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Functions and Responsibility of BAC Members

The document outlines the duties and responsibilities of various committees and individuals involved in procurement activities at Bacungan National High School. It establishes a Bids and Awards Committee to oversee procurement in accordance with national regulations. The BAC oversees the bidding process from advertising bids to evaluating submissions and recommending contract awards. It is supported by a secretariat for administrative tasks and a technical working group for assistance with procurement specifications and bid evaluation. A supply officer is also mentioned who is responsible for material requisitions and inventory management. Stages of the procurement process are outlined from annual planning to contract signing.

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3K views17 pages

Functions and Responsibility of BAC Members

The document outlines the duties and responsibilities of various committees and individuals involved in procurement activities at Bacungan National High School. It establishes a Bids and Awards Committee to oversee procurement in accordance with national regulations. The BAC oversees the bidding process from advertising bids to evaluating submissions and recommending contract awards. It is supported by a secretariat for administrative tasks and a technical working group for assistance with procurement specifications and bid evaluation. A supply officer is also mentioned who is responsible for material requisitions and inventory management. Stages of the procurement process are outlined from annual planning to contract signing.

Uploaded by

BethSegay
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PPTX, PDF, TXT or read online on Scribd
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BIDS AND A W A R D S

CO M M IT T E E
ATIONAL HIGH SC HO OL
BACUNGAN N
PROCUREMENT ACTIVITIES
TO ENSURE THAT ALL PROCUREMENT ACTIVITIES IN THE SCHOOL SHALL
BE IN ACCORDANCE WITH THE PROCUREMENT PROCESS AS MANDATED
UNDER THE IMPLEMENTING RULES AND REGULATIONS (IRR) OF REPUBLIC
ACT (RA) 9184 OTHERWISE KNOWN AS THE GOVERNMENT PROCUREMENT
REFORM ACT, THE UNIVERSITY PRESIDENT AND HEAD OF PROCURING
ENTITY ISSUED OFFICE ORDER NO. 011, S. 2012 DATED FEBRUARY 15, 2012,
RE-CONSTITUTING THE BIDS AND AWARDS COMMITTEE (BAC).
DUTIES AND FUNCTIONS OF BIDS AND AWARDS
COMMITTEE
THE BAC SHALL HAVE THE FOLLOWING FUNCTIONS:

•ADVERTISE AND / OR POST THE INVITATION TO BID / REQUEST FOR


EXPRESSIONS OF INTEREST
•CONDUCT PRE-PROCUREMENT AND PRE-BID CONFERENCES
•DETERMINE THE ELIGIBILITY OF PROSPECTIVE BIDDERS
• RECEIVE BIDS
• CONDUCT THE EVALUATION OF BIDS
• UNDERTAKE POST QUALIFICATION PROCEEDINGS
• RESOLVE MOTION FOR RECONSIDERATION
• RECOMMEND AWARD OF CONTRACT TO THE HEAD OF THE
PROCURING ENTITY OR HIS DULY AUTHORIZED REPRESENTATIVE
• RECOMMEND THE IMPOSITION OF SANCTIONS IN ACCORDANCE
WITH RULE XXIII
• RECOMMEND THE IMPOSITION OF SANCTIONS IN ACCORDANCE WITH RULE
XXIII
• RECOMMEND TO THE HEAD OF THE PROCURING ENTITY THE USE OF
ALTERNATIVE METHODS OF PROCUREMENT AS PROVIDED FOR IN RULE XVI
HEREOF
• PERFORM SUCH OTHER RELATED FUNCTIONS AS MAYBE NECESSARY,
INCLUDING THE CREATION OF TECHNICAL WORKING GROUP (TWG) FROM A
POOL OF TECHNICAL, AND / OR EXPERTS TO ASSIST IN THE PROCUREMENT
PROCESS, PARTICULARLY IN THE ELIGIBILITY SCREENING, EVALUATION OF BIDS
AND POST QUALIFICATION.
DUTIES AND FUNCTIONS OF BAC SECRETARIAT
THE BAC SECRETARIAT SHALL HAVE THE FOLLOWING FUNCTIONS AND RESPONSIBILITIES:
• PROVIDE ADMINISTRATIVE SUPPORT TO THE BAC
• ORGANIZE AND MAKE ALL THE NECESSARY ARRANGEMENTS FOR BAC MEETINGS AND
CONFERENCES
• PREPARE MINUTES OF MEETINGS AND RESOLUTIONS OF THE BAC
• TAKE CUSTODY OF THE PROCUREMENT DOCUMENTS AND OTHER RECORDS
• MANAGE THE SALE AND DISTRIBUTION OF BIDDING DOCUMENTS TO INTERESTED
BIDDERS
• ADVERTISE AND / OR POST BIDDING OPPORTUNITIES, INCLUDING BIDDING DOCUMENTS
AND NOTICE OF AWARDS
• ASSIST IN MANAGING THE PROCUREMENT PROCESSES
• MONITOR PROCUREMENT ACTIVITIES AND MILESTONES FOR PROPER REPORTING TO
RELEVANT AGENCIES WHEN REQUIRED
• CONSOLIDATE PPMPS FROM VARIOUS UNITS OF THE PROCURING ENTITY TO MAKE THEM
AVAILABLE FOR REVIEW
• ACT AS CENTRAL CHANNEL OF COMMUNICATIONS FOR THE BAC WITH END USERS, PMOS,
OTHER UNITS OF THE LINE AGENCY, OTHER GOVERNMENT AGENCIES, PROVIDERS OF GOODS,
INFRASTRUCTURE PROJECTS AND CONSULTING AGENCIES, OBSERVERS AND GENERAL
PUBLIC
DUTIES AND FUNCTIONS OF BAC TECHNICAL
WORKING GROUP
THE TWG SHALL PROVIDE ASSISTANCE TO BAC IN TERMS OF TECHNICAL, FINANCIAL, LEGAL AND
OTHER ASPECTS OF THE PROCUREMENT AT HAND. IT SHALL HAVE THE FOLLOWING
RESPONSIBILITIES:

• ASSIST THE BAC IN THE PREPARATION OF THE BIDDING DOCUMENTS, ENSURING THAT THE SAME
PROPERLY REFLECTS THE REQUIREMENTS OF THE PROCURING ENTITY AND THAT THESE
CONFORMS TO THE STANDARDS SET FORTH BY RA 9184, ITS IRR-A AND PBDS PRESCRIBED BY
THE GPPB

• ASSIST THE BAC IN THE CONDUCT OF ELIGIBILITY SCREENING OF PROSPECTIVE BIDDERS, AND IN
THE SHORT LISTING OF PROSPECTIVE BIDDERS IN CASE OF BIDDING FOR CONSULTING SERVICES

• ASSIST THE BAC IN THE EVALUATION OF BIDS AND PREPARE THE ACCOMPANYING REPORTS FOR
THE BAC’S CONSIDERATION AND APPROVAL
• ASSIST THE BAC IN THE CONDUCT OF POST-QUALIFICATION ACTIVITIES AND
PREPARE THE POST-QUALIFICATION SUMMARY REPORT FOR THE BAC’S
APPROVAL
• ASSIST THE BAC AND THE BAC SECRETARIAT IN PREPARING THE RESOLUTION
RECOMMENDING AWARD, WITH REGARD TO THE TECHNICAL ASPECT, IF
NECESSARY
• PROVIDE UTMOST PRIORITY TO BAC ASSIGNMENTS OVER ALL OTHER DUTIES
AND RESPONSIBILITIES, UNTIL THE REQUIREMENTS FOR THE PROCUREMENT AT
HAND ARE COMPLETED.
DUTIES AND FUNCTIONS OF SUPPLY OFFICER
• DETERMINES ACTUAL NEEDS OF THE OFFICE AND PREPARES JOB ORDERS AND
REQUISITIONS FOR SUPPLIES, MATERIALS AND EQUIPMENT
• CHECKS REQUISITIONS AND DELIVERIES OF SUPPLIES, MATERIALS AND
EQUIPMENT
• MAINTAINS A RECORD OF ALL ACCOUNTABLE PROPERTIES AND RECOMMENDS
DISPOSAL OF UNSERVICEABLE MATERIALS AND EQUIPMENT
• ASSISTS IN THE PREPARATION OF SUMMARY OF LIQUIDATION AND
REIMBURSEMENT AND DETERMINES THAT ALL SUPPORTING DOCUMENTS OF ALL
TRANSACTIONS HAVE BEEN PROPERLY ATTACHED IN THE SUMMARY OF EXPENSES
•KEEPS AND PREPARES CORRESPONDENCES PERTAINING TO LIQUIDATION
AND REIMBURSEMENT OF EXPENSES
•ENCODES VOUCHERS, SUMMARY OF EXPENSES AND OTHER ACCOUNTING
RELATED TRANSACTIONS
•FOLLOWS UP PERTINENT PAPERS, CORRESPONDENCE, PAYROLLS AND
VOUCHERS, AND MAY MAINTAIN FILES FOR THE DIRECTOR
•PERFORMS OTHER FUNCTIONS THAT MAY BE ASSIGNED FROM TIME TO
TIME
STAGES OF THE PROCUREMENT PROCESS
a. PREPARATION OF THE ANNUAL PROCUREMENT PLAN BY THE END-USERS
b. PREPARATION OF BIDDING DOCUMENTS BY THE BAC SECRETARIAT
c. PRE-PROCUREMENT CONFERENCE – USUALLY NOT REQUIRED FOR THE PROCUREMENT OF GOODS
COSTING PHP2M AND BELOW; AND INFRASTRUCTURE PROJECTS COSTING PHP5M AND BELOW.
d. PRE-BID CONFERENCE – ARE CONDUCTED WITH AN APPROVED BUDGET OF PHP1M OR MORE. FOR
CONTRACT TO BE BID WITH AN APPROVED BUDGET OF LESS THAN PHP1M, PRE-BID
CONFERENCES SHALL BE AT THE DISCRETION OF THE BAC.
e. ADVERTISEMENT AND POSTING OF THE INVITATION TO BID – TO NEWSPAPERS OF GENERAL
CIRCULATION SHALL NOT BE REQUIRED FOR CONTRACTS TO BE BID WITH AN APPROVED BUDGET
OF PHP2M AND BELOW FOR THE PROCUREMENT OF GOODS; AND PHP5M AND BELOW FOR
INFRASTRUCTURE PROJECTS.
f. ISSUANCE OF BIDDING DOCUMENTS UPON SUBMISSION OF LETTER OF INTENT (LOI) BY
INTERESTED BIDDERS AND UPON PAYMENT OF NON-REFUNDABLE FEE TO THE UNIVERSITY
CASHIER
g. PRELIMINARY EVALUATION OF BIDS
h. POST QUALIFICATION OF BIDS TO DETERMINE WHETHER THE BID SUBMITTED BY THE
BIDDER WITH THE LOWEST CALCULATED IS RESPONSIVE
i. ISSUANCE OF BAC RESOLUTION RECOMMENDING THE AWARD OF THE CONTRACT WITH
THE BIDDER WITH THE LOWEST CALCULATED AND RESPONSIVE BID (LCRB)
j. ISSUANCE OF NOTICE OF POST-QUALIFICATION

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