3. Bidding documents are documents issued by the Procuring Entity to
provide the prospective bidders all the necessary information that they need
to prepare their bids.
These clearly and adequately define, among others:
The objectives, scope and expected outputs and/or results of the proposed
contract;
The expected contract duration;
The obligations, duties and/or functions of the winning bidder; and
The minimum eligibility requirements of bidders, such as track record to be
determined by the Head of the Procuring Entity.
4. Purpose:
Equal information to ALL bidders
Instruct bidders on procedure for
submission of bids
Inform the bidders of criteria for
evaluation
Define conditions of contract
5. What are the contents of Bidding
Documents?
The Philippine Bidding Documents (PBDs) contain
the following:
1. Invitation to Apply for Eligibility and to Bid (IAEB);
2. Eligibility Documents;
3. Eligibility Data Sheet;
4. Instructions to Bidders (ITB);
5. Bid Data Sheet (BDS);
6. 6. General Conditions of Contract (GCC)
7. Special Conditions of Contract (SCC)
8. Specifications
9. Drawings
10.Bill of Quantities
7. Invitation to Bid
The Invitation for Bids provides information that enables potential bidders to decide
whether to participate in the procurement at hand. The Invitation should indicate the
following:
The date of availability of the Bidding Documents, which shall be from the time the
Invitation to Bid is first advertised/posted until the deadline for the submission and
receipt of bids;
The place where the Bidding Documents may be purchased or the website where it
may be downloaded;
The deadline for the submission and receipt of bids from the last day of posting of the
Invitation to Bid; and
Any important bid evaluation criteria (e.g., the application of a margin of preference in
bid evaluation).
8. Eligibility Documents
This document provides information necessary for prospective bidders to prepare
responsive Eligibility Documents in accordance with the requirement of the Procuring
Entity.
The provisions contained in this Section are to be used unchanged. Additional information
or requirements specific to each procurement shall be specified in the EDS.
Eligibility documents should have the following:
1. Eligibility Criteria
Example:
Duly licensed Filipino citizens/sole proprietorship;
Partnerships duly organized under the laws of the Philippines and of which
at least sixty percent (60%) of the interest belongs to citizens of the
Philippines;
9. 2. Eligibility Requirements
Example:
Class A Documents such as Mayor’s permit, Registration Certificate
from DTI
Class B Documents such as valid joint venture agreement (JVA),
foreign equivalent eligibility documents
3. Format and Signing Eligibility Documents
Example:
Prospective bidders shall prepare an original and copies of the eligibility
documents. In the event of any discrepancy between the original and
the copies, the original shall prevail.
10. Eligibility Data Sheet
This document is intended to assist the Procuring Entity in providing the
specific information and requirements in relation to corresponding clauses
in the Eligibility Documents, and has to be prepared for each specific
procurement .
In preparing this Section, the following aspects should be checked:
Information that specifies and complements provisions of the
Eligibility Documents must be incorporated.
Amendments and/or supplements, if any, to provisions of the
Eligibility Documents as necessitated by the circumstances of the
specific procurement, must also be incorporated.
11. Instructions to Bidders
This section of the Bidding Documents 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, opening, evaluation, and award of contract.
This document shall include but not limited to the following:
Scope of Bid
Source of Funds
Procedure for clarifications
Bid preparation – form
Language
Pricing and currencies
Bid evaluation criteria and
procedures
Closing Date
Bid submission procedure
Corrections
Bid Validity
12. Bid Data Sheet
This section is intended to assist the Procuring Entity in providing the specific
information in relation to corresponding clauses in the ITB included in Section II, and
has to be prepared for each specific procurement.
In preparing Section III, the following aspects should be checked:
Information that specifies and complements provisions of Section II must be
incorporated.
Amendments and/or supplements, if any, to provisions of Section II as
necessitated by the circumstances of the specific procurement, must also be
incorporated.
13. General Conditions of Contract
The General Conditions of Contract (GCC) in this Section, read in conjunction with the
Special Conditions of Contract and other documents listed therein, should be a complete
document expressing all the rights and obligations of the parties.
Any complementary information, which may be needed, shall be introduced only through
the Special Conditions of Contract.
This document shall include but not limited to the following:
Scope of Contract
Contractor’s Obligations
Warranty
Liability of the Contractor
Advance Payments
14. 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 General Conditions of Contract.
In preparing this Section, the following aspects should be checked:
Information that complements provisions of the GCC must be incorporated.
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.
15. 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 materials, Plant, other supplies, and workmanship to be
provided. Only if this is done will the objectives of economy, efficiency, and equality in
procurement be realized, responsiveness of bids be ensured, and the subsequent task
of bid evaluation facilitated
16. Drawings
A simplified map showing the location of the Site in relation to the local geography,
indicating major roads, posts, airports, and railroads, is helpful.
The construction drawings, even if not fully developed, must show sufficient details to
enable bidders to understand the type and complexity of the work involved and the price
the Bill of Quantities.
17. Bill of Quantities
The objectives of the Bill of Quantities are:
to provide sufficient information on the quantities of Works to be performed to
enable Bids to be prepared efficiently and accurately; and
when a Contract has been entered into, to provide a priced Bill of Quantities for
use in the periodic valuation of Works executed.
Layout and content of BOQ should be as simple and brief as possible.
