This is the first page of the function in creating a bid notice.
It requires you to provide basic information about the bid notice. All fields
are marked with a red asterisk (*) MUST be filled up. Failure to do so means
you cannot go on to the next step.
CLASSIFICATION
Only one choice can be made for Classification. It is
important to choose appropriately as different classifications will show
different mandatory fields.
SOLICITATION NUMBER
Solicitation Number refers to the unique
ID that is given to your organization to carry out any business transactions.
This field accepts alphabetical and numerical characters.
NOTICE TYPE & CATEGORY
For Notice Type and Category, click on the drop-down arrow
and choose the appropriate option.
PROCUREMENT MODE
In Procurement Mode, you will be offered five options. Namely, they
are “Limited Source”, “Direct Contracting”,
“Public Bidding”, “Shopping” and “Negotiated
Purchase”. Each of this option will bring about different ways of
inviting suppliers.
For Public Bidding & Direct Contracting, the
bid notice will be open to all suppliers whose organization profile matches the
category of your bid notice. You won’t have to choose any suppliers. An
e-mail will be sent out to notify them.
If you choose Shopping or Negotiated Purchase,
an “InviteSupplier” link will appear. This means that you have to
choose a minimum of 3 suppliers from the supplier directory. Click on that link
and proceed to make your choices.
Do take note that any adding or deleting that you do in this list
only affects your invited list of suppliers and not the supplier directory
itself.
The last choice is Limited Source. If you choose this
option, the “InviteSupplier” link will also appear. But instead of
choosing suppliers from the supplier directory, here you will choose suppliers
that have been accredited by administrators and other buyer agencies.
Accredited suppliers mean that the suppliers have a good track record in
business dealings with other buyers. The suppliers will fall under different
codes. That means that 1 accreditation code can have more than 1 supplier under
it.
APPROVED BUDGET FOR THE CONTRACT
Next, you have to enter the approved budget for the contract that you are
offering in the Approved Budget for the Contract field. Please
calculate all budgets in Philippines Pesos(PhP). Do take note that if you chose
“Shopping” as your procurement mode, your budget cannot exceed
250,000 PhP. If you do exceed the amount, the system will not allow you to
carry on to the next step.
PUBLISH DATE
For Publish Date, by default it will the day after you have posted the
notice. For example, if you posted your bid notice on 14th April 2006, the
notice will only be active on the next day, which is 15th April 2006. You can
also choose to have it active any date after 15th April 2006 but not at an
earlier or current date (=14th April 2006).
CLOSING DATE/TIME
You must also choose a date when the bid notice should be closed, Closing
Date/Time. The minimum & maximum days for a notice is determined
by the procurement mode that you chose. For all procurement modes except for
“Shopping”, the bid notice must be active for a minimum of 7 days
and a maximum of 14 days. For “Shopping”, the bid notice has to be
active for a minimum of 1 day and a maximum of 14 days. Please take note that
if the closing date falls on a weekend or public holiday, it will be moved to
the nearest working day that does NOT exceed 14 days. The closing date cannot
be earlier or the same as the publish date.
LOCATION/AREA OF DELIVERY
Location/Area of Delivery refers to the place that is going to receive
the goods/services. It does not necessarily have to be the location of your
office. You are allowed to make multiple choices in this field.
CONTRACT DURATION/DELIVERY PERIOD
The Contract Duration/Delivery Period is the amount of time you will
need the services or the range of time that you will be able to receive the
goods. Please note that when you select “Goods – General Support
Services” as the classification, this field becomes mandatory. For other
classifications, it will be optional.
TRADE AGREEMENT
Next, please select the Trade Agreement that your organization adheres
to. You can only choose one option.
FUNDING SOURCE
The Funding Source is the institution(s) that provide(s) the necessary
funds to your organization for payment of specific appropriations. You are
allowed to select multiple choices in this field.
FUNDING INSTRUMENT
Funding Instrument refers to the contractual arrangement that
describes the obligation of your funding source. You are allowed to select
multiple choices in this field.
PRE-BID CONFERENCE
The Pre-bid Conference section refers to the briefing held by the
buyer agency for the suppliers that are interested in the bid. In this
briefing, technical and financial components of the bid shall be discussed,
recorded and made available to all prospective suppliers at least 10 days
before the closing date of the bid. Here, you can record down the Date,
Time and Venue of the pre-bid conference. Please note that
this is not a mandatory section.
PROCURING ENTITY
Procuring Entity refers to the buyer that is publishing the bid
notice, which is you. If your organization has sub-organization(s) under it, a
“Select” link will appear on the right of the field. You can your
sub-organization through here. Note that the link will NOT appear if your
organization does not maintain any sub-organization(s).
CLIENT AGENCY
If you are publishing a bid notice on a sub-organization’s behalf, you
can state the Client Agency as the sub-organization itself. Again, the
“Select” link will only appear if your parent organization
maintains sub-organization(s).
CONTACT PERSON
The default Contact Person will be the person who logged in. If you
wish to change the details of the contact person, you will have to use the
contacts directory. You are not allowed to type it in yourself. Click on the
icon to access the directory and proceed to select the appropriate contact. The
selected contact will then be reflected in the white box.