NATIONAL ELECTRIFICATION ADMINISTRATION « A , ._~ ~fi System - ,,.

"The 1st Performance Governance System-Institutionalized National Government Agency" TU VAheinla~d

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57 NIA Road, Government Center, Diliman, Quezon City 1100 WWWtlN.COm
10 910!5082030

July 12, 2017

MEMORANDUM NO. 2017-019

TO ALL ELECTRIC COOPERATIVES

SUBJECT Revised Procurement Guidelines and Simplified

Bidding Procedures for Electric Cooperatives
IRR-RA10531 (2017)

******************************************************************************************

The National Electrification Administration (NEA) has revised the Procurement

Guidelines and Simplified Bidding Procedures for Electric Cooperatives to
include some provisions which are deemed necessary; and to amend some
provisions which were adopted from RA 9184, in line with the revision of the Act
in 2016.

The highlights of the amendments are as follows:

1) Expanded objectives of the Guidelines.

2) Arrangement of Definition of Terms in alphabetical order and detailed
definition of some terms.
3) Increase the threshold amount of P1 Million to 2Million for
procurements subject to bidding.
4) Exception to the reference of Brand Names.
5) Widened the scope of posting of advertisement, which shall also
include posting at the NEA website.
6) Definition of Reservation Clause
7) Expanded the Liquidated Damages to include also infrastructure
projects.
8) Computation of Net Financial Contracting Capacity
9) Standard Rates of Bidding Documents
10) Exclusion of the Finance Manager as ChairmanNice-chairman or
member of the BAC and TWG
11) Advance Payment for Infrastructure Projects.
12) Imposition of Penalties to Bidders.
13) Imposition of Penalties to EC Officers.
14) Honoraria of the BAC, TWG and Secretariat.
15) Omnibus Sworn Statement, Affidavit (requirement for the pre-
qualification of bidders) .

\._

(02} 929-1909
www.nea.gov.ph
To ensure transparency, the NEA shall monitor all biddings conducted by the
Electric Cooperatives through a Monitoring Report submitted electronically to
NEA website or hard copy submitted to the NEA ECAD Office. A designed format
for this purpose is attached as part of these guidelines. The NEA website is
www.nea.gov.ph.

Please be guided accordingly.

EDGARDO R. MASONGSONG
Administrator

NATIONAL ELECTRIFICATION
ADMINISTRATION

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NATIONAL ELECTRIFICATION ADMINISTRATION

"The l51Performance Governance System-Institutionalized National Government Agency"
57 NIA Road , Government Center, Diliman, Quezon City 1100

June 23 ,:2017

THE DIRECTOR
Office of the National Administrative Register
University of the Philippines Law Center
U.P. Law Center, Diliman
Quezon City

Sir:

Pursuant to Book VII, Chapter 2, Section 3 of the 1987 Administrative Code of the
Philippines, we are respectfully submitting to the U.P. Law Center, for filing,
publication and recording the attached certified true copies of the REVISED
PROCUREMENT GUIDELINES AND SIMPLIFIED BIDDING
PROCEDURES FOR ELECTRIC COOPERATIVES IRR- RA 10531 (2017)
promulgated by the National Electrification Administration (NEA) in accordance with
its authority under Section 5 of P.D. No. 269.as amended.

Thank you very much for the usual and kind assistance of the U.P. Law Center.

Very truly yours,

MrltrY .
NOLLid.. ~AMILLO
Acting Corporate Board Secretary

(02) 929-1909
www.nea .gov.ph
 "~AJIONAL ~lECTRIFICATION ADMINISTRATION
!~e i , Per!ormance ~verµance System.Institutionalized National Government Agency»
-- ' ~Ir. Road. Governn•ent Center, D111rna n, Quezon City 1100

, REVISED PROCUREMENT GUIDELINES AND SIMPLIFIED BIDDING

PROCEDURES FOR ELECTRIC COOPERATIVES
IRR - RA 10531
(2017)

I. Rationale

Rule 11 , Section 5 (I) of the I RR of RA 10531 specifically provides that

the NEA, in order to strengthen the ECs, shall develop, set and enforce
institutional and governance standards for the operation of ECs such
as, but not limited to , the observance of appropriate procurement
procedure , including transparent and competitive bidding .

Rule II, Section 7 (a .v) of the IRR also provides that the NEA in the
exercise of its quasi-judicial functions, shall have primary and exclusive
jurisdiction over administrative cases involving complaints against EC
officers which also it referred to Members of the Bids and Awards
Committee.

II. Objectives

To enforce governance standards for the efficient operation of ECs such

as the observance of appropriate procurement procedures for projects
funded by EC Internally Generated Funds, Loans and Reinvestment
Fund for Sustainable Capex (RFSC), and to conform with the applicable
provisions of RA 9184 (Government Procurement Reform Act) relative to
projects funded through government subsidies, (GOP) domestic or
international grants such as the Asian Development Bank, JICA, etc, the
following principles shall govern:

1. Transparency in the procurement process and in the implementation

of procurement contracts .

2. Competitiveness by extending equal opportunity to enable private

contracting parties who are eligible and qualified to participate in
public bidding .

3. Accountability of BAC and EC officials who are directly or indirectly

involved in the procurement process where they shall be held liable
for their actions relative thereto .

4. Streamlined and Simplified Procurement Process that will uniformly

be applied to both stock and non-stock ECs.

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Ill. Definitions of Terms

1. Approved Budget of The Contract (ABC) - refers to the budget for

the contract duly approved by the EC Board as provided for in the
EC's approved Cash Operating Budget, Annual Procurement Plan ,
E-ICPM or ERC approved CAPEX.

The ABC shall be the upper limit or ceiling for the Bid prices.

2. APP - Annual Procurement Plan

3. BAC - Bids and Awards Committee

· 4. Bidding Documents - refers to documents issued by the EC

(duly approved by the Board) as basis for bids, furnishing all
informations necessary for a prospective bidder to prepare a bid .

5. Bid - refers to a signed offer or proposal submitted by a bidder in

response to the Bidding Documents.

6. CAPEX - refers to the ERC approved capital expenditures of the EC

to be recovered through rate increase.

7. COB (Cash Operating Budget) - refers to the EC's budget for a

particular year duly approved by· NEA.

8. EC- Electric Cooperative

9. E-ICPM - refers to the NEA approved Enhanced - Integrated

Computerized Planning Model of the EC.

10. HOPE - Head of Procuring Entity - refers to the EC Board or its duly
authorized official. (If the Board authorizes the General Manager, it
must be through a Board Resolution) .

11. Lowest Calculated Bid - refers to the Bid which was determined
to be the Lowest Calculated Bid after evaluation which shall be
subjected to post qualification to determine its responsiveness
to the requirements of the projecUs being bided.

12. Lowest Calculated Responsive Bid - refers to the bid which was
determined to be the Lowest Calculated Bid after evaluation, passed
all the criteria for post qualification and was determined to be
responsive to the requirements of the projects being bided.

13. Procuring Entity - refers to the Electric Cooperative

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IV. EC Procurement Planning

All procurement by the EC shall be based on the approved Cash

Operating Budget Supplemental Budget, E-ICPM , and CAPEX which
were consolidated into an Annual Procurement Plan (APP) (ANNEX A).

The Annual Procurement Plan shall also include provisions for

foreseeable emergencies based on historical data/records
Implementation of projects not included in the APP shall not be allowed

V. Public Bidding (Competitive Bidding)

This is a method of procurement which is open to participation by any

interested party and which consists of the following processes
advertisement, pre-bid conference , receipt and opening of bids , evaluation
of bids , post qualification , award of contract, contract signing and Notice
to Proceed .

This method shall be used for the procurement of contracts amounting to

P2Million and above .

A. GUIDELINES ON PUBLIC BIDDING

1. Preparation of Bid Documents by the EC

The Bidding Documents shall include the following :

a) Approved Budget for the Contract f..6I3_Q

b) Invitation to Bid

c) Eligibility Requirements (ANNEX B)

d) Instructions to Bidders which include the following:

1) Criteria for eligibility

2) Bid evaluation methodology/criteria and post
qualification
3) Date , time , and place of the pre-bid conference
4) Submission of bids and opening of bids

e) Terms of Reference

f) Scope of Work

3
'
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g) Plans and Technical Specifications

The specifications for the procurement of goods shall be

based on relevant characteristics, functionality, and or
performance requirements to meet the needs of the EC.
Reference to brand names shall not be allowed except for
items or parts that are compatible with the existing fleet or
equipment of the same make and brand, and to maintain
the performance, functionality and useful life of the
equipment.

h.) Form of Bid , Price Form, List of Goods or Bill of Quantities

i.) Delivery time or Completion Schedule .

j.) Form , Amount and Validity Period of Bid Security.

k.) Form and Amount of Performance Security and Warranty .

I.) Form of contract, General and Special Conditions of the

contract. Include in the contract a provision for liquidated
damages/penalty clause and warranty .

rn.)Certification of availability of funds for the project

n.) Reservation Clause (definition in Section V-F}

2. Invitation to Bid advertised at least once in a newspaper of general

and national circulation ; posted in EC and NEA WEBSITE, and in
a conspicuous place in the EC premises, and all over its
franchise coverage area ie municipal/city hall, market place,
Halls of Justice etc. (certified by BAC Chairman)

·:· Advertisement of Invitation to Bid (Contents)

I. Name of Contract to be bid and brief description

2 General statement on the criteria for eligibility check ,

examination and evaluation of bids and post
qualification .

3. Date, time and place of the deadline for the submission

and receipt of eligibility requirements , the pre-bid
conference , if any , the submission and receipt of bids .
and the opening of bids .

4. The Approved Budget for the Contract (ABC) , cite

whether exclusive or inclusive of VAT

5 Source of Funding
 6. Period of availability of bidding documents , place where
they may be secured , and price of bidding documents
(non-refundable) .

7. Delivery Schedule/Completion of Project

8. Name , address , telephone number, fax number, e-mail

and website addresses of the EC , as well as the
designated contact person/persons of the Secretariat

3 Pre-Bid Conference

A pre-bid conference should be conducted (at least 12 calendar

days) before the deadline for the submission and receipt
of bids . The pre-bid conference shall discuss among other things
the eligibility requirements and the technical and financial
components of the contract to be bid as stipulated in the Bid
Documents . Attendance of the bidders to the pre-bid conference is
optional , except when specifically stated in the Invitation to Bid .
Only those who have purchased the Bidding Documents shall be
allowed to participate in the pre-bid conference and raise or submit
written queries or clarifications

•:• Conduct of Pre - Bid Conference

a. Attendees to the pre-bid conference are only the prospective

bidders who have bought bid documents , or their authorized
representative (duly notarized)

b The secretariat shall take the minutes of the meeting and

preferably video taped ; and made available to all
participants not later than five (5) calendar days after the
pre-bid conference

c Any statement made at the pre-bid conference shall not

modify the terms of the bidding documents unless such
statement is specifically identified in writing as an
amendment or as Supplemental Bulletin.

d . Bidders who have submitted bids before the issuance of

Supplemental/Bid Bulletin have to be informed in writing and
allowed to modify or withdraw their respective bids .

e . Supplemental Bulletin by BAC must be issued not later than

7 calendar days before the deadline for the submission and
receipt of bids .

f. The BAC and the prospective bidders shall' synchronize their

timepieces in preparation for the scheduled Bid opening
The BAC shall have an official timer .

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 4. Receipt I Opening of Bids

4.a. For purposes of determining the eligibility of bidders , the

checklist of criteria stated in Section I of Annex B shall be
required , using Non-Discretionary "Pass/Fail" Criteria .

4 b In the opening of bids , the Two Envelope System shall be

adopted using Annex B as the working tool

Envelope 1 containing the Class A and B documents

segregatedly filed and labeled shall be opened in the following
order

Folder 1
Folder 2
Legal Documents
Technical Documents -l .
Folder 3
Folder 4
Financial Documents
Class "B" Documents
_J See Annex B

The submitted documents of each bidders shall be examined

and checked to ascertain they are all present using a non-
discretionary "pass/fail " criterion . If a bidder submits the
required document, it shall be rated "passed " for that
particular requirement. Hence , bids that fail to include any
requirement or are incomplete or insufficient shall be
considered "failed " otherwise , the first envelope shall be rnted
as "passed "

The second envelope (ENVELOPE 2) of the Bid proposal of

bidders that were rated failed or ineligible shall no longer be
opened and should be returned to the bidder.

5. Bid Evaluation

5.a After determining compliance with the requirements in the first

envelope, the second bid envelope (envelope 2) of each
remaining eligible bidder whose fi rst bid envelope (envelope
1) was rated "passed " shall forthwith be opened in th e
following order:

Envelope 2

Folder 1 Technical -l See Annex B

Folder 2 Financial I,_

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 5.b The bidder whose technical bid proposal passed tl1e technical
requirements and specifications shall be rated as "passed",
after which Folder 2 of the second envelope containing the
financial proposal shall be opened

5 c. Financial bid proposals higher than the ABC shall outrightly be

disqualified . Computational errors and omissions are
considered for proper comparison of bids .

5.d In the evaluation of bids, the BAC shall evaluate all bids on an
equal footing to ensure fair and competitive bid evaluation .
For this purpose, all bidders shall be required to include the
cost of all taxes such as but not limited to Value Added Tax
(VAT) , income tax, local taxes and other fiscal levies and
duties which shall be itemized in the bid form and reflected in
the detailed estimates. Such bids, including taxes , shall be the
bases for bid evaluation , comparison and for determining the
LOWEST CALCULATED BID

5e Bids shall then be ranked in the ascending order of their total

calculated bid prices , as evaluated and corrected for
computational errors, and other bid modifications to identify
the "Lowest Calculated Bid"

5f The bid which is determined to be the Lowest Calculated Bid

shall be subjected to post qualification

EVALUATION OF BIDS

In case of discrepancies
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2) Total price per item against Price per item multiplied

price per item multiplied by by the quantity shall
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3) STATED TOTAL PRICE Actual sum of prices of
against actual sum of component shall prevail
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4) Unit Cost in the detailed Unit cost in its bill of

estimate against unit cost quantities shall prevail
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NOLLIE B. ALAMIU.()- __.
 6. Post-Qualification

Objectives

6a To verify , validate and ascertain all statements made anq

documents submitted by the bidder with the Lowest
Calculated Bid 0s staJ~d in the bidding documents .

6.b To determine whether the Bidder with the Lowest Calculated

Bid complies with and is responsive to all the requirements
and conditions as specified in the Bidding Documents .

Legal Licenses and agreements

Requirements submitted and the fact that the
bidder is not included
in any EC or Government
"blacklist" (Omnibus Sworn
Statement )

Technical Performance 1n on-going and

Requirements completed projects , competence
and experience

Verification if any of these

contracts shows the Bidder's
failure to deliver or perform
any or all of the goods,
services, or projects within the
period specified in the
contract or within any
extension thereof granted by
the Procuring Entity pursuant
to a request made by the
contractor/supplier to the
delay and such failure
amounts to at least (10 %)
of the contract price.

Financial The required bank commitment

Requirements to provide a credit line to bidder
in the amount specified and over
the period stipulated in the
Instructions to Bidders , Net
Financing Contracting Capa city
(NFCC), and audited financial
statements to ensure that th e
bidder can sustain the operating
cash flow of the transaction
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 6.c To declare the "LOWEST CALCULATED RESPONSIVE BID"

If the Lowest Calculated Bid failed in the post-qualification, the

BAC shall proceed with its post-qualification process to the
next Lowest Calculated Bid until a responsive bid shall have
been determined .

The post Qualification process shall be completed in not

more than (12) calendar days from the determination of
the Lowest Calculated Bid. In exceptional cases, the Post
Qualification period may be extended by the HOPE, but in
no case shall the aggregate period exceed forty five (45)
calendar days for Goods and Infrastructure Projects.

7. Notice of Award

7.a Within three (3) calendar days from the issuance of the BAC
resolution recommending award of the contract, the BAC shall
notify all other Bidders in writing , of its recommendation

Within a period not exceeding fifteen (15) ca lendar days from

the determination by the BAC of the bidder with LCRB and the
recommendation to award the contract, the HOPE or its duly
authorized representative shall approve or disapprove such
recommendation.

7.b In case of approval, the HOPE or its duly authorized

representative shall immediately issue the Notice of
Award to the bidder with the Lowest Calculated
Responsive Bid; and require the posting of a
Performance Security.

7.c In the event of disapproval, which shall be based only on

valid, reasonable and justifiable grounds as provided for
under (Section V - .£) of this guidelines, the HOPE shall
notify the BAC and the bidder in writing of such decision
and grounds for it.

When applicable the BAC shall conduct a post qualification of

the bidder with the next Lowest Calculated Bid immediately
after it has notified the first bidder of its post- disqualification ,
and notwithstanding any pending request for reconsideration
thereof, the BAC shall initiate and complete the same post
qualification process on the bidder with the second LCB .

A request for reconsideration may be filed by the bidder with

the HOPE within three (3) calendar days from receipt of the
Notice of Disapproval The HOPE shall resolve with finality the
request for reconsideration within seven (7) calendar days
from the filing thereof and furnish the bidder a cor.y__ g_fJb.e.______.
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 resolution immediately from its promulgation In no case shall
the request for reconsideration stay or delay the bidding
process However, the request for reconsideration must first
be resolved before any award is made .

8. Contract Signing - within ten ('10) calendar days from the receipt
of Notice of Award and posting of performance security by the
bidder with the "Lowest Calculated Responsive Bid".

9. Notice to Proceed to be issued by the EC - not later than seven

(7) calendar days from the date of approval of the contract.

B. FAILURE OF BIDDING

•:• There shall be a failure of bidding if:

a) No bids are received

b) No bid qualifies as the Lowest Calculated Responsive Bid .

c) The bidder determined to be the "Lowest Calculated

Responsive Bid" refuses without justifiable cause to accept
the award of contract.

Under any of the above instances, the contract shall be re-

advertised and re-bid observing the same process

C. In case of two consecutive Failure of Biddings

•:•The BAC shall

a conduct mandatory review & evaluation of the terms.

conditions & specifications (TCS), including its cost
estimates

b. revise the TCS and if necessary adjust the ABC, and conduct
a re-bidding with re-advertisement.

The ABC however cannot be increased by more than 20 % of

tt1e ABC for the last failed bidding ·

c. allow all eligible bidders who have previously offered their bid
to submit new bids and observe the same process and set the
new periods according to the same rules followed during the
previous bidding Jt-' .

10
D. Bid Security

I . All bids shall be accompanied by a bid security payable to the

electric cooperative as guarantee that the successful bidder shall
enter into contract from receipt of the Notice of Award .

Required Bid Security are the following :

Form of Security

1. Cash , Cashier's check, 2% of ABC

Manager's check , issued
by a Universal 'Or
Commercial Bank.

2 Bank draft/ Guarantee or 2% of ABC

irrevocable letter of
credit issued by a
universal or commercial
bank

2. Bid securities shall be returned to bidders that were rated

ineligible However, bids that were rated eligible , bid securities
shall be returned only after the bidder with the Lowest Calculated
Responsive Bid has signed the contract and furnished the
performance security.

E. Performance Security

To guarantee the faithful performance of the winning bidder of its

obligations under the contract prepared in accordance with the bidding
documents , it shall post a performance security upon the signing of the
contract

form of Security Amount

- ---

1) Cash , Cashier's check , 5% of Contract Price

Manager's check, issued by a for Goods and
Universal or Commercial Bank Services

2) Bank draft/ Guarantee 10% of Contract

or irrevocable letter of credit Price
issued by a Universal or for infrastructure
Commercial Bank) projects

11
 ·:· Failure to Enter into Contract and post Performance Security

a) If for justifiable causes , the bidder with the Lowest Calculated

Responsive Bid fails or refuses or is otherwise unable to enter
into contract with the EC, or if the bidder fails to post the
required performance security within the period stipulated in the
Bidding Documents, the BAC shall disqualify the said bidder
and shall undertake post qualification for the next ranked
Lowest Calculated Bid. This procedure shall be repeated until
an award is made .

However, if no award is possible, the contract shall be subjected

to a new bidding .

b) In the case of a failure to post the required performance security,

the bid security shall be forfeited without prejudice to the
imposition of sanctions .

F. RESERVATION CLAUSE

The HOPE reserves the right to reject any and all bids, declare a
failure of bidding, or not award the contract in the following
situations:

a. If there is prima facie evidence of collusion between

appropriate EC officers or employees, or between the BAC
and any of the bidders, or if the collusion is between or
among the bidders themselves, or between a bidder and a
third party, including any act which restricts, suppresses or
nullifies or tends to restrict, suppress or nullify competition;

b. If the BAC is found to have failed in following the prescribed

bidding procedures; or

c. For any valid, justifiable and reasonable grounds where the

award of the contract will not redound to the benefit of the
EC, as follows:

(i) if the physical and economic conditions have

significantly changed so as to render the project no
longer economically, financially, or technically feasible,
as determined by the HOPE;

(ii) if the project is no longer necessary as determined by

the HOPE; or

(iii) if the source of funds for the project has been withheld
or reduced through no fault of the Procuring Entity.
t""
12
 G. Bid Validity

Bids and Bid Securities shall be valid for a reasonable period as

determined by the head of the procuring entity concerned . and shall
be indicated in the bidding documents, but in no case shall exceed one
hundred twenty (120) calendar days from the date of the opening of
bids .

H. Liquidated Damages

All contracts executed shall contain a prov1s1on on liquidated

damages which will be payable in case of breach of contract.

For the procurement of goods , services and infrastructure

projects the amount of liquidated damages shall be at least equal
to 1/10 of 1% (.01%) of the cost of the unperformed portion of the
contract, for every day of delay.

Once the cumulative amount of liquidated damages reaches ten

percent (10%) of the amount of the contract the contract shall be
rescinded without prejudice to other courses of action and remedies
to be undertaken .

I. Warranty

To assure that manufacturing defects shall be corrected by

the supplier a warranty shall be required from the contract awardee

a) for supplies ----- minimum of 3 months

b) for equipment ----- -1 year after performance of the contract

J. Computation of Net Financial Contracting Capacity (NFCC)

The computation of a prospective bidder's NFCC must be at least

equal to the ABC to be bid calculated as follows:

NFCC = [(Current assets minus current liabilities) (K)] minus the value
of all outstanding or uncompleted portions of the projects
under ongoing contracts , including awarded contracts yet to be
started, coinciding with the contract to be bid .

Where

K = 1O for a contract duration of one year or less, 15 for a contract

duration of more than one year up to two years . and 20 for a
contract duration of more than 2 years

Note Use Illustrations 6JLC2 as tools to simplify computation and as

reference for the validation of the bidder's track record in the
post qualification process .

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 K. Timetable of Activities (Annex C and C-a)

L. Selling of Bid Documents

a. To defray the expenses incurred in the preparation of Bid

Documents , the Bid Documents will be for sale to interested
bidders .

b. STANDARD RATES

The cost of bidding documents shall correspond to the ABC range

as indicated in the table below: This shall be the maximum amount
of fee that procuring entities can set for the acquisition of bidding
documents .

Maximum Cost of Bidding

Approved Budget for the Contract Documents
---------·-·-- - - -
___________ ---~ ______(!!1 Phi Ii pp in e P~~~)_______
500 ,000 and below 500 .00
_Mo_Ie than 50.Q-'-000 L!PJ_c_:>_l__!'{!lllion ___________ J_.._000 .Q_ Q___________ _
~9~~-_t_h_§_n 1___ML~~on__Lp_ !~_ 5_~illi_<2_~ -- ______ _§c_QQQ_.QQ __ _
M_?re than 5 l\'1illion up t2_1Q_Million 10,000 .00
More than 1O Million up to 50 Million 25 ,000 00 ·-·- _______ _
More than 50 Million up to 500 Million ____ 50 ,000 :00 _________ _
More than 500 Million 75 ,000 00

M. The Bids and Awards Committee (BAG) and its Composition

a. The BAC shall have at least five (5) members , but not to exceed 7
members .

b. The Chairman and the Vice chairman of the BAC should be an

official occupying a department level plantilla position and of
Q.Qrmanent status of employment in the cooperative

c. The chairman and the members of the BAC shall be designated by

the General Manager and confirmed by the Board

d. No member of the Board nor the General Manager and nor the
Internal Auditor can sit as Chairperson or member of the BAG.
The Internal Auditor or its representative however, shall sit as
observer during the pre-bid conference and opening bids.

REPUBLIC OF THE PHILIPP--:-rNES I

NATIONAL Jl.LECTRIFIGl\TION ADMIN1STK\ l'k1~\ j
QUEZONClTY 14
OFFICE OF THE CORPORA.TE SECRETAJtY

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 Composition of the BAC

Chairman
Vice Chairman }- Department level or Area Manager
except the Finance Manager

Members Department Manager (except the

Members Finance Manager) , Area Manager,
Member Division Manager or Section Head
from any of the Departments

The members of the BAC shall have a fixed term of one (1) year
reckoned from the date of appointment. Term of office can be
extended only for another 6 months but for a justifiable reason

Technical Working Group

Chairman Chairman and Members may be

Members
Members
Members
} composed of department managers
(except the Finance Manager) ,
division managers and section chiefs
from a pool of technical, financial and
or legal experts to assist the BAC in the
procurement process

Functions of the BAC

1)Conducts Pre-procurement planning

2)Prepares the bid documents
3)Advertise or post the invitations to bid.
4)Conduct pre-bid conference
5)Determine the eligibility of the prospective bidders
6)Receive and open bids
7)Conduct the evaluation of bids
8)Undertake post qualification proceedings
9)Resolve requests for consideration
1O) Recommend award of contracts to the General Manager and to
the Board
11) Recommend and conduct any of the alternative Methods of
Procurement.
12) Recommend the imposition of sanctions as provided herein
(Section VIII of this guidelines).

N. Functions of the Technical Working Group

Assists the BAC in the conduct of its functions particularly in ·. the

preparation of Bid Documents review of the Technical Specifications,
Scope of Work, and Terms of Reference, eligibility screening ,
evaluation of bids, post qualification and resolutioQ__Qf re@est for
reconsideration.
rr----~---"··------·--~
l,.~EPUBUC O'FTHE PBJLIPPINES
,
,i ,'f!()~:/1.L ELECEUFIC.ATiON ADMIN1STRA T!ON
15
I OUEZONCITY
Oi?ICE OFTl!E C('.• RPORATE SECRETARY 1
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' .

0 _ Functions of the SAC Secretariat

1) Provides administrative support to the BAC

2) To record attendance during the pre-bid conference and during the
opening of bids.
3) To maintain all records pertaining to the BAC .
4) Organize and make all necessary arrangements for the BAC
meetings , attend BAC meetings as secretary and prepare minutes
of meeting .
5) Prepare BAC resolutions that pertains to recommendations and
other matters .
6) Responsible for the sale/distribution of Bid Do.cuments to interested
bidders .

P. OBSERVERS

To enhance the transparency of the process, the BAC shall invite a

representative from the Internal Audit, Employees Union or
Association , and from a duly recognized private group in a sector or
discipline relevant to the procurement at hand, as observer during the
pre-bid conference and opening of bids . The observers shall not have
the right to vote or to sit in its proceedings

Observers should be invited in writing at least five (5) calendar days

before the opening of bids The absence of observers will not
nullify the BAG proceedings provided that they have been duly
invited in writing. In the event that a procurement activity has to
be postponed, the observers shall be notified immediately of the
change in schedule.

Responsibilities of the Observers:

1. To prepare a report either jointly or separately indicating their

observations made on the procurement activities for ·submission to
the Head of the Procuring entity (General Manager and the Board) ,
copy furnished the BAC chairman.

2 If no report is submitted by the observer within 7 calendar days ,

then it is presumed that the bidding activity conducted by the BAC
followed the correct procedure .

Q_ QUORUM

A majority of the total BAC composition shall constitute a quorum for

the transaction of business , provided that the presence of the

"'.
Chairman or Vice-Chairman shall be required

REPH>> ~
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NATIONAL ELECTKIFiC/lTION ADl\:1[:\IS~l· ~I

QUEZONClTY
OFFiCE OF THE CORFORATE SECkETARY 16
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 R. Meetings of the BAC

The chairman or , in his absence , the Vice-Chairman, shall preside at

all meetings of the BAC . The decision of at least a majority of those
present at a meeting at which there is quorum shall be valid and
binding as an act of the BAC . Provided , however, that the chairman or ,
in his absence , the Vice -Chairman shall vote only in case of a tie

s. Honoraria of the BAC, TWG and BAC Secretariat

The EC may grant honoraria to the BAC , TWG and BAC Secretariat
for every successful completion of the entire procurement project ,
subject to availability of funds . Provided however, that the project/s
or goods for procurement is or are included in the Annual
Procurement plan duly approved by the EC Board.

Funding will be sourced from the following

1. Proceeds from sale of Bid Documents (Net of expenses)

ii . Forfeited Security and Performance Security
111. Accreditation Fees
1v . Protest Fees
v. Fees charged for copies of minutes of bid openings , BAC
resolutions and other BAC Documents

The Honoraria for each person shall not exceed the rates
indicated below per completed procurement project.

Maximum honorarium rate

per procurement project
SAC Chairman 3,000
BAC members 2,500
TWG Chairman and 2,000
members ; and Secretariat

In the procurement of goods, whereby the procurement project is

subdivided into lots, and not all lots were successfully bided, the
honoraria for the successfully bided lots shall be pro-rated based
on the ABC per lot and the indicated maximum rate of
honorarium. The honoraria shall be paid only upon the
successful completion of the procurement project.

Successful completion of each procurement project shall mean ,

the contract has been awarded to and accepted by the winning bidder
\t.

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NATIONAL ELECTRlfiCtJ:lON ADMINISTRATlOK
OUEZONCTTY
OFFICE OF THE COil?ORATE 5ECRETARY 17
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--- NOLLIE 8 .. ALAMilLO

·--- -... ~··
VL Alternative Modes of Procurement

A. Simplified Bidding (Sealed Canvass)

This method of procurement involves direct invitation to bid from a set

of at least three accredited/pre-selected suppliers with known
experience and proven capability on the requirements of the particular
contract

This rnethod shall be used under the following circumstances

1) Approved Budget of the Contract is P300 ,000 .00 and above but
below P2Million provided that there is no splitting of procurement

Splitting of contracts - the division or breaking up of contracts in

smaller quantities and amounts , or dividing contract
implementation into artificial phases or sub-contracts for the
purpose of evading or circumventing the necessity of public
bidding .

2) Accreditation of suppliers/contractors is updated for the last six (6)

months using the prescribed accreditation
procedure/requirements .

Accreditation Requirements

a) DTI Business name registration or SEC registration certificate

b) Valid and current Mayor's permit/municipal license
c) Tax payer's identification number
d) BIR Value Added Tax registration
e) Certification that the supplier/contractor is not black listed or
banned from bidding by the government or any of its agencies
and other private corporations or electric cooperatives
f) Compliance with EO #398
a. Proof of VAT payment for the past six months
b Tax clearance from the BIR for the last two quarters
g) On-going , completed or awarded contract not yet started within
the relevant period specifying the following
a. Name of the contract
b Date of contract
c. Amount of contract and value of outstanding contracts
d. Date of Delivery
e. End-user's acceptance if completed

Accreditation - The EC may QQj: to require accreditation fee and

expiration period which shall be determined by the BAC. ft '

18
 B. Repeat Order

This is a method of procurement of goods from the previous winning

bidder of contract awarded through competitive bidding

Repeat order must only be resorted to under the following conditions

a) Contract on unit price of the repeat order must be the same or lower
than those in the original contract, provided that such prices are still
the most advantageous to the coop after price verification

b) Tl1e repeat order will not result in splitting of contracts .

c) The repeat order shall be availed of only within 6 months from the
date of the Notice to Proceed arising from the original contract that
was a result of competitive bidding .

d) The repeat order shall not exceed twenty five percent (25%) of the
quantity of each item in the original contract that was a result of
competitive bidding

C. Open Canvass/Shopping/Emergency Purchase

This method of procurement simply requests for the submission of

price quotations for readily available off the shelf goods or
ordinary/regular equipment to be procured directly from suppliers of
known qualifications .

This mode of procurement can be resorted to when there is an

unforeseen contingency requiring immediate purchase , provided , that
amount shall not exceed P300 Thousand ; provided further that at least
three (3) price quotations from accredited suppliers shall be obtained .

D. Negotiated Procurement is a method of procurement of goods,

infrastructure projects and consulting services, whereby the
procuring entity directly negotiates a contract with a capable
supplier, contractor or consultant in any of the following cases:

a) Two- failed Biddings - There has been a second failure of public

bidding

b) Emergency Cases - There exist imminent danger to life or property

during a state of calamity , or when time is of the essence arising
from actual or man-made calamities .

c) Take-Over of Contracts A contract has been rescinded or

terminated for causes provid ed for in the contract and existing laws,
procuring entity decides to take over, infrastructure facilities and
other public utilities .

f(EPTJiLIC ·oF TI-IE PHIL.rrPrr~-~i~:-,

NATIONAL ELECTRJJICATION ADMf.'i1SJ::, . •. 19
QUEZONCfT'l
OFFICE OF "J:J-IR CORPORATE SECRET.· \RY

:n~ir:OPY
___ l".JOLLI E ' B. AU\iv'llLLO
.......... -·~-......~-,·--------'
'.

d) Adjacent or con tiguous Where the subject contract is to an on-

going infrastructure project, provided, however, that:

d 1 The original contract is the result of a competitive bidding ;

d.2 The subject contract to be negotiated has similar or related

scopes of worl\ ;

d 3 It is within the contracting capaci ty of the

contractor/consultant:

d.4 The contractor/ consultant uses the same prices or lower unit
prices as in the original contract less mobilization cost;

d 5 The amount involved does not exceed the amount of ongoing

project;

d.6 The contractor/ consultant has no slippage/ delay

VIL Advance Payment for Infrastructure Projects .

1 _ 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 (15%) of the contract price to be made in lump
sum or, at the most two installments according to a schedule
specified in the Instructions to Bidders and other relevant
Tender Document.

2. The advance payment shall be made only upon the submission

to and acceptance by the procuring entity of a bank
guarantee/draft, or irrevocable letter of credit of equivalent
value from a commercial bank.

3. The advance payment shall be repaid by the contractor by

deducting fift~en percent (15%) from his periodic progress
payments .

VIII. IMPOSITION OF PENAL TIES

A. Bidders

1. The HOPE, subject to the authority delegated to the BAG, if

any, shall impose on bidders or prospective bidders, the
penalty of suspension for one (1) year for the first offense,
and blacklisting for the second offense from participating in
any competitive bidding being undertaken by the Procuring
Entity concerned, for the following violations:

~-----~~-------

, REPUBLIC OF THE PHILIPPI:NES

NATIONAL ELEC1'RIFICATION ADM!NISrRA11Qt-;
20
QUEZO!i CITY
OFFICE CF THE CORPORATE SECRETARY
 a) Submission of eligibility requirements containing false
information or falsified documents.

b) Submission of Bids that contain false information or

falsified documents , or the concealment of such
information in the Bids in order to influence the outcome
of eligibility screening, or any other stage of the
competitive bidding .

c) Allowing the use of one's name, or using the name of

another for purposes of competitive bidding.

d) Withdrawal of a bid, or refusal to accept an award, or enter

into contract with the Electric Cooperative without
justifiable cause, after he had been adjudged as having
submitted the Lowest Calculated Responsive Bid.

e) Refusal or failure to post the required performance

security within the prescribed period .

f) Termination of the contract due to the default of the

bidder.

g) Refusal to clarify or validate in writing its bid during p0st-

qualification within a period of seven (7) calendar days
from receipt of the request for clarification.

h) Any documented attempt by a bidder to unduly influence

the outcome of the bidding in his favor.

i) All other acts that tend to defeat the purpose of the

competitive bidding, such as habitually withdrawing from
bidding, submitting late Bids or patently insufficient bid,
for at least three (3) times within a year, except for valid
reasons.

2. In addition to the penalty of suspension , the bid security or

the performance security posted by the concerned bidder or
prospective bidder shall also be forfeited.

3. The HOPE may delegate to the BAG through a Board

Resolution the authority to impose the aforementioned
penalties which shall be communicated in writing.

. --·
[ HEPUBLIC OF THE PHILIPPINES
~ \:\·.no~"\;t..L ELECTRIFICATION ADMLi\11SI'RATION

I OFFICE OFTi1~t~F~~3~1TE SECRb!ARY 21

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' i\!OLLIE
L---···------""-----·--~
 B. EC Officers, (Board, General Manager), BAC, TWG and
Secretariat

Appropriate EC officers, BAC, TWG and Secretariat who

commit any of the following acts shall be imposed sanctions in
accordance to the NEA-Adcom Rules:

a) Delaying, without justifiable cause, the screening for

eligibility, opening of bids, evaluation and post evaluation
of bids, and awarding of contracts beyond the prescribed
periods of action provided for in this guidelines.

b) Unduly influencing or exerting undue pressure on any

member of the BAC or any officer or employee of the
procuring entity to take a particular action which favors,
or tends to favor a particular bidder.

c) Splitting of contracts which exceed procedural purchase

limits to avoid competitive bidding or to circumvent the
limits of approving or procurement authority.

d) Abuse by the Head of the Procuring Entity of his power to

reject any and all bids as mentioned under Section V-F of
this guidelines, with manifest preference to any bidder
who is closely related to him in accordance with
(Omnibus Sworn Statement - Affidavit Annex D).

IX. AMENDMENTS

In the implementation of these guidelines , the National Electrification

Administration (NEA) may issue additional guidelines or introduce
modification thereto through the amendment of its specific provisions as
the need arises.

X. EFFECTIVITY

These guidelines shall take effect upon 15 days after publication in a

newspaper in national circulation \\' ·

' .,v/~
EDGARDO R. MASONGSONG
Administrator

1 ~li1l1f1l1f~~f11i~l~~~i1~1li1iiii11
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r·-·-------·-·- - - - - - - - --v,,J.,..r,/17
'' PUHLIC OF TI-IF>; Pf-IILIPPINES'' 1
I
I\,\Ti <J:.;;;L ELECTRrFICI'_,_ TION ADMINl.STRATtu:<
QUl'.7.\);•j CITY
OFFICE. OP'IHE CORPORATE SECRETARY
I
22

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NO LUE B. ALAMILLO
 ANNUAL PRO:CUREMENT PLAN

- CALENDAR YEAR
·-

PROJECT ' Extent/Size Procurement TIME SCHEDULE APPROVED

of Contract Method BUDGET FOR
I
Scope/ 1 2 3 4 THE CONTRACT
Packages
A. Procurement
of Goods/
Supplies/
Materials/
Equipment I
i 8. Procurement
of Civil Works
i C. Procurement
of
Contracting
Services -
D. Provision for
Emergen~y
Purchases
TOTAL

Prepared by: Approved by: Confirmed by the Board:

Name and Signature Name and Signature Board Resolution No. -

BAG CHAIRMAN General Manager

OFFICE OFTim ;..::m~l'ORATE SECRETAP..Y

:Tl~~COPY
Nr' 1
..h. L"'" " ALA.M!LLO
;;:::_ o. J
 "ANNEX B"

- - - - - - - -
CHECKLIST OF ELIGIBLITY REQUIREMENTS ·-- - - - -

Suoolier A Suoolier B Suoolier C Remarks

I. Eligibility Requirements (Class "A" Documents)
A. LEGAL DOCUMENTS: Folder 1 (ENVELOPE I)
1. DTI business name registration/SEC registration cert ificate , whichever is appropriate under laws of the
Philiooines ;
2. Valid and current Mayor's permiUmunicipal license ; (principal place of business)
3. BIR Va lue Added Tax registration ;
4. Omnibus Sworn Statement- Affidavit (ANNEX D)
5. Compliance with E.0 .#398

a. Proof of VAT payments for the past six months .

b. Tax Clearance from the BIR to prove bidder's full and timely payment of taxes to the government
c. A Certification under oath from the bidders responsible officers that the bidder is free and clear of all liabilities ,
with the government.
8. TECHNICAL DOCUMENTS: Folder 2 (ENVELOPE I)
1. Statement in matrix form all ongoing and completed government and private contracts (service contracts ,
maintenance contracts, purchase orders , job orders , etc.) within the relevant period , where applicable, including
-
·- :="--~ntl[acts awarded but not yet started , if any. The statement shall state whether each contract is:
·---
l::;::::::>"·-
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C--· ........./ :t· '.~· jOngoing , Comp leted or Awarded but not yet started ; with in the relevant period , where appl icable .
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~;_.;:;;;'ii i. Amount of contra ct and value of outstanding contracts ;
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C.:> ; ::-: ~..jiy. Date of deli very;
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CE!'T!Fl ~UE COPY
 "ANNEX B"

V. End-user's acceptance, if completed

b. Statement identifying the bidder's single largest completed contract simila r to the contract to be bid within
the relevant period as provided in the bidding documents.
2. PCAB license (Philippine Contra ctors Ac-creditation Board) for infrastructure Projects . - - - - - - - - -
C. FINANCIAL DOCUMENTS: Folder 3(ENVELOPE I)

1. Complete set of audited financial statements , stamped "received" by the BIR , for the preceding calendar year ,
which shou ld not be earlier than 2 years from the date of bid submiss ion .

Comp.lete set of financial statement includes the following :

1) Balance Sheet

2) Income Statement

3) Statement of Changes in Equity

4) Cash Flow Statement

5) Notes to Financial Statement

6) Statement of Management Responsibility for Financial Statement

2. The prospective bidder's computation for its Net Financial Contracting Capacity (NFCC) should be equal or
more than the ABC, or a commitment from a universal or commercial bank to extend to it a credit line if
awarded the contract to be bid , in an amount not lower than the amount set by the procuring entity, which shall j

be at least equal to ten percent ( 10%) of the Approved Budqet for the Contract (ABC) to be bid. I
I
Class "B" Documents: Folder 4(ENVELOPE I)
1. Valid joint venture agreement, in case of a joint venture. Each member of the joint venture shall submit the
· required eliQ ibility documents; and
r::: · II. BID P-.ROPOSALS (ENVELOPE 2)
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 "ANNEX B"

1. Bid Security as to form , amount and validity period

2. Confirming statement on Delivery Schedule

- - - -
- - - ---
3. Confirming statement on warranty being offered ~

4. Details of Technical Specification

FINANCIAL PROPOSAL (Folder 2)

··-
1. Bid prices in the prescribed bid form

I Name I
BAC

Signature I Position

TWG

Name Signature Position

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 ANNEX "C"
RECOfyIMENDED EARLIEST POSSIBLE TIME AND MAXIMUM PERIOD
ALLOWED FOR THE PROCUREMENT OF GOODS AND SERVICES
I
Operational Maximum
I
Minimum Operational
Timeline Calendar
Calendar Days Timeline
Procurement Activity (Recommended Days Conditions I Remarks
I Recommended for (Maximum
Earliest Possible Allowed for
' Activity Period Allowed
Time) Activity

Pre-Procurement Whenever Optional for ABC of

lCD DayO 0
Conference necessary P2Million and below

Advertisement/Posting of Stait of Availability of

7CDs Days l to 7 7CDs Day I to 7
Invitation to Bid Bidding Documents

• Not Earlier than 7 CDs

from Adve1iisement I
Whenever Posting
Pre-Bid Conference I CD Day 8 Day 8 to 40 • 12 CDs before Deadline
necessary
of Submission and Receipt
ofBids

Deadline of Submission
Last day of Availabity of
and Receipt of Bids I Bid l CD Day 20 45 CDs Day 52
Bidding Documents
Opening
'
Bid Evaluation I CD Day 21 7 CDs Day 53 to 59

The bidder must submit all

Post-Qualification
3
Post-Qualification 2 CDs Day 22 to 23 45 CDs Day 60 to 104 Requirements within 5
CDs from receipt of
Notice as bidder with LCB

Approval of
Resolution/1ssuarice of 1 CD Day24 15 CDs Day 105 to 119
Notice of Award

Contract Preparation and

1 CD Day25 10 CDs Day 120 to 129
Signing

Approval of con~ract by
!CD 20 or 30 CDs If Necessary
higher AuthoritY'

Issuance of Notice to
1 CD Day 26 7 CDs Day 130 to 136
Proceed

Excluding Approval of
TOTAL TIME 26 CDs 136 CDs Higher Authority, if
applicable

\\'
 ANNEX "C-a"
RECOMMENDED EARLIEST POSSIBLE TIME AND MAXIMUM PERIOD
I

ALLOWED FOR THE PROCUREMENT OF INFRASTRUCTURE PROJECTS

' Operation a l Operati ona l

-
I
M inimum Max imum
Timelin e Timeli ne
Ca lend a r Da ys Cal endar
Proc u re ment Activity · (Recommended (Max imum C onditi ons I R emarks
I Reco mm ended for Days Allowed
Ea rli est P ossible Per iod
I Activity fo r Activity
T ime) Allowed)

Pre-Procurement Whenever
! CD DayO 0
Conference necessary

Advertisement/Posting of Start of Availability of

?CDs Days l to 7 7 CDs Day I to 7
Invitation to Bid Bidding Documents

' • Not Earlier than 7 CDs

from Advertisement I
Day 8 to 40 Posting
Whenever
Pre-Biel Conference 1 CD Day 8 ----- • 12 CDs before Deadline
necessary
Day 8 to 60 of Submission and Receipt
'
of Bids
4
Deadline of Submission 50 CDs Day 57
Last day of Availabity of
and Receipt of Bid's I Bid l CD Day 20 ------ -----
5
Bidding Documents
Opening 65CDs Day72

Day 58 to 64
Bid Evaluation l CD Day 2 1 7 CDs -----
Day 73 to 79

'
The bidder must submit all
Day 65 to 109 Post-Qualification
6
Post-Qualification 2 CDs Day 22 to 23 45 CDs ----- Requirements within 5
Day 80 to 124 CDs from receipt of
Notice as bidder with LCB

Day 110 to
Approval of 124
Resolution/Issum)ce of I CD Day 24 15 CDs -----
Notice of Award Day 125 to
139

Day 125 to
134
Contract Preparation and
l CD Day25 10 CDs -----
Signing
Day 140 to
149

Approval of contract by
1 CD 20 or 30 CDs If Necessary
higher Authority

Day 135 to
14 1
Issuance of Notice to
l CD Day 26 7 CDs -----
Proceed
Day 150 to
156

T OTAL TIME ' 26 CDs

'··

Annex D

Omnibus Sworn Statement

REPUBLIC OF THE PHILIPPINES )

CITY/MUNICIPALITY OF - -- ) S.S.

AFFIDAVIT

I, _______________ _ __ , of legal age, _ _ _ _ __

(Name of Affiant) (Civil Statu s)
_ _ _ _ _ _ _ _ _ _and residing at _ _ __ _ __ _ _ _ _ _ __
(Nationality) (Address of Affiant)
with Jaw, do hereby depose and state that:

1. Set'ect one, delete the other:

a. If a sole proprietorship:

I am the sole proprietor of _ _ __ _ __ _ _ _ _ _ _ _with office

(Name of Bidder)
address at - - - - - -- - - - - -- -- - - - - - - - -
(Address of Bidder)

b. If a partnership , corporation , cooperative , or joint venture:

I am the duly authorized authorized and designated representative of

- - - - - -- - - - - - - -- - -- - - -with office address at
(Name of Bidder)

(Address of Bidder)

2. Select one, delete the other:

a. If a sole proprietorship:

As the owner and sole proprietor of ---~------------

(Name of Bidder)
I have full power and authority to do, execute and perform any and all acts
necessary to represent it in the bidding for
- - - - - - - - - - - - - - - -- - - - - - - - - - - of the
(Name of Project)

(Name of the Procuring Eritity)

REPUBLIC OF TI:-IE PFfILIPPfl'.JEf~ .;

NATIONAL TILECI?JFICAfi:ON ADMIN1STRATl'·i~ , 1
I QUEZON ClTY ,
f OFFI~~~~~r~f~ECOR-:~~~-AT~3EC~2~~~~Y ~
Ct •i·"Y
l Fn : 'i·il.J'E
1
Ct--l",i
- · " i• •i-
•- 1 .- r ·~..., Vl

I i
i
I
 Annex D

b. If a partnership , corporation , cooperative , or joint venture

I :am granted full power and authority to do, execute and perform any and
all acts necessary and/or to represent the

(Name of Bidder)
in the bidding as shown in the attached
- - - - - -- - -- - - -
{State title of attached document showing proof of authorization e.g. duly
notarized Secretary's Certificate issued by the corporation or the members
of the joint venture);

3. _ _ __ _ _ __ _ _ _ _ _ _ is not "blacklisted" or barred from bidding

(Name of Bidder)
by the Government of the Philippines or any of its agencies , offices,
corporations , or Local Government Units, or Electric Cooperatives , foreig n
government/ foreign or international financing institution whose blacklisting
rules have been recognized by the Government Procurement Policy Board, or
Electric Cooperatives .

4. Each of the documents submitted in satisfaction of the bidding requirements is

an authentic copy of the original, complete , and all statements and
informations provided therein are true and correct;

5. _ _ _ _ _ _ _ _ _ __ _ _ _ is authorizing the Head of the Procuring

(Name of Bidder)
Entity or its duly authorized representative(s) to verify all the documents
submitted;

6. Select one, delete the rest:

a. . If a sole proprietorship:

I am not related to the Head of the Procuring Entity, members of the Bids
and Awards Committee (BAC), the Technical Working Group , and the BAC
· Secretariat, or the end-user unit, and the project consultants by
consanguinity or affinity up to the third civil degree;

b. If a partnership or cooperative:

None of the officers and members of --------------~

(Name of Bidder)
is related to the Head of the Procuring Entity, members of the Bids and
Awards Committee (BAC) , the Technical Working Group , and the BAC
Secretariat, or the end-user unit, and the project consultants by
consanguinity or affinity up to the third civil degree;

2 up 1 A"~v--rr"N+fr.;-·-·--·--1
Off/CE of Ille -N/•,:noilA~ AD~IN!ST~1:1'.~t Rt:GiSTER
Adminislrolive Rules and Reguialirms
 Annex D

c. lf:a corporation or joint venture:

None of the officers, directors, and controlling stockholders of

_ _ _ _ _ _ __ _ _ _ _ _ __ _ _ _ is related to the Head of the
I
(Name of Bidder)
Procuring Entity, members of the Bids and Awards Committee (BAC) the
Technical Working Group , and the BAC Secretariat, the end-user unit, and
the project consultants by consanguinity or affinity up to the third civil
degree;

7. _ _ _ _ _ __ _ _ _ _ _ complies with existing labor laws and standards;

(Name of Bidder)

8. _____________ is aware of and has undertaken the following

(Name of Bidder)
resp.onsibilities as a Bidder:

a) Carefully examine all of the Bidding Documents;

b) Acknowledge all condition·s, local or otherwise , affecting the

implementation of the Contract

, c) Made an estimate of the facilities available and needed for the

contract to be bid, if any; and

d) Inquire or secure Supplemental/ Bid Bulletin (s) issued for the

(Name of Project)

9. ------------------~
did not give or pay directly or
(Name of Bidder)
indirectly, any commission , amount, fee, or any form of consideration, pecuniary
or otherwise, to any person or official, personnel or representative of the Electric
Cooperative in relation to any procurement project or activity. ff·

3
 Annex D

'
IN WITNESS WHEREOF, have hereunto affixed my signature
this day of 20 at the City
- --
of_ _ _ _ _ _ _ _ _ _ _ _ _ , Philippines .

Affiant

SUBSCRIBED AND SWORN to before me this at the City

of , the affiant exhibited to me (any of the following : Passport,
Driver's License , TIN & SSS ID with picture) No/s. and
valid until - - - - - - -

NOTARY PUBLIC
UNTIL._ _ _ _ _ __
PTR.NO ._ __ _ __
TIN _ _ _ _ _ _ __

Doc. No._______
Page No. _ _ _ _ __
Book No. _ _ _ _ _ __
Series 20- - - -- --

4
 ~

Kulas Electrical Supplies, Inc. ILLUSTRATION A

Summary of projects 2008-2010

Pr~ject Contract Date P~rcentage Expected Outstanding

Name of Price Project of Date of Projects
Company Started/ Completion Completion
Notice to
Proceed
SANPELCO 10 fvlVA P23M Aug . 6, 100%
Substation 2009
Supply and
Construction
MERALCO 20 MVA P28M Jan. 31, 85% Dec. 31, 4.2M
Substation 2010 2010
Supply/
Construction

KU BELCO Supply of 26M June 25, 48% Dec. 31, 15M

Concrete 2010 2011
Poles 45' -
180 pcs. ,,,_,
45 '" - 50

Beauty Electric Supp:ly of 25 19M Oct. 5, 35% Feb. 2, 12.35M

Co . ~VA 2010 2011
transformers
-1QOpcs .
'
Commissioner's Construction 20M July 21 , 20M---+ Year
Dec. 10,
Electric Co. of 8 Km . 69 2011
KV 2010 2010 - 21 days
2011 - 12 months

= 12 months and
Total ..
,~

P51.55M days

Therefore K=15

Assumptions:

Current Assets - P200M

Current Liabilities - P196M
ABC - P 60M
Opening of Bid - December 2010

Compare P8.45 NFCC against the required ABC of P60M . Computed NFCC of P8.45M is lesser than the ABC of P60M,
therefore; the bidder failed .

NFCC = [(Current J\ssets - Current Liabilities) K] - Value of Outstanding Projects

= [(P200M -196) x 15 ]- 51 55
= [4x15) - 51 .'55 = 8.45 NFCC
=
60-51 .55 '
NFCC = P8.45M
If

'"
'
 Kulas Electrical Supplies , Inc. ILLUSTRATION B
Summary of projects 2008-2010

Nam e of Projeh Contract Date Percentage Expected Outstanding

Company Price Project of Date of Projects
Started/ Completion Completi?n
Notice
to
Proceed
SANPELCO 10 MVA P23M Aug . 6, 100%
Substation 2009
Supp;ly and
Construction
MERALCO 20 MVA P28M Jan . 31, 85% Dec 31 , 4.2 M
Subs'tation 2010 2010
'
Supply/
Construction
KUB ELCO Sup~ly of 26M June 25, 48% Dec. 31, 15M
Conuete 2010 2011
Pole's 45 ' -
180 'pcs
45" - 50
Beauty Electric Supply of 25 19M Oct 5, 35% Feb 2, 12 35M
Co KVA 2010 20 11
transformers
'
- 100 pcs
Commissioner's Construction 20M Dec. I0, July 21, 20M
__. ear
------·---------

Electric Co . of 8 Km. 69 2010 2011

2010 - 21 days
KV 2011 - 12 ITlOJlths
Total P51 .55M
= 12 months and
As sumptions: days

Current Assets - P208M Tl1erefore K= 15

Current Liabilities - P200M
- - - - - - - - - ------
ABC - P 60M
Opening of Bid - December 2010

Compare P68.45 NFCC against the ABC. Computed NFCC of P68 .45M is more tha n the ABC of
PE:iUM, therefore, the .bidder passed.

NFCC = [(Current Assets - Current Liabilities) K] - Value of Outstanding Projects

- [(P208M - P200) x 15] - 51 55

- [8x 15] - 51 .55
·- 120-51.55
NFCC = P68 .45M

I~
iitJp.1;£ 0.?-1-dE P~IiL-l-PPii\-1~-.:-~
l1GN!':L E'._"'lC:~'RTF'.C'A''.'!ON fil"11INTSTF,"· .. ~
QUEZ.O:'f r:-:ny - ~' ' H 1
2
FF~-::~ :~~~~~~·r~?,I~11~ATE SECR.ETAf\Y
Cc:1 '. i lt-lt:U 'RUE COPY

l t·~OLUE '.ALAMILLO
·- · - - - - - - - - - ·~~-----1
 Kulas Electrical Supplies , Inc. ILLUSTRATION C
Summary of projects 2008-2010

Nam e o f Project Contract Date Percentage Expected Outstanding

Comp any Price Project of Date of Projects
Started{ Completion Completion
Notice to
Proceed

SANPELCO 10 MVA P23 M Aug 6, 100%

Substation 2009
Supply and
Construction

MERALCO io MVA P28M Jan.31, 85% Dec. 31, 4.2M

Substation 2010 2010
Supply/
Co~struction

KU BELCO Supply of 26M June 25, 48% Dec. 31, 15M

Concrete 2010 20 11
Poles 45' -
180 pcs
45" - 50

Beauty Electric Su'pply of 25 19M Oct 5, 35% Feb . 2, 12 35M

Co KVA 2010 20 11
tra'n sformers
- 100pcs.
-- - --- --
Commissioner's Construction 20M Dec. 10. Jul . 21, 20 M-+ Ye ar
Electric Co of 8 Km . 69 20LO 20 12
KV 2010 - 21 days
2011 - = 1 year
2012 - 21 days+ 6 montt
Total P51.55M
= 1 year & 7 month~
&12days

Therefore K = 15

Assumptions:

Current Assets - P203M

Current Liabilities ' - P196 M
ABC - P 60 M
Opening of Bid - December 2010

Corn pare P53.45 NFCC against the ABC of P60M Computed NFCC of P53 45M is lesser than the P60M ABC, theretore
the bidder failed

NFCC = [(Current Assets - Current Liabilities) K] - Value of Outstanding Projects

-· [(P203 M - P196) x 15 ] - 51 .55

= [7x15] - 51.55
=
105 - 5155
NFCC = P53.45M

3
 ·Monitoring Report Ql \
_ _ _ _ _ __ Electric Cooperative, Inc.
Project Bidding and Implementation Report
Date _ _ _ __

BIDDERS' PRICE REMARKS MATERIALS/SUPPLIES INFRUSTRUCTURE PROJECTS

BIDDING DATE /TB NO. PARTICULARS ABC Del ivery Date per Actual Delivery Implementation !Actual Completion
X Company Y Company Z Company Winning Bidder of Project per
P.O/Contract Date of Project
Contract
i.;
···~ ·~
Y Company-
March 18, 2 017 01-17 Lot 1- 3SKVA l'lOM !'llM .1 '9M !' 8M Lowest Calculated
Responsive Bi d
· ··- - - ------1 · -·-----------· --•--- - ------+------- i------:-:~--
-·-1--:--1---- =i----~ --r:~--==
1--
Lot 2 - l OKVA !' SM !'4M !'6M _ !_ !' 4.SM I
1---·· - - - - -·· -1- _ _ _ J!:~ ~]~'. ~!_e_::.!J:J_c,iles _ _ .__j __ -~-- 1 !'S.9M I --! _sM -~ J ___l' ?M_ ---1- - - ·- - · - -l- - - ··-·- ·- - - -i--...:.- - - - 1 -- - - - - - - --1-- -- --··---- -
1--~~~Ji,_ 20 12__.l_ _o~J~H--Mete~~::_s_._.j___~-~--_j I ==---L I 1. =J___ I 4 1

----1- - - - - - - - - -1- -·--- · 1--- - - -- - 1 ---l 1- · - - -- --1

---------··----'-- · - - -.- -1--·-----·--- - - - - - ----f----·- -· - - - - - --·- - · 1-----------1--------1~ . _ _f_ _ __ t -- -
· --· ---I-~-·------·
- - - ---------1 I 1 - -- -- - --l- - - -___:_i- - - -- - - -1- - - - - -----l 1--- 1-- - - - -- ·- ·- -
1- - -- -- I 1--- -·-- ·--- - - -1 I 1- - - - - - -1- - - -·- - - -I -- - · ------ --·
- - -- - 1 - - -- - -- -1-- · - -- 1 I 1- - - - - - - --- 1 -· - - - - - -'
- - - - - - - -1- - - - - -I- -·- - - - - - - -· 1- - - - - · - -- - - I ·· --·- - - - -· ·- - 1 - -·- I 1- - - ---- ----1
- ·----------• I~ L ~l ~ I - ·-
~
~ :' I ~·
~ ,,"',,.
.-...... I
I !..._
~

v.·
~- ~~
(?) c
lj 0 c
/Tilt- Invitation To Bid
'
ITS NUMBER
I. z
,....,,
; §f
"' ,,. -c REPUBLIC OF TtlE PHILIPPINES 1

f
[ ;:~ N/1TIONAL ELECTRlFICATION ADM!NlSTRATio:; I
ti 01
f'
(.N
~ ~ ni QUEZON CTI'Y
OFFICE OF THE CORPORATE SEC£i-ARY
' !

~
[~
?egu} m_tial .i ;;?_~::JJI
-~
.
.C-ERTLFIEO, TR,U E COPY
Numb,i:iring of
~- ~
bidd ing q:mducted E:l
per year . ~
M1

"'
:Winning Bidder - The bidder who will be awarded the contract. after passing all

.' th pre- qualification, evaluation and post qualification of bids

(Lowest Ca lculated Responsive Bidder)

. ·'