Conduct of Pre-bid Conference

• Document No.

• Audit Title

• Client / Site

• Conducted on

  Date

• Prepared by

• Location
  Address

• Personnel

• Purpose of the document: To guide the members of the BAC, especially the presiding officer in planning and conducting a Pre-bid conference

• Objective of the activity: To clarify and/or explain any of the requirements, terms, conditions, and specifications stipulated in the bidding documents (RIRR RA 9184, 32.1)

Bid Contract Information

• Name of contract to be bid

• Indicate the approved budget of the contract (ABC)

• Time and date of the deadline of submission of bids

• Time and date of the opening of bids.

• Amount and validity of the bid security for each acceptable form.

Planning

• The BAC, BAC Secretariat and BAC TWG have been informed of the schedule.

  Yes

  No

  N/A

• Invitations have been sent to the bidders that bought bidding documents and bidders that sent Letter of Intent.

  Yes

  No

  N/A

• The venue has been arranged. Attendance sheets and snacks (if available) have been arranged.

  Yes

  No

  N/A

• The bidding document is available for reference.

  Yes

  No

  N/A

Implementation

• Call the meeting to order. Have the BAC secretariat confirm that those in attendance have purchased the bid documents. Acknowledge the participants based on the attendance sheet.

• Read out the eligibility requirements based on the bidding document.

  Yes

  No

  N/A

• Emphasize that the bidders must have a single contract within the stated number of years that is similar to the project to be bid and equivalent to at least 50% of the ABC.

  Yes

  No

  N/A

• Announce the required amount for the bid security and the validity of the bid security. Emphasize the required time for the validity of the bid and of the bid security.

  Yes

  No

  N/A

• Announce that blanks or the absence of a bid price in the schedule of requirements will disqualify the bid or cause it to be declared non-responsive.

  Yes

  No

  N/A

• Reiterate the provisions of RIRR RA 9184, 32.2.3

  Yes

  No

  N/A

• Are there questions from the participants?

  Yes

  No

  N/A

• Issues and concerns raised by the participants.

• Issues and concerns for supplemental/bid bulletin

• If the participants have no more questions or clarifications then declare adjournment.

  Yes

  No

  N/A

Process Evaluation

• Is the Pre-bid conference held at least twelve (12) calendar days before the deadline for submission and receipt of bids?

  Yes

  No

  N/A