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MINUTES OF THE PRE – BID CONFERENCE OF THE PUBLIC BIDDING OF THE CONTRACT FOR THE CONSTRUCTION OF BAYWALK WITH EVENTS CENTER HELD ON MARCH 26, 2015, 2:00 P.M. AT THE PPMC ADMINISTRATION BUILDING


MINUTES OF THE PRE – BID CONFERENCE OF THE PUBLIC BIDDING OF THE CONTRACT FOR THE CONSTRUCTION OF BAYWALK WITH EVENTS CENTER HELD ON MARCH 26, 2015, 2:00 P.M. AT THE PPMC ADMINISTRATION BUILDING



 



I. CALL TO ORDER



The Pre-Bid Conference was called to order by Ms. Maria Victoria De Guzman-Soriano, Chairperson, Bids and Awards Committee (BAC) at 2:00 p.m.



II. PRAYER



 



The prayer was led by Ms. Jubilee Ann G. Malingan



 



III. DETERMINATION OF QUORUM AND ACKNOWLEDGMENT OF PARTICIPANTS



 



Ms. Soriano requested Mr. Carlo S. Escalona, member of BAC Secretariat, to confirm the existence of a quorum. He declared the existence of a quorum.



 



Ms. Soriano also asked the BAC Secretariat to acknowledge the participants.



 



Mr. Escalona acknowledged the presence of the following:



 



Bids and Awards Committe



 



Chairperson : Ms. Maria Victoria De Guzman-Soriano



Vice Chairperson : Engr. Cerila A. Corpuz



Members : Engr. Mennen C. Mendoza



Mr. George Victor S. Pasig



Ms. Abigael R. Balanon



Ms. Anne Jubilee G. Malingan



Technical Working Group



TWG Head : Mr. Joel G. Caringal



Members : Arch. Marc Lawrence P. Aquino



Mr. Franklin C. Villareal



Mr. Allan L. Pacio



Engr. Epifanio C. Balangue



 



BAC Secretariat Mr. Carlo S. Escalona



Members Ms. Charlotte D. Colcol



 



 



 



 



 



Mr. Escalona also acknowledged the presence of the following:



 



Granby Trading & Construction : Ms. Tina Asis



H.G. Lopez Construction : Engr. Ciriaco S. Ordinario III



Werr Corporation International : Mr. Arthur A.M. Burce



APB Construction : Mr. Melvin Macusi



Ms. Soriano asked Mr. Escalona if all the companies represented has purchased the bidding documents. Mr. Escalona replied that at the time, only one company, Granby Trading & Construction, has bought the bidding documents.



 



Ms. Soriano stated that under the rules, prospective bidders are allowed to purchase the bidding documents until before the deadline for Submission of Bids which is on April 15, 2015 at 10:00 A.M.



 



 



IV. DISCUSSION



 



Ms. Soriano asked  Mr. Escalona to include the following on the Agenda under VI. Other Matters: 6.1 Supplemental Bid/Bulletin No.1 and 6.2 No Contact Rule. 



 



Ms. Soriano asked the Bids and Award Committee if there were other matters to be discussed. There was none. Ms. Soriano then asked the BAC members for a motion for the approval of the agenda as amended. Upon motion made by Engr. Cerila A. Corpuz and which was duly seconded by Engr. Mennen C. Mendoza, the Agenda as amended was unanimously approved. 



 



Ms. Soriano stated the following items on the Agenda to be discussed: Bidding Documents; Documents to be submitted consisting of the Technical Component of the Bid including Eligibility Requirements and the Financial Component of the Bid; Bid Evaluation; Post Qualification; Contract Award and Implementation; and  Warranties. 



 



Ms. Soriano stated that everyone would be given the opportunity to request for clarifications under the Question and Answer. Other matters included the Supplemental/Bid Bulletin No. 1 and the No Contact Rule.  



 



Ms. Soriano stated that what is being bidded out is the Contract for the Construction of Baywalk with Events Center with an Approved Budget for the Contract of Fifty Eight Million Nine Hundred Eleven Thousand Seventeen Pesos and Thirteen Centavos Only (Php58,911,017.13).The Invitation to Bid was published last March 19, 2015 as required under the Revised Implementing Rules and Regulations (IRR) of R.A. 9184. Ms. Soriano stated that the public bidding is governed by Republic Act No. 9184, the Revised Implementing Rules and Regulations (IRR) of R.A. 9184 and other legal issuances such as but not limited to the issuances from the Government Procurement Policy Board (GPPB).



 



Ms. Soriano then proceeded with the discussion of the Bidding Documents.



 



PRESENTATION OF THE BIDDING DOCUMENTS



 



Ms. Soriano stated that the bidding documents consisted of one hundred twenty nine (129) pages including the drawings which are contained in a separate folder.



 



Ms. Soriano stated that the documents to be submitted are summarized on pages 2 and 3 of the Bidding Documents.



 



Ms. Soriano stated that the under the Table of Contents, it has Sections I to IX enumerated as follows: 



 



SECTION I. INVITATION TO BID 



SECTION II. INSTRUCTIONS TO BIDDERS  



SECTION III. BID DATA SHEET



SECTION IV. GENERAL CONDITIONS OF CONTRACT 



SECTION V. SPECIAL CONDITIONS OF CONTRACT



SECTION VI. SPECIFICATIONS 



SECTION VII. DRAWINGS 



VIII. BILL OF QUANTITIES 



IX. BIDDING FORMS 



 



Furthermore, Ms. Soriano stated that the Bidding Documents are patterned after the Philippine Bidding Documents as amended.



 



Ms. Soriano requested Engr. Cerila A. Corpuz to discuss the summary of documents to be submitted.



SUMMARY OF DOCUMENTS TO BE SUBMITTED



FIRST ENVELOPE – TECHNICAL COMPONENT OF THE BID TO CONTAIN   ELIGIBILITY DOCUMENTS AND TECHNICAL DOCUMENTS



ELIGIBILITY DOCUMENTS



Tab 1 Registration certificate from the Securities and Exchange Commission (SEC), Department of Trade and Industry (DTI) for sole proprietorship, or Cooperative Development Authority (CDA) for cooperatives.



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 2015.



Tab 3 Statement of the prospective bidder of all its ongoing government and private contracts, including contracts awarded but not yet started, if any whether similar or not similar in nature and complexity to the contract to be bid, within the relevant period as provided in the Bidding Documents; and 



Statement identifying the bidder’s single largest completed contract similar to the contract to be bid, except under conditions provided for in Section 23.5.1.3 of this IRR, within the relevant period as provided in the Bidding Documents in the case of goods. 



All of the above statements shall include all information required in the PBDs as prescribed by the GPPB. 



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



(iii. 1) name of the contract; 



(iii. 2) date of the contract;



 (iii. 3) contract duration; 



(iii. 4) owner’s name and address; 



(iii. 5) nature of work;



 (iii. 6) contractor’s role (whether sole contractor, subcontractor, or partner in a JV) and percentage of participation; 



(iii. 7) total contract value at award; 



(iii. 8) date of completion or estimated completion time; 



(iii. 9) total contract value at completion, if applicable; 



(iii.10) percentages of planned and actual accomplishments, if applicable; 



(iii.11) value of outstanding works, if applicable; 



(iii.12) the statement shall be supported by the notices of award and/or notices to proceed issued by the owners; and 



(iii.13) the statement shall be supported by the Owner’s Certificate of Final Acceptance or the Certificate of Completion and, whenever applicable, the Constructors Performance Evaluation Summary (CPES) Final Rating, which must be satisfactory;



Tab 4 A valid Philippine Contractors Accreditation Board (PCAB) license and registration for the type and cost of the contract for this Project; 



 



Under Clause 12.1(a)(iv) of the Bid Data Sheet, the required submittal is a Valid Philippine Contractors Accreditation Board (PCAB) license with size range of at least Medium A and License Category of at least B for the type and cost of the contract for this Project.



Tab 5 Audited financial statements, showing, among others, the prospective total and current assets and liabilities, stamped “received” by the BIR or its duly accredited and authorized institutions, for CY 2013.



Tab 6 Net Financial Contracting Capacity (NFCC) computation in accordance with ITB Clause 5.5. (Please refer to page 14).



Tab 7 Tax Clearance per Executive Order 398, Series of 2005, as finally reviewed and approved by the BIR.



Tab 8 If applicable, valid Joint Venture Agreement (JVA) or, in lieu thereof, duly notarized statements from all the potential joint venture partners stating that they will enter into and abide by the provisions of the JVA in the instance that the bid is successful shall be included in the bid Do not submit if not applicable



TECHNICAL      DOCUMENTS                      



Tab 9 The bid security shall be limited to Bid Securing Declaration and at least one (1) other form in accordance with the following amount:



 



 a) Cash or cashier’s /manager’s check, issued by a Universal or Commercial Bank (2% of the ABC or Php1,178,220.35); 



 



b) Bank draft/guarantee or irrevocable letter of credit issued by a Universal or Commercial Bank. Provided, however, that it shall be confirmed or authenticated by a Universal or Commercial Bank, if issued by a foreign bank (2% of the ABC or Php1,178,220.35);



 



c) Surety bond callable upon demand issued by a surety or insurance company duly certified by the Insurance Commission as authorized to issue such security (5% of the ABC or Php2,945,550.86); 



 



d) Any combination of the foregoing ( proportionate to share of form with respect to total amount of security);



Tab 10 Project Requirements, which shall include the following: 



 



(a) Organizational chart for the contract to be bid; 



 



(b) List of contractor’s personnel (viz, Project Manager (1), Architect (1), Civil Engineer (1), Electrical Engineer (1), Materials Engineer (1), Foreman (1), to be assigned to the contract to be bid, with their complete qualification and experience data; and 



 



(c) List of contractor’s equipment units, which are owned, leased, and/or under purchase agreements, supported by certification of availability of equipment from the equipment lessor/vendor for the duration of the project; and



Tab 11 Sworn statement in accordance with Section 25.2(b)(iv) of the IRR of RA 9184 and using the form prescribed in Section IX. Bidding Forms.



SECOND ENVELOPE - TO CONTAIN FINANCIAL DOCUMENTS



Tab 12 (a) Financial Bid Form in accordance with the form prescribed in Section IX. Bidding Forms. 



(b) Bill of Quantities supported by Unit Price Analysis



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



 



2. Deadline for submission of eligibility requirements and bids is on April 15, 2015 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 sealing and marking of bids must be in accordance with ITB Clause 20.



 



Engr. Corpuz also discussed the Technical Specifications. The Technical Specifications has (2) two parts, Part 1- Standard Specifications and Part 2- Supplemental Specifications and Special Provisions. Engr. Corpuz informed the prospective bidders that the Standard Specifications shall be those copied verbatim from the Department of Public Works and Highways 2013 Edition Volume 2 Standard Specifications for Highway, Bridges and Airport.  Part 2 Supplemental Specifications and Special Provisions will cover vertical structures, electrical, plumbing/ sanitary, landscaping and parks and others.  Engr. Corpuz further stated that all the details of the technical specifications are likewise indicated  in the plans. Engr. Corpuz also discussed the Bill of Quantities and the Bidding Forms.



 



Next on the agenda is the Bid Evaluation. Ms. Soriano stated that Rule IX of the Revised IRR of R.A. 9184 will be followed, wherein a preliminary examination of bids will be conducted followed by the detailed evaluation of bids to determine the Lowest Calculated Bid (LCB). 



 



After the bid evaluation and having determined the LCB, a post-qualification will be conducted pursuant to Rule X of the Revised IRR of R.A. 9184. 



 



Ms. Soriano explained that during the post qualification process, the bidder who submitted the LCB will be required to submit a number of documents as provided for in the Bidding Documents under Clause 28 of the Instructions to Bidders and Bid Data Sheet.



 



On the contract award and implementation, Ms. Soriano stated that having determined the LCB as the Lowest Calculated and Responsive Bid (LCRB), it will be recommended for award to the Head of Procuring Entity. Within a period of ten (10) days from the receipt of the Notice of Award(NOA), the winning bidder would be required to post the Performance Security and enter a contract with PPMC; after which the Notice to Proceed (NTP) will be issued and the date of the implementation of the project will be indicated.



 



For the detailed explanation of the warranties, Ms. Soriano stated that the winning bidder should be guided accordingly by Section 62 of the Revised IRR of R.A. 9184. 



 



V.     REQUESTS FOR CLARIFICATIONS/QUESTIONS AND ANSWERS:



 



QUESTION ANSWER OF THE BIDS AND AWARDS COMMITTEE



1.What would be the particular category to consider in determining the single largest completed projects due to the fact that there are various components of the projects like road, asphalt and building? 



Similar contract is defined in the Bidding Documents particularly in Clause 5.4 of the Bid Data Sheet:



Similar contracts shall refer to Construction of roads, highways and pavements because these consist majority of the project to be bid.



2.Are earthworks related to the construction of roads? Earthworks are components of road project.



3. What if there is an error in the computation of quantities? During detailed evaluation of Bids, the BAC is allowed by law to correct arithmetical calculations. In determining the bidder with the lowest calculated bid, it will be based on the corrected calculation by the BAC and TWG.



4. Are bidders allowed to conduct site inspection? From the time of posting of Invitation to Bid, anyone is allowed to inspect the project site.



5. For the list of contractor’s equipment, is there any specific type/kind of equipment required for the project? No, as long as the contractor can provide the necessary equipment for the particular scope of work during the construction.  



5. Was a soil study conducted? No.



6. For bidders to qualify, should they be ISO certified? PPMC will look into legal issuances if there is a need for ISO Certification. 



As of the time of pre-bid conference, ISO Certification is not part of the eligibility requirements, however, if the BAC would come across any legal issuance requiring the same, then the BAC will issue a Supplemental/Bid Bulletin on the matter. The BAC can issue a Supplemental Bid 



 



As for the part of the prospective bidders, Ms. Soriano stated that they may request for clarifications up to ten (10) days before the deadline for submission of bids. Since that falls on April 5, 2015, which is a Sunday, they can request for clarification until April 6, 2015. The BAC can issue a Supplemental/Bid Bulletin until April 8, 2015. 



 



As for request for clarifications, Ms. Soriano stated that the BAC may come up with a resolution if it will allow requests for clarification from prospective bidders who did not purchase the bidding documents. Ms. Soriano further explained that if the question would affect the bidding, the issuance of a Supplement Bid/Bulletin regarding the matter is an important document to be issued to all the prospective bidders.



 



Ms. Soriano asked the prospective bidders to synchronize their time with that of the time at the lobby which will serve as official time. It was suggested the Philippine Standard time be used, to which the BAC Chair agreed. 



 



VI.      OTHER MATTERS



 



6.1 Supplemental Bid/Bulletin No. 1 



 



This forms parts of the Bidding Documents. Ms. Soriano explained that Supplemental Bid/Bulletin is a mere clarification as regard the Bidding Documents uploaded in the PhilGEPS website with reference 3098409. It included Sections VII, VIII and IX. 



 



6.2 No Contact Rule



 



Ms. Soriano stated that request for clarification shall be made in writing. Verbal communication shall not be accepted from prospective bidders. On the part of BAC, BAC secretariat and TWG no one is allowed to contact prospective bidders except for reasons provided for in the IRR of R.A. 9184.



 



VII.  ADJOURNMENT



 



There being no other matters to be discussed, the meeting was adjourned at 4:30 P.M.



 



Prepared by:



Sgd. Carlo S. Escalona



Member, BAC Secretariat



 



Approved by:



BIDS AND AWARDS COMMITTEE (BAC)



         



      ON LEAVE



SGD. ENGR. CERILA A. CORPUZ                 ATTY. MARLOU PACLEB



Vice Chairperson, BAC                                         Member, BAC       



       



 



SGD. ENGR.  MENNEN C. MENDOZA       SGD. ABIGAEL R. BALANON



Member, BAC                   Member, BAC       



                   



 



SGD. GEORGE VICTOR S. PASIG                 SGD. ANNE JUBILEE G. MALINGAN



Member, BAC                       Member, BAC                 



 



SGD. MARIA VICTORIA DE GUZMAN-SORIANO



                         Chairperson, BAC