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

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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.

IV.DISCUSSION

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

disqualified.

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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

be used.

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

ELIGIBILITY 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

Use Forms

1& 2 on

pages

70-71

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completed

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

successful

Do not

submit if not

applicable

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TECHNICAL DOCUMENTS

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

on pages

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

Clause 6.

Use Form 4

on pages

72-73

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

on pages

74 & 75 and

Form 6 on

page 76 or

Form 7 on

page 77

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

Do not

submit if not

applicable

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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

24).

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.

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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.

VI.ADJOURNMENT

There being no other matters to be discussed, the meeting was adjourned at 11:10 a.m

BIDS AND AWARDS COMMITTEE

On Leave

(Sgd.) MR. JOEL G. CARINGAL ENGR.CERILA A. CORPUZ

Vice Chairperson Member

(Sgd.)MR. ANTHONY C. HIDALGO (Sgd.)ATTY. MARLOU PACLEB

Member Member

(Sgd.)MS. ELIZA M. MACONOCIDO (Sgd.)MS. JONNALYN C. GARCIA

Member Member

(Sgd.)MARIA VICTORIA DE GUZMAN- SORIANO

Chairperson

Prepared by:

(Sgd.)MS. KARIE B. GONGORA

BAC Secretariat, Head