Alam na natin na bago magsimula ang Public Bidding, dumaan na ito sa paggawa ng PPMP, ng APP, ng Annual Budget, at Supplemental APP kung may Supplemental Budget. Ngunit ang mga dokumentong may kinalaman sa aktwal na pangangailangan ng ahensya ay hindi pa rin malinaw. Dahil dito, kailangan ng isa o higit pang meeting o conference para makumpleto ang mga detalyeng kailangan. Iyon ang magiging hudyat ng pagsisimula ng procurement – ang pagsasagawa ng Pre-Procurement Conference.
Ayon sa Section 20 ng Revised IRR (RA.9184):
“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 public bidding, the BAC, through its Secretariat, shall call for a pre-procurement conference. The pre-procurement conference shall be attended by the BAC, the Secretariat, the unit or officials, including consultants hired by the procuring entity, who prepared the Bidding Documents and the draft Invitation to Bid/Request for Expression of Interest for each procurement. During this conference, the participants, led by the BAC, shall:
a) Confirm the description and scope of the contract, the ABC, and contract duration.
b) Ensure that the procurement is in accordance with the project and annual procurement plans;
c) Determine the readiness of the procurement at hand, including, among other aspects, the following:
i) availability of appropriations and programmed budget for contract;
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 ROW and the ownership of affected properties.
d) Review, modify and agree on criteria for eligibility screening, evaluation and post-qualification;
e) Review and adopt the procurement schedule, including deadlines and time frames for the different activities; and
f) Reiterate and emphasize the importance of confidentiality , in accordance with Section 19 of this IRR, and applicable sanctions and penalties, as well as agree on measures to ensure compliance with the foregoing. x x x”
Sa panahon ng pre-procurement, nag-uusap ang mga miyembro ng BAC, ng Secretariat, ng TWG kung kinakailangan, ng opisinang may pangangailangan o end-user, at ng iba pang may kinalaman sa procurement. Hindi pa kailangan ng observers at bidders dahil mahigpit na ipinagbabawal ang maagang pagpapalabas ng impormasyon bago pa man lumabas ang anunsyo ng Public Bidding.
Q: Do we still have to conduct a pre-procurement conference considering the project ABC is only P90,000.00?
A: Section 20.2 of the Revised IRR shall answer your question:
“20.2. The holding of a pre-procurement conference may not be required for small procurements, i.e., procurement of goods costing Two Million Pesos (P2,000,000.00) and below, procurement of infrastructure projects costing Five Million Pesos (P5,000,000.00) and below, and procurement of consulting services costing One Million Pesos (P1,000,000.00) and below.”
Nevertheless, it will be a good practice to conduct pre-procurement even for projects below the threshold indicated above. This will ensure that all information on the bidding documents shall be properly clarified and resolved accordingly.