MINUTES OF THE PRE-BID CONFERENCE FOR THE CONTRACT FOR THE
SUPPLY AND DELIVERY OF ONE (1) UNIT BRAND NEW MOTOR VEHICLE ON
June 8, 2012 ; 10:00 A.M.
I. CALL TO ORDER
The Pre-bid Conference was called to order by Ms. Maria Victoria de Guzman-
Soriano, the Chairperson of the Bids and Awards Committee (BAC) , at 10:00 a.m.
II. DETERMINATION OF A QUORUM
Ms. Soriano requested Ms. Gongora, Head of BAC Secretariat, to confirm the
existence of a quorum. She declared the existence of a quorum.
III.ACKNOWLEDGEMENT OF PARTICIPANTS
Ms. Soriano asked the BAC Secretariat to acknowledge the participants.
Ms. Gongora introduced the presence of the following:
Bids and Awards Committee
Chairperson : Ms. Maria Victoria de Guzman-Soriano
Chairperson : Mr. Joel G. Caringal
Members : Atty. Marlou Pacleb
Ms. Eliza Maconocido
Mr.Anthony C. Hidalgo
Ms. Jonnalyn C. Garcia
Technical Working Group :
Ms. Mharlani Apple G. Opinaldo
Ms. Cristina Ramirez
Mr. Demetrio V. Entrada
Ms. Gongora also introduced the representatives as follows:
Motorplaza, Inc. ( La Union) : Mr. Michael Joseph Paderon
Mr. Astrobel Espiritu
Ms. Liberty Ebreo
Motorplaza, Inc. ( Pangasinan) : Ms. Soledad Lim
Mr. Jhopet Chua
Ford Dagupan : Mr. Christopher Cornel
Mr. Isagani Dela Cruz
Ms. Soriano stated that as of the time, there were three (3) bidders and the bidding
documents can still be purchased until the deadline for submission of bids which will
be on July 15, 2010. Ms. Soriano said further that the attendance of the prospective
bidders during the pre-bid conference is not mandatory.
The Approved Budget for the Contract (ABC)for the Supply and Delivery of One (1)
Unit Brand New Motor Vehicle as specified in the Invitation to Apply for Eligibility and
to Bid is One Million Two Hundred Thousand Pesos (Php1,200,000.00).
Ms. Soriano stated that in conducting the bidding, the BAC is following Republic Act
9184 and its Revised Implementing Rules and Regulations as well as other GPPB
issuances. The submission of the eligibility documents and bids will be on June 20, 2012
at 10:00 a.m. Late bids will not be accepted. Opening of bids will immediately follow at
10:30 a.m. on the same date. Any bid which exceeds the ABC will be automatically
EXPLANATION OF THE DOCUMENTARY REQUIREMENTS TO BE SUBMITTED
UNDER THE TECHNICAL AND FINANCIAL COMPONENTS OF THE BID
There will be two (2) envelopes to be submitted. The first envelope, which is the technical
component of the bid will contain the eligibility and technical documents from Tabs 1 to 9. The
second envelope, which is the financial component of the bid will contain the financial
documents from Tabs 10 to 11.
Ms. Soriano stated that under the second envelope, if the goods to be offered is from abroad,
Forms 5 and 6 will be used; if the goods to be offered is from the Philippines, Forms 5 and 7 will
Ms. Soriano stated that the documents to be submitted are summarized as follows:
SUMMARY OF DOCUMENTS TO BE SUBMITTED
FIRST ENVELOPE – TO CONTAIN ELIGIBILITY DOCUMENTS AND TECHNICAL DOCUMENTS
Tab 1 Registration certificate from the Securities and Exchange Commission (SEC)
for corporation or Department of Trade and Industry (DTI) for sole
proprietorship, or Cooperative Development Authority (CDA) for
cooperatives, or any proof of such registration.
Tab 2 Mayor’s permit issued by the city or municipality where the principal place of
business of the prospective bidder is located. For CY 2012
Tab 3 Audited financial statements, stamped “received” by the Bureau of Internal
Revenue (BIR) or its duly accredited and authorized institutions, for CY 2011
Tab 4 Statement of all its ongoing and completed government and private contracts within
the period stated in the BDS, including contracts awarded but not yet started, if any.
The statement shall include, for each contract, the following:
(i.1) name of the contract;
(i.2) date and status of the contract;
(i.3) kinds of Goods;
(i.4) amount of contract and value of outstanding contracts;
(i.5) date of delivery; and
(i.6) end user’s acceptance or official receipt(s) issued for the contract, if
1& 2 on
Tab 5 Net Financial Contracting Capacity (NFCC) computation or Credit Line Certificate
issued by a Universal or Commercial Bank in accordance with ITB Clause 5.
(Please refer to page 14)
Tab 6 If applicable, the JVA 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
submit if not
Tab 7 The bid security in accordance with ITB Clause 18. If the Bidder opts to submit the
bid security in the form of:
a) cash, cashier’s check/manager’s check, a bank draft/guarantee, it shall be
accompanied by a confirmation from a Universal or Commercial Bank (2%
of the ABC or Php24,000.00);
b)an irrevocable letter of credit issued by a foreign bank, it shall be
accompanied by a confirmation from a Universal or Commercial Bank (2%
of the ABC or Php24,000.00); or
c) a surety bond, it shall be accompanied by a certification by the Insurance
Commission that the surety or insurance company is authorized to issue
such instruments (5% of the ABC or Php60,000.00).
Tab 8 Conformity with technical specifications as enumerated and as specified in Sections
VI and VII of the Bidding Documents
Use Form 3
63, 65 to 67
Tab 9 Omnibus Sworn Statement
• Sworn statement by the Bidder or is duly authorized representative in
accordance with ITB Clause 4.2 and Section 47 of RA 9184 and its IRR.
• Sworn statement attesting to the Bidder’s responsibilities pursuant to ITB
Use Form 4
SECOND ENVELOPE – FINANCIAL DOCUMENTS
Tab 10 Financial Bid Form, which includes bid prices and the bill of quantities and the
applicable Price Schedules, in accordance with ITB Clauses 15.1 and 15.4;
Use Form 5
74 & 75 and
Form 6 on
page 76 or
Form 7 on
Tab 11 If the Bidder claims preference as a Domestic Bidder or Domestic Entity, a
certification from the DTI, SEC, or CDA issued in accordance with ITB Clause 27
submit if not
1. Submit one (1) original and two (2) copies.
2. Deadline for submission of bids is on June 20, 2012, at 10:00 a.m., at the Poro Point
Management Corporation Administration Building, Gov. Joaquin L. Ortega Avenue,
Poro Point Freeport Zone, City of San Fernando, La Union.
3. The format and signing of bid must be in accordance with ITB Clause 19 (page 23)
while the sealing and marking of bids must be in accordance with ITB Clause 20 (page
V. QUESTIONS AND CLARIFICATIONS:
Ms. Soriano stated that for completed government contracts, the requirement is for the last five (5) years,
2006-2012. At least one completed contract is needed with an amount of at least 50% of the Approved
Budget for the Contract (ABC) meaning the prospective bidder should have sold, supplied or distributed at
least one vehicle in the amount of Php600,000.00 and above. An Official Receipt or End- User’s
acceptance must be submitted.
Ms. Soriano also informed the prospective bidders that if they do not want to submit the Net Financial
Contracting Capacity (NFCC),they have an option to submit a credit line certificate in the amount of
atleast 10% of Php1,200,000.00 which is Php120,000.00 issued by a Universal or a Commercial Bank.
Mr. Michael Joseph Paderon representative from Motorplaza, Inc.-La Union asked Ms. Soriano what they
are going to do if their company has no ongoing contracts. Ms. Soriano replied that all they have to do is
to fill up the forms and state “None” for all applicable columns and write their name and sign.The only
purpose for the ongoing contracts is to compute for the NFCC which is current assets minus current
liabilities but if they do not have an ongoing contract, it will not work against them.
Ms. Soriano stated that a supplemental/bid bulletin will be issued for page 3, Tab 7 on Technical
Documents for bid security.
Ms. Soriano also stated that a supplemental/bid bulletin will be issued for the Technical Specifications.
Ms. Soriano informed the prospective bidders that they may submit more superior technical
specifications at no additional cost to Poro Point Management Corporation.
Ms. Soriano asked the prospective bidders if they are going to import the motor vehicle. The bidders
replied that the stock is available at their head office. The prospective bidders requested for the
delivery period to be at least 30 calendar days. The Bids and Awards Committee approved the 30
calendar days delivery period. A supplemental/bid bulletin will be issued.
Ms. Soriano stated that the Approved Budget for the Contract (ABC) of Php1,200,000.00 is inclusive
of all applicable taxes.
Ms. Soriano stated that if they have any queries or questions, a written letter should be addressed to
the Bids and Awards Committee (BAC) on or before January 11, 2012. All prospective bidders will be
forwarded a copy of the queries and the corresponding response from the BAC.
Ms. Soriano asked if there were other questions. No further questions were asked.
There being no other matters to be discussed, the meeting was adjourned at 11:10 a.m
BIDS AND AWARDS COMMITTEE
(Sgd.) MR. JOEL G. CARINGAL ENGR.CERILA A. CORPUZ
Vice Chairperson Member
(Sgd.)MR. ANTHONY C. HIDALGO (Sgd.)ATTY. MARLOU PACLEB
(Sgd.)MS. ELIZA M. MACONOCIDO (Sgd.)MS. JONNALYN C. GARCIA
(Sgd.)MARIA VICTORIA DE GUZMAN- SORIANO
(Sgd.)MS. KARIE B. GONGORA
BAC Secretariat, Head