CHAPTER 1

REVIEW OF
SPECIFICATIONS
& PLANS/DETAILS

QTYSUR 41 2
 GROUP 1

INVITATION
TO BID
REVIEW OF SPECIFICATIONS AND PLANS/ DETAILS

PRESENTED BY
SHARRA MAE M. AGUILAR BSCE 4B
WHAT IS BID?
Refers to a signed offer or proposal to undertake a contract
submitted by a bidder in response to and in consonance with the
requirements of the Bidding Documents.

For purposes of, and throughout this IRR (Implementing Rules

and Regulation), the term “Bid” shall be equivalent to and be
used interchangeably with “Proposal” and “Tender.”

SEC. 5. of THE 2016 REVISED IMPLEMENTING RULES

AND REGULATIONS OF REPUBLIC ACT NO. 9184
INVITATION TO BID

• An invitation to bid is a call by clients to contractors to

provide specific products or services that meet product
specifications.

• The idea behind an invitation to bid is to give all interested

bidders standardized information about the project scope,
duration, required warranties, service standards, and
minimum qualifications. This information makes the bidding
process fair and truly competitive.
 RULE VII
INVITATION TO BID
THE 2016 REVISED IMPLEMENTING RULES
AND REGULATIONS OF REPUBLIC ACT NO. 9184
“THE GOVERNMENT PROCUREMENT
REFORM ACT”
SEC. 20. Pre-Procurement Conference.
20.1 Prior to the advertisement or the issuance of the Invitation to Bid/Request for
Expression of Interest for each procurement undertaken through a competitive bidding, the
BAC (Bids and Awards Committe), through its Secretariat, shall call for a pre-procurement
conference.

The pre-procurement conference shall be attended by the:

✓ BAC (Bids and Awards Committe),
✓ the Secretariat,
✓ the unit or officials,
✓ consultants hired by the Procuring Entity,

20.2 The holding of a pre-procurement conference may not be required for small
procurements.
During this conference, the participants, led by the BAC, shall:

a) Confirm the description and scope of the contract, the ABC

(Approved Budget for the Contract), and contract duration;

b) Ensure that the procurement is in accordance with the PPMP

(Project Pocurement Management Plan) and APP (Annual
Pocurement Plan);

c) Determine the readiness of the procurement at hand, including,

among other aspects, the following:
 i) The availability of appropriations. In the case of EPA (Early Pocurement
Activity), the inclusion of the procurement project in the proposed funding
source,

(ii) completeness of the Bidding Documents and their adherence to

relevant general procurement guidelines;

(iii) completion of the detailed engineering according to the prescribed

standards in the case of Infrastructure Projects; and

(iv) confirmation of the availability of right-of-way site or location, and the

possession of affected properties,
d) Review, modify and agree on the criteria for eligibility screening,
evaluation, and post-qualification;

e) Review and adopt the procurement schedule, including deadlines and

timeframes, for the different activities; and

f) Reiterate and emphasize the importance of confidentiality, and the

applicable sanctions and penalties, as well as agree on measures to
ensure compliance with the foregoing.
 Section 21. Advertising and Contents of the Invitation to
Bid/Request for Expression of Interest
21.1 Contents of the Invitation to Bid/Request for Expression of Interest

a) For the procurement of

i) Goods,
ii) Infrastructure Projects,
iii) Consulting services,

b) The name of the project, identification and number of lots or items specific to
the bidding, as well as the basis of evaluation of the project, lots, or items, where
applicable;
c) A general statement on the criteria to be used by the Procuring Entity for the
eligibility check, the short listing of prospective bidders, in the case of the procurement
of Consulting Services, the examination and evaluation of bids, post-qualification, and
award;

d) The date, time and place of the deadline for the submission and receipt of the
eligibility requirements, the pre-bid conference if any, the submission and receipt of
bids, and the opening of bids;

e) ABC (Approved Budget for the Contract) for the project, lot, or item to be bid;

f) The source of funding;

g) The place, time and website where the Bidding Documents may be secured or
downloaded, and, where required, the price of the Bidding Documents, in accordance
with Section 17.4 of this IRR;
h) The contract duration or delivery schedule;

i) The name, address, telephone number, facsimile number, e-mail and

website addresses of the concerned Procuring Entity, as well as its
designated contact person; and

j) Such other necessary information deemed relevant by the Procuring

Entity; and

k) For electronic bid submission, the Invitation to Bid, including the

Bidding Documents shall clearly state whether the PE shall allow the
submission and receipt of bids through electronic means.
Section 21. Advertising and Contents of the Invitation to
Bid/Request for Expression of Interest
21.2 Advertising and Posting of the Invitation to Bid/Request for Expression of Interest

21.2.1 Except as otherwise provided in Section 54.2 of this IRR and for the
procurement of common-use goods and supplies, the Invitation to Bid/Request
for Expression of Interest shall be:

a) Posted at any conspicuous place reserved for this purpose in the

premises of the Procuring Entity concerned for seven (7) calendar days as
certified by the head of the BAC Secretariat of the Procuring Entity concerned;
and
b) Posted continuously in the PhilGEPS ( Philippine Government
Electronic Procurement System) website, for seven (7) calendar days
starting on date of advertisement.

Procuring Entities that cannot post its opportunities in the PhilGEPS for
justifiable reasons shall continue to publish its advertisements in a
newspaper of general nationwide circulation.

21.2.2 If the Procuring Entity will allow electronic bid submission, the
highest official managing the Information Technology system of the
agency shall issue a Certification based on the prescribed form of the
GPPB (Government Pocurement Policy Board).
Section 22. Pre-bid Conference
22.1 For contracts to be bid with an ABC of One Million Pesos (₱1,000,000.00)
or more, the BAC shall convene at least one (1) pre-bid conference to clarify
and/or explain any of the requirements, terms, conditions, and specifications
stipulated in the Bidding Documents.

For contracts to be bid with an ABC of less than One Million Pesos (₱1,000,000),
pre-bid conferences may be conducted at the discretion of the BAC. Subject to
the approval of the BAC, a pre-bid conference may also be conducted upon
written request of any prospective bidder.
22.2 The pre-bid conference shall be held at least twelve (12) calendar days before the
deadline for the submission and receipt of bids, but not earlier than seven (7) calendar
days from the PhilGEPS posting of the Invitation to Bid or Bidding Documents and in the
case of Consulting Services, from the determination of the shortlisted consultants.

If the Procuring Entity determines that, by reason of the method, nature, or complexity
of the contract to be bid or when international participation will be more advantageous
to the GoP, a longer period for the preparation of bids is necessary, the pre-bid
conference shall be held at least thirty (30) calendar days before the deadline for the
submission and receipt of bids.

22.3 The pre-bid conference shall discuss, clarify and explain, among other things, the
eligibility requirements and the technical and financial components of the contract to be
bid including questions and clarifications raised by the prospective bidders before and
during the Pre-Bid Conference.
Pre-bid conference may be conducted in person or face-to-face through
videoconferencing, webcasting, or similar technology, or a combination
thereof.

The Pre-Bid Conference is open to prospective bidders, and in case of

procurement of consulting services, the shortlisted bidder, but
attendance shall not be mandatory.

22.4 The minutes of the pre-bid conference shall be recorded and

prepared not later than five (5) calendar days after the pre-bid
conference, and shall be made available to prospective bidders not later
than five (5) days upon written request.
Decisions of the BAC amending any provision of the Bidding Documents shall
be issued in writing through a Supplemental/Bid Bulletin at least seven (7)
calendar days before the deadline for the submission and receipt of bids.

22.5 Supplemental/Bid Bulletin

22.5.1 Requests for clarification(s) on any part of the Bidding Documents or

for an interpretation must be in writing and submitted to the BAC of the
Procuring Entity concerned at least ten (10) calendar days before the deadline
set for the submission and receipt of bids. The BAC shall respond to the said
request by issuing a Supplemental/Bid Bulletin, duly signed by the BAC
Chairperson, to be made available to all those who have properly secured the
Bidding Documents, at least seven (7) calendar days before the deadline for the
submission and receipt of bids.
22.5.2 For purposes of clarifying or modifying any provision of the
Bidding Documents, Supplemental/Bid Bulletins may be issued
upon the Procuring Entity’s initiative at least seven (7) calendar
days before the deadline for the submission and receipt of bids.

22.5.3 Any Supplemental/Bid Bulletin issued by the BAC shall also

be posted in the PhilGEPS, the website of the Procuring Entity
concerned, if available, and at any conspicuous place within the
premises of the Procuring Entity.
P The purpose of an invitation to bid is to provide
U standardized information to all bidders,
fostering a truly competitive process. This is
R achieved through the use of sealed bidding

P
procedures. Contractors will submit their price
in sealed envelopes which are publicly opened
O to maintain transparency. The contract will
ultimately be awarded to the lowest bidder,
S with zero negotiations concerning price or
services.
E
HOW TO WIN
AN INVITATION
BID
To increase your chances of winning a bid, a contractor should;

✓ UNDERSTAND THE BILL APPEAL

All contractors should understand the call to an invitation by going through
the requirements given by the owner on the construction plan. Contractors
should read bid documents and check for drawings to have the correct cost
estimates.

✓ CONDUCT AN ASSESSMENT OF THE CONSTRUCTION

After receiving an invitation to bid, a contractor should assess the project's
size and needs. They should opt for another bid if the project exceeds a
contractor's expertise and resource scale.
To increase your chances of winning a bid, a contractor should;

✓ DO AN ESTIMATE OF THE PRICE.

Perform a comprehensive cost estimation by breaking down

your costs and optimizing your profits. A contractor would
rather lose a bid than get one to incur losses. Do the math and
make sure you don't underbid.
WHEN ARE INVITATIONS TO BID USED?
❑ Clients mostly use invitations to bid on predictable projects to clearly
understand the processes and requirements necessary to complete the
project.

❑ Invitations to bid mostly end up in fixed-price contracts. If you're

transparent about your expenses, it will help you win bids.

❑ Most public works projects are actually required by law to use

invitations to bid on all of their jobs.
PROS CONS
❖ An invitation to bid allows ❖ In most cases, bidders with the
contractors to be part of lowest bids always get
construction projects. It saves construction jobs. This can
time as clients and construction influence contractors to use
jobs are available. cheaper and low-quality
material that does not meet the
❖ Bid allows owners to choose the client's requirements.
most suitable bid from different
contractors. ❖ The bidding process takes a lot
of time, from bid appeal to
❖ It simplifies the procurement contract formation. This can
process since the client can discourage upcoming
directly acquire bids for the contractors from submitting
construction. their bids.
 INVITATION
TO BID
TEMPLATE

Philippine Bidding Documents

Sixth Edition
 [Letterhead of the Procuring Entity]

Invitation to Bid for [Insert Procurement Project]

1. The [insert name of Procuring Entity], through the [insert source of funding and year] intends to apply the
sum of [insert the approved budget for the contract] being the Approved Budget for the Contract (ABC) to
payments under the contract for [insert Procurement Project and Project Identification Number]. Bids received
in excess of the ABC shall be automatically rejected at bid opening.
2. The [insert name of Procuring Entity] now invites bids for the above Procurement
Project. Completion of the Works is required [insert the required completion date or
expected contract duration]. Bidders should have completed a contract similar to the
Project. The description of an eligible bidder is contained in the Bidding
Documents, particularly, in Section II (Instructions to Bidders).
3. Bidding will be conducted through open competitive bidding procedures using non-
discretionary “pass/fail” criterion as specified in the 2016 revised Implementing Rules and
Regulations (IRR) of Republic Act (RA) No. 9184.

4. Interested bidders may obtain further information from [insert name of the Procuring
Entity] and inspect the Bidding Documents at the address given below from [insert office
hours].
5. A complete set of Bidding Documents may be acquired by interested bidders on [insert date of
availability of Bidding Documents] from given address and website/s below {Insert if necessary: and
upon payment of the applicable fee for the Bidding Documents, pursuant to the latest Guidelines
issued by the GPPB, in the amount of [insert amount in Pesos].The Procuring Entity shall allow the
bidder to present its proof of payment for the fees [specify the manner if it will be presented in
person, by facsimile, or through electronic means.]}
7. Bids must be duly received by the BAC Secretariat through {[specify the manner of bid submission
and receipt:] (i) manual submission at the office address as indicated below, (ii) online or electronic
submission as indicated below, or (iii) both} on or before [insert time and date]. Late bids shall not
be accepted.

8. All bids must be accompanied by a bid security in any of the acceptable forms and in the amount
stated in ITB Clause 16.
9. Bid opening shall be on [insert time and date] at the given address below {[if applicable, insert]
and/or through [insert website, application, or technology to be used].} Bids will be opened in the
presence of the bidders’ representatives who choose to attend the activity.

10. [Insert such other necessary information deemed relevant by the Procuring Entity such as the use
of a back-up data or cloud storage for large files uploaded for online bid submissions]

11. The [insert name of the Procuring Entity] reserves the right to reject any and all bids, declare a
failure of bidding, or not award the contract at any time prior to contract award in accordance with
Sections 35.6 and 41 of the 2016 revised Implementing Rules and Regulations (IRR) of RA No. 9184,
without thereby incurring any liability to the affected bidder or bidders.
12. For further information, please refer to:

[Insert name of officer]

[Insert name of office]
[Insert postal address] and/or [Insert street address]
[Insert official electronic mail address]
[Insert telephone number, indicate area code]
[Insert facsimile number]
[Insert website address, if applicable]

13.You may visit the following websites:

For downloading of Bidding Documents: [Indicate websites]

[If applicable] For online bid submission: [Indicate website]

[Date of Issue]

________________________________
[Insert Name and Signature of the BAC Chairperson or Authorized Representative]
Relevance to Civil Engineering
Most civil construction projects are put out for bids by
construction companies. Construction companies respond with
their bid, including a final price, timing and how they will do
the work.

This process is the way most buildings, water treatment

facilities, dams, and transportation networks and vehicles are
built.That is why, it is essential to learn how it works in detail in
our area of specialization.
REFERENCES

https://www.gppb.gov.ph/laws/laws/RA_9184.pdf

https://www.gppb.gov.ph/assets/pdfs/Updated%202016%201RR 31%20March%202021.pdf

https://www.gppb.gov.ph/downloadables/forms/6th%20Edition%20PBDs_Goods.docx

https://law.upd.edu.ph/wp-content/uploads/2020/11/GPPB-PBD-PolP6th-Edition.pdf
https://www.peza.gov.ph/sites/default/files/itb design_and_build_six-
storeywith_roof_deckmez_administration_office building.pdf

https://proest.com/construction/process/invitation-to-bid/

https://www.levelset.com/blog/invitation-to-bid-vs-requests-for-proposals/
THANK YOU
FOR
LISTENING
 Section IV.
GENERAL CONDITIONS OF CONTRACT

SUBMITTED BY:
ANAS, JAMES E. BSCE IV-B
BORNEO, RICO JOHN B. BSCE IV-B
Notes on the General Conditions of Contract

• The GCC in Section IV, read in conjunction with the SCC in

Section V and other documents listed therein, should be a
complete document expressing all the rights and
obligations of the parties.
• The GCC herein shall not be altered. Any changes and
complementary information, which may be needed, shall
be introduced only through the SCC in Section V.
 CONTENTS

1. Definitions 16. Inspection and Tests

2. Corrupt, Fraudulent and Coercive Practices 17. Warranty
3. Inspection and Audit by the Funding Source 18. Delays in the Supplier’s Performance
4. Governing Law and Language 19. Liquidated Damages
5. Notices 20. Settlement of Disputes
6. Scope of Contract 21. Liability of the Supplier
7. Subcontracting 22. Force Majeure
8. Procuring Entity’s Responsibilities 23. Termination for Default
9. Prices 24. Termination for Insolvency
10. Payment 25. Termination for Convenience
11. Advance Payment and Terms of Payment 26. Termination for Unlawful Acts
12. Taxes and Duties 27. Procedures for Termination of
13. Performance Security Contracts
14. Use of Contract Documents and 28. Assignment of Rights
Information 29. Contract Amendment
15. Standards 30. Application
 1. DEFINITIONS
1.1. In this Contract, the following terms shall be interpreted as indicated:

(a) “The Contract” means the agreement entered into between the
PROCURING ENTITY and the Supplier, as recorded in the Contract
Form signed by the parties, including all attachments and
appendices thereto and all documents incorporated by reference therein.

(b) “The Contract Price” means the price payable to the Supplier
under the Contract for the full and proper performance of its contractual
obligations.

(c) “The GOODS” means all of the supplies, equipment, machinery,

spare parts, other materials and/or general support services which
the Supplier is required to provide to the PROCURING ENTITY
under the Contract.
(d) “The Services” means those services ancillary to the
supply of the GOODS, such as transportation and
insurance, and any other incidental services, such as
installation, commissioning, provision of technical
assistance, training, and other such obligations of the
Supplier covered under the Contract.
(e) “GCC” means the General Conditions of Contract
contained in this Section.
(f) “SCC” means the Special Conditions of Contract.
(g) “The PROCURING ENTITY” means the organization
purchasing the GOODS, as named in the SCC.
(h) “The PROCURING ENTITY’s country” is the Philippines.
(i) “The Supplier” means the individual contractor,
manufacturer distributor, or firm supplying/manufacturing
the GOODS and Services under this Contract and named in
the SCC.
(j) The “Funding Source” means the organization named
in the SCC.
(k) “The Project Site,” where applicable, means the place
or places named in the SCC.
(l) “Day” means calendar day.
(m) The “Effective Date” of the contract will be the date of
receipt by the Supplier of the Notice to Proceed or the date
provided in the Notice to Proceed. Performance of all
obligations shall be reckoned from the Effective Date of the
Contract.

(n) “Verified Report” refers to the report submitted by the

Implementing Unit to the Head of the PROCURING ENTITY
setting forth its findings as to the existence of grounds or causes
for termination and explicitly stating its recommendation for
the
issuance of a Notice to Terminate.
2. Corrupt, Fraudulent, Collusive, and Coercive Practices

2.1 Unless otherwise provided in the SCC, the Procuring Entity as well as the
bidders, contractors, or suppliers shall observe the highest standard of ethics
during the procurement and execution of this Contract. In pursuance of this policy,
the Procuring Entity:

a) defines, for the purposes of this provision, the terms set forth below as follows:
(i) "corrupt practice" means behavior on the part of officials in the public or private
sectors by which they improperly and unlawfully enrich themselves, others, or induce
others to do so, by misusing the position in which they are placed, and it includes the
offering, giving, receiving, or soliciting of anything of value to influence the action of any
such official in the procurement process or in contract execution; entering, on behalf of
the Government, into any contract or transaction manifestly and grossly disadvantageous
to the same, whether or not the public officer profited or will profit thereby, and similar
acts as provided in Republic Act 3019.
(ii)"fraudulent practice" means a misrepresentation of facts in order to
influence a procurement process or the execution of a contract to the
detriment of the Procuring Entity, and includes collusive practices among
Bidders (prior to or after bid submission) designed to establish bid prices at
artificial, non-competitive levels and to deprive the Procuring Entity of the
benefits of free and open competition.

iii. “collusive practices” means a scheme or arrangement between two or

more Bidders, with or without the knowledge of the Procuring Entity,
designed to establish bid prices at artificial, non-competitive levels.

iv. “coercive practices” means harming or threatening to harm, directly or

indirectly, persons, or their property to influence their participation in a
procurement process, or affect the execution of a contract;
b) will reject a proposal for award if it determines that the Bidder
recommended for award has engaged in any of the practices
mentioned in this Clause for purposes of competing for the
contract.
2.2 Further the Funding Source, Borrower or Procuring
Entity, as appropriate, will seek to impose the maximum civil,
administrative and/or criminal penalties available under the
applicable law on individuals and organizations deemed to
be involved with any of the practices mentioned in GCC
Clause
2.1 (a).
3. Inspection and Audit by the
Funding Source

• The Supplier shall permit the Funding

Source to inspect the Supplier’s accounts
and records relating to the performance of
the Supplier and to have them audited by
auditors appointed by the Funding Source,
if so required by the Funding Source.
4.Governing Law and Language

4.1 This Contract shall be interpreted in

accordance with the laws of the Republic of
the Philippines.

4.2 All documents pertaining to this contract

shall be written in English
 5. Notices

• Notices encourage effective communication

between parties involved. This will inform
the parties regarding their duties,
obligations, or any other matter in regard to
their work within the scope of contract.
6. Scope of Contract

• 6.1 -6.2 The Goods and Related Services to

be provided shall be as specified in Section
VI. Schedule of Requirements.
7. Subcontracting

• 7.1 Subcontracting of any portion of the Goods, if allowed in

the BDS, does not relieve the Supplier any liability or
obligation under this Contract. This means that the Supplier
will be responsible for the negligence of its subcontractor.
• 7.2 The Supplier may identify its subcontractor during the
contract implementation. The subcontractor must submit their
documentary requirements and comply with the eligibility
criteria under ITB and BDS. Subcontracting shall be disallowed if
the procuring entity found the subcontractors ineligible.
8. Procuring Entity’s Responsibilities

• 8.1 The Procuring entity is oblige to assist and

help its supplier if the contract requires the
supplier to obtain permits, approvals and other
licenses from the public authorities.
• 8.2 The Procuring Entity shall pay all costs
involved in the performance of its responsibilities
in accordance with GCC.
 9. Prices

• 9.1 All bid prices are considered fixed prices for the given
scope of work in this contract as awarded, and therefore
will not escalate during the contract
implementation,except for special circumstances and upon
prior approval of GPPB (Government Procurement Policy
Board).

• 9.2 Prices charged by the supplier for the services under

the contract shall not vary from the prices given during the
bid.
10. Payment

• 10.1-10.2 Payment will be given if the services under the contract has
been rendered or delivered and have been duly inspected and
accepted. No payment shall be made unless the work or service is
done. Ten Percent (10%) of the payment shall be retained by the
Procurring Entity for the suppliers warranty obligation.

• 10.3-10.4 Payments shall be made promptly by the Procuring Entity,

but in no case later than sixty (60) days after submission of an invoice
or claim by the Supplier. Payments shall be in accordance with the
schedule stated in the SCC. Currency used for payment shall be in
Philippine peso.
11. Advance Payment and Terms of
Payment
• 11.1 Advance payment shall be made only after prior
approval of the President, and shall not exceed fifteen
percent (15%) of the Contract amount, unless otherwise
directed by the President or in cases allowed under Annex
“D” of RA 9184.

• 11.2 All progress payments shall first be charged against

the advance payment until the latter has been fully
exhausted.
12. Taxes and Duties

• The Supplier, whether local or foreign, shall

be entirely responsible for all the necessary
taxes, stamp duties, license fees, and other
such levies imposed for the completion of
this Contract
13. Performance Security

• 13.1 Within ten (10) calendar days from receipt of the Notice of Award
from the Procuring Entity but in no case later than the signing of the
contract by both parties, the successful Bidder shall furnish the
performance security in any the forms prescribed in the ITB Clause 33.2

• 13.2 The performance security posted in favor of the Procuring Entity

shall be forfeited in the event it is established that the winning bidder is
in default in any of its obligations under the contract.

• 13.3 The performance security shall remain valid until issuance by the
Procuring Entity of the Certificate of Final Acceptance.
• 13.4 The performance security may be released by the Procuring Entity
and returned to the Supplier after the issuance of the Certificate of Final
Acceptance subject to the following conditions:

a) There are no pending claims against the Supplier or the surety

company filed by the Procuring Entity;
b) The Supplier has no pending claims for labor and materials filed
against it; and
c) Other terms specified in the SCC

• 13.5 In case of a reduction of the contract value, the Procuring Entity shall
allow a proportional reduction in the original performance security, provided
that any such reduction is more than ten percent (10%) and that the
aggregate of such reductions is not more than fifty percent (50%) of the
original performance security.
14. Use of Contract Document and
Information
• 14.1 The Supplier shall not, except for purposes of
performing the obligations in this Contract, without the
Procuring Entity’s prior written consent, disclose this
Contract, or any provision thereof, or any specification,
plan, drawing, pattern, sample, or information furnished
by or on behalf of the Procuring Entity. Any such disclosure
shall be made in confidence and shall extend only as far as
may be necessary for purposes of such performance.
• 14.2 Any document, other than this Contract
itself, enumerated in GCC Clause 14.1 shall
remain the property of the Procuring Entity
and shall be returned (all copies) to the
Procuring Entity on completion of the
Supplier’s performance under this Contract if
so required by the Procuring Entity.
 15. Standards

• The Goods provided under this Contract shall

conform to the standards mentioned in the
Section VII. Technical Specifications; and, when no
applicable standard is mentioned, to the
authoritative standards appropriate to the Goods’
country of origin. Such standards shall be the
latest issued by the institution concerned.
16. Inspection and Tests

• All the records of inspection and testing

requirements relevant to the specific processes is
put together in a single document . This will give
the procuring entity an outline if the work done
and services meet the industry standards for
accuracy, quality and if it is within the allotted
time and budget.
 17. Warranty

• 17.1-17.2 The warranty ensures that the product is new, unused,

and has no defects caused by the manufacturer or by normal
usage.
• 17.3 If there are any defects caused by the manufacturer or by
normal usage, the supplier has to correct these defects for a
certain period of time.

• 17.4 The procuring entity shall ask the supplier first to fix the
defects on the product under warranty.
• 17.5 If supplier fails to fix the product under warranty, the
procuring entity can take remedial actions as may be necessary.
18. Delays in the Supplier’s Performance

• 18.1. Delivery of the Goods and/or performance of Services

shall be made by the Supplier in accordance with the time
schedule prescribed by the Procuring Entity in Schedule of
Requirements.
• For example:
• 18.2 The supplier must notify the procuring entity if
there are any delays in the delivery of a product, it’s
duration, and causes. The time can be extended and
the contract can be changed depending on the
procuring entity.
• 18.3 Delays by the supplier makes them liable to
liquidated damages unless a time extension is given
by the procuring entity
19. Liquidated Damages

• If the supplier fails to deliver any of the

products or was delayed and not given an
extension, the procuring entity is
compensated by reduction of the contract
price (similar to a discount)
20. Settlement of Disputes

• 20.1 As much as possible, Disputes (arguments) must be settled between

the supplier and procuring entity only.
• 20.2 – 20.3 If the dispute after 30 days was not resolved between
themselves, one party must notify the other party that they will proceed
to arbitration (third party helping both parties to negotiate without
judiciary courts) before or after the delivery of the product
• 20.4 Settlement of the dispute with arbitration must be under R.A. 9285
• 20.5 Even during arbitration the parties must continue their obligations
under contract unless they otherwise agree, and the procuring entity
must continue paying
21. Liability of the Supplier

• 21.1 The liabilities of the supplier is regulated by

laws in the Philippines

• 21.2 Liabilities of the supplier shall not exceed the

contract price, except in cases of criminal
negligence or willful misconduct, and in the case
of infringement of patent rights.
22. Force Majeure

• 22.1 – 22.2 Suppliers cannot be liable for problems in their

product caused by events that are unforeseeable or
unavoidable, for example: wars, revolutions, fires, floods,
epidemics, quarantine restrictions, and freight embargoes.

• 22.3 In case of a force majeure situation happens, the

supplier must notify the procuring entity of the situation
as soon as possible. The supplier must perform their
obligations in the contract if it is practical.
23. Termination for Default

• 23.1. The Procuring Entity shall terminate this Contract for

default when any of the following conditions attends its
implementation:
• (a) Outside of force majeure, the Supplier fails to deliver or
perform any or all of the Goods within the period(s)
specified in the contract, or within any extension thereof
granted by the Procuring Entity pursuant to a request
made by the Supplier prior to the delay, and such failure
amounts to at least ten percent (10%) of the contact price;
• (b) As a result of force majeure, the Supplier is unable
to deliver or perform any or all of the Goods,
amounting to at least ten percent (10%) of the
contract price, for a period of not less than sixty (60)
calendar days after receipt of the notice from the
Procuring Entity stating that the circumstance of force
majeure is deemed to have ceased; or

• (c) The Supplier fails to perform any other obligation

under the Contract.
• 23.2. In the event the Procuring Entity terminates this
Contract in whole or in part, for any of the reasons
provided under GCC Clauses 23 to 26, the Procuring
Entity may procure, upon such terms and in such
manner as it deems appropriate, Goods or Services
similar to those undelivered, and the Supplier shall be
liable to the Procuring Entity for any excess costs for
such similar Goods or Services. However, the Supplier
shall continue performance of this Contract to the
extent not terminated.
• 23.3. In case the delay in the delivery of the Goods
and/or performance of the Services exceeds a time
duration equivalent to ten percent (10%) of the
specified contract time plus any time extension duly
granted to the Supplier, the Procuring Entity may
terminate this Contract, forfeit the Supplier's
performance security and award the same to a
qualified Supplier.
24. Termination for Insolvency

• The procuring entity must terminate

contract when the supplier is declared
bankrupt and the procuring entity will not
receive any compensation
25. Termination for Convenience

• *HoPE = Head of Procuring Entity

• 25.1 The HoPE can terminate the whole
contract or partially with a valid reason for
the convenience of the Government. For
example, the HoPE has determined the
project is impractical or unnecessary.
• 25.2 The procuring entity must notify the supplier of the
termination. The goods that were delivered/ performed before
and after 30 days of notification must be accepted by the procuring
entity at their original price. The leftover goods not delivered or
performed can still be finished and paid in full price or be cancelled
and pay for the partially finished goods with an agreed amount.

• 25.3 The expenditures of the supplier to procure the goods which

cannot be resold will be partially paid by the procuring entity on a
quantum meruit basis (the amount deserved). Proof must be
provided that these expenditures were made for the procuring
entity
26. Termination for Unlawful Acts

• The contract may be terminated before or during

if the procuring entity determined that the
supplier has engaged in unlawful acts to acquire
the contract.
27. Procedures for Termination of
Contracts

• 27.1. The following provisions shall govern the procedures

for termination of this Contract:
• (a) Upon receipt of a written report of acts or causes which
may constitute ground(s) for termination as
aforementioned, or upon its own initiative, the
Implementing Unit shall, within a period of seven (7)
calendar days, verify the existence of such ground(s) and
cause the execution of a Verified Report, with all relevant
evidence attached;
• b) If the HoPE will terminate the contract, they must provide
the cause of termination, details of termination
• c) The Notice to Terminate shall be accompanied by a copy
of the Verified Report;
• d) The supplier can provide a counter argument on why
the contract should not be terminated within 7 days after
the notice of termination.
• e) Procuring entity can withdraw the position paper before the
counter argument of the supplier is given.
• f) After receiving the counter argument of the supplier, the HoPE
shall decide whether to terminate the contract and must tell the
supplier of their decision in writing within 10 days.
28. Assignment of Rights

• 28. The Supplier shall not assign his rights

or obligations under this Contract, in
whole or in part, except with the
Procuring Entity’s prior written consent.
29. Contract Amendment

• 29.) No modifications to the contract unless

it was consented and signed by both parties
30. Application

• 30. These General Conditions shall apply to

the extent that they are not superseded by
provisions of other parts of this Contract.
THANK YOU
“Until the contract is signed, nothing is real”- Glenn Danzing
SECTION V:
Special Conditions of Contract
 The provisions of this Section complement the GCC,
specifying contractual requirements linked to the
special circumstances of the Procuring Entity, the
Procuring Entity’s country, the sector, and the
Goods purchased.

Notes on the Special In preparing this Section, the following aspects

Conditions of Contract should be checked:

1. Information that complements provisions of Section IV

must be incorporated.
2. Amendments and/or supplements to provisions of
Section IV, as necessitated by the circumstances of
the specific purchase, must also be incorporated.
 ___________________________________________________________
GCC Clause
___________________________________________________________
1.1(g) The Procuring Entity is [insert name of Procuring
___________________________________________________________ Entity].
1.1(i) The Supplier is [to be inserted at the time of contract
___________________________________________________________ award].
1.1(j) The Funding Source is the Government of the Philippines (GOP)
through [indicate source of funding and year] in the amount of [insert
amount of funds].

NOTE:
In the case of National Government Agencies, the General
Appropriations Act and/or continuing appropriations; in the case of
Government Owned and/or Controlled Corporations, Government
Financial Institutions, and State Universities and Colleges, the
Corporate Budget for the contract approved by the governing
Boards; in the case of Local Government Units, the Budget for the
contract approved by the respective Sanggunian.
 ___________________________________________________________
GCC Clause
___________________________________________________________
1.1(k) The Project Site is [insert full name and address of the delivery site].
For multiple sites state “ The Project sites are defined in Section VI.
Schedule of Requirements.
___________________________________________________________
No further instructions.
___________________________________________________________
2.1

5.1 The Procuring Entity’s address for Notices is: [insert address
including, name of contact, fax and telephone number]
The Supplier’s address for Notices is: [insert address including, name
of contact, fax and telephone number]
___________________________________________________________
6.2 List here any additional requirements for the completion of this
Contract. The following requirements and the corresponding
provisions may be deleted, amended, or retained depending on its
applicability to this Contract:
 ___________________________________________________________
GCC Clause
___________________________________________________________
Delivery and Documents
For purposes of the Contract, “EXW,” “FOB,” “FCA,” “CIF,” “CIP,”
“DDP” and other trade terms used to describe the obligations of the
parties shall have the meanings assigned to them by the current
edition of INCOTERMS published by the International Chamber of
Commerce, Paris. The Delivery terms of this Contract shall be as
follows:

1. For Goods Supplied from Abroad, state “The delivery terms

applicable to the Contract are DDP delivered [insert place of
destination]. In accordance with INCOTERMS.”
2. For Goods Supplied from Within the Philippines, state “The delivery
terms applicable to this Contract are delivered [insert place of
destination]. Risk and title will pass from the Supplier to the
Procuring Entity upon receipt and final acceptance of the Goods at
their final destination.”
 ___________________________________________________________
GCC Clause
___________________________________________________________
The details of shipping and/or other documents to be furnished by
the Supplier are as follows:
For Goods supplied from within the Philippines:

Upon delivery of the Goods to the Project Site, the Supplier shall notify
the Procuring Entity and present the following documents to the
Procuring Entity:

I. Original and four copies of the Supplier’s invoice showing

Goods’ description, quantity, unit price, and total amount;

II. Original and four copies delivery receipt/note, railway

receipt, or truck receipt;

III. Original Supplier’s factory inspection report;

 ___________________________________________________________
GCC Clause
___________________________________________________________
IV. Original and four copies of the Manufacturer’s and/or
Supplier’s warranty certificate;

V. Original and four copies of the certificate of origin (for

imported Goods);

VI. Delivery receipt detailing number and description of items

received signed by the authorized receiving personnel;

VII. Certificate of Acceptance/Inspection Report signed by the

Procuring Entity’s representative at the Project Site; and

VIII. Four copies of the Invoice Receipt for Property signed

by the Procuring Entity’s representative at the Project Site.
 ___________________________________________________________
GCC Clause
___________________________________________________________
For Goods supplied from abroad:

Upon shipment, the Supplier shall notify the Procuring Entity and the
insurance company by cable the full details of the shipment, including
Contract Number, description of the Goods, quantity, vessel, bill of
lading number and date, port of loading, date of shipment, port of
discharge etc.

I. Original and four copies of the Supplier’s invoice showing

Goods’ description, quantity, unit price, and total amount;

II. Original and four copies of the negotiable, clean shipped

on board bill of lading marked “freight pre paid” and five
copies of the non negotiable bill of lading;

III. Original Supplier’s factory inspection report;

 ___________________________________________________________
GCC Clause
___________________________________________________________
IV. Original and four copies of the Manufacturer’s and/or
Supplier’s warranty certificate;

V. Original and four copies of the certificate of origin (for

imported Goods);

VI. Delivery receipt detailing number and description of items

received signed by the Procuring Entity’s representative at
the Project Site;

VII. Certificate of Acceptance/Inspection Report signed by the

Procuring Entity’s representative at the Project Site; and

VIII. Four copies of the Invoice Receipt for Property signed

by the Procuring Entity’s representative at the Project Site.
 ___________________________________________________________
GCC Clause
___________________________________________________________
For purposes of this Clause the Procuring Entity’s Representative at the Project
Site is [insert name].

Incidental Services
The Supplier is required to provide all of the following services, including additional
services, if any, specified in Section VI. Schedule of Requirements:

Select appropriate requirements and delete the rest.

1. performance or supervision of on site assembly and/or start up of the supplied
Goods;
2. furnishing of tools required for assembly and/or maintenance of the supplied
Goods;
3. furnishing of a detailed operations and maintenance manual for each appropriate
unit of the supplied Goods;
4. performance or supervision or maintenance and/or repair of the supplied Goods,
for a period of time agreed by the parties, provided that this service shall not
relieve the Supplier of any warranty obligations under this Contract; and
5. training of the Procuring Entity’s personnel, at the Supplier’s plant and/or on site,
in assembly, start up, operation, maintenance, and/or repair of the supplied
Goods.
 ___________________________________________________________
GCC Clause
___________________________________________________________
The Contract price for the Goods shall include the prices charged by the Supplier
for incidental services and shall not exceed the prevailing rates charged to other
parties by the Supplier for similar services.

Spare Parts
The Supplier is required to provide all of the following materials, notifications, and
information pertaining to spare parts manufactured or distributed by the Supplier:

Select appropriate requirements and delete the rest.

1. such spare parts as the Procuring Entity may elect to purchase from the
Supplier, provided that this election shall not relieve the Supplier of any
warranty obligations under this Contract; and
2. in the event of termination of production of the spare parts:
advance notification to the Procuring Entity of the pending termination, in
sufficient time to permit the Procuring Entity to procure needed requirements;
and
following such termination, furnishing at no cost to the Procuring Entity, the
blueprints, drawings, and specifications of the spare parts, if requested.
 ___________________________________________________________
GCC Clause
___________________________________________________________
The spare parts required are listed in Section VI. Schedule of
Requirements and the cost thereof are included in the
Contract Price

The Supplier shall carry sufficient inventories to assure ex-

stock supply of consumable spares for the Goods for a
period of [insert here the time period specified. If not used
insert time period of three times the warranty period].

Other spare parts and components shall be supplied as

promptly as possible, but in any case within [insert
appropriate time period] months of placing the order.
 ___________________________________________________________
GCC Clause
___________________________________________________________
Packaging

The Supplier shall provide such packaging of the Goods as is required to

prevent their damage or deterioration during transit to their final destination, as
indicated in this Contract.

The outer packaging must be clearly marked on at least four (4) sides as
follows:
Name of the Procuring Entity
Name of the Supplier
Contract Description
Final Destination
Gross weight
Any special lifting instructions
Any special handling instructions
Any relevant HAZCHEM classifications
 ___________________________________________________________
GCC Clause
___________________________________________________________
Insurance

The Goods supplied under this Contract shall be fully insured by the
Supplier in a freely convertible currency against loss or damage
incidental to manufacture or acquisition, transportation, storage, and
delivery. The Goods remain at the risk and title of the Supplier until
their final acceptance by the Procuring Entity.

Transportation

Where the Supplier is required under Contract to deliver the Goods

CIF, CIP or DDP, transport of the Goods to the port of destination or
such other named place of destination in the Philippines, as shall be
specified in this Contract, shall be arranged and paid for by the
Supplier, and the cost thereof shall be included in the Contract Price.
 ___________________________________________________________
GCC Clause
___________________________________________________________
Where the Supplier is required under this Contract to transport the Goods to
a specified place of destination with in the Philippines, defined as the Project
Site, transport to such place of destination in the Philippines, including
insurance and storage, as shall be specified in this Contract, shall be
arranged by the Supplier, in related cost shall be included in the Contract
Price.

Where the Supplier is required under the Contract to deliver the Goods CIF,
CIP or DDP, Goods are to be transported on carriers of Philippine registry. In
the event that no carrier of Philippine registry is available, Goods may be
shipped by a carrier which is not of Philippine registry provided that the
Supplier obtains and presents to the Procuring Entity certification to this
effect from the nearest Philippine consulate to the port of dispatch. In the
event that carriers of Philippine registry are available but their schedule
delays the Supplier in its performance of this Contract the period from when
the Goods were first ready for shipment and the actual date of shipment the
period of delay will be considered force majeure in accordance with GCC
Clause 22.
 ___________________________________________________________
GCC Clause
___________________________________________________________
In the case of Goods supplied from with in the Philippines or supplied by
domestic Suppliers risk and title will not be deemed to have passed to the
Procuring Entity until their receipt and final acceptance at the final
destination.

Patent Rights

The Supplier shall indemnify the Procuring Entity against all third party claims
of infringement of patent, trademark, or industrial design rights arising from
use of the Goods or any part thereof.
___________________________________________________________
10.4 Maintain the GCC Clause and state here “Not Applicable” or if procurement
involves a foreign denominated bid, state “Payment shall be made in [insert
currency]”.
 ___________________________________________________________
GCC Clause
___________________________________________________________
10.5 State “Payment using LC is not allowed”.

or

If payment using LC is allowed, state “the amount of provisional

sum is ___________ Pesos (PhP ______).”

[Note: The provisional sum shall not exceed 10% of the ABC, and shall form
part of the ABC].

___________________________________________________________
11.3 State “Maintain the GCC Clause."

or

State “The terms of payment shall be as follows:_________"

 ___________________________________________________________
GCC Clause
___________________________________________________________
13.4(c) Specify additional conditions, if any, that must be met prior to the release of

___________________________________________________________
the performance security, otherwise, state “No further instructions”.

16.1 The inspections and tests that will be conducted are: [insert the applicable
inspections and tests, if none, state None].
___________________________________________________________
17.3 If the Goods pertain to Expendable Supplies: Three (3) months after
acceptance by the Procuring Entity of the delivered Goods or after the
Goods are consumed, whichever is earlier.

If the Goods pertain to Non-expendable Supplies: One (1) year after

___________________________________________________________
acceptance by the Procuring Entity of the delivered Goods.

17.4 The period for correction of defects in the warranty period is [insert number

___________________________________________________________
of days].

21.1 State here “No additional provision ”. or, if the Supplier is a joint venture, “All
partners to the joint venture shall be jointly and severally liable to the
Procuring Entity".
 CARLOS HILADO MEMORIAL STATE UNIVERSITY
COLLEGE OF ENGINEERING
BACHELOR OF SCIENCE IN CIVIL ENGINEERING

BID FORM
AND OTHER RELATED
DOCUMENTS

PRESENTED BY:
CAPANAS, RONIEL H.
CHAVEZ, EZIEL DAWN
BSCE 4B
 1 BID FORM

2 CONTRACT AGREEMENT

Table of Content
3 OMNIBUS SWORN STATEMENT

4 BANK GUARANTEE FORM FOR ADVANCE PAYMENT

5 BID SECURING DECLARATION FORM

6 NOTES ON THE BIDDING FORM

 BID FORMS
TERMS AND DEFINITIONS

Auction - the process of buying of goods or services by submitting

them up for the bid. Usually, the highest bid can purchase the
product or service.

Bid - it is defined as the highest price a marketer is willing to pay for

certain goods or services at a given time. It may also refer to the
amount that any person in a bidding is willing to pay for a
commodity.

Bidding - refers to the competitive offering of a price that the bidder

is willing to pay for a commodity or products or services and is
considered as one of the normal ways of formative price of a
commodity in a free market.

03
BID FORM
also called bid proposal form or construction bid proposal form in case of construction
bidding, is a document or a standard printed form often included with the notice of sale in a
competitive bid writing, given to the bidders or underwriters so that they may submit the
information required for the bid, which must be in correct format and sequence

USES OF BID FORMS

In the case of a contractor who would like to respond to a bid

1 invitation with a bid on a project.

In the case of an owner collecting bids from potential

contractors, he or she would like to create a standard form to be
2 included with the formal invitation to bid to be completed by
the bidder or underwriter if a bid is submitted.

04
 BID FORM

Essential Details How to create an effective Bid Form

the name of the project 1. Give a reasonable time estimate.

where the bid will be returned
a list of all the documents provided to 2. Acknowledge project specifics.
the contractor with regard to the
given project 3. Particulars of your business.
a list of all the documents that is
attached to the bid form
estimates made in the bid
date the bid form was created

05
 SIGNING THE AGREEMENT

The one responsible for signing the bid form

must be the contractor who will also be the one
submitting the bid. Witnesses or notary public is not
required, and the document can be signed
electronically with the increasing advancement of
today’s technology. Both parties involved in the
general agreement must sign, and there is no need to
sign a printed out agreement.

06
EXAMPLE OF BID FORM

07
EXAMPLE OF BID FORM

06
 CONTRACT AGREEMENT

An agreement form also known as a

contract document can be drawn up in a simple
contract format or agreement format. An
agreement is quite simply any understanding or
arrangement reached between two or more
parties. A contract is an offshoot of an
agreement that, by its terms and elements, is
legally binding and enforceable in a court of law

09
 5. Valid Contract

1. Unilateral Contract
4. Implied Contract

TYPES
2. Bilateral Contract OF CONTRACT
AGREEMENT
3. Executed Contract
6. Voidable Contract

10
 TYPES OF CONTRACT AGREEMENT
1. Unilateral contracts —are one-sided. In a unilateral contract, one party makes all the
promises.

2. Bilateral Contract — in a bilateral contract, unlike the unilateral, both parties make
promises. Both parties involved in a bilateral contract promise to implement certain
things.

3. Executed Contract — this is as straightforward as it gets. An executed contract is one

that’s been completed. The contract is often made between two or more people, but it
can also be between a person and an entity, or two or more entities.

4. Implied Contract — these contract details and promises are committed to writing or
expressed orally. An implied contract has the same legal force as an express contract,
which is a contract that is voluntarily entered into and agreed on verbally or in writing by
two or more parties.

11
 TYPES OF CONTRACT AGREEMENT

5. Valid Contract — contract is considered valid if it meets all the qualities necessary to
be a legal contract. A valid contract provides proof of what was agreed between you
and the other party.

6. Voidable Contract — if a single element is missing from a contract, it is considered

voidable. If a party with the power to reject the contract chooses not to reject the
contract despite the defect, the contract remains valid and enforceable. Once there’s a
mistake, misrepresentation or fraud, undue influence, or a party’s legal incapacity to
enter a contract, it becomes voidable.

12
FEATURE OF A CONTRACT AGREEMENT FORMS

SIGNATURES

DESCRIPTION OF THE SERVICES

REQUIRED RESOURCES

NAME OF SIGNATORIES/COMPANIES

FILE UPLOADS

13
EXAMPLE OF CONTRACT AGREEMENT FORM

14
 OMNIBUS SWORN STATEMENT

Sworn Affidavit must be completed

by all Bidders in accordance with ITB
Clause 4.2. Failure to do so and submit it
with the bid shall result in the rejection of
the bid and the Bidder’s disqualification

15
EXAMPLE OF OMNIBUS SWORN STATEMENT

16
EXAMPLE OF OMNIBUS SWORN STATEMENT

17
 BANK GUARANTEE FORM FOR
ADVANCE PAYMENT

A PAYMENT GUARANTEE ASSURES A SELLER THE

PURCHASE PRICE IS PAID ON A SET DATE. AN ADVANCE
PAYMENT GUARANTEE ACTS AS COLLATERAL FOR
REIMBURSING ADVANCE PAYMENT FROM THE BUYER IF THE
SELLER DOES NOT SUPPLY THE SPECIFIED GOODS PER THE
CONTRACT. A CREDIT SECURITY BOND SERVES AS
COLLATERAL FOR REPAYING A LOAN.

18
 Bank Guarantee
A bank guarantee is a type of financial backstop
offered by a lending institution. The bank guarantee
means that the lender will ensure that the liabilities of a
Performance Security Form and Bank debtor will be met. In other words, if the debtor fails to
Guarantee Form for Advance Payment settle a debt, the bank will cover it. A bank guarantee
enables the customer (or debtor) to acquire goods, buy
Only the successful Bidder will be equipment, or draw down a loan.
required to provide performance security and
A bank guarantee is when a lending institution
bank guarantee for advance payment in
promises to cover a loss if a borrower defaults on a
accordance with one of the forms indicated loan.
herein or in another form acceptable to the
Parties to a loan choose direct guarantees for
Procuring Entity and pursuant to GCC Clause
international and cross-border transactions.
13 and its corresponding SCC provision.
The guarantee provides additional risk to the
lender, so loans with such a guarantee will come with
greater costs or interest rates.
19
DIFFERENT KINDS OF BANK GUARANTEES

Direct Guarantee - it applies when the bank’s security does not rely on the
1
existence, validity, and enforceability of the main obligation.

Indirect Guarantee - occurs most often in the export business, especially when
government agencies or public entities are the beneficiaries of the guarantee.
Many countries do not accept foreign banks and guarantors because of legal
2
issues or other form requirements. With an indirect guarantee, one uses a second
bank, typically a foreign bank with a head office in the beneficiary’s country of
domicile.

20
EXAMPLE OF BANK GUARANTEE FORM FOR
ADVANCE PAYMENT

2121
 BID SECURING DECLARATION FORM

A bid security:

the amount of money that may be calculated as a percentage of the budget estimate of
a procurement requirement or a percentage of a bidder’s bid price. It is used by the
client as protection against bidders withdrawing their bids prior to the end of their bid
validity period, or for refusing to sign the contract

intended to deter bidders from withdrawing their bids because they would otherwise
forfeit the bid security amount to the client. It gives the client some assurance that the
selected bidder will sign the contract or otherwise forfeit their bid security.

22

 BID SECURING DECLARATION FORM

may be required of firms that submit offers in response to an invitation for bids. It
is commonly used when procuring goods, works, and non-consultant services.
Although uncommon for consultant services, it could be applied if stipulated in
the bidding documents and in the public procurement rules.

must be surrendered to the client if the bidder: (i) withdraws their bid before the
end of the bid validity period, (ii) fails to sign the contract after the notification of
award, or (iii) fails to provide a performance security, if required

A bid security guarantee is usually acceptable in one of the following formats:

(i) unconditional bank guarantee, (ii) irrevocable letter of credit, (iii) certified check, or
(iv) bond.

23
EXAMPLE OF BID SECURING DECLARATION FORM

24
 NOTES ON THE BIDDING FORMS

The Bidder shall complete and submit with its Bid the Bid Form and Price Schedules
in accordance with ITB (Invitation to Bid) Clause 11 with the requirements of the
Bidding Documents and the format set out in this Section.

When requested in the BDS, the Bidder should provide the Bid Security, either in the
form included hereafter or in another form acceptable to the Entity, pursuant to ITB
Clause 22.

The Contract Agreement Form, when it is finalized at the time of contract award,
should incorporate any corrections or modifications to the accepted Bid resulting
from price corrections. The Price Schedule and Schedule of Requirements deemed to
form part of the contract should be modified accordingly.

25
 NOTES ON THE BIDDING FORMS

The Performance Security Form and Bank Guarantee Form for Advance Payment
should not be completed by the Bidders at the time of their Bid preparation. Only the
successful Bidder will be required to provide performance security and bank
guarantee for advance payment in accordance with one of the forms indicated herein
or in another form acceptable to the Procuring Entity and pursuant to GCC Clause 35
and its corresponding SCC provision.

The sworn affidavit must be completed by all Bidders in accordance with ITB Clause
8.h. Failure to do so and submit it with the bid shall result in the rejection of the bid
and the Bidder’s disqualification

26
 RELEVANCE OF BID FORM TO CIVIL ENGINEERING FIELD
In civil engineering, bid forms are important documents that play a critical role in the
procurement of construction projects. A bid form is a document that is used to formally
request bids from contractors for a construction project. It typically contains information
about the project, including the scope of work, specifications, contract terms and
conditions, and instructions for submitting a bid.
The bid form is a crucial document in civil engineering because it helps to ensure that
the procurement process is fair and transparent. By providing a detailed description of the
project and the requirements for submitting a bid, the bid form helps to ensure that all
contractors have access to the same information and are competing on a level playing field.
Furthermore, the bid form also helps to protect the interests of the project owner by
clearly defining the terms and conditions of the contract. This helps to prevent disputes and
legal issues that can arise if the terms of the contract are not clearly defined.
Overall, the bid form is a critical document in civil engineering as it helps to ensure that
the procurement process is fair, transparent, and legally sound.

27
 SUMMARY Notes on the Bidding
Forms

OMNIBUS SWORN
BID SECURING
STATEMENT
DECLARATION FORM

BID FORM
BANK GUARANTEE FORM FOR
ADVANCE PAYMENT

CONTRACT AGREEMENT

Relevance of Bid form to

civil engineering field

28
 CARLOS HILADO MEMORIAL STATE UNIVERSITY

THANK
COLLEGE OF ENGINEERING

U
BACHELOR OF SCIENCE IN CIVIL ENGINEERING

YO

FOR

LISTENING!

PRESENTORS:
CAPANAS, RONIEL H.
CHAVEZ, EZIEL DAWN