Execom Document Checklist For Civil Works Rationale
Execom Document Checklist For Civil Works Rationale
Rationale
Anchored on the vision of the Philippine Science High School (PSHS) System to be the leading
science high school in the Asia Pacific region, the management needs to be efficient and competitive in
the implementation of the infrastructure, goods, janitorial and security services. As stipulated in the
Revised Implementing Rules and Regulations (IRR) of Republic Act (RA) 9184 otherwise known as the
Government Procurement Reform Act, the following documentary requirements are provided for by the
subcommittees of the Executive Committee (ExeCom) to ensure uniform and efficient implementation of
the projects. Hence, the succeeding sequence of documents shall be complied with by the Bids and
Awards Committee (BAC) and the management of each campus.
Required Reminder
Documents
1. Cover Memo It should stipulate the:
a. Project Name (The project name should be consistent with the project
title stipulated in the General Appropriations Act (GAA) or National
Expenditure Program (NEP))
b. Mode of Procurement (It should be consistent with the PhilGEPS Posting)
c. GAA ____ (Calendar Year)
d. ABC (It should be the same amount indicated in all bidding documents)
e. Competitive Bidding Details (Name of Bidder, Bid Offer as Read,
Findings, Contracting Party, Contract Cost, Contract Duration, Remarks)
10. Notice of post The notice should be received by the Bidder (Lowest Bid as Read) with the date
qualification of receipt.
11. Post qualification Notations such as complying, verified, complied will no longer be accepted as
evaluation report findings. Detailed statements of findings based on evaluation should be reflected
in the post qualification report.
On the list of ongoing and completed government and private contracts, the
details such as date of award, end of contract, and actual accomplishment
(specify if there is any slippage).
12. Bid evaluation See to it that the following details should be consistent with the previous
and summary report documents:
It should bear the signature of the contractor with the date signed.
15. Bill of Quantities The bidder should submit the BOQ according to the format prescribed by the
BAC.
It should bear the signature of the contractor with the date signed.
16. Detailed Estimate It should bear the signature of the contractor with the date signed.
17. Comparative It should bear the signatures of the Resident Engineer and Technical Working
analysis Group.
18. Minutes of pre bid The minutes should be accompanied by the proof of attendance. It should bear
conference the signature of the BAC secretariat and the BAC Chairperson.
19. Minutes of bid The minutes should be accompanied by the proof of attendance. It should bear
opening the signature of the BAC secretariat and the BAC Chairperson.
20. Letter of invitation Observers shall be invited at least five (5) calendar days before the date of the
to observers (all procurement stage/activity.
stages of
procurement process)
with proof of receipt