1.0
Purpose

1.1 To provide policy and procedural guidance for the effective holding of simultaneous bidding for Infrastructure Projects, consistent with the provisions of Department Order No. 24, s. 1989 and Department Order No. 100, s. 1991.

2.0
Procedural Guidelines

2.1. For projects costing more than P10,000,000.00 and to be bid out in the Central Office and Regional Office concerned.

2.1.1. Advertisement

1. The Central Office shall cause all the advertisement of the Invitation to Bids at least three (3) times within a period of two (2) weeks in two (2) newspapers of national circulation.
   
   
2. The advertisement shall contain every necessary information to be disseminated, particularly the approximate cost of the project so as to guide the prospective bidders in the determination of the amount of bank commitment which they will secure, and the approximate period within which the project could be finished.  The construction schedule must be indicated.  It should also include the information that prequalified contractors can submit bids only in the Office which prequalified them.
   
   
3. Upon advertisement, the Central Office shall immediately send at least five (5) sets of bid documents (i.e. plans, specifications, proposal booklets, etc.) of the projects to be bid to the Regional Office concerned, not later than the deadline set for the submission of PQ documents.

2.1.2  Prequalification

1. Prequalification documents may be secured by prospective bidders either in the Regional PBAC or in the Central Office PBAC Secretariat.  However, applying for prequalification in both offices is not allowed.
   
   
2. The evaluation of prequalification documents shall be done simultaneously by the PBACs concerned.  The criteria for prequalification of contractors shall be the same for both Regional and Central Offices and shall be in accordance with P.D. 1594.  (Please see attached guidelines in the prequalification of contractors).
   
   
3. The Regional Office shall immediately transmit to the Central Office via Fax machines the approved copy of the Resolution for prequalification, in the same manner that the Central Office shall furnish the same information to the Regional Office.

2.1.3  Pre-bid Conferences

1. Pre-bid conferences shall also be conducted by both PBACs concerned, regardless of the project cost.
   
   
2. The PBACs shall disseminate any substantial information arising from the pre-bid conference to the contractors concerned.  Minutes of the meeting not necessarily containing the attendance list shall be furnished to the Central Office and vice versa.

2.1.4  Submission of Bids

1. Bids of the prequalified contractors shall be submitted only to the Office where the contractor is prequalified.
   
   
2. The Approved Agency Estimate (AAE) shall be transmitted by the Central Office to the Regional Office, immediately after the deadline set for the reception of bids thru Fax machine or telephone (for those without office Fax machines) and shall be read simultaneously.
   
   
3. The Regional PBAC shall immediately transmit via Fax machine the result of the bidding (Abstract of Bids) on the same day of the bidding to the Central Office PBAC.
   
   
4. All bid documents received by Regional Office PBAC shall be transmitted either by courier or by air cargo, after the bidding, to the Central PBAC who shall evaluate them and prepare a common Resolution of Award for approval.

2.1.5  Evaluation of Bids

1. The evaluation by the PBAC of the bids should not only consider the mathematical computation of each bids.  Efforts should be made to determine the integrity of the bid by close examination for any signs of collusion or irregularity.
   
   
2. Post evaluation of the contractor must be made, particularly on equipment requirements.
   
   
3. Evaluation of bids shall be completed by PBAC within the maximum period of two (2) weeks. Award of contracts shall be within one to two weeks from the complete evaluation of bids.

2.2 For projects costing more than P3,000,000.00 but not more than P10,000,000.00 and to be bid out in the Central Office and Regional Office concerned.

2.2.1  Advertisement

1. The Regional Office concerned shall cause all the advertisement of the Invitation to Bids at least three (3) times within a period of two (2) weeks in two (2) newspapers (one of local circulation and one of national circulation).
   
   
2. The advertisement should contain every necessary information to be disseminated, particularly the approximate cost of the project so as to guide the prospective bidders in the determination of the amount of bank commitment which they will secure, and the approximate period within which the project could be finished.  The construction schedule must be indicated.  It should also include the information that prequalified contractors can submit bids only in the Office which prequalified them.
   
   
3. In order to save on advertisement cost, as many projects as possible may be clustered in one advertisement.
   
   
4. Upon advertisement, the Regional Office shall immediately send at least five (5) sets of bid documents (i.e. plans, specifications, proposal booklets, etc.) of the projects to be bid to DPWH, Manila c/o PBAC Secretariat, not later than the deadline set for the submission of PQ documents.

2.2.2  Prequalification

1. Prequalification documents may be secured by prospective bidders either in the Regional PBAC or in the Central Office PBAC Secretariat.  However, applying for prequalification in both offices is not allowed.
   
   
2. The evaluation of prequalification documents shall be done simultaneously by the PBAC concerned.  The criteria for prequalification of contractors shall be the same for both Regional and Central Offices and shall be in accordance with P.D. 1594.  (Please see attached guidelines in the prequalification of contractors).
   
   
3. The Regional Office shall immediately transmit to the Central Office via Fax machines the approved copy of the Resolution for prequalification, in the same manner that the Central Office shall furnish the same information to the Regional Office.

2.2.3  Pre-bid Conferences

1. Pre-bid conferences shall also be conducted by both PBACs concerned, regardless of the project cost.
   
   
2. The PBACs shall disseminate any substantial information arising from the pre-bid conference to the contractors concerned.  Minutes of the meeting not necessarily containing the attendance list shall be furnished to the Central Office and vice versa.

2.2.4  Submission of Bids

1. Bids of the prequalified contractors shall be submitted only to the Office where the contractor is prequalified.
   
   
2. The Approved Agency Estimate (AAE) shall be transmitted by the Regional Office to the Undersecretary who is PBAC Chairman of the project to be bid, immediately after the deadline set for the reception of bids thru Fax machine or telephone (for those without office Fax machines) and shall be read simultaneously.
   
   
3. The Regional PBAC shall immediately transmit via Fax machine the result of the bidding (Abstract of Bids) on the same day of the bidding to the Central Office PBAC, in the same manner that the Central Office shall furnish the same information to the Regional Office.
   
   
4. All bid documents received by Central Office PBAC shall be transmitted either by courier or by air cargo, after the bidding, to the Regional PBAC who shall evaluate them and prepare a common Resolution of Award for approval.

2.2.5  Evaluation of Bids

1. The evaluation by the PBAC of the bids should not only consider the mathematical computation of each bids. Efforts should be made to determine the integrity of the bid by close examination for any signs of collusion or irregularity.
   
   
2. Post evaluation of the contractor must be made, particularly on equipment requirements.
   
   
3. Evaluation of bids shall be completed by PBAC within the maximum period of two (2) weeks.  Award of contracts shall be within one to two weeks from the complete evaluation of bids.

2.3 For projects costing at least P500,000.00 and to be bid out in the Regional Offices and District Offices where the project is located.

2.3.1  Advertisement

1. The District Office concerned shall cause all the advertisement of the Invitation to Bids at least three (3) times within a period of two (2) weeks in two (2) newspapers (one of local circulation and one of regional circulation) and at the same time posting copies thereof at any conspicuous place in the office concerned if the project cost is more than P1,000,000.00.  However, for projects costing P1,000,000.00 and below, the invitation to bid shall be advertised at least once within a week in a newspaper of local circulation or through posting of notices in the premises of municipal/provincial offices, or through other forms of media such as radio and television.
   
   
2. The advertisement shall contain every necessary informations to be disseminated, particularly the approximate cost of the project so as to guide the prospective bidders in the determination of the amount of bank commitment which they will secure, and the approximate period within which the project could be finished.  The construction schedule must be indicated.  It should also include the information that prequalified contractors can submit bids only in the Office which prequalified them.
   
   
3. In order to save on advertisement cost, as many projects as possible may be clustered in one advertisement.
   
   
4. All Invitation to Bids for publication shall be transmitted immediately by the District Office to the Regional Office PBAC by any possible means of communication for information.
   
   
5. Upon advertisement, the District Office shall immediately send at least five (5) sets of bid documents (i.e. plans, specifications, proposal booklets, etc.) of the projects to be bid to the Regional Office PBAC, not later than the deadline set for the submission of PQ documents.

2.3.2 In the matter of pre-qualification, pre-bid conferences, and in submission and evaluation of bids, the District Office and Regional Office concerned shall follow the process outlined in 2.2.2 to 2.2.5 above with the District Office and Regional Office corresponding to the Regional Office and the Central Office, respectively.

2.3.3  Transmission of informations by Offices without Fax machines may either be by telegrams or letters by courier.

This order shall take effect and or apply to all projects bid after May 7, 1991.

Adopted: 6 May 1991