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Aqueous Film

MINUTES OF THE PRE -PROCUREMENT CONFERENCE FOR THE SUPPLY AND 

DELIVERY OF SEVEN HUNDRED (703) LITERS AQUEOUS FILM FORMING FOAM 

FOR CRASH FIRE AND RESCUE HELD ON OCTOBER 24, 2013, 2:00 P.M. AT PPMC 

BOARDROOM, PPMC ADMINISTRATION BUILDING. 

 

I~ CALL TO ORDER 

 

The Pre-Bid Conference was calledto orderby Ms. Maria Victoria de Guzman,the 

Chairperson, Bidsand Awards Committee(BAC), at2:00p.m. 

 

II. PRAYER 

Theprayerwas led byMs. LenimaB. Judan. 

 

III. DETERMINATION OF A QUORUM 

Ms. Soriano requested Ms. Gongora, Head of BAC Secretariat, to confirm the 

existence of a quorum. Shedeclaredthe existence of a quorum. 

 

IV. ACKNOWLEDGEMENT OF PARTICIPANTS 

Ms. Soriano askedthe BAC Secretariatto acknowledgethe participants. 

 

Ms. Gongoraacknowledgedthe presence ofthe following: 

 

Bids andAwards Committe 

 

Chairperson MariaVictoriaDeGuzman-Soriano 

 

Members Engr. CerilaA. Corpuz

Atty. MarlonP. Pacleb

LastinaB. Baguya

George S.Pasig

 

 

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Technical Working Group 

 

TWGHead Anthony C. Hidalgo 

Members Jonnalyn C. Garcia 

Jaime Joseph E. Bautista 

Internal Auditor Lenima B.Judan 

 

Ms.Gongoraalsointroducedtherepresentativesof the prospectivebiddersas 

follows: 

 

Chem-EarthTechnologies,Inc :Ms.MarieJaneRendon 

 

Palmer-AsiaInc. :Mr.BenjaminApiado 

 

V. DISCUSSION 

Ms. Soriano statedthat in conductingthe bidding, the BAC is following Republic Act 

9184 and its Revised Implementing Rules and Regulations as well as other GPPB 

Issuances. 

 

The Approved Budget for the Contract as specified in the Invitation to Bid is Eight 

Hundred Five Thousand Five Hundred Pesos (Php 805,500).Any bid which exceeds 

the Approved Budget for the Contract will be automatically disqualified at bid 

opening. The submission of bids will be on November 6~2013 at 10:00a.m. Bid 

openingwillbe onthesamedate at 10:30a.m. At exactly 10:00a.m.thereceiptof 

bids will be closed. Late bids shall not be accepted. Ms. Soriano stated that the 

officialtime will bebased onthe PPMC clockatthe lobby. 

 

Ms. Sorianothen proceeded withthe discussion ofthe bidding documents. 

 

PRESENTATION OF THE BIDDING DOCUMENTS 

 

 

As earlier stated by Ms. Soriano said that the bidding is following R.A. 9184 and its 

Revised Implementing Rules and Regulations. Therefore the requirements of the Bids 

and Awards Committee are all in accordance with R.A. 9184 and its Revised 

 

Implementing Rules and Regulations. 

 

Ms. Soriano stated that the documents to be submitted are summarized on pages 2 

and 3 of the Bidding Documents as follows: 

 

SUMMARY OF DOCUMENTS TO BE SUBMITTED 

 

FIRST ENVELOPE -TO CONTAIN ELIGIBILITY DOCUMENTS AND 

TECHNICAL DOCUMENTS 

 

ELIGIBILITY DOCUMENTS 

 

Tab 1 Registration certificate from the Securities and Exchange Commission (SEC) for

corporation or Department of Trade and Industry (DTI) for sole proprietorship, or

Cooperative Development Authority (CDA) for cooperatives, or any proof of such

registration.

 

 

Tab 2 Mayor's permit issued by the city or municipality where the principal place of

business of the prospective bidder is located. For CY 2013

 

 

Tab 3 Audited fmancial statements, stamped "received" by the Bureau of Internal Revenue

(BIR) or its duly accredited and authorized institutions, for CY 2012

 

 

Tab 4 Statement of all its ongoing and completed government and private contracts within Use Forms 

the period stated in the BDS, including contracts awarded but not yet started, if any. 1&20n 

The statement shall include, for each contract, the following: pages 

 

(i.1) name of the contract;

(i.2) date and status of the contract;

(i.3) kinds of Goods;

(iA) amount of'contract and value of outstanding contracts;

(i.S) date of delivery; and (

i.6) end user's acceptance or official receipt(s) issued for the contract, if 

completed 

TabS Net Financial Contracting Capacity (NFCC) computation or Credit Line Certificate

issued by a Universal or Commercial Bank in accordance with ITB Clause 5.

 

 

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(please refer to page 14) 

 

Tab 6 If applicable, the JVA in case the joint venture is already in existence, or duly Do not 

notarized statements from all the potential joint venture partners stating that they submit if 

will enter into and abide by the provisions of the JVA in the instance that the bid is not 

successful applicable 

 

TECHNICAL DOCUMENTS 

 

Tab7 ThebidsecurityinaccordancewithITBClause18.IftheBidderoptstosubmitthe

bid security inthe form of:

 

 

a)cash, cashier's check/manager's check, a bank draft!guarantee, it shall be 

accompanied by a confirmation from a Universal or Commercial Bank (2% 

ofthe ABCor PhpI6,11O.00; 

 

b)an irrevocable letter of credit issued by a foreign bank, it shall be 

accompanied by a confirmation from a Universal or Commercial Bank (2% 

ofthe ABC or Php16,110.00); or 

 

c)a surety bond, it shall be accompanied by a certification by the Insurance 

Commission that the surety or insurance company is authorized to issue 

such instruments (5%ofthe ABC orPhp 40,275.00). 

 

Tab8 ConformitywithtechnicalspecificationsasenumeratedandasspecifiedinSections UseForms 

VIandVIIoftheBiddingDocuments onpages 

 

64,66-67 

 

Tab9 OmnibusSwornStatement UseForm4 

on pages 

 

• Sworn statement in accordance with Section25.2(a)(iv) of the JRR-AofRA 

9184andusingthe form prescribedinSectionVIII. BiddingForms 72-73 

• Sworn statement attesting to the Bidder's responsibilities pursuant to ITB 

Clause 6. 

SECOND ENVELOPE -TO CONTAIN FINANCIAL DOCUMENTS 

 

-

Tab 10 Financial Bid Form, which includes bid prices and the bill of quantities and the Use Form 5 

applicablePriceSchedules,inaccordancewithITBClauses15.1and15.4; onpages 

 

74&75 and 

either 

 

 

Form 6or7 

on pages 

 

76 or 77 

 

Tab 11 If the Bidder claims preference as a Domestic Bidder or Domestic Entity, a Do not 

certificationfromtheDTI,SEC,orCDAissuedinaccordancewithITBClause27. submit if 

not 

applicable 

 

1. Submit one (1) original and (2) copies. 

2.Deadline for submission ofbidsison November 6,2013, at 10:00 a.m., at the Poro Point 

Management Corporation Administration Building, Gov. Joaquin L. Ortega Avenue, 

Poro Point, City of San Fernando, La Union. 

3. The format and signing of bid must be in accordance with ITB Clause 19 while the 

sealingandmarking ofbidsmustbeinaccordance with lTDClause20. 

Ms. Soriano explained that there are two (2) components of the bid. First is the 

technical component of the bid which will include the eligibility requirements and 

technical documents. The secondenvelopewill bethe fmancial component of the bid. 

Therewillbeajoint submittalofthetwoenvelopes.Thefinancialcomponentofthe 

bid shall be opened if only if the technical component of the bid has been declared as 

passed. Intheevaluationprocedure,thepass/failcriterionisbeingfollowed. 

 

On page 23, clause 19.5, Ms. Soriano stated that all pages should be signed by the 

authorized representative. If there are any changes or alterations, it should be 

countersigned. As for the sealing and marking of bids, it should be properly sealed 

andmarked. 

 

Ms. Soriano statedthat, ten (10) days prior to submission of bids,prospective bidders 

are allowed to ask for clarifications and this must be done in writing and not thru 

phone. 

 

After evaluating the submitted bids and determining the Lowest Calculated Bid, a 

post -qualification will be 'conducted to determine the Lowest Calculated and 

Responsive Bid. During the post-qualification, there will be documents to be 

submitted which couldbe found onpages 29to 30 ofthe Bidding Documents. 

 

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QUESTIONS AND CLARIFICATIONS: 

 

Ms. Soriano emphasized that the Completed Contract should be similar with the 

procurement at hand which is the Supply and Delivery of Aqueous Film Forming 

Foam. A query was raised by Mr. Benjamin Apiado of Palmer Asia if such similar 

contracts would apply to the Supply and Delivery of Fire Extinguisher. Mr. Apiado 

informed the body that these fire extinguishers do not contain pure aqueous film 

forming foam because of the presence of water in it. Ms. Soriano requested Mr. 

Apiado to write.the BAC and provide specifications of the fire extinguisher he was 

referringto sothat the BAC couldrespond inwriting. 

 

Ms. Soriano statedthat a supplementallBidBulletin willbe issued onthe following: 

1.Under BidData Sheet,onpage 38, Clause 17.1and 18.2shallberead as follows: 

 

17.1Bidswillbe valid until March 5,2014, and 

 

18.2 ThebidsecurityshallbevaliduntilMarch5,2014. 

Anotherquestion was raised by Mr. Apiadowith regardto thetechnical specifications 

particularly the ULL-AR-AFFF concentrate at 3% proportioning rate. He asked if 

they can deliver the goods at a higher concentrate proportioning rate which is at 6% 

or deliver what is required. Ms. Soriano then said that this matter will be checked. 

Furthermore, she stated that this is the specification and is based on the current 

requirements of the existing firetrucks. Ifthere will be changes, the BAC will issue a 

SupplementalBulletin. But ifthere areno changes, it remains at3%.Ms. Sorianoalso 

stated that prospective bidders may provide superior specifications but at no 

additional costto PPMC.Underthe bidding rules,this is allowed. 

 

Another query was raised by Mr. Apiado as regards the submission of a bid 

declaration as a form of bid security. Ms. Soriano explained that bid declaration isnot 

allowed.Biddeclarationisnotamongtheoptions providedunder R.A.9184. Instead, 

Ms. Soriano assured him that she will go over new GPPB issuances to check if bid 

declarationwill be allowed. 

 

Ms. Soriano informed the pr?spective bidder that they will be provided Minutes of 

theMeeting.Itwillalsobesentthrough facsimile,DHLandregisteredmail. 

 

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VI. ADJOURNMENT 

There is being no other matters to be discussed, the meeting was adjourned at 3:05 

 

p.m. 

BIDS AND AWARDS COMMITTEE 

 

On Leave 

MR.JOEL G. CARINGAL (Sgd.)ENGR. CERILA A.CORPUZ 

Vice Chairperson Member 

 

On leave 

MR. FRANKLIN C. VILLAREAL (Sgd.)ATTY. MARLOU PACLEB 

Member Member 

 

(Sgd.)MS.LASTINAL.BAGUYA (Sgd.)MR.GEORGE S.PASIG 

Member Member 

 

(Sgd.) MARIA VICTORIA DE GUZMAN-SORIANO 

Chairperson 

 

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