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.