in the relevant part of the Bill of Quantities as a
particular provisional sum with an appropriate brief description. A separate procurement
procedure is normally carried out by the Procuring Entity to select such specialized
contractors. To provide an element of competition among the Bidders in respect of any
facilities, amenities, attendance, etc., to be provided by the successful Bidder as prime
Contractor for the use and convenience of the specialist contractors, each related provisional
sum should be followed by an item in the Bill of Quantities inviting the Bidder to quote a
sum for such amenities, facilities, attendance, etc.

Signature Box

A signature box shall be added at the bottom of each page of the Bill of Quantities where the
authorized representative of the Bidder shall affix his signature. Failure of the authorized
representative to sign each and every page of the Bill of Quantities shall be a cause for
rejection of his bid.

These Notes for Preparing a Bill of Quantities are intended only as information for the
Procuring Entity or the person drafting the Bidding Documents. They should not be included
in the final documents.

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Section IX. 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:

a. 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

b. 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.

52
 Checklist of Technical and Financial Documents
I. TECHNICAL COMPONENT ENVELOPE

Class “A” Documents

Legal Documents
⬜ (a) Valid PhilGEPS Registration Certificate (Platinum Membership) (all pages);
or
⬜ (b) Registration certificate from Securities and Exchange Commission (SEC),
Department of Trade and Industry (DTI) for sole proprietorship, or
Cooperative Development Authority (CDA) for cooperatives or its equivalent
document;
and
⬜ (c) Mayor’s or Business permit issued by the city or municipality where the
principal place of business of the prospective bidder is located, or the
equivalent document for Exclusive Economic Zones or Areas;
and
⬜ (e) Tax clearance per E.O. No. 398, s. 2005, as finally reviewed and approved by
the Bureau of Internal Revenue (BIR).

Technical Documents
⬜ (f) Statement of the prospective bidder of all its ongoing government and private
contracts, including contracts awarded but not yet started, if any, whether
similar or not similar in nature and complexity to the contract to be bid; and
⬜ (g) Statement of the bidder’s Single Largest Completed Contract (SLCC) similar
to the contract to be bid, except under conditions provided under the rules;
and
⬜ (h) Philippine Contractors Accreditation Board (PCAB) License;
or
Special PCAB License in case of Joint Ventures;
and registration for the type and cost of the contract to be bid; and
⬜ (i) Original copy of Bid Security. If in the form of a Surety Bond, submit also a
certification issued by the Insurance Commission;
or
Original copy of Notarized Bid Securing Declaration; and
(j) Project Requirements, which shall include the following:
⬜ a. Organizational chart for the contract to be bid;
⬜ b. List of contractor’s key personnel (e.g., Project Manager, Project
Engineers, Materials Engineers, and Foremen), to be assigned to the
contract to be bid, with their complete qualification and experience
data;
⬜ c. List of contractor’s major equipment units, which are owned, leased,
and/or under purchase agreements, supported by proof of ownership or
certification of availability of equipment from the equipment
lessor/vendor for the duration of the project, as the case may be; and
⬜ (k) Original duly signed Omnibus Sworn Statement (OSS);

53
 and if applicable, Original Notarized Secretary’s Certificate in case of a
corporation, partnership, or 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
⬜ (l) The prospective bidder’s audited financial statements, showing, among others,
the prospective bidder’s total and current assets and liabilities, stamped
“received” by the BIR or its duly accredited and authorized institutions, for
the preceding calendar year which should not be earlier than two (2) years
from the date of bid submission; and
⬜ (m) The prospective bidder’s computation of Net Financial Contracting Capacity
(NFCC).

Class “B” Documents

⬜ (n) If applicable, duly signed joint venture agreement (JVA) in accordance with
RA No. 4566 and its IRR in case the joint venture is already in existence;
or
duly notarized statements from all 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.

II. FINANCIAL COMPONENT ENVELOPE

⬜ (o) Original of duly signed and accomplished Financial Bid Form; and

Other documentary requirements under RA No. 9184

⬜ (p) Original of duly signed Bid Prices in the Bill of Quantities; and
⬜ (q) Duly accomplished Detailed Estimates Form, including a summary sheet
indicating the unit prices of construction materials, labor rates, and equipment
rentals used in coming up with the Bid; and
⬜ (r) Cash Flow by Quarter.

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55