G:\BAC 2018\Re-Waterproofing 2018 - 2nd Bidding\MoM\Pre Bid Conference (02Oct2018)\FINAL_MoM_PreBidConference_02Oct2018(with signed).docx 1 M INUTES OF M EETING P RE -B ID C ONFERENCE BAC MEETING NO: DATE OF MEETING: 2018-02 02 October 2018 (Tue) BIDDING NO.: TITLE/DESCRIPTION: IB18-382827-01 Category per RA9184: [ ]GOODS [X] INFRA/WORKS [ ]CONSULTING APPROVED BUDGET CEILING (ABC): ONE (1) LOT RE-WATERPROOFING OF DAP BUILDING ROOF DECKS AND GROUND FLOOR MAIN LOBBY CANOPY AT APPROXIMATELY 1,650 SQUARE METERS LOCATED IN PASIG CITY – 2 ND BIDDING P2,200.000. 00 BUDGET UTILIZATION SLIP NO.: PP17110253 PURCHASE REQUEST NO.: END-USER REPRESENTATIVE: OFFICE, CENTER/GROUP: 382827 Engr. ANTONIO L. ALEGRIA DAPCC-Pasig PROCESSING CONTROL NO.: EARLY START-TIME: TIME ADJOURNED: VENUE OF MEETING: NP170911078 10:13 AM 11:34 AM OD Corpuz 1, 6B/F, DAP Bldg., Pasig City MINUTES OF THE MEETING 01. CALL TO ORDER & VALIDATION OF QUORUM: 01.1. The Pre-Bid Conference for the above described Project started at exactly 10:13 AM and presided by the BAC Chairperson SVP Bernardo A Dizon (SVP BADizon); 01.2. The BAC Chairperson recognized the presence of the BAC, End-User, TWG, Prospective Bidders and the Observers; 01.3. A quorum was called to order. BAC Secretariat Director, Atty Remus Romano A Reyes (Atty RRReyes) confirmed the quorum for both BAC and TWG; 01.4. SVP BADizon introduced the members of … 01.4.1. BAC, End User Representative & Secretariat: Designation Primary Members (P)/(A) Alternate Members (P)/( A) 01. Chairperson BERNARDO A. DIZON P 02. Vice-Chairperson MONINA A.R. DE ARMAS P 03. Member 1 MONICA D. SALIENDRES A GILBERT E. LUMANTAO P 04. Member 2 ATTY. JOSEPH DELOS SANTOS P MARIA ROSARIO ABLAN - 05. Member 3 RODEL DV. CASTILLO P LEONIDA DL. APOLINARIO - 06. Provs’l Member: End User ENGR. ANTONIO L. ALEGRIA P 07. BAC Sec, Director* ATTY. REMUS ROMANO A. REYES P 08. BAC Documenter* MARIET RIZ M. BRADECINA P JESSERIE ANN P. TAGLE P 09. BAC Sec, Staff* ERMILANDO V. MORATALLA JR. P 10. Observer 1* COA REPRESENTATIVE - 11. Observer 2* OGCC REPRESENTATIVE - NOTE: Alternate member automatically assumes post when the primary member is not available. The primary member shall be responsible to update his/ her alternate member if the latter is unable to attend a scheduled meeting. Likewise, it is the duty of the latter to do the same to the former. * Non-voting member 01.4.2. Technical Working Group: POSITION TWG Members (P) / (A) 01. TWG Chairperson GERALD Y. CRUZ A 02. TWG Vice-Chairperson ROEL L. PRECIADOS P 03. TWG Member 1 GLORIA B. LIM P development academy of the philippines B IDS & A WARDS C OMMITTEE (SO NO.2018-103)
382827 Engr. ANTONIO L. ALEGRIA DAPCC-Pasig PROCESSING CONTROL NO.: EARLY START-TIME: TIME ADJOURNED: VENUE OF MEETING:
NP170911078 10:13 AM 11:34 AM OD Corpuz 1, 6B/F, DAP Bldg., Pasig City
MINUTES OF THE MEETING
01. CALL TO ORDER & VALIDATION OF QUORUM:
01.1. The Pre-Bid Conference for the above described Project started at exactly 10:13 AM and presided by the BAC Chairperson SVP Bernardo A Dizon (SVP BADizon);
01.2. The BAC Chairperson recognized the presence of the BAC, End-User, TWG, Prospective Bidders and the Observers;
01.3. A quorum was called to order. BAC Secretariat Director, Atty Remus Romano A Reyes (Atty RRReyes) confirmed the quorum for both BAC and TWG;
01.4. SVP BADizon introduced the members of …
01.4.1. BAC, End User Representative & Secretariat:
Designation Primary Members (P)/(A) Alternate Members (P)/(A)
01. Chairperson BERNARDO A. DIZON P
02. Vice-Chairperson MONINA A.R. DE ARMAS P
03. Member 1 MONICA D. SALIENDRES A GILBERT E. LUMANTAO P
04. Member 2 ATTY. JOSEPH DELOS SANTOS P MARIA ROSARIO ABLAN -
05. Member 3 RODEL DV. CASTILLO P LEONIDA DL. APOLINARIO -
06. Provs’l Member: End User ENGR. ANTONIO L. ALEGRIA P
07. BAC Sec, Director* ATTY. REMUS ROMANO A. REYES P
08. BAC Documenter* MARIET RIZ M. BRADECINA P JESSERIE ANN P. TAGLE P
09. BAC Sec, Staff* ERMILANDO V. MORATALLA JR. P
10. Observer 1* COA REPRESENTATIVE -
11. Observer 2* OGCC REPRESENTATIVE - NOTE: Alternate member automatically assumes post when the primary member is not available. The primary member shall be responsible to update his/ her alternate member if the latter is unable to attend a scheduled meeting. Likewise, it is the duty of the latter to do the same to the former. * Non-voting member
01.4.2. Technical Working Group:
POSITION TWG Members (P) / (A)
01. TWG Chairperson GERALD Y. CRUZ A
02. TWG Vice-Chairperson ROEL L. PRECIADOS P
03. TWG Member 1 GLORIA B. LIM P
development academy of the philippines B I D S & A W A R D S C O M M I T T E E (SO NO.2018-103)
09. BAC Secretariat Director* ATTY. REMUS ROMANO A. REYES P
10. BAC Documenter* MARIET RIZ M. BRADECINA P
11. BAC Alternate Documenter* JESSERIE ANN P. TAGLE P
12. BAC Secretariat Staff* ERMILANDO MORATALLA JR. P * Non-voting member
02. RECOGNITION OF INVITED OBSERVERS … by the BAC Chairperson
02.1. SVP BADizon stated that the following observers were invited for the said proceedings:
02.1.1. MS. ROSALIE D. SARMIENTO, DAP Auditor, Commission on Audit (COA);
02.1.2. JUDGE BEL D. DERAYUNAN, Assistant Government Corporate Counsel, Office of the Govt. Corp. Counsel (OGCC);
02.1.3. MS. ALICIA DELA ROSA-BALA, Chairperson, Civil Service Commission (CSC);
02.1.4. USEC. ROWEL S. BARBA, Undersecretary for Competitiveness & Ease of Doing Business Group (CEODBG), Construction Industry Authority of the Phils. (CIAP);
02.1.5. SEC. SALVADOR C. MEDIALDEA, Executive Secretary, Office of the President (OP);
02.1.6. SEC. ERNESTO M. PERNIA, Socioeconomic Planning Secretary, National Economic and Development Authority (NEDA);
02.1.7. SEC. BENJAMIN E. DIOKNO, Secretary, Department of Budget and Management (DBM); and,
02.1.8. SEC. LEONOR MAGTOLIS BRIONES, Secretary, Department of Education (DepEd).
Other Invited-organizations:
02.1.9. ARCH. BENJAMIN K. PANGANIBAN, JR., FUAP, National President, United Architects of the Phils. (UAP);
02.1.10. MR. DELFIN J. WENCESLAO, JR., President, Philippine Constructors Association, Inc. (PCA); and
02.1.11. DR. MARIA CATALINA E. CABRAL, Ph.D., Natl. President, Philippine Institute of Civil Engineers (PICE).
02.2. Among the observers invited, none attended the Pre Bid Conference.
03.1. SVP BADizon asked Atty RRReyes if there are Prospective Bidders who bought the Official Bid Documents (OBD) prior to the Pre Bid Conference. Atty RRReyes answered that there were still none Prospective Bidders bought the OBD;
03.2. SVP BADizon stated that since there are still none Prospective Bidders who bought the OBD, the Contractors who attended the Pre Bid Conference are allowed to raise query / clarifications for the Project;
03.3. SVP BADizon then requested the Contractors present to introduced their name, company represented, and position in the company:
03.3.1. Ms. Pinky Martinez, Sales Representative, of Chemdent Industrial and Supply;
03.3.2. Mr. Karmelo Yumang, Project Coordinator, of Chemdent Industrial and Supply;
03.3.3. Mr. Benedict Borromeo, Project Coordinator, of Chemdent Industrial and Supply;
03.3.4. Engr. Marcdel Marave, Engineer, of Casan Construction and Trading; and
03.3.5. Mr. Victor Soguilon, Operations Manager, of Casan Construction and Trading.
04. FOR INFORMATION re ACTIVITIES CONDUCTED by the BAC as of date:
04.1. 1st Pre-Procurement Conference on 21 September 2018 (Fri);
04.2. Posted Advertisements on 24 September 2018 (Mon);
04.2.1. DAP Website;
04.2.2. PhilGEPS Website; and,
04.2.3. DAP-Pasig Lobby.
04.3. Submission & Opening of Bids on 16 October 2018 (Tue) at DAP Main Office Building, Pasig City at 10:00 AM;
04.4. Bidders who requested Bidding Documents from PhilGEPS’ website from September 24, 2018 to October 01, 2018 (5:00 PM):
04.4.1. Primus Building Solutions, Inc.;
04.4.2. 3M Philippines Inc.;
04.4.3. Superserve Corporation;
04.4.4. Delve Solutions Supply and Services Corp.;
04.4.5. S.C. Megaworld Construction and Development Corporation; and
04.4.6. Thaumaturgy Trade Philippines.
04.5. Invited Contractors to participate as of 25Sep2018 (Tue), thru email:
SVP BADizon presented a 00:04:57 video wherein the DAP was introduced and discussed the mandate of the Academy.
06. REMINDERS TO THE INTERESTED BIDDERS:
06.1. For transaction with ABC = P1,000,000.00 or more, the BAC shall convene at least on (1) pre bid conference (Section 22.1 of RA9184);
06.2. The Pre Bid Conference shall be held at least twelve (12) calendar days before the deadline for the submission of bids;
06.3. Request for clarifications as per Section 22.5.1 of the Revised IRR of RA9184;
06.4. “NO CONTACT RULE”: The bidder/s is/are PROHIBITED to contact any member of the BAC and TWG. Any communication shall be directed to the designated BAC Director of the BAC Secretariat;
06.5. Decisions of the BAC at any stage of the procurement process may be questioned by filing a Request for Reconsideration (RR) within three (3) calendar days upon receipt of written notice or upon verbal notification. The BAC shall decide on the RR within seven (7) calendar days from receipt thereof. The Bidder shall not be allowed to submit additional documents to correct any defects in the bid submitted;
06.6. Request for Reconsideration: If a failed Bidder signifies its intent to file RR, the BAC shall keep the bid envelopes of the said failed Bidder unopened and/or duly unsealed until such time that the RR has been resolved;
06.7. Appeal: Decision of the BAC may be appealed in accordance to Sections 55-57 of the 2016 Revised IRR of RA9184; and
06.8. Bid Bulletin: Any statement in the Bidding Documents will remain unless such statement is specifically identified and an amendment was issued as part of a Bid Bulletin.
SVP BADizon explained the Appeal Mechanism as per Section 55 of the 2016 Revised IRR of RA9184.
08. PACKAGING THE BIDS TO BE SUBMITTED
09. MARKINGS OF THE BIDS TO BE SUBMITTED
09.1. Atty. RRReyes presented the sample bid packaging as well as the markings for every required documents;
09.2. SVP BADizon stated that Bidders may ask for assistance from the BAC Secretariat for the proper packaging of their Bids. However, he reminded that the documents to be submitted shall not be disclosed to the BAC Secretariat.
10. TWO-STAGE BID OPENING PROCESS
10.1. Only the “Original” copy will be opened and read during the Opening of Bids;
10.2. All documents submitted under Eligibility Documents and Technical Proposal will be opened and tallied before the Financial Proposal will be opened;
10.3. Even if the BAC has declared “FAILED” in any of the documents of Eligibility Documents and Technical Proposal, the BAC shall continue to review all the documents of an opened Proposal (Eligibility Proposal and Technical Proposal);
10.4. After BAC announced that the documents of an opened envelope is done and any document was declared “FAILED”, the BAC’s presiding officer shall ask the Bidder if the latter will file a Request for Reconsideration (RR);
10.5. If the Bidder opted to file an RR, the Bidder or the BAC may elect to avail the pertinent provisions of the RA9184 to resolve the written RR within the prescribed period;
10.6. Even if there is/are unresolved RR during the Bid Opening, the BAC shall continue to read and announce the assessment of the documents of the Eligibility Documents and Technical Documents. However, BAC will
continue the opening of the Financial Proposal a day after the appeal/s have been resolved;
10.7. In other words, the tabulation of the Financial Proposals will only be done when all RR pertaining to Eligibility Documents and Technical Documents have been reasonably resolved;
10.8. SVP BADizon also reminded that electronic copies of their bids (to be found in the submitted USB thumb drive) shall match the hard copy of their bid submission. If not, then it will be a ground for the BAC to declare their bid submission as “FAILED”.
11. ESTABLISHING THE LOWEST CALCULATED BID (LCB)
11.1. After all documents has been established as “complied” and BAC has declared all required documents as “PASSED”, the Total Amount of the all of the submitted Financial Bids will be read, evaluated, announced, and tabulated;
11.2. Specifically, the BAC shall do arithmetical computations to check the total amount of Bid. Bids will be ranked based on the TOTAL AMOUNT of Bid. Declaration of LCB shall not be construed as, or interpreted as equivalent to an award;
11.3. If there is any item in the Financial Proposal declared as “FAILED”, the Bidder may opt to file RR. The Bidder or the BAC may elect to avail the pertinent provisions of the RA9184 to resolve the written RR within the prescribed duration. In such an event, the declaration of the LCB shall be postponed. Only when the Appeal Mechanism was exhausted shall the LCB will be declared;
11.4. LCB shall be subjected to further review of the BAC & TWG during the stage of Post-Qualification of the Bid;
11.5. The BAC and the TWG shall ascertain, validate, and verify the compliance and reasonableness of the submitted documents initially assessed as “LCB”. The goal is to establish the “overall responsiveness” of the Submitted Bid; i.e., “Lowest Calculated Responsive Bid (LCRB)”;
11.6. In case LCRB is not established, the BAC shall inform the Bidder via email that its Bid was evaluated as “Non-Responsive” or “FAILED”. The Bidder may opt to appeal the declaration in accordance with the prescriptions of RA9184;
11.7. Furtherly, the BAC may elect to avail the pertinent provisions of the RA9184 to resolve the written appeals (RR or/& Protest, as the case may be) within the prescribed duration per RA9184.
12. ESTABLISHING THE LOWEST CALCULATED RESPONSIVE BID (LCRB)
12.1. Finally, the Bid established as “LCRB” shall be the Bid that the BAC will recommend to the HOPE an award;
12.2. As the final decision-maker for the transaction, the HOPE may opt to
cancel, without obligation to any Bidder, should the HOPE deemed that the recommended AWARD will be disadvantageous to the DAP, in particular; and to the Government, in general.
13. ISSUES, CONCERNS, AGREEMENTS:
13.1. Clarifications from Prospective Bidders <Bidder or Bidder-rep must introduce
himself/herself and the juridical entity he/she represents>:
13.1.1. Engr. Marcdel Marave (Engr. Marave) from Casan Construction & Trading asked whether the color of the “tabs” for the documents to be submitted shall be the same color of what was presented by BAC Secretariat Director;
Response: SVP BADizon answered that their submission must comply on what was stated in the OBD.
13.1.2. Ms. Pinky Martinez (Ms. Martinez) from Chemdent Industrial & Supply asked the BAC if who can be contacted when they bought the OBD;
Response: SVP BADizon reiterated that all communications must be coursed thru the BAC Secretariat.
13.1.3. Engr. Marave asked since they have purchased the OBD during the 1st bidding and have already gone through the Site Inspection, do they still need to repeat the Site Inspection for the issuance of Certificate of Site Inspection or their previous Certificate of Site Inspection can suffice the bid submittal for the 2nd bidding;
Response: SVP BADizon answered that for the 2nd bidding of the Project; all requirements must be done again, even for the Site Inspection.
13.1.4. Engr. Marave also asked if there are deadline for the purchase of the OBD;
Response: SVP BADizon answered that there are no deadline for the purchase of OBD. However, it was recommended to purchase the OBD as soon as possible, to check all requirements for their bid.
14. OTHER CLARIFICATIONS:
14.1. SVP BADizon asked the Contractors present on the “Good Weather Working Condition” as to its importance on the performance of their implementation;
14.1.1. The representatives from Chemdent Industrial & Supply as well as Casan Construction & Trading answered that it is important for them to have a “good weather working condition” to perform the work well;
14.1.2. SVP BADizon added that rain should not be made as a reason for not implementing their work as per their Work Schedule;
14.1.3. SVP BADizon also reminded that the implementation will be done in 120 calendar days and not working days.
