one (1) lot - supply, delivery, setup, installation

1

PHILIPPINE BIDDING DOCUMENTS

FOR

ONE (1) LOT - SUPPLY, DELIVERY,

SETUP, INSTALLATION,

CONFIGURATION, CUSTOMIZATION,

DATA MIGRATION, TESTING,

INSTALLATION, AND IMPLEMENTATION

OF A NEW LIBRARY MANAGEMENT

SYSTEM (LMS) FOR THE BANGKO

SENTRAL NG PILIPINAS (BSP)

LIBRARIES, INCLUSIVE OF ONE (1) YEAR

SOFTWARE SUBSCRIPTION, SUPPORT

AND TRAINING, AS PER BSP TERMS OF

REFERENCE AND SERVICE LEVEL

AGREEMENT

BIDS AND AWARDS COMMITTEE - INFORMATION TECHNOLOGY,

INFRASTRUCTURE AND OTHER RELATED COMPONENTS

2nd Floor, 5-Storey Bldg., A. Mabini corner P. Ocampo Sr. Sts,

Malate, Manila, 1004 PHILIPPINES

Tel Nos.: 5306-2798/5306-2800/8708-7173

Fax No.: 8708-7116

Email Address: [email protected]

Sixth Edition

July 2020

BANGKO SENTRAL NG PILIPINAS

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Table of Contents

Glossary of Acronyms, Terms, and Abbreviations ...................................................................... 3�

Section I. Invitation to Bid ........................................................................................................... 6�

Section II. Instructions to Bidders ............................................................................................. 10�

1.� Scope of Bid 11�

2.� Funding Information 11�

3.� Bidding Requirements 11�

4.� Corrupt, Fraudulent, Collusive, and Coercive Practices 12�

5.� Eligible Bidders 12�

6.� Origin of Goods 13�

7.� Subcontracts 13�

8.� Pre-Bid Conference 13�

9.� Clarification and Amendment of Bidding Documents 13�

10.� Documents comprising the Bid: Eligibility Component 13�

11.� Documents comprising the Bid: Financial Component 13�

12.� Bid Prices 14�

13.� Bid and Payment Currencies 14�

14.� Bid Security 15�

15.� Sealing and Marking of Bids 15�

16.� Deadline for Submission of Bids 15�

17.� Opening and Preliminary Examination of Bids 15�

18.� Domestic Preference 16�

19.� Detailed Evaluation and Comparison of Bids 16�

20.� Post-Qualification 16�

21.� Signing of the Contract 16�

Section III. Bid Data Sheet ........................................................................................................ 17�

Section IV. General Conditions of Contract .............................................................................. 21�

1.� Scope of Contract 22�

2.� Advance Payment and Terms of Payment 22�

3.� Performance Security 22�

4.� Inspection and Tests 22�

5.� Warranty 23�

6.� Liability of the Supplier 23�

Section V. Special Conditions of Contract ................................................................................ 24�

Section VI. Schedule of Requirements ...................................................................................... 29�

Section VII. Technical Specifications........................................................................................ 30�

Section VIII. Checklist of Eligibility (Legal, Technical and Financial) and Financial Proposal

Documents ................................................................................................................................. 33�

BIDDING FORMS .................................................................................................................... 52�

CONTRACT FORMS ............................................................................................................... 52�

ANNEXES ................................................................................................................................. 52�

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Glossary of Acronyms, Terms, and

Abbreviations

2016 Revised IRR – 2016 Revised Implementing Rules and Regulations of Rep. Act

No. 9184.

ABC – Approved Budget for the Contract.

BAC – Bids and Awards Committee.

Bid – 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. Also referred to as

Proposal and Tender. (2016 Revised IRR, Section 5[c])

Bidder – Refers to a contractor, manufacturer, supplier, distributor and/or consultant who

submits a bid in response to the requirements of the Bidding Documents. (2016 Revised IRR,

Section 5[d])

Bidding Documents – The documents issued by the Procuring Entity as the bases for bids,

furnishing all information necessary for a prospective bidder to prepare a bid for the Goods,

Infrastructure Projects, and/or Consulting Services required by the Procuring Entity.

(2016 Revised IRR, Section 5[e])

BIR – Bureau of Internal Revenue.

BSP – Bangko Sentral ng Pilipinas.

Consulting Services – Refer to services for Infrastructure Projects and other types of projects

or activities of the GOP requiring adequate external technical and professional expertise that

are beyond the capability and/or capacity of the GOP to undertake such as, but not limited to:

(i) advisory and review services; (ii) pre-investment or feasibility studies; (iii) design;

(iv) construction supervision; (v) management and related services; and (vi) other technical

services or special studies. (2016 Revised IRR, Section 5[i])

CDA – Cooperative Development Authority.

Contract – Refers to the agreement entered into between the Procuring Entity and the Supplier

or Manufacturer or Distributor or Service Provider for procurement of Goods and Services;

Contractor for Procurement of Infrastructure Projects; or Consultant or Consulting Firm for

Procurement of Consulting Services; as the case may be, as recorded in the Contract Form

signed by the parties, including all attachments and appendices thereto and all documents

incorporated by reference therein.

CIF – Cost Insurance and Freight.

CIP – Carriage and Insurance Paid.

CPI – Consumer Price Index.

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DDP – Refers to the quoted price of the Goods, which means “delivered duty paid.”

DTI – Department of Trade and Industry.

EXW – Ex works.

FCA – “Free Carrier” shipping point.

FOB – “Free on Board” shipping point.

Foreign-funded Procurement or Foreign-Assisted Project – Refers to procurement whose

funding source is from a foreign government, foreign or international financing institution

as specified in the Treaty or International or Executive Agreement. (2016 Revised IRR,

Section 5[b]).

Framework Agreement – Refers to a written agreement between a procuring entity and a

supplier or service provider that identifies the terms and conditions, under which specific

purchases, otherwise known as “Call-Offs,” are made for the duration of the agreement. It is in

the nature of an option contract between the procuring entity and the bidder(s) granting the

procuring entity the option to either place an order for any of the goods or services identified in

the Framework Agreement List or not buy at all, within a minimum period of one (1) year to a

maximum period of three (3) years. (GPPB Resolution No. 27-2019)

GFI – Government Financial Institution.

GOCC – Government-owned and/or –controlled corporation.

Goods – Refer to all items, supplies, materials and general support services, except Consulting

Services and Infrastructure Projects, which may be needed in the transaction of public

businesses or in the pursuit of any government undertaking, project or activity, whether in the

nature of equipment, furniture, stationery, materials for construction, or personal property of

any kind, including non-personal or contractual services such as the repair and maintenance of

equipment and furniture, as well as trucking, hauling, janitorial, security, and related or

analogous services, as well as procurement of materials and supplies provided by the Procuring

Entity for such services. The term “related” or “analogous services” shall include, but is not

limited to, lease or purchase of office space, media advertisements, health maintenance

services, and other services essential to the operation of the Procuring Entity. (2016 Revised

IRR, Section 5[r])

GOP – Government of the Philippines.

GPPB – Government Procurement Policy Board.

INCOTERMS – International Commercial Terms.

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Infrastructure Projects – Include the construction, improvement, rehabilitation, demolition,

repair, restoration or maintenance of roads and bridges, railways, airports, seaports,

communication facilities, civil works components of information technology projects,

irrigation, flood control and drainage, water supply, sanitation, sewerage and solid waste

management systems, shore protection, energy/power and electrification facilities, national

buildings, school buildings, hospital buildings, and other related construction projects of the

government. Also referred to as civil works or works. (2016 Revised IRR, Section 5[u])

LGUs – Local Government Units.

NFCC – Net Financial Contracting Capacity.

NGA – National Government Agency.

PhilGEPS – Philippine Government Electronic Procurement System.

Procurement Project – refers to a specific or identified procurement covering goods,

infrastructure project or consulting services. A Procurement Project shall be described,

detailed, and scheduled in the Project Procurement Management Plan prepared by the agency

which shall be consolidated in the procuring entity's Annual Procurement Plan. (GPPB

Circular No. 06-2019 dated 17 July 2019)

PSA – Philippine Statistics Authority.

SEC – Securities and Exchange Commission.

SLCC – Single Largest Completed Contract.

Supplier – refers to a citizen, or any corporate body or commercial company duly organized

and registered under the laws where it is established, habitually established in business and

engaged in the manufacture or sale of the merchandise or performance of the general services

covered by his bid. (Item 3.8 of GPPB Resolution No. 13-2019, dated 23 May 2019). Supplier

as used in these Bidding Documents may likewise refer to a distributor, manufacturer,

contractor, or consultant.

UN – United Nations.

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Section I. Invitation to Bid

Notes on the Invitation to Bid

The Invitation to Bid (IB) provides information that enables potential Bidders to decide

whether to participate in the procurement at hand. The IB shall be posted in accordance with

Section 21.2 of the 2016 Revised IRR of RA No. 9184.

Apart from the essential items listed in the Bidding Documents, the IB should also indicate the

following:

a. The date of availability of the Bidding Documents, which shall be from the time the IB

is first advertised/posted until the deadline for the submission and receipt of bids;

b. The place where the Bidding Documents may be acquired or the website where it may

be downloaded;

c. The deadline for the submission and receipt of bids; and

d. Any important bid evaluation criteria (e.g., the application of a margin of preference in

bid evaluation).

The IB should be incorporated in the Bidding Documents. The information contained in the IB

must conform to the Bidding Documents and in particular to the relevant information in the

Bid Data Sheet.

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BIDS AND AWARDS COMMITTEE – INFORMATION TECHNOLOGY

INFRASTRUCTURE AND OTHER RELATED COMPONENTS

INVITATION TO BID

1. The BSP, through its BAC – Information Technology, Infrastructure and Other Related

Components (BAC-ITIO), invites bidders to apply for eligibility and to bid for -

Project/Brief Description One (1) lot - Supply, Delivery, Setup, Installation, Configuration,

Customization, Data Migration, Testing, Installation, and

Implementation of a new Library Management System (LMS) for

the Bangko Sentral ng Pilipinas (BSP) Libraries, inclusive of One

(1) Year Software Subscription, Support and Training, as per BSP

Terms of Reference and Service Level Agreement

Project Identification

Number (PIN)

BAC-ITIO GS No. 2021-0021 dated 06 October 2020

ABC Php5,915,000.00, inclusive of all applicable taxes and other charges

(Bids received in excess of the above amount shall be automatically

rejected at bid opening, or during bid evaluation.)

Funding Source BSP CORPORATE FUND: APPROVED BUDGET OF THE

INFORMATION TECHNOLOGY SYSTEMS MANAGEMENT

DEPARTMENT (ITSMD)

Project Period Refer to BSP Terms of Reference.

2. Bidders should have completed from Y2015 to present a single largest contract similar to

the requirement as stated in the Clause 5.3 Bid Data Sheet (BDS) and Item 3 of the

Checklist of Eligibility (Legal, Technical and Financial) and Financial Proposal

Documents.

3. The Eligibility Check/Screening and Preliminary Examination of Bids shall use

non-discretionary “pass/fail” criterion as stated in Section 30.1 of the 2016 Revised IRR.

4. Bidding is restricted to Filipino citizens, sole proprietorship, partnership, corporation,

cooperative or organizations with at least sixty percent (60%) interest or outstanding capital

stock belonging to citizens of the Philippines, and to citizens or organizations of a country

the laws or regulations of which grant similar rights or privileges to Filipino citizens,

pursuant to Rep. Act. No. 5183.

5. All particulars and activities regarding the Eligibility of Bidders, Bid Security, Pre-Bid

Conference/s, Evaluation of Bids, Post-qualification, Award of Contract, Performance

Security, procedures and other documents, shall be governed by Rep. Act No. 9184 and the

2016 Revised IRR.

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Activities1 Schedule Details

a. Issuance of Bid

Documents

Starting 07 December 2020

(from 9:00 A.M. to 2:00 P.M.

only)

Hard copies of documents are

no longer issued for the

duration of community

restrictions.

b. Pre-Bid

Conference

16 December 2020, 11:30 A.M.

(PHILIPPINE TIME)

MR2B Conference Room, 2nd

Floor, 5-Storey Building, BSP

Main Complex, Malate, Manila

(For interested bidders and

observers, see item 6 below.)

c. Deadline for

Submission of

Bids

28 December 2020, 1:00 P.M.

(PHILIPPINE TIME)

Manual submission:

Gate 3 reception lobby,

Bangko Sentral ng Pilipinas,

A. Mabini corner P. Ocampo

Sr. Sts., Malate, Manila.

Electronic submission:2

Email address:

[email protected]

Late bids shall not be accepted.

d. Opening of

Bids

MR2B Conference Room, 2nd

Floor, 5-Storey Building, BSP

Main Complex, Malate, Manilaa. All Written

Requests

The BAC-ITIO

Through: The BAC Secretariat

Room 213, 2nd Floor, 5-Storey Bldg.

A. Mabini and P. Ocampo Sts., Malate, Manila

Tel Nos.: 5306-2798/5306-2800/8708-7173

Fax No.: 8708-7116


Note: All requests shall be in writing and addressed to the BAC

Secretariat.

6. The pre-bid conference shall be open to interested bidders. The conduct of pre-bid

conference shall be through videoconferencing using the Microsoft Teams platform.

7. A bidder can submit a bid manually or electronically, but cannot use both modes of

submission, to preserve the integrity of the bid. For the procedures on submission of

electronic bids, refer to Annex “C”.

8. All Bids must be accompanied by a Bid Security in any of the acceptable forms and in the

amount stated in the Instructions to Bidders and Clause 14.1 of the BDS.

9. The BSP does not assume any responsibility to compensate or indemnify any bidder for

expenses incurred in the preparation of bid.

1 See Annexes “B” and “C” for the Guidelines in the conduct of Pre-Bid Conference, Submission and Opening of Bids. 2 The BSP system can accommodate attachments with file size limit of up to 100MB.

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10. The BSP 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 Section 35.6

and 41 of the 2016 Revised IRR, without incurring liability to the affected bidder or

bidders.

11. Further information may be obtained from the following:

a. Sale of bidding documents

b. Submission of bids (manual or

electronic)

c. Links for online connectivity

for procurement activities

d. Written clarifications on the

project

The BAC-ITIO

Through: The BAC Secretariat

Room 213, 2nd Floor, 5-Storey Building

A. Mabini and P. Ocampo, Sr. Sts., Malate, Manila

Tel Nos.: 5306-2798/5306-2800/8708-7173

Fax No.: 8708-7116


Details on the issuance and

uploading of bidding documents

The BAC- ITIO

Through: The Procurement Office

Tel Nos.: 8306-2324

Fax No.: 8708-7115


12. A complete set of bid documents is downloadable, FREE OF CHARGE, from the following

websites: www.philgeps.gov.ph and www.bsp.gov.ph; however, a participating bidder is

required to pay the bid documents fee in the amount of Php10,000.00. Proof of payment shall

be presented prior to submission of bids, by facsimile or through email. To pay the bid

documents, send an email citing the PIN and title of above requirement to the

[email protected]. The procedures for ONLINE or OVER-THE-COUNTER

BANK payments are specified in Annex “A”.3

SGD.

JOSEFA ELVIRA E. DITCHING-LORICO

Chairperson

3 For the duration of the pandemic, the acceptance of direct cash payments at BSP teller counters are suspended.

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Section II. Instructions to Bidders

Notes on the Instructions to Bidders

This Section on the Instruction to Bidders (ITB) provides the information necessary for bidders

to prepare responsive bids, in accordance with the requirements of the Procuring Entity. It also

provides information on bid submission, eligibility check, opening and evaluation of bids,

post-qualification, and on the award of contract.

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1. Scope of Bid

The Procuring Entity, BSP, wishes to receive Bids for ONE (1) LOT - SUPPLY,

DELIVERY, SETUP, INSTALLATION, CONFIGURATION, CUSTOMIZATION,

DATA MIGRATION, TESTING, INSTALLATION, AND IMPLEMENTATION OF A

NEW LIBRARY MANAGEMENT SYSTEM (LMS) FOR THE BANGKO SENTRAL

NG PILIPINAS (BSP) LIBRARIES, INCLUSIVE OF ONE (1) YEAR SOFTWARE

SUBSCRIPTION, SUPPORT AND TRAINING, AS PER BSP TERMS OF

REFERENCE AND SERVICE LEVEL AGREEMENT, with PIN BAC-ITIO GS NO.

2021-0021 DATED 06 OCTOBER 2020.

Note: The PIN is assigned by the Procuring Entity based on its own coding scheme and is

not the same as the PhilGEPS reference number, which is generated after the posting of

the bid opportunity on the PhilGEPS website.

The Procurement Project (referred to herein as “Project”) is composed of

ONE (1) LOT - SUPPLY, DELIVERY, SETUP, INSTALLATION,

CONFIGURATION, CUSTOMIZATION, DATA MIGRATION, TESTING,

INSTALLATION, AND IMPLEMENTATION OF A NEW LIBRARY

MANAGEMENT SYSTEM (LMS) FOR THE BANGKO SENTRAL NG PILIPINAS

(BSP) LIBRARIES, INCLUSIVE OF ONE (1) YEAR SOFTWARE SUBSCRIPTION,

SUPPORT AND TRAINING, AS PER BSP TERMS OF REFERENCE AND SERVICE

LEVEL AGREEMENT, the details of which are described in Section VII (Technical

Specifications).

2. Funding Information

2.1. The BSP through the source of funding as indicated below in the amount of

PHP5,915,000.00, INCLUSIVE OF ALL APPLICABLE TAXES AND OTHER

CHARGES.

2.2. The source of funding is: BSP CORPORATE BUDGET: APPROVED BUDGET

OF THE INFORMATION TECHNOLOGY SYSTEMS MANAGEMENT

DEPARTMENT (ITSMD).

3. Bidding Requirements

The Bidding for the Project shall be governed by all the provisions of RA No. 9184 and

its 2016 Revised IRR, including its Generic Procurement Manuals and associated

policies, rules and regulations as the primary source thereof, while the herein clauses

shall serve as the secondary source thereof.

Any amendments made to the IRR and other GPPB issuances shall be applicable only to

the ongoing posting, advertisement, or IB by the BAC through the issuance of a

supplemental or bid bulletin.

The Bidder, by the act of submitting its Bid, shall be deemed to have verified and

accepted the general requirements of this Project, including other factors that may affect

the cost, duration and execution or implementation of the contract, project, or work and

examine all instructions, forms, terms, and project requirements in the Bidding

Documents.

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4. Corrupt, Fraudulent, Collusive, and Coercive Practices

The Procuring Entity, as well as the Bidders and Suppliers, shall observe the highest

standard of ethics during the procurement and execution of the contract. They or through

an agent shall not engage in corrupt, fraudulent, collusive, coercive, and obstructive

practices defined under Annex “I” of the 2016 Revised IRR of RA No. 9184 or other

integrity violations in competing for the Project.

5. Eligible Bidders

5.1. Only Bids of Bidders found to be legally, technically, and financially capable will

be evaluated.

5.2. BIDDING IS RESTRICTED TO FILIPINO CITIZENS, SOLE

PROPRIETORSHIP, PARTNERSHIP, CORPORATION, COOPERATIVE OR

ORGANIZATIONS WITH AT LEAST SIXTY PERCENT (60%) INTEREST

OR OUTSTANDING CAPITAL STOCK BELONGING TO CITIZENS OF THE

PHILIPPINES, AND TO CITIZENS OR ORGANIZATIONS OF A COUNTRY

THE LAWS OR REGULATIONS OF WHICH GRANT SIMILAR RIGHTS OR

PRIVILEGES TO FILIPINO CITIZENS, PURSUANT TO REP. ACT. NO. 5183.

5.3. Pursuant to Section 23.4.1.3 of the 2016 Revised IRR of RA No.9184, the Bidder

shall have an SLCC that is at least one (1) contract similar to the Project the value

of which, adjusted to current prices using the PSA’s CPI, must be IN THE

AMOUNT OF AT LEAST EQUIVALENT TO FIFTY PERCENT (50%) OF

THE ABC. A similar contract refers to any contract which involves

SUCCESSFUL SUPPLY, DELIVERY, CONFIGURATION,

CUSTOMIZATION AND IMPLEMENTATION OF A LIBRARY

MANAGEMENT SYSTEM IN ANY INSTITUTION IN THE PHILIPPINES

(E.G., ACADEME OR A NATIONAL LIBRARY) AND SHOULD BE

CONTINUOUSLY IN OPERATION AS TO DATE OF BIDDING.

THE SLCC MUST INCLUDE THE FOLLOWING INFORMATION:

• NAME OF ORGANIZATION, LINE OF BUSINESS AND ADDRESS;

• NAME OF CONTACT PERSON/S, TELEPHONE AND FAX NUMBER(S)

AND EMAIL ADDRESS(ES);

• BRIEF DESCRIPTION OF THE PROJECT AND SCOPE;

• CONTRACT AMOUNT AND DURATION;

• DATE WHEN PROJECT WAS FORMALLY STARTED, DATE OF GO

LIVE (THE DATE WHEN THE ORGANIZATION FIRST WENT LIVE

USING THE SOFTWARE/SYSTEM);

• NATURE OF SERVICE/S PROVIDED BY THE SERVICE PROVIDER;

AND

• HARDWARE AND SOFTWARE IMPLEMENTED.

5.4. The Bidders shall comply with the eligibility criteria under Section 23.4.1 of the

2016 IRR of RA No. 9184.

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6. Origin of Goods

There is no restriction on the origin of goods other than those prohibited by a decision of

the UN Security Council taken under Chapter VII of the Charter of the UN, subject to

Domestic Preference requirements under ITB Clause 18.

7. Subcontracts

7.1. The Procuring Entity has prescribed that Subcontracting is not allowed.

8. Pre-Bid Conference

The Procuring Entity will hold a pre-bid conference for this Project on the specified date

and time and either at its physical address and/or through videoconferencing/webcasting

as indicated in the IB.

9. Clarification and Amendment of Bidding Documents

Prospective bidders may request for clarification on and/or interpretation of any part of

the Bidding Documents. Such requests must be in writing and received by the Procuring

Entity, either at its given address or through electronic mail indicated in the IB, at least

ten (10) calendar days before the deadline set for the submission and receipt of Bids.

10. Documents comprising the Bid: Eligibility Component

10.1. The first envelope shall contain the eligibility documents of the Bid as specified

in SECTION VIII [CHECKLIST OF ELIGIBILITY (LEGAL, TECHNICAL

AND FINANCIAL) AND FINANCIAL PROPOSAL DOCUMENTS].

10.2. The Bidder’s SLCC as indicated in ITB Clause 5.3 should have been completed

within the relevant period as provided in the IB AND ITEM 3/E-DOC3 OF THE

CHECKLIST OF ELIGIBILITY (LEGAL, TECHNICAL AND FINANCIAL)

AND FINANCIAL PROPOSAL DOCUMENTS prior to the deadline for the

submission and receipt of bids.

10.3. If the eligibility requirements or statements, the bids, and all other documents for

submission to the BAC are in foreign language other than English, it must be

accompanied by a translation in English, which shall be authenticated by the

appropriate Philippine foreign service establishment, post, or the equivalent office

having jurisdiction over the foreign bidder’s affairs in the Philippines. Similar to

the required authentication above, for Contracting Parties to the Apostille

Convention, only the translated documents shall be authenticated through an

apostille pursuant to GPPB Resolution No. 13-2019 dated 23 May 2019. The

English translation shall govern, for purposes of interpretation of the bid.

11. Documents comprising the Bid: Financial Component

11.1. The second bid envelope shall contain the financial documents of the Bid as

specified in SECTION VIII [CHECKLIST OF ELIGIBILITY (LEGAL,

TECHNICAL AND FINANCIAL) AND FINANCIAL PROPOSAL

DOCUMENTS].

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11.2. If the Bidder claims preference as a Domestic Bidder or Domestic Entity, a

certification issued by DTI shall be provided by the Bidder in accordance with

Section 43.1.3 of the 2016 Revised IRR of RA No. 9184.

11.3. Any bid exceeding the ABC indicated in the IB shall not be accepted.

11.4. For Foreign-funded Procurement, a ceiling may be applied to bid prices provided

the conditions are met under Section 31.2 of the 2016 Revised IRR of RA

No. 9184.

12. Bid Prices

12.1. Prices indicated on the Price Schedule shall be entered separately in the following

manner:

a. For Goods offered from within the Philippines:

i. The price of the Goods quoted EXW (ex-works, ex-factory, ex-

warehouse, ex-showroom, or off-the-shelf, as applicable);

ii. The cost of all customs duties and sales and other taxes already paid

or payable;

iii. The cost of transportation, insurance, and other costs incidental to

delivery of the Goods to their final destination; and

iv. The price of other (incidental) services, if any, listed in e.

b. For Goods offered from abroad:

i. Unless otherwise stated in the BDS, the price of the Goods shall be

quoted delivered duty paid (DDP) with the place of destination in the

Philippines as specified in the BDS. In quoting the price, the Bidder

shall be free to use transportation through carriers registered in any

eligible country. Similarly, the Bidder may obtain insurance

services from any eligible source country.

ii. The price of other (incidental) services, if any, as listed in Section

VII (Technical Specifications).

13. Bid and Payment Currencies

13.1. For Goods that the Bidder will supply from outside the Philippines, the bid prices

may be quoted in the local currency or tradeable currency accepted by the BSP at

the discretion of the Bidder. However, for purposes of bid evaluation, Bids

denominated in foreign currencies, shall be converted to Philippine currency

based on the exchange rate as published in the BSP reference rate bulletin on the

day of the bid opening.

13.2 Payment of the contract price shall be made in Philippine Pesos.

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14. Bid Security

14.1. The Bidder shall submit a Bid Securing Declaration4 or any form of Bid Security

in the amount indicated in the BDS, which shall be not less than the percentage of

the ABC in accordance with the schedule in the BDS.

14.2. The Bid and bid security shall be valid for 120 CALENDAR DAYS FROM THE

DATE OF DEADLINE FOR SUBMISSION OF BIDS. Any Bid not

accompanied by an acceptable bid security shall be rejected by the Procuring

Entity as non-responsive.

15. Sealing and Marking of Bids

Each Bidder shall submit one copy of the first and second components of its Bid.

The Procuring Entity may request additional hard copies and/or electronic copies of the

Bid. However, failure of the Bidders to comply with the said request shall not be a

ground for disqualification.

If the Procuring Entity allows the submission of bids through online submission or any

other electronic means, the Bidder shall submit an electronic copy of its Bid, which must

be digitally signed. An electronic copy that cannot be opened or is corrupted shall be

considered non-responsive and, thus, automatically disqualified.

THE GUIDELINES AND PROCEDURES FOR THE PREPARATION AND

SUBMISSION OF MANUAL AND ELECTRONIC BIDS ARE SPECIFIED IN

ANNEX “C”.

16. Deadline for Submission of Bids

16.1. The Bidders shall submit on the specified date and time and either at its physical

address or through online submission as indicated in the IB.

17. Opening and Preliminary Examination of Bids

17.1. The BAC shall open the Bids in public at the time, on the date, and at the place

specified in the IB. The Bidders’ representatives who are present shall sign a

register evidencing their attendance. In case videoconferencing, webcasting or

other similar technologies will be used, attendance of participants shall likewise

be recorded by the BAC Secretariat.

In case the Bids cannot be opened as scheduled due to justifiable reasons, the

rescheduling requirements under Section 29 of the 2016 Revised IRR of RA

No. 9184 shall prevail.

17.2. The preliminary examination of bids shall be governed by Section 30 of the 2016

Revised IRR of RA No. 9184.

4 In the case of Framework Agreement, the undertaking shall refer to entering into contract with the Procuring Entity and

furnishing of the performance security or the performance securing declaration within ten (10) calendar days from receipt of

Notice to Execute Framework Agreement.

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THE GUIDELINES AND PROCEDURES FOR THE OPENING OF BIDS ARE

SPECIFIED IN ANNEX “C”.

18. Domestic Preference

18.1. The BSP will grant a margin of preference for the purpose of comparison of Bids

in accordance with Section 43.1.2 of the 2016 Revised IRR of RA

No. 9184.

19. Detailed Evaluation and Comparison of Bids

19.1. The Procuring BAC shall immediately conduct a detailed evaluation of all Bids

rated “passed,” using non-discretionary pass/fail criteria. The BAC shall consider

the conditions in the evaluation of Bids under Section 32.2 of the 2016 Revised

IRR of RA No. 9184.

19.2. The Project allows partial bids. Bidders may submit a proposal on any of the lots

or items, and evaluation will be undertaken on a per lot or item basis, as the case

maybe. In this case, the Bid Security as required by ITB Clause 15 shall be

submitted for each lot or item separately.

19.3. The descriptions of the lots or items shall be indicated in Section VII (Technical

Specifications), although the ABCs of these lots or items are indicated in the BDS

for purposes of the NFCC computation pursuant to Section 23.4.2.6 of the 2016

Revised IRR of RA No. 9184. The NFCC must be sufficient for the total of the

ABCs for all the lots or items participated in by the prospective Bidder.

19.4. THE PROJECT SHALL BE AWARDED AS ONE (1) CONTRACT OR ON A

LOT BASIS.

19.5. Except for bidders submitting a committed Line of Credit from a Universal or

Commercial Bank in lieu of its NFCC computation, all Bids must include the

NFCC computation pursuant to Section 23.4.1.4 of the 2016 Revised IRR of RA

No. 9184, which must be sufficient for the total of the ABCs for all the lots or

items participated in by the prospective Bidder. For bidders submitting the

committed Line of Credit, it must be at least equal to ten percent (10%) of the

ABCs for all the lots or items participated in by the prospective Bidder.

20. Post-Qualification

20.1. Within a non-extendible period of five (5) calendar days from receipt by the

Bidder of the notice from the BAC that it submitted the Lowest Calculated Bid,

the Bidder shall submit its latest income and business tax returns filed and paid

through the BIR Electronic Filing and Payment System (eFPS) and other

appropriate licenses and permits required by law and stated in the BDS.

21. Signing of the Contract

21.1. The documents required in Section 37.2 of the 2016 Revised IRR of RA

No. 9184 shall form part of the Contract. Additional Contract documents are

indicated in the BDS.

17

Section III. Bid Data Sheet

Notes on the Bid Data Sheet

The Bid Data Sheet (BDS) consists of provisions that supplement, amend, or specify in detail,

information, or requirements included in the ITB found in Section II, which are specific to

each procurement.

This Section is intended to assist the Procuring Entity in providing the specific information in

relation to corresponding clauses in the ITB and has to be prepared for each specific

procurement.

The Procuring Entity should specify in the BDS information and requirements specific to the

circumstances of the Procuring Entity, the processing of the procurement, and the bid

evaluation criteria that will apply to the Bids. In preparing the BDS, the following aspects

should be checked:

a. Information that specifies and complements provisions of the ITB must be

incorporated.

b. Amendments and/or supplements, if any, to provisions of the ITB as necessitated by the

circumstances of the specific procurement, must also be incorporated.

18

BID DATA SHEET

PROJECT TITLE: ONE (1) LOT - SUPPLY, DELIVERY, SETUP, INSTALLATION,


INSTALLATION, AND IMPLEMENTATION OF A NEW LIBRARY MANAGEMENT

SYSTEM (LMS) FOR THE BANGKO SENTRAL NG PILIPINAS (BSP) LIBRARIES,

INCLUSIVE OF ONE (1) YEAR SOFTWARE SUBSCRIPTION, SUPPORT AND

TRAINING, AS PER BSP TERMS OF REFERENCE AND SERVICE LEVEL

AGREEMENT

PIN: BAC-ITIO GS NO. 2021-0021 DATED 06 OCTOBER 2020

ITB

Clause

5.3 Statement of the Bidder’s Single Largest Completed Contract (SLCC) similar to

the requirement shall be:

a. Similar contract refers to SUCCESSFUL SUPPLY, DELIVERY,

CONFIGURATION, CUSTOMIZATION AND IMPLEMENTATION OF

A LIBRARY MANAGEMENT SYSTEM IN ANY INSTITUTION IN

THE PHILIPPINES (E.G., ACADEME OR A NATIONAL LIBRARY)

AND SHOULD BE CONTINUOUSLY IN OPERATION AS TO DATE

OF BIDDING;

b. COMPLETED FROM Y2015 TO PRESENT as provided in the Invitation

to Bid; AND

c. IN THE AMOUNT OF AT LEAST EQUIVALENT TO FIFTY PERCENT

(50%) OF THE ABC.

THE SLCC MUST INCLUDE THE FOLLOWING INFORMATION:

• NAME OF ORGANIZATION, LINE OF BUSINESS AND ADDRESS;

• NAME OF CONTACT PERSON/S, TELEPHONE AND FAX NUMBER(S)

AND EMAIL ADDRESS(ES);

• BRIEF DESCRIPTION OF THE PROJECT AND SCOPE;

• CONTRACT AMOUNT AND DURATION;

• DATE WHEN PROJECT WAS FORMALLY STARTED, DATE OF GO

LIVE (THE DATE WHEN THE ORGANIZATION FIRST WENT LIVE

USING THE SOFTWARE/SYSTEM);

• NATURE OF SERVICE/S PROVIDED BY THE SERVICE PROVIDER;

AND

• HARDWARE AND SOFTWARE IMPLEMENTED.

7.1 Subcontracting is not allowed.

12 REFER TO THE FINANCIAL BID FORM TO BE FILLED-UP BY BIDDERS.

SEE ENVELOPE 2 OF THE CHECKLIST OF ELIGIBILITY (LEGAL,

TECHNICAL AND FINANCIAL) AND FINANCIAL PROPOSAL

DOCUMENTS.

14.1 The bid security shall be in the form of a Bid Securing Declaration (BSD), or any

of the following forms and amounts:

a. The amount of not less than Php118,300.00 [the amount equivalent to two

19

percent (2%) of ABC], if bid security is in cash, cashier’s/manager’s check,

bank draft/guarantee or irrevocable letter of credit; or

b. The amount of not less than Php295,750.00 [the amount equivalent to five

percent (5%) of ABC] if bid security is in Surety Bond.

i. THE SURETY COMPANY SHALL NOT BE INCLUDED IN THE

GPPB’S NEGATIVE LIST OF INSURERS PURSUANT TO GPPB

GUIDELINES FOR THE ESTABLISHMENT OF NEGATIVE LIST

OF SURETY AND/OR INSURANCE COMPANIES [APPENDIX 29

OF THE 2016 REVISED IRR].

ii. BID SECURITY (IN THE FORM OF SURETY BOND) ISSUED BY

A PRIVATE INSURANCE FIRM IS ACCEPTABLE PROVIDED

THAT THE SAID FIRM IS DULY AUTHORIZED BY THE

INSURANCE COMMISSION (IC) TO ISSUE SURETY BONDS

AND HAS NOT BEEN ISSUED A CEASE OR DESIST ORDER

FROM THE IC OR IS CURRENTLY NOT INCLUDED IN THE

BLACKLISTED FIRMS.

iii. THE BSP HEREBY REQUESTS THAT THE SUPPLIER OBTAIN

ITS SURETY FROM THE ATTACHED LIST OF EVALUATED

SURETY COMPANIES.

FOR ONLINE OR ELECTRONIC BID SUBMISSION, THE BIDDER IS

ALLOWED TO SUBMIT SCANNED COPY OF THE BID SECURING

DECLARATION OR OTHER ACCEPTABLE FORMS OF BID SECURITY,

EXCLUDING CASH, SUBJECT TO SUBMISSION OF THE ORIGINAL COPY

THEREOF DURING POST-QUALIFICATION STAGE UNDER ENVELOPE

NO. 3.

19.3 ONE (1) LOT - SUPPLY, DELIVERY, SETUP, INSTALLATION,


INSTALLATION, AND IMPLEMENTATION OF A NEW LIBRARY

MANAGEMENT SYSTEM (LMS) FOR THE BANGKO SENTRAL NG

PILIPINAS (BSP) LIBRARIES, INCLUSIVE OF ONE (1) YEAR SOFTWARE

SUBSCRIPTION, SUPPORT AND TRAINING, AS PER BSP TERMS OF

REFERENCE AND SERVICE LEVEL AGREEMENT

ABC: PHP5,915,000.00, INCLUSIVE OF ALL APPLICABLE TAXES AND

OTHER CHARGES

20.1 REFER TO OTHER DOCUMENTS IN THE CHECKLIST OF ELIGIBILITY

(LEGAL, TECHNICAL AND FINANCIAL) AND FINANCIAL PROPOSAL

DOCUMENTS TO BE SUBMITTED UNDER SECTION 34.2 OF THE

REVISED IRR, AS CONTAINED IN ENVELOPE NO. 3.

21.1 IN ADDITION TO THE BIDDING DOCUMENTS AND THE SUBMISSIONS

OF THE WINNING BIDDER DURING THE BIDDING, THE FOLLOWING

DOCUMENTS SHALL ALSO FORM PART OF THE CONTRACT

AGREEMENT:

a. CONFIDENTIALITY AND NON-DISCLOSURE AGREEMENT, IF

APPLICABLE;

b. CERTIFICATION OF AVAILABILITY OF FUNDS;

20

c. NOTICE OF AWARD;

d. PERFORMANCE SECURITY;

e. NOTICE TO PROCEED;

f. WARRANTY SECURITY, IF APPLICABLE;

g. AMENDMENT TO ORDER/VARIATION ORDER, IF APPLICABLE;

AND

h. OTHER DOCUMENTS WHICH ARE ISSUED AFTER CONTRACT

EXECUTION (E.G., NOTICE OF SUSPENSION, RESUMPTION, AND

EXTENSION OF CONTRACT).

21

Section IV. General Conditions of Contract

Notes on the General Conditions of Contract

The General Conditions of Contract (GCC) in this Section, read in conjunction with the

Special Conditions of Contract in Section V and other documents listed therein, should be a

complete document expressing all the rights and obligations of the parties.

Matters governing performance of the Supplier, payments under the contract, or matters

affecting the risks, rights, and obligations of the parties under the contract are included in the

GCC and Special Conditions of Contract.

Any complementary information, which may be needed, shall be introduced only through the

Special Conditions of Contract.

22

1. Scope of Contract

This Contract shall include all such items, although not specifically mentioned, that can

be reasonably inferred as being required for its completion as if such items were

expressly mentioned herein. All the provisions of RA No. 9184 and its 2016 Revised

IRR, including the Generic Procurement Manual, and associated issuances, constitute the

primary source for the terms and conditions of the Contract, and thus, applicable in

contract implementation. Herein clauses shall serve as the secondary source for the terms

and conditions of the Contract.

This is without prejudice to Sections 74.1 and 74.2 of the 2016 Revised IRR of RA No.

9184 allowing the GPPB to amend the IRR, which shall be applied to all procurement

activities, the advertisement, posting, or invitation of which were issued after the

effectivity of the said amendment.

Additional requirements for the completion of this Contract shall be provided in the

Special Conditions of Contract (SCC).

2. Advance Payment and Terms of Payment

2.1. Advance payment of the contract amount is provided under Annex “D” of the

Revised 2016 IRR of RA No. 9184.

2.2. The Procuring Entity is allowed to determine the terms of payment on the partial

or staggered delivery of the Goods procured, provided such partial payment shall

correspond to the value of the goods delivered and accepted in accordance with

prevailing accounting and auditing rules and regulations. The terms of payment

are indicated in the SCC.

3. Performance Security

Within ten (10) calendar days from receipt of the Notice of Award by the Bidder from the

Procuring Entity but in no case later than prior to the signing of the Contract by both

parties, the successful Bidder shall furnish the performance security in any of the forms

prescribed in Section 39 of the 2016 Revised IRR of RA No. 9184.

4. Inspection and Tests

The Procuring Entity or its representative shall have the right to inspect and/or to test the

Goods to confirm their conformity to the Project specifications at no extra cost to the

Procuring Entity in accordance with the Generic Procurement Manual. In addition to

tests in the SCC, Section IV (Technical Specifications) shall specify what inspections

and/or tests the Procuring Entity requires, and where they are to be conducted. The

Procuring Entity shall notify the Supplier in writing, in a timely manner, of the identity of

any representatives retained for these purposes.

All reasonable facilities and assistance for the inspection and testing of Goods, including

access to drawings and production data, shall be provided by the Supplier to the

authorized inspectors at no charge to the Procuring Entity.

23

5. Warranty

5.1. In order to assure that manufacturing defects shall be corrected by the Supplier, a

warranty shall be required from the Supplier as provided under Section 62.1 of

the 2016 Revised IRR of RA No. 9184.

5.2. The Procuring Entity shall promptly notify the Supplier in writing of any claims

arising under this warranty. Upon receipt of such notice, the Supplier shall, repair

or replace the defective Goods or parts thereof without cost to the Procuring

Entity, pursuant to the Generic Procurement Manual.

6. Liability of the Supplier

The Supplier’s liability under this Contract shall be as provided by the laws of the

Republic of the Philippines.

If the Supplier is a joint venture, all partners to the joint venture shall be jointly and

severally liable to the Procuring Entity.

24

Section V. Special Conditions of Contract

Notes on the Special Conditions of Contract

Similar to the BDS, the clauses in this Section are intended to assist the Procuring Entity in

providing contract-specific information in relation to corresponding clauses in the GCC found

in Section IV.

The Special Conditions of Contract (SCC) 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. In preparing this Section, the following aspects

should be checked:

a. Information that complements provisions of the GCC must be incorporated.

b. Amendments and/or supplements to provisions of the GCC as necessitated by the

circumstances of the specific purchase, must also be incorporated.

However, no special condition which defeats or negates the general intent and purpose of the

provisions of the GCC should be incorporated herein.

25

SPECIAL CONDITIONS OF CONTRACT







AGREEMENT


GCC

Clause

1 REFER TO BSP TERMS OF REFERENCE AND SERVICE LEVEL

AGREEMENT.

2.2 REFER TO BSP TERMS OF REFERENCE.

3 The winning bidder is required, within ten (10) calendar days from receipt of the

Notice of Award, to submit the following:5

a. VALID JOINT VENTURE (JV) AGREEMENT, IF APPLICABLE;

b. IF NOT SUBMITTED UNDER ENVELOPE NO. 1:

i. CURRENT AND VALID MAYOR’S/BUSINESS PERMIT;

ii. ORIGINAL NOTARIZED PROOF OF APPOINTMENT OF

BIDDER’S AUTHORIZED REPRESENTATIVE;

iii. ORIGINAL NOTARIZED OMNIBUS SWORN STATEMENT; AND

iv. ORIGINAL NOTARIZED STATEMENT OF ALL ONGOING

CONTRACTS (FORM NO. 2), IF APPLICABLE;

c. THE SECURITIES EXCHANGE COMMISSION (SEC) CERTIFICATE

OF REGISTRATION OF THE FOREIGN CORPORATION, OR THE

SEC CERTIFICATE OF REGISTRATION OF THE FOREIGN

CONSULTING FIRM, AND/OR THE AUTHORITY OR LICENSE

FROM THE APPROPRIATE GOVERNMENT AGENCY OR

PROFESSIONAL REGULATORY BODY OF THE FOREIGN

PROFESSIONALS ENGAGING IN THE PRACTICE OF REGULATED

PROFESSIONS AND ALLIED PROFESSIONS, WHERE APPLICABLE

(REVISED AS PER GPPB RESOLUTION NO. 25-2019); AND

d. Performance Security in any of the following acceptable forms:

5 Important Notice: Section 37.2.1. of the 2016 IRR of Rep. Act No. 9184 (Rep. Act No. 9184) requires the winning bidder to

post the Performance Security and enter into a contract with the procuring entity within ten (10) calendar days from receipt

by the winning bidder of the Notice of Award. It also requires the procuring entity to enter into contract with the winning

bidder within the same ten (10) day period, provided that all the documentary requirements are complied with. To enable

the winning bidder and the BSP to enter into contract within the ten (10) day period, the winning bidder is requested

to post the Performance Security not later than five (5) days from receipt thereof. The remaining five (5) days shall

be allotted for the execution of the Purchase Order/Job Order/Contract.

26

ACCEPTABLE FORMS OF

PERFORMANCE SECURITY

AMOUNT OF

PERFORMANCE

SECURITY (NOT

LESS THAN THE

REQUIRED

PERCENTAGE OF

THE TOTAL

CONTRACT

PRICE PER

YEAR)

DETAILS/REMARKS

1. CASH OR CASHIER’S/MANAGER’S

CHECK ISSUED BY A UNIVERSAL

BANK (UB) OR COMMERCIAL

BANK (KB).

FIVE PERCENT

(5%) THE POSTED SECURITY SHALL

BE RETAINED BY BSP FOR THE

DURATION OF THE CONTRACT

UNTIL ITS COMPLETION.

2. BANK DRAFT / GUARANTEE OR

IRREVOCABLE LETTER OF CREDIT

ISSUED BY A UB OR KB:

PROVIDED, HOWEVER, THAT IT

SHALL BE CONFIRMED OR

AUTHENTICATED BY A UB OR KB,

IF ISSUED BY A FOREIGN BANK

(FOR A LIST OF UBS/KBS, REFER

TO HTTP://WWW.BSP.GOV.PH).

FIVE PERCENT

(5%)

VALID FROM THE DATE OF

ISSUANCE OF PERFORMANCE

SECURITY UNTIL ISSUANCE OF

CERTIFICATE OF FINAL

ACCEPTANCE BY THE END-

USER.

CONDITIONS:

a. MUST BE VALID UNTIL

ISSUANCE OF THE


ACCEPTANCE BY THE END-

USER DEPARTMENT;

b. MUST GUARANTEE THE

FAITHFUL PERFORMANCE

UNDER THE CONTRACT IN

ACCORDANCE WITH THE

BIDDING DOCUMENTS;

c. POSTED IN FAVOR OF THE

BANGKO SENTRAL NG

PILIPINAS (BSP); AND

d. SHALL BE FORFEITED IN

CASE OF DEFAULT BY THE

SUPPLIER IN ANY OF ITS

OBLIGATIONS UNDER THE

CONTRACT.

3. SURETY BOND CALLABLE UPON

DEMAND ISSUED BY A SURETY

OR INSURANCE COMPANY DULY

AUTHORIZED BY THE INSURANCE

COMMISSION TO ISSUE SUCH

SECURITY.

NOTES:

a. THE SURETY COMPANY SHOULD

BE AUTHORIZED BY THE

INSURANCE COMMISSIONER TO

GRANT AUTHORITY TO PRIVATE

INSURANCE COMPANIES TO ACT

AS SURETIES IN GOVERNMENT

TRANSACTIONS IN ACCORDANCE

WITH IC CIRCULAR NO. 2014-24

DATED 28 MAY 2014.

b. THE SURETY COMPANY SHALL

NOT BE INCLUDED IN THE GPPB’S

NEGATIVE LIST OF INSURERS

PURSUANT TO GPPB GUIDELINES

FOR THE ESTABLISHMENT OF

NEGATIVE LIST OF SURETY

AND/OR INSURANCE COMPANIES

[APPENDIX 29 OF THE 2016

REVISED IRR].

c. THE BSP SHALL NOT ACCEPT

SURETY BOND WITH LIMITING

CONDITIONS.

d. THE BSP HEREBY REQUESTS

THAT THE SUPPLIER OBTAIN ITS

SURETY FROM THE ATTACHED

LIST OF EVALUATED SURETY

COMPANIES (ANNEX “A”).

THIRTY

PERCENT (30%)

4. NOTARIZED PERFORMANCE

SECURING DECLARATION (PSD),

AS PER GPPB RESOLUTION NO. 09-

2020 DATED 07 MAY 2020 (USE

GPPB-PRESCRIBED FORM).

NOTES:

a. AN UNNOTARIZED PSD MAY BE

ACCEPTED, SUBJECT TO

SUBMISSION OF A NOTARIZED

PSD BEFORE PAYMENT, UNLESS

NO RATE PSD SHALL CEASE TO BE VALID

UPON:

a. ISSUANCE BY THE

PROCURING ENTITY OF THE


ACCEPTANCE, SUBJECT TO

THE FOLLOWING

CONDITIONS:

i. PROCURING ENTITY

HAS NO CLAIMS FILED

AGAINST THE

27

THE SAME IS REPLACED WITH A

PERFORMANCE SECURITY IN ANY

OF THE ACCEPTABLE FORMS

ABOVE.

b. THE END-USER MAY REQUIRE

THE WINNING BIDDER TO

REPLACE THE SUBMITTED PSD

WITH A PERFORMANCE SECURITY

IN ANY OF ACCEPTABLE FORMS

ABOVE, UPON LIFTING OF THE

STATE OF CALAMITY, OR

COMMUNITY QUARANTINE OR

SIMILAR RESTRICTIONS, AS THE

CASE MAY BE.

CONTRACT AWARDEE;

ii. NO CLAIMS FOR LABOR

AND MATERIALS WAS

FILED AGAINST THE

CONTRACTOR; AND

iii. OTHER TERMS OF THE

CONTRACT; OR

b. REPLACEMENT OF THE

SUBMITTED PSD WITH A

PERFORMANCE SECURITY

IN ANY OF THE

PRESCRIBED FORMS UNDER

SECTION 39.2 OF THE 2016

REVISED IRR, AS REQUIRED

BY THE END-USER

DEPARTMENT.

c. WINNING BIDDER ACCEPTS

THAT IT WILL BE

AUTOMATICALLY

DISQUALIFIED FROM

BIDDING FOR ANY

PROCUREMENT CONTRACT

WITH ANY PE FOR A

PERIOD OF ONE (1) YEAR

FOR THE FIRST OFFENSE,

OR TWO (2) YEARS FOR THE

SECOND OFFENSE, UPON

RECEIPT OF BLACKLISTING

ORDER IF IT HAS VIOLATED

ITS OBLIGATIONS UNDER

THE CONTRACT

NOTES:

a. PERFORMANCE SECURITY (IN THE FORM OF SURETY BOND)

ISSUED BY A PRIVATE INSURANCE FIRM IS ACCEPTABLE

PROVIDED THAT THE SAID FIRM IS DULY AUTHORIZED BY THE

INSURANCE COMMISSION (IC) TO ISSUE SURETY BONDS AND

HAS NOT BEEN ISSUED A CEASE OR DESIST ORDER FROM THE

IC OR IS CURRENTLY NOT INCLUDED IN THE BLACKLISTED

FIRMS.

b. FURTHERMORE, SURETY BOND WITH THE FOLLOWING OR

SIMILAR CONDITION/PHRASE SHALL NOT BE ACCEPTED:

i. “IN CASE OF DEFAULT OF THE PRINCIPAL, THIS BOND SHALL

ONLY ANSWER FOR THE DIFFERENCE IN THE BID PRICE OF

THE WINNING BIDDER AND THAT OF THE NEXT LOWEST

COMPLYING BIDDER OR THAT OF THE NEW WINNING

BIDDER IN CASE OF RE-BIDDING PLUS NECESSARY

EXPENSES INCURRED BY THE OBLIGEE IN THE RE-BIDDING

WHICH LIABILITY SHALL IN NO CASE EXCEED THE AMOUNT

OF THE BOND”;

ii. “THAT THE AMOUNT OF LIABILITY OF THE SURETY UNDER

THIS BOND IS LIMITED TO THE ACTUAL LOSS OR DAMAGE

SUSTAINED AND DULY PROVEN BY THE OBLIGEE”; OR

iii. “IT IS HEREBY FURTHER AGREED AND UNDERSTOOD THAT

NO ACTION AT LAW OR EQUITY SHALL BE BROUGHT

AGAINST THE SURETY UNDER THIS BOND UNLESS THE

SAME IS BROUGHT BEFORE A COMPETENT COURT WITHIN

ONE YEAR FROM THE DATE SAID WRITTEN NOTICE OF ANY

28

EXISTING OBLIGATION IS RECEIVED BY THE SURETY, AS

HEREIN STIPULATED.”

c. THE CONTRACT AWARDEE UNDERTAKES THAT, FOR ITS OWN

ACCOUNT, IT SHALL CAUSE THE EXTENSION OF THE VALIDITY

OF THE PERFORMANCE SECURITY WHEN THE

IMPLEMENTATION OF THE AWARDED CONTRACT HAS NOT YET

BEEN ACCEPTED.

4 REFER TO BSP TERMS OF REFERENCE AND SERVICE LEVEL

AGREEMENT.

5 REFER TO WARRANTY PROVISIONS IN ITEMS 6.3 AND 7 UNDER PART A

OF THE BSP TERMS OF REFERENCE AND ITEMS 3 AND 5 OF THE

SERVICE LEVEL AGREEMENT.

The obligation for the warranty shall be covered by, at the supplier’s option, either

Retention Money in an amount equivalent to at least one percent (1%) but not to

exceed five percent (5%) of every progress payment, or a Special Bank Guarantee

issued by a UB or KB in an amount equivalent to at least one percent (1%) but not

to exceed five percent (5%) of the total contract price. The said amounts shall only

be released after the lapse of the warranty period or in the case of Expendable

Supplies, after consumption thereof: Provided, however, that the GOODS supplied

are free from patent and latent defects and all the conditions imposed under the

Contract have been fully met.

THE SPECIAL BANK GUARANTEE SHALL REFLECT INFORMATION

SUCH AS BUT NOT LIMITED TO THE FOLLOWING:

• ISSUING BANK’S MACHINE VALIDATION OF BANK NAME AND

AMOUNT OF GUARANTEE;

• PURPOSE WHICH IS TO ASSURE THAT MANUFACTURING

DEFECTS SHALL BE CORRECTED BY THE

SUPPLIER/MANUFACTURER/ DISTRIBUTOR AFTER DELIVERY;

• DETAILS OF THE PURCHASE CONTRACT/AGREEMENT SUBJECT

OF GUARANTEE; AND

• MATURITY/EXPIRATION PERIOD OF THE GUARANTEE.

FOR THE SPECIAL BANK GUARANTEE, THE PREFERRED ISSUING BANK

IS THE DESIGNATED DEPOSITORY BANK IN THE AUTHORITY TO

CREDIT BANK ACCOUNT EXECUTED BY THE CONTRACT AWARDEE

UNDER THE BSP CHECKLESS PAYMENT SYSTEM. SPECIAL BANK

GUARANTEE ISSUED BY ANOTHER BANK SHALL BE JUSTIFIED.

Replacement of form of warranty from retention money to special bank guarantee

shall be allowed only subject to approval by the BSP official authorizing the

covering purchase contract/agreement and prior to payment. No substitution of form

of warranty shall be allowed after payments have been made. (Sec. 62.1 of the

2016 IRR)

29

Section VI. Schedule of Requirements







AGREEMENT


[REFER TO THE BSP TERMS OF REFERENCE]

The delivery schedule expressed as weeks/months stipulates hereafter a delivery date which is

the date of delivery to the project site.

Item

Number Description Quantity Total

Delivered,

Weeks/Months

30

Section VII. Technical Specifications

Notes for Preparing the Technical Specifications

A set of precise and clear specifications is a prerequisite for Bidders to respond realistically

and competitively to the requirements of the Procuring Entity without qualifying their Bids. In

the context of Competitive Bidding, the specifications (e.g., production/delivery schedule,

manpower requirements, and after-sales service/parts, descriptions of the lots or items) must be

prepared to permit the widest possible competition and, at the same time, present a clear

statement of the required standards of workmanship, materials, and performance of the goods

and services to be procured. Only if this is done will the objectives of transparency, equity,

efficiency, fairness, and economy in procurement be realized, responsiveness of bids be

ensured, and the subsequent task of bid evaluation and post-qualification facilitated. The

specifications should require that all items, materials and accessories to be included or

incorporated in the goods be new, unused, and of the most recent or current models, and that

they include or incorporate all recent improvements in design and materials unless otherwise

provided in the Contract.

Samples of specifications from previous similar procurements are useful in this respect. The

use of metric units is encouraged. Depending on the complexity of the goods and the

repetitiveness of the type of procurement, it may be advantageous to standardize the General

Technical Specifications and incorporate them in a separate subsection. The General Technical

Specifications should cover all classes of workmanship, materials, and equipment commonly

involved in manufacturing similar goods. Deletions or addenda should then adapt the General

Technical Specifications to the particular procurement.

Care must be taken in drafting specifications to ensure that they are not restrictive. In the

specification of standards for equipment, materials, and workmanship, recognized Philippine

and international standards should be used as much as possible. Where other particular

standards are used, whether national standards or other standards, the specifications should

state that equipment, materials, and workmanship that meet other authoritative standards, and

which ensure at least a substantially equal quality than the standards mentioned, will also be

acceptable. The following clause may be inserted in the Special Conditions of Contract or the

Technical Specifications.

Sample Clause: Equivalency of Standards and Codes

Wherever reference is made in the Technical Specifications to specific standards and codes to

be met by the goods and materials to be furnished or tested, the provisions of the latest edition

or revision of the relevant standards and codes shall apply, unless otherwise expressly stated in

the Contract. Where such standards and codes are national or relate to a particular country or

region, other authoritative standards that ensure substantial equivalence to the standards and

codes specified will be acceptable.

Reference to brand name and catalogue number should be avoided as far as possible; where

unavoidable they should always be followed by the words “or at least equivalent.” References

to brand names cannot be used when the funding source is the GOP.

Where appropriate, drawings, including site plans as required, may be furnished by the

Procuring Entity with the Bidding Documents. Similarly, the Supplier may be requested to

31

provide drawings or samples either with its Bid or for prior review by the Procuring Entity

during contract execution.

Bidders are also required, as part of the technical specifications, to complete their statement of

compliance demonstrating how the items comply with the specification.

32

TECHNICAL SPECIFICATIONS







AGREEMENT


REFER TO THE ISSUED TECHNICAL SPECIFICATIONS/

TERMS OF REFERENCE AND OTHER DOCUMENTS

[SECTION VII OR ITEM 5/E-DOC5 OF THE CHECKLIST

OF ELIGIBILITY (LEGAL, TECHNICAL AND

FINANCIAL) AND FINANCIAL PROPOSAL

DOCUMENTS].

33

Section VIII. Checklist of Eligibility (Legal,

Technical and Financial) and Financial

Proposal Documents

Notes on the Checklist of Eligibility (Legal, Technical and Financial) and

Financial Proposal Documents

The prescribed documents in the checklist are mandatory to be submitted in the Bid, but shall

be subject to the following:

a. GPPB Resolution No. 09-2020 on the efficient procurement measures during a State of

Calamity or other similar issuances that shall allow the use of alternate documents in

lieu of the mandated requirements; or

b. Any subsequent GPPB issuances adjusting the documentary requirements after the

effectivity of the adoption of the PBDs.

The BAC shall be checking the submitted documents of each Bidder against this checklist to

ascertain if they are all present, using a non-discretionary “pass/fail” criterion pursuant to

Section 30 of the 2016 Revised IRR of RA No. 9184.

GENERAL INSTRUCTIONS ON SUBMISSION OF BIDS

FOR MANUAL SUBMISSION OF BIDS:

Submit ONE (1) SET (ORIGINAL/PHOTOCOPY) OF ENVELOPE NO. 1, containing the

Eligibility Documents: LEGAL, TECHNICAL AND FINANCIAL) & ENVELOPE NO. 2,

containing the FINANCIAL BID PROPOSAL.

FOR ELECTRONIC SUBMISSION OF BIDS:

1. SUBMIT ENVELOPE 1 (ELIGIBILITY DOCUMENTS) AND ENVELOPE 2

(FINANCIAL BID PROPOSAL) IN SEPARATE ZIPPED FOLDERS WITH

DIFFERENT PASSWORDS (IE. ONE (1) PASSWORD FOR ENVELOPE 1 AND

ANOTHER PASSWORD ENVELOPE 2).

2. PASSWORD SHALL BE KNOWN ONLY TO THE BIDDER OR ITS DULY

AUTHORIZED REPRESENTATIVE/S SHALL NOT BE DISCLOSED TO ANY

BSP PERSONNEL BEFORE THE OPENING OF BIDS.

3. SAVE THE DOCUMENTS IN COMPRESSED OR ZIPPED FOLDER (USE 7-ZIP

COMPRESSION TOOL).

4. BID SUBMISSION WITHOUT ELECTRONIC KEY OR PASSWORDS SHALL BE

CONSIDERED UNSEALED BID SUBMISSION WHILE THOSE WHICH ARE

NOT COMPRESSED IS NOT COMPLYING WITH TWO-FACTOR SECURITY

PROCEDURE AND HENCE, SHALL BE REJECTED DURING BID OPENING.

5. FOR THE DETAILED PROCEDURES, REFER TO ANNEX C. GUIDELINES ON

MANUAL AND ELECTRONIC SUBMISSION OF BIDS.

34

CHECKLIST OF ELIGIBILITY (LEGAL, TECHNICAL

AND FINANCIAL) AND FINANCIAL PROPOSAL

DOCUMENTS

Project Title : One (1) lot - Supply, Delivery, Setup, Installation, Configuration,

Customization, Data Migration, Testing, Installation, and

Implementation of a new Library Management System (LMS) for

the Bangko Sentral ng Pilipinas (BSP) Libraries, inclusive of One

(1) Year Software Subscription, Support and Training, as per

BSP Terms of Reference and Service Level Agreement

PIN : BAC-ITIO GS No. 2021-0021 dated 06 October 2020

ABC : Php5,915,000.00, inclusive of all applicable taxes and other

charges

Bidder : __________________________________________________

ENVELOPE NO. 1 - ELIGIBILITY ENVELOPE

[For organized checking of e-documents, arrange your ELIGIBILITY

DOCUMENTS/PROPOSAL with corresponding FILE NAMES as listed below (i.e., E-DOC1,

E-DOC2 and so on, corresponding to the list below). Save the documents in a zipped folder

with password.]

(To be filled-up by the BSP Evaluator during the Preliminary Examination of Bids)

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Class “A” Documents

I. LEGAL DOCUMENTS

1./E-DOC1

APPLICABLE TO LOCAL BIDDER:

� PHILIPPINE GOVERNMENT ELECTRONIC

PROCUREMENT SYSTEM (PHILGEPS)

PLATINUM MEMBERSHIP:

� Current PhilGEPS Certificate of Registration -

Platinum Membership, including Annex A;

� Registration Certificate;

� Y2020 Mayor’s/Business Permit,6 or in cases of

recently expired Mayor’s/Business Permit,

copy of recently expired Permit and Official

Receipt for Renewal, subject to submission of

Y2020 Mayor’s/Business Permit after award of

6 Or the equivalent document of the Mayor’s/Business Permit.

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contract but before payment; AND

� Current7 Tax Clearance Certificate (TCC) or

equivalent document.8

Notes:

i. IN CASE THE PHILGEPS CERTIFICATE OF

REGISTRATION HAS EXPIRED ON BIDDING

DATE, THE BIDDER SHALL SUBMIT THE

SAME AS A POST-QUALIFICATION

REQUIREMENT UNDER ENVELOPE NO. 3.

ii. IN CASE A DOCUMENT IN ANNEX “A” HAS

EXPIRED ON BIDDING DATE, THE BIDDER

SHALL ATTACH A COPY OF THE

RENEWED/UPDATED DOCUMENT TO THE

PHILGEPS CERTIFICATE OF REGISTRATION.

OTHERWISE, THE SUBMISSION SHALL BE

CONSIDERED “FAILED”.

iii. IF THE BIDDER CLAIMS PREFERENCE AS A

DOMESTIC BIDDER/DOMESTIC ENTITY:

� CERTIFICATION FROM THE

DEPARTMENT OF TRADE AND

INDUSTRY STATING THAT THE

ARTICLES FORMING PART OF ITS BID

ARE SUBSTANTIALLY COMPOSED OF

ARTICLES, MATERIALS, OR SUPPLIES

GROWN, PRODUCED, OR

MANUFACTURED IN THE PHILIPPINES.

iv. If bidding as a JV, all partners must submit the

document.

APPLICABLE TO FOREIGN BIDDER:

� PHILIPPINE GOVERNMENT ELECTRONIC

PROCUREMENT SYSTEM (PHILGEPS)

PLATINUM MEMBERSHIP:

� Current PhilGEPS Certificate of Registration -

Platinum Membership including Annex A;

� Registration Certificate;

� Y2020 Mayor’s/Business Permit, or equivalent

document; AND

� Current Tax Clearance Certificate (TCC) or

equivalent document; AND

� Certification from the relevant government office

7 The TCC must be valid or effective (not expired) on the date of the opening of bids and must be valid for BIDDING PURPOSES.

Once duly filed with the BIR, the Tax Clearance shall be accepted upon submission for all biddings that will be undertaken within

the period of effectivity of the Tax Clearance. However, the Bidder shall still submit a photocopy of the Tax Clearance and indicate

therein that it has already submitted the same to BSP as part of the Class “A” documents. 8 The TCC refers to the clearance issued by the Accounts Receivable Monitoring Division (ARMD) or appropriate office of the

Bureau of Internal Revenue, which is valid for bidding purposes, attesting that the taxpayer has no outstanding Final Assessment

Notice and/or delinquent account. As with other bidding requirements, the BSP validates the TCC as against the BIR list of entities

with validly issued TCCs.

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of its country stating that Filipinos are allowed to

participate in their government procurement

activities for the same item/product;

OR

� Copy of legislation from the country of the bidder

allowing foreign bidders to participate in their

government procurement, if applicable.

Notes:

i. FOREIGN BIDDER REFERS TO A CITIZEN OF

A FOREIGN COUNTRY OR AN ENTITY

WHERE FILIPINO OWNERSHIP OR INTEREST

IS LESS THAN SIXTY PERCENT (60%) WHO

IS ENGAGED IN THE MANUFACTURE OR

SALE OF THE MERCHANDISE OR

PERFORMANCE OF THE GENERAL

SERVICES COVERED BY HIS BID, AS PER

APPENDIX 9 – GUIDELINES IN THE

DETERMINATION OF ELIGIBILITY OF

FOREIGN SUPPLIERS, CONTRACTORS, AND

CONSULTANTS TO PARTICIPATE IN

GOVERNMENT PROCUREMENT PROJECTS,

OF THE 2016 REVISED IMPLEMENTING

RULES AND REGULATIONS OF REP. ACT

NO. 9184.

ii. IN CASE THE PHILGEPS CERTIFICATE OF

REGISTRATION HAS EXPIRED ON BIDDING

DATE, THE BIDDER SHALL SUBMIT THE

SAME AS A POST-QUALIFICATION

REQUIREMENT UNDER ENVELOPE NO. 3.

iii. IN CASE A DOCUMENT IN ANNEX “A” HAS

EXPIRED ON BIDDING DATE, THE BIDDER

SHALL ATTACH A COPY OF THE

RENEWED/UPDATED DOCUMENT TO THE

PHILGEPS CERTIFICATE OF REGISTRATION.

OTHERWISE, THE SUBMISSION SHALL BE

CONSIDERED “FAILED”.

iv. In case a copy of the recently expired

Mayor’s/Business Permit and Official Receipt for

Renewal were submitted on bidding date, the

bidder shall submit a copy of the current and valid

Mayor’s/Business Permit after award of contract

but before payment.

v. The above documents or its equivalent document/s

may be substituted by the appropriate equivalent

documents in English, if any, issued by the country

of the bidder concerned. Otherwise, it must be

accompanied by a translation of the documents in

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English issued by the relevant foreign government

agency, the foreign government agency authorized

to translate documents, or a registered translator in

the foreign bidder’s country; and shall be

apostilled9 in apostille countries or authenticated by

the appropriate Philippine foreign service

establishment/post or the equivalent office having

jurisdiction over the foreign bidder’s affairs in the

Philippines.

vi. If bidding as a JV, all partners must submit the

document.

II. TECHNICAL DOCUMENTS

2./E-DOC2

� STATEMENT BY THE BIDDER OF ALL ITS

ONGOING GOVERNMENT AND PRIVATE

CONTRACTS as of 30 November 2020, including

all contracts awarded but not yet started, if any,

whether similar or not similar in nature and

complexity to the contract to be bid (Use BSP-

prescribed Statement Form No. 1 and/or Statement

Form No. 2 (whichever is applicable]). The

statement shall include, for each contract, the

following:

� i. Name of the client and description of

project;

� ii. Contract reference and date;

� iii. Amount of contract and percentage of

accomplishment; AND

� iv. Value of outstanding contracts.

Notes:

i. Use Statement Form No. 1 (BSP-prescribed form)

if bidder’s ongoing government and private

contracts are not covered by a Non-Disclosure

Agreement (NDA).

ii. Use Statement Form No. 2 (BSP-prescribed form)

if the bidder’s ongoing government and private

contracts are covered by NDA). The statement,

which must be NOTARIZED, must include, for

9 An Apostille is a certificate that authenticates the origin of a public document. It is issued by a country that is party to

the Apostille Convention to be used in another country which is also a party to the Convention. On 14 May 2019,

the Philippines officially became a party to the Apostille Convention. Authentication is still required for all

Philippine documents to be used abroad, but this time with an Apostille instead of an Authentication Certificate ("red

ribbon") as proof of authentication. After authentication by the Department of Foreign Affairs - Office of Consular Affairs

(DFA-OCA), as Competent Authority, there is no more need for authentication (legalization) by Foreign Embassies or

Consulates except for countries that have not acceded to the Convention and countries that objected to the

Philippine accession (Source:https://www.dfa.gov.ph/dfa-news/dfa-releasesupdate/22280-question-and-answer-and-

infographics-onauthenticationthrough-apostille).

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each contract, the following:

� a. Indicative Aggregate Amount of the

Contract;

� b. Percentage of Accomplishment; AND

� c. Indicative Aggregate Value of Outstanding

Works/Undelivered Portion.

iii. The Bidder is allowed to submit an unnotarized

Statement Form No. 2 subject to submission of the

NOTARIZED Statement Form No. 2 after award

but BEFORE payment.

iv. Bidders shall include all ongoing contracts with the

BSP, including all contract/s awarded but not yet

started for the said period, if any.

v. The bidder shall declare the project name and

description, name of clients and contact details.

vi. If bidding as a JV, the Statement shall be submitted

by any of the JV partners.

3./E-DOC3

� STATEMENT OF THE BIDDER’S SINGLE

LARGEST COMPLETED CONTRACT (SLCC)

SIMILAR TO THE CONTRACT TO BE BID

(Use BSP-suggested form). A similar

contract refers to SUCCESSFUL

SUPPLY, DELIVERY, CONFIGURATION,

CUSTOMIZATION AND IMPLEMENTATION

OF A LIBRARY MANAGEMENT SYSTEM IN

ANY INSTITUTION IN THE PHILIPPINES

(E.G., ACADEME OR A NATIONAL

LIBRARY) AND SHOULD BE

CONTINUOUSLY IN OPERATION AS TO

DATE OF BIDDING.

The SLCC shall be supported by the following

documents:

� a. Copy of SLCC completed from Y2015 to

present amounting to at least 50% of

the ABC. (Contract/Agreement can be

any or all of the following: Contract/Job

Order/Purchase Order/Notice of

Award/Notice to Proceed/ Sales

Invoice/Official Receipt or any other

duly executed document

proving/showing the name/nature of

project or project description and contract

cost);

AND

� b. Proof of Completion and Acceptance for

the aforesaid SLCC (Proof of completion

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and acceptance can be any or all of the

following: Official Receipt/Certificate of

Completion/ Certificate of

Acceptance/Certificate of Satisfactory

Performance/Sales Invoice/ Statement of

Account showing payment/Delivery

Receipt duly acknowledged by the client).

Notes:

i. The SLCC must include the following information:

• Name of organization, Line of business and

address;

• Name of contact person/s, telephone and fax

number(s) and email address(es);

• Brief description of the project and scope;

• Contract amount and duration;

• Date when project was formally started, Date of

Go Live (the date when the organization first

went live using the software/system);

• Nature of service/s provided by the Service

Provider; AND

• Hardware and software implemented.

ii. The submitted document/s must show the

following mandatory information:

� a. Contract is similar to the requirement;

� b. Contract cost is at least 50% of the ABC;

AND

� c. Contract must have been completed as of

date of bidding.

iii. If all details needed in items 3(a) and 3(b) can be

established in a single document, the same is

acceptable as submission for the two (2) items.

iv. If Sales Invoice/Official Receipt/Statement of

Account is submitted, it must reflect the full

payment of the contract price of aforesaid

completed project.

v. A Filipino citizen/sole proprietorship, partnership,

corporation, or cooperative may submit a contract

which it previously entered into in partnership with

another person/entity as a JV in compliance with

the SLCC requirement, provided that such JV was

unincorporated or contractual in nature. Otherwise,

the contract of said JV shall not be considered as an

individual experience of any of the JV partners for

purposes of complying with the above technical

eligibility requirement.

vi. If the bidder’s single largest completed contract

similar to the requirement is covered by a

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confidentiality agreement, it shall submit a

certification from its client stating the following

details:

� a. Name of client;

� b. Information of client;

� c. Nature/type of goods and services

provided, with the indicative amount of the

contract;

� d. The contract has been successfully

completed as of bidding date; AND

� e. A statement that the disclosure of the

contract is restricted by a confidentiality

agreement.

vii. If bidding as a JV, the statement shall be submitted


4./E-DOC4

BID SECURITY

� Bid Securing Declaration (BSD) (Use GPPB-

prescribed form);

OR

� Any of the following forms and amounts (refer

to CLAUSE 14.1 of BDS for applicable

amounts):

� Cash or Cashier’s/Manager’s Check issued

by a UB or KB;

� Bank draft/guarantee or irrevocable letter of

credit issued by a UB or KB: Provided,

however, that it shall be confirmed or

authenticated by a UB or KB, if issued by a

foreign bank (for a list of UBs/KBs, refer to

http://www.bsp.gov.ph); OR

� Surety Bond callable upon demand issued

by a surety or insurance company duly

authorized by the Insurance Commission to

issue such security.

Notes:

i. IF CASH IS POSTED AS BID SECURITY, IT

MUST BE PUT IN A SEPARATE ENVELOPE

WITH AMOUNT STATED THEREIN, SEALED,

AND PLACED INSIDE ENVELOPE NO. 1. IF

BID SECURITY IS PAID THROUGH UNION

BANK OR DEBIT/CREDIT/(VISA/MASTER)

CARD PAYMENT, A COPY OF THE DEPOSIT

SLIP OR SCREENSHOT OF THE ONLINE

PAYMENT SHALL BE INCLUDED IN

ENVELOPE 1.

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ii. The Bidder is allowed to submit an unnotarized Bid

Securing Declaration, subject to submission of the

NOTARIZED Bid Securing Declaration during

post-qualification stage under Envelope No. 3.

iii. FOR ONLINE OR ELECTRONIC BID

SUBMISSION, THE BIDDER IS ALLOWED TO

SUBMIT SCANNED COPY OF THE BID

SECURING DECLARATION OR OTHER

ACCEPTABLE FORMS OF BID SECURITY,

EXCLUDING CASH, SUBJECT TO

SUBMISSION OF THE ORIGINAL COPY

THEREOF DURING POST-QUALIFICATION

STAGE UNDER ENVELOPE NO. 3.

iv. If bidding as a JV, the document/s shall be

submitted by any of the JV partners.

5./E-DOC5

TECHNICAL SPECIFICATIONS/TERMS OF

REFERENCE

� a. CONFORMITY to BSP Terms of

Reference, BSP Service Level Agreement

(Annex A attached to the BSP Terms of

Reference) AND BSP Confidentiality and

Non-Disclosure Agreement (Annex B

attached to the BSP Terms of Reference).

Note: The above documents must be

signed/initialled by the bidder’s authorized

representative/s on the appropriate portions

and submitted as part of the Technical

Documents.

� b. CERTIFICATION OF EMPLOYMENT

ISSUED BY THE BIDDER PROVIDING

A LIST OF PROJECT TEAM consisting of

at least one (1) Project Manager, at least

two (2) IT Professionals (e.g., Information

Systems Analysts, Systems Designers or

Software/Computer Engineers), and at least

one (1) Product Expert, who are employees

of the Bidder, with qualifications stated in

Item 8 under Part A of the BSP Terms of

Reference, supported by the following

documents:

� PROJECT MANAGER

� Curriculum Vitae;

� Project Management Training

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Certification; AND

� Proof of Residency in the

Philippines during project period, if

not a Philippine resident.

� FIRST IT PROFESSIONAL


� Training Certification related to

Computer Systems Engineering,

Applications Development and

Database Design; AND




� SECOND IT PROFESSIONAL



Computer Systems Engineering,

Applications Development and

Database Design; AND




� PRODUCT EXPERT



Library Processes and Systems;

AND




� c. If BIDDER IS A DISTRIBUTOR OR

CHANNEL PARTNER, submit

Certification or Proof of Authority from the

Principal showing that the bidder is

authorized to supply/deliver the offered

Library Management System, and to

provide technical support services thereof;

OR

If BIDDER IS A RESELLER, submit

Certification or Proof of Authority from the

Principal, Distributor or Channel Partner

showing that the bidder is authorized to

resell/supply/deliver the offered Library

Management System, and to provide

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technical support services thereof. If the

Certification or Proof of Authority is issued

by a Distributor or Channel Partner, submit

a Certification or Proof of Authority from

the Principal.

NOTE:

IF THE PRINCIPAL, DISTRIBUTOR OR

CHANNEL PARTNER DOES NOT ISSUE

A SIGNED CERTIFICATION, THE

BIDDER MUST BE ABLE TO SUBMIT

EQUIVALENT PROOF THAT IT IS A

LEGITIMATE, RECOGNIZED OR

ACCREDITED SUPPLIER/SERVICE

PROVIDER, DISTRIBUTOR, CHANNEL

PARTNER OR RESELLER, AS

APPEARING IN ANY PRINTED

LITERATURE OR OFFICIAL WEBSITE

(WITH THE PRIMARY SOURCE OF THE

DOCUMENT).

� d. CONFORMITY to BSP Supplied Evaluation

Matrix (BSPSEM, Annex C attached to the

BSP Terms of Reference).

Notes:

i. Bidder shall indicate under Column 2 the

specifications of its actual offer and

under Column 3, the documents that will

support its statement in Column 2.

ii. The above document must likewise be

signed/initialed by the bidder’s

authorized representative/s on the

appropriate portions and submitted as

part of the Technical Documents.

� e. Bidder’s proof of offer containing all the

technical information listed in the attached

BSPSEM and other relevant information

necessary for post-qualification, in any of

the following:

� a. Original or copy of the printed

product brochure(s) from the

Manufacturer/Developer/Principal;

OR

� b. Printed product brochure(s)

downloaded from the internet with

indication of its source (e.g.

website); OR

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� c. Manufacturer/ Developer/

Principal’s Catalog Data of the

materials/equipment to be installed

with highlights on the data

conforming to the BSP

Specifications; AND

IF SPECIFICATIONS/FEATURES

CANNOT BE SUPPORTED BY

PRODUCT BROCHURES OR

MANUFACTURER/ DEVELOPER/

PRINCIPAL’S CATALOG:

� a. Certification from the

Manufacturer/ Developer/

Principal confirming the

specifications of the items stated

in the bidder’s duly accomplished

BSPSEM; OR

� b. Product Demonstration/Sample

(if applicable); OR

� c. Technical Proposal; OR

� d. Reference Site.

� f. Project Proposal (using the BSP prescribed

format under Part C of the BSP Terms of

Reference).

6./E-DOC6

� OMNIBUS SWORN STATEMENT (OSS) of the

bidder containing the following: (Use GPPB

prescribed form as per GPPB Resolution No.

16-2020)

� a. Appointment of the Bidder’s Authorized/

Designated Representative;

� b. Authority of the Bidder’s Authorized/

Designated Representative;

� c. Non-inclusion in the Blacklist;

� d. Authenticity of the Submitted Documents;

� e. Authority to Validate Submitted

Documents;

� f. Disclosure of No Relationship;

� g. Compliance with Labor Laws and

Regulations;

� h. Bidder’s Responsibilities;

� i. Compliance with GPPB Resolution No.

22-2013 in relation to BSP’s “No Gift

Policy” under Office Order No. 0485,

Series of 2014; and

� j. Provision on Advance Payment.

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Notes:

i. Omission of any of the aforesaid provisions in the

OSS shall be considered as “failed”.

ii. The Bidder is allowed to submit an unnotarized

OSS, subject to submission of the NOTARIZED

OSS after award but BEFORE payment.

iii. FOR ONLINE OR ELECTRONIC BID

SUBMISSION, THE BIDDER IS ALLOWED TO

SUBMIT SCANNED COPY OF THE OSS,

SUBJECT TO SUBMISSION OF THE

ORIGINAL COPY THEREOF DURING POST-

QUALIFICATION STAGE UNDER ENVELOPE

NO. 3.

iv. REFER TO THE BSP WEBSITE FOR THE LIST

OF BSP PERSONNEL INVOLVED IN THE

PROCUREMENT. FOR THE LIST OF BSP

PERSONNEL INVOLVED IN PROJECT, REFER

TO THE BSP TERMS OF REFERENCE (FOR

DISCLOSURE OF NO RELATIONSHIP).

v. If bidding as a JV, all partners must submit the

document.

AND

� PROOF OF APPOINTMENT OF BIDDER’S

AUTHORIZED REPRESENTATIVE/S

�

NOTARIZED Certificate issued by the

Corporate Secretary (for Corporation/

Cooperative/JV) or issued by the Managing

Partner or President (for Partnership), attesting

the appointment of the bidder’s

representative/s (Refer to Sample Form); OR

� NOTARIZED Special Power of Attorney

(SPA), for Sole Proprietorship (Refer to

Sample Form).

Notes:

i. The Proof of Appointment of Bidder’s Authorized

Representative/s shall include, among other things,

the following details:

a. Resolution Number/Order;

b. Government-issued ID of the Affiant; AND

c. Government-issued ID of the Authorized

Representative/s with Specimen Signature.

ii. If bidding as a JV, which is already formed, JV can

submit one NOTARIZED Certificate appointing

bidder’s representative/s.

iii. The Bidder is allowed to submit an unnotarized

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Proof of Appointment of Bidder’s Authorized

Representative/s (Proof of Appointment) subject to

submission of the NOTARIZED Proof of

Appointment prior to execution of the Purchase

Order/Job Order or Contract, if the bidder’s

representative will be the one to sign the same on

behalf of the winning bidder.

iv. Frequent or past bidders of the BSP who maintain

or retain the same bidders’ representative can

submit a copy of the same Secretary’s Certificate or

SPA used in another bidding.

v. If JV is not yet formed, all partners must submit the

Notarized Certificate.

III. FINANCIAL DOCUMENTS

7./E-DOC7

APPLICABLE TO LOCAL BIDDER:

� BIDDER’S AUDITED FINANCIAL

STATEMENT (AFS), showing, among others, the

Bidder’s total and current assets and liabilities,

stamped “received” by the BIR or its duly

accredited and authorized institutions, for the

preceding calendar year which should not be earlier

than two (2) years from the date of bid submission.

Notes:

i. Submission of a consolidated AFS is allowed,

provided, that the data for the participating Bidder

can be extracted to establish the financial capacity

of the Bidder;

ii. If bidding as a JV, the AFS shall be submitted by

any of the JV partners.

APPLICABLE TO FOREIGN BIDDER:

� BIDDER’S AUDITED FINANCIAL

STATEMENT (AFS), showing, among others, the

Bidder’s total and current assets and liabilities, for

the preceding calendar year which should not be

earlier than two (2) years from the date of bid

submission.

Notes:

i. Submission of a consolidated AFS is allowed,

provided, that the data for the participating Bidder

can be extracted to establish the financial capacity

of the Bidder.

ii. In case a foreign bidder is not required to submit

AFS pursuant to the laws in its jurisdiction, it shall

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submit the following:

a. � A certification from the relevant foreign

government agency stating to the effect that

submission of AFS is not required under its

laws; AND

b. � In lieu of the AFS, Financial Statement

stamped received by its appropriate tax

authority for the preceding year, shall be

submitted. In case a Financial Statement

stamped received by the tax authority is not

yet available, submission of a Financial

Statement for the required year is allowed,

together with a Notarized Certification from

the accounting firm, which prepared the

Financial Statements stating that it has

prepared the said Financial Statements in

accordance with all pertinent laws and

regulations under its jurisdiction.

iii. If bidding as a JV, the AFS shall be submitted by

any of the JV partners.

8./E-DOC8

� COMPUTATION OF NET FINANCIAL

CONTRACTING CAPACITY (NFCC) which must

be at least equal to the total ABC based on the

submitted AFS under Annex A of PhilGEPS

Certificate or submitted AFS under item7/E-DOC7,

and list of ongoing project/s under item 2/E-DOC2,

computed as follows:

NFCC = [(Current assets minus current liabilities)

(15)] minus the value of all outstanding or

uncompleted portions of the projects under ongoing

contracts, including awarded contracts yet to be

started, coinciding with the contract to be bid.

OR

� COMMITTED LINE OF CREDIT issued by a

Universal Bank (UB) or Commercial Bank (KB),

which must be at least equal to ten percent (10%) of

the total ABC; Provided, that if the same is issued

by a foreign UB or KB, it shall be confirmed or

authenticated by a local UB or KB.

Notes:

i. The values of the domestic bidder’s current assets

and current liabilities shall be based on the latest

AFS submitted to the BIR.

ii. If bidding as a JV, the document shall be submitted

by any of the JV partners provided, that the partner

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responsible to submit the NFCC shall likewise

submit the Statement of all ongoing contracts and

AFS.

Class “B” Documents

9./E-DOC9

If bidding as a FORMED JV

� Valid JV Agreement (JVA) showing that Filipino

ownership or interest of the JV concerned shall be

at least 60%.

If bidding as a JV TO BE FORMED

� In the absence of a JVA, a NOTARIZED

statement(s) from each/all the potential JV partners

stating that they will enter into and abide by the

provisions of the JVA in the instance that their bid

is successful.

Note: The Bidder is allowed to submit an unnotarized

statement(s) from each/all the potential JV partners

stating that they will enter into and abide by the

provisions of the JVA in the instance that their bid is

successful subject to submission of the valid JVA

within ten (10) calendar days from receipt of the Notice

of Award.

Checked by: ________________________

Name and Signature of the

BSP Evaluator

Date: ____________________________

------------------------------------------------------------------------------------------------------------------ ENVELOPE NO. 2 – FINANCIAL BID PROPOSAL

FOR MANUAL SUBMISSION OF FINANCIAL PROPOSALS:

THE MANUAL FINANCIAL BID FORM INCLUDING ALL ATTACHMENTS (IF ANY)

SHALL BE SIGNED/INITIALED/E-SIGNED BY THE BIDDER OR BIDDER’S

AUTHORIZED REPRESENTATIVE/S ON EACH AND EVERY PAGE. FAILURE TO DO

SO SHALL BE A GROUND FOR REJECTION OF THE BID.

FOR ELECTRONIC TRANSMITTAL OF FINANCIAL PROPOSALS (E-DOCUMENT):

THE ELECTRONIC FINANCIAL BID FORM INCLUDING ALL ATTACHMENTS (IF

ANY) SHALL CONTAIN THE E-SIGNATURE OF THE BIDDER’S AUTHORIZED

REPRESENTATIVE/S ON EACH AND EVERY PAGE. FAILURE TO DO SO SHALL BE

A GROUND FOR REJECTION OF THE BID.

[For organized checking of e-documents, arrange your FINANCIAL PROPOSAL

DOCUMENTS with corresponding FILE NAMES as listed below (i.e., F-DOC1 and F-DOC2,

corresponding to the list below). Save the documents in a zipped folder with password.]

49

In case one or more of the requirements in Envelope No. 2 is missing, incomplete or patently

insufficient, and/or if the submitted total bid price exceeds the ABC, the BAC shall rate the bid

as “failed”. (Sec. 30.2, Rule IX, IRR)

Bids not addressing or providing all the required items in the Bidding Documents including,

where applicable, Bid Cost Sheet, shall be considered non-responsive and, thus, automatically

disqualified. In this regard, where a required item is provided, but no price is indicated, the

same shall be considered as non-responsive, but specifying a “0” (zero) or “-” (dash) for the

said item would mean that it is being offered for free to the government, except those required

by law or regulations to be provided for. (Sec 32.2.1(a), Rule IX, IRR) To ensure completeness

of the bid, bidders must ensure that ALL items, columns or matrices in the prescribed forms

are appropriately filled-up and no item, column, or matrix is left blank.

CONTENTS OF DOCUMENT

P

A S

S

F

A I

L

REMARKS

1./F-DOC1

FINANCIAL BID FORM (Use prescribed form)

2./F-DOC2

PRICE SCHEDULE FOR GOODS OFFERED

FROM WITHIN THE PHILIPPINES/FROM

ABROAD (Refer to Financial Cost Breakdown)

(Use prescribed form)

AND

INDICATIVE MAINTENANCE COST for the next

five (5) years (Refer to Additional Information) (Use

prescribed form)

Checked by: ________________________


BSP Evaluator

Date: ____________________________

------------------------------------------------------------------------------------------------------------------

ENVELOPE NO. 3 – OTHER DOCUMENTS REQUIRED FROM THE LOWEST/SINGLE

CALCULATED BIDDER (L/SCB) UNDER SECTION 34.2 OF THE REVISED IRR

• Documents must be submitted within five (5) calendar days from receipt of

notice/advice from the BAC.

• The bidder may also opt to submit the documents on date of bidding.

• Documents may be submitted manually or electronically (except items 6 and 7).

SUBMITTED NOT

SUBMITTED During bidding During post-

qualification

1. Y2018 or Y2019, if available, INCOME TAX

RETURNS (ITR) duly filed thru Electronic Filing and

Payment System (eFPS) of the BIR, as provided for

under Executive Order (E.O.) No. 398 or Revenue

50

SUBMITTED NOT


qualification

Regulations (RR) 3-2005, together with the Filing and

Payment References.

Note: If bidding as a JV, all partners shall submit the

document.

2. BUSINESS TAX RETURNS (Quarterly Value-Added

Tax Form 2550-Q) for the quarter ending 30 June 2020

or 30 September 2020, if available, per RR 3-2005.


document.

3. COMPANY PROFILE indicating the following:

a. Current composition of the Board of Directors;

b. Principal Officers;

c. Principal Stockholders; AND

d. Line of works / services.


document.

Additional requirement applicable only to a Bidder

who/which is a previous/current supplier of BSP:

4. CERTIFICATE OF SATISFACTORY

PERFORMANCE issued by the end-user department

for the following, if any:

a. Most recent completed BSP project; AND

b. All ongoing BSP project/s with at least 20%

accomplishment.


document.

5. CURRENT PHILIPPINE GOVERNMENT

ELECTRONIC PROCUREMENT SYSTEM

(PHILGEPS) PLATINUM MEMBERSHIP, in case

said document was not submitted in Envelope No. 1.


document.

6. ORIGINAL COPY OF NOTARIZED BID

SECURING DECLARATION (BSD) or any one of the

following acceptable forms of Bid Security, in case an

unnotarized or scanned document was submitted in

Envelope No. 1:

� Cash or Cashier’s/Manager’s Check issued by a UB

or KB;

� Bank draft/guarantee or irrevocable letter of credit

issued by a UB or KB: Provided, however, that it

51

SUBMITTED NOT


qualification

shall be confirmed or authenticated by a UB or KB,

if issued by a foreign bank (for a list of UBs/KBs,

refer to http://www.bsp.gov.ph); OR

� Surety Bond callable upon demand issued by a

surety or insurance company duly authorized by the

Insurance Commission to issue such security.

Notes:

i. If Cash is posted as bid security, it must be put in a

separate envelope with amount stated therein, sealed,

and placed inside Envelope No. 3. If bid security is

paid through Union Bank or Debit/Credit/(Visa and

Master) Card Payment, a copy of the deposit slip or

screenshot of the online payment shall be included in

Envelope 3.

ii. If bidding as a JV, the document/s shall be submitted


7. ORIGINAL COPY OF OMNIBUS SWORN

STATEMENT (OSS), in case scanned copy thereof

was submitted in Envelope No. 1 for online or

electronic bid submission.

Notes:

i. Omission of any of the aforesaid provisions in the OSS

shall be considered as “failed”;

ii. If bidding as a JV, all partners must submit the

document.

Received by: ________________________


BSP Evaluator

Date: ____________________________

------------------------------------------------------------------------------------------------------------------

IMPORTANT NOTICE: 1. In case of any inconsistency between the Invitation to Bid (IB) and all other documents, the IB shall

prevail. In case of inconsistency between the listed documents in the Instructions to Bidders (ITB)

and the Bid Data Sheet (BDS) and Checklist of Eligibility (Legal, Technical and Financial) and

Financial Proposal Documents, the ITB and BDS shall prevail.

2. The actual signature of the authorized representative of the prospective bidder, cropped and pasted

handwritten signatures, adobe-created signatures, unique figures and symbols and stamped

signatures are ACCEPTABLE as e-signatures. However, text-typing the name of the bidder and/or

the words “SGD. or ORIGINAL SIGNED” and the like without distinctive features are NOT

ACCEPTABLE.

3. An electronically signed document submitted by the bidder shall be presumed to belong to that of

the bidder if signed by its duly authorized representative and sent to the email of the Bid Recipient.

52

BIDDING FORMS

File Name

for Bid

Submission

DESCRIPTION OF DOCUMENT

ENVELOPE NO. 1

1 Item 2/

E-DOC2

Statement of On-going Government and Private Contracts

a. Statement Form No. 1.

b. Statement Form No. 2.

2 Item 3/

E-DOC3

Statement of Single Largest Completed Contract Similar to

the Requirement

3 Item 4/

E-DOC4 Bid Securing Declaration

4 Item 6/

E-DOC6

a. Omnibus Sworn Statement

5 b. Corporate Secretary’s Certificate

6 c. Special Power of Attorney

ENVELOPE NO. 2

7 Item 1/

F-DOC1 Financial Bid Form

8

Item 2/

F-DOC2

PRICE SCHEDULE FOR GOODS OFFERED FROM

WITHIN THE PHILIPPINES/FROM ABROAD (Refer to

Financial Cost Breakdown)

9

INDICATIVE MAINTENANCE COST for the next five

(5) years (Refer to Additional Information) (Use prescribed

form)

CONTRACT FORMS (TO BE SUBMITTED BY THE WINNING BIDDER)

File Name DESCRIPTION OF DOCUMENT

1 NOA Notice of Award with Conformity with List of Evaluated

Surety Companies

2 PSD Performance Securing Declaration (Allowed During State

of Calamity)

3 CONTRACT Contract Agreement

4 JVA If JV: JV Agreement (Sample Only)

ANNEXES

ANNEX GUIDELINES AND PROCEDURES

A Procedures in the Payment of Bidding Documents

B Guidelines in the Conduct of Pre-Bid Conference

C Guidelines in the Preparation, Submission and Opening of Bids (Manual

and Electronic)

of 19

BSP Library Management System Project

Terms of Reference

September 2020

BSP Library Management System (LMS)

Terms of Reference (TOR)

Page 2 of 19

PART A: INTRODUCTION

1.0 BACKGROUND

The Bangko Sentral ng Pilipinas (BSP) issues this Terms of Reference (ToR) to prospective Solution

Providers for the replacement of InMagic, Koha and Filenet, the existing library management

systems of Economic Financial Learning Center (EFLC) and Office of the General Counsel and

2.0 DESCRIPTION

One (1) Lot Customization, Configuration, Installation, Data Migration, Testing, Installation and

Implementation of a Library Management System (LMS) inclusive of One (1) Year Software

Subscription Support and Training.

This is a Commercial-Off-The-Shelf (COTS) cloud-based solution for the management of the

physical and digitized assets of BSP Libraries and encompasses the functions and processes in a

library.

3.0 COMPLETION PERIOD

The project shall be completed within eight (8) months from the date stipulated in the NTP.

The project schedule shall be as follows:

Customization, Configuration, Installation, Data Migration, Testing, Installation and

Implementation of a Library Management System (LMS)

4.0 OBJECTIVES OF THE PROJECT

a. To be able to leverage on the latest available technology or solution for a Library

Management which is compliant to international industry standards and frameworks (e.g.

Machine Readable Cataloging in the 21st Century (MARC 21), International Standard for

Bibliographic Description (ISBD), Functional Requirements for Bibliographic Records (FRBR),

Functional Requirements for Authority Data (FRA) and Resource Description and Access

(RDA).

b. Adoption to these standards and framework shall maintain data integrity and fidelity of

library collections and/or databases.

c. To migrate the data of BSP Libraries into standardized frameworks such as MARC 21, Dublin

Core, Encoded Archival Description (EAD) version 3, Metadata Object Description Schema

(MODS), Metadata Encoding and Transmission Standard (METS), VRA Core 4.0 Metadata

Schemas and Data Standards to ensure the ease of information exchange and in preparation

to possible migration to the BIBFRAME 2.0 data model.



Page 3 of 19

5.0 SCOPE OF WORK

The Project covers the supply and delivery of all information and communications technology

(ICT) solutions and services necessary to setup, install, configure, customize, migrate

data/information, test, and fully implement a new Library Management System (LMS) for the

BSP Libraries, subject to BSP specifications and requirements. The details of the scope of work,

particularly the specifications and requirements, are discussed substantially in Part B:

Functional and Technical Requirements.

The solution provider shall perform all site planning, interface design and production, including

uploading, migrating, and organizing all required data and information.

The solution provider shall deliver or turn-over all customized and other software/s, materials,

licenses, and other components required to operate and maintain the site internally.

License scheme of all software components should be disclosed to the BSP. Moreover, the

solution provider shall ensure that the software/s to be installed (if applicable) shall be

compliant with its licensing scheme.

If necessary, BSP shall provide the appropriate hardware/software environment, including

additional workstations, that will be used as staging area during the data migration.

It is understood that since this will be a cloud-based or Software as a Service (SAS) solution, the

BSP will need not acquire a permanent server, operating system, database license and portal

solution software for the purposes of this project.

The solution to be proposed must have the capability to export or download data and

information from all modules.

Upon full acceptance, the Software subscription and Technical Support and Warranty for one

(1) year shall commence. In the first three (3) months, a dedicated technical support shall be

provided onsite or through online.

6.0 SUPPORT SERVICES REQUIREMENTS

6.1 DOCUMENTATION

6.1.1 The solution provider shall provide complete sets of the following in soft copy (in

MS Word) and two (2) hard copies:

a. Pre-Project Implementation

Project Responsibility Assignment Matrix

Project Gantt Chart / Schedules

Test Scripts/procedures validating functionality and features of the LMS

b. Test Results

Vulnerability and Security Test Results

Functionality and Systems Testing

User Acceptance Test (End-users)



Page 4 of 19

c. Manuals and Procedures

Operations Procedure/Manuals

Systems Procedure/Manuals

Customized Documentations

Backup and Recovery Procedures

d. Migration Plan Document

6.1.2 The solution provider must provide a documentation on how the LMS site and

databases shall be maintained during and after the contract period. This shall also

include policies and procedures involved in the roll out of updates and security

patches (if applicable). Systems turnover methods or strategies for ensuring that

the system users shall be able to operate and maintain the live system on their

own shall also be described.

6.1.3 The solution provider shall deliver documents/manuals/reports that are of robust

and durable construction with concise and high-quality presentation. They must

contain sufficient information for the proper operation and maintenance of the

developed applications.

6.1.4 Bidders shall provide replacement or additional manuals when required by the BSP

for the software that is under warranty agreement at the time of the request.

6.1.5 The documentation must be maintained and kept up-to-date with updates or

replacement volumes to reflect the current level of installed software.

6.1.6 All documentation must be written in English.

6.2 TRAINING

6.2.1 The solution provider shall conduct basic as well as customized training on all

applications and solutions used in the Project, in the form of classroom and/or

workshop sessions or through online sessions:

a. Technical Training covers all system maintenance and operating

procedures related to the LMS and shall be attended by designated

personnel from the BSP Libraries. This training module must be designed

to effect knowledge transfer of the system to enable them to administer,

operate and maintain the LMS. (minimum of 4 attendees)

6.2.2 Trainings should be undertaken under the following conditions:

a. Conducted on-site/off-site using actual/similar equipment

b. Held using the English Tagalog Language.

c. Conducted by qualified trainers who are experts in the development of

LMS

d. Adjusted to the background and skills of the participants

e. Cover theoretical education together with elements of practical training

(e.g. hands-on)



Page 5 of 19

f. Discuss procedures for detecting and reporting faults and running

diagnostic programs

g. Involve distribution of training materials (in English), both in printed and

electronic form

h. Delivered through the use of interactive exercises, materials and

appropriate environment (e.g. PowerPoint using LCD Projector).

i. Scheduled in coordination with BSP to ensure availability of designated

personnel

6.2.3 All materials, resources, training expenses among others shall be for the account

of the solution provider.

6.2.4 Should it be required, the BSP will issue a declaration to the effect that, to the best

of its knowledge, the participation of its personnel in the training/workshop of

solution provider is not prohibited by the internal policies and procedures of the

BSP, as well as relevant laws and regulations in the Philippines.

6.3 TECHNICAL SUPPORT and WARRANTY

1.

Certificate of Final Project/System Acceptance. During the warranty period, the Service

Provider shall respond to service requests in the event the system becomes inoperable.

Failure to comply with the warranty terms shall be considered an infraction and BSP

shall impose corresponding deduction to the warranty bond/performance bond.

2. The technical support services shall cover web page and database revisions, changes,

and alterations, including, among others, fixing errors, bugs or problems related to the

software/s and/or applications that were developed and/or delivered. The services

shall include the resolution of all system incident reports encountered during the one

(1) year subscription and shall comply with the provisions of Service Level Agreement

(SLA) stipulated in Annex A of this TOR.

7.0 PAYMENT TERMS AND CONDITIONS

Payments shall be made progressively or partially and where each payment shall be equivalent

to the corresponding services completed or purchases supplied and accepted by BSP.

Proposed prices are to be inclusive of all taxes, license fees, royalty payments and other costs

of complying with the conditions of the TOR and Invitation to Bid (ITB) and associated with

carrying out all matters and doing all things necessary as may be deemed by BSP for the due

and proper performance and completion of the proposed Project Contract.

Payments shall be made as follows:

Table 1: Payment Milestones and Deliverables

No. Deliverables Payments

I. Project Kick Off and signed-off Project Charter, including

Project documents such as:

10%



Page 6 of 19

Project Plan with Team Composition and initial Work

Breakdown Schedule;

Communications Plan;

Quality Plan with Quality Review Form, Quality Register

Acceptance Plan;

Risk Management Plan with Risk Form and Risk

Register;

Change Management Plan;

Training Plan;

Implementation Plan;

Business Continuity Plan; and

Test Plan;

Business Requirements Elicitation and Systems Analysis and

Design submission and approval of the following

Business Requirements Document (for gap analysis);

Systems Requirements Document (how the business

requirements shall be configured in the system and

user role with appropriate use case); and

Technical Architecture;

Migration Plan;

Transition Plan;

II. Customization, Configuration, Testing and Acceptance of LMS

Instance for BSP (including development, if any) for the

following:

Provisioning of LMS with the following functionalities

but not limited to (as described in Part B):

o Acquisition

o Circulation

o Cataloging

o Online Public Access Catalog (OPAC) /

Discovery Module

o Serials Module (for subscriptions)

o Document Management System

o Repository for digital assets

o Report Generation

o Other functionalities: search, indexing, etc.,

Web-based user-interface for external and

internal (BSP employees) stakeholders

50%

Data Migration

With approval and sign-off

Delivery of final Translation Tables for conversion of

Local Bibliographic Data (LBD) and for item data

Migration of all bibliographic and item data, Patron

and Circulation Data

Migration/conversion of the previous front-end website to the

proposed website:

Installation and configuration of the new LMS website;

and

Migration to the new LMS website (including data and

content from the old website).



Page 7 of 19

III Pre-Go Live Activities (with acceptance and sign-off)

Backup and restore testing

Business continuity testing

Penetration and vulnerability assessment and

resolution

Parallel run

Resolution of all system incident reports encountered

during parallel run

40%

Go Live (upon Full Acceptance BSP to issue Certificate of Full

Acceptance)

Completion and acceptance of all deliverables (signed-

off)

Training and documentation on all Licensed LMS

Modules

Subscription Proof of Entitlement

Go Live

Dedicated production support

One (1) year warranty inclusive of three (3) months dedicated supported shall upon Full

Acceptance.

8.0 PROJECT MANAGEMENT TEAM

Bidders shall submit the composition of the Project Team (including Project Manager) and shall

maintain the designated project personnel for the duration of the project and during the first

must be approved by BSP.

8.1

Team shall include as team members, a project manager, IT professionals all with proven

track record in the design, development, and installation of computer systems and with

technical experience in the proposed solution.

8.2 The Project Team shall submit curriculum vitae, training certificates and other proof in

support to the following eligibility criteria:

8.2.1 Project Manager

a. Must be a college degree holder;

b. Must have a minimum of three (3) years of project involvement in LMS or

other Library modernization projects;

c. Must have been a Project Manager of at least one (1) successful LMS

project;

d. Must have successfully completed Project Management training;

e. Must show proof that he/she shall be residing in the Philippines for the

duration of the project should the Bidder to be awarded the contract not

be a Philippine resident.

8.2.2 Other Project Team Members, Project Support Staff



Page 8 of 19

The Solution provider shall create and organize its Project Support Staff who

shall be responsible for implementing the various activities covered by the

project. The staff shall be composed of a team with at least two (2) IT

professional (e.g. Information Systems Analysts, Systems Designers or

Software/Computer Engineers), and at least one (1) Product expert.

Product Expert:

Must Have been a project member of at least one (1) successful

project, which are of the same or greater magnitude and complexity

as the proposed system.

Must Have expertise on library processes and Library System (product

being offered), with the company for at least two (2) years as a Product

Specialist or its equivalent.

IT Professional:

Must have expertise on library portal development or systems

development.

With degree or any technical trainings related to Computer Systems

Engineering, Applications Development, and Database Design (to

submit training certificates)

Education, experience and training will also be the basis for evaluating the technical

competence of the Project Development Staff.

8.3 Bidders shall submit the Project Team curriculum vitae which includes the following

information:

a. Primary and secondary areas of expertise, including number of years of

experience;

b. Educational attainment;

c. Qualifications-related training certificates (eg. PM, IT-Related, product related

training certificates, etc.); and

d. Projects handled, nature of these projects (including the development and

operating environments), and type of involvement.

9.0 RESPONSIBILITY OF THE BIDDER

The eligible Bidder shall take sole responsibility for all the necessary measures to carefully

examine and acquaint himself with the requirements, terms and conditions of the TOR. The

BSP shall not assume responsibility regarding erroneous interpretation and/or inclusions by

the eligible Bidder from the data furnished or indicated in the TOR.

10.0 NON-DISCLOSURE AGREEMENT (NDA)

10.1 The Solution Provider must not disclose any documents, materials, project manuals,

solutions used, configurations and parameters used or any other information that



Page 9 of 19

would compromise the BSP. The Solution Provider should be responsible to maintain

any such documents and information obtained from the BSP in strict confidentiality.

10.2 The Solution Provider must agree and sign the BSP Confidentiality and Non-Disclosure

Agreement (CNDA) Form (Annex B).

11.0 LIABILITY

The Solution Provider shall be liable for damages caused to any BSP property due to the fault

or negligence of their personnel. Damages shall be repaired by the winning bidder at his own

expense and to the satisfaction of BSP. In case of failure by the winning bidder to effect repair

on damaged property, BSP may cause the repair and deduct the entire cost thereof from the

amount due to the winning Bidder.

12.0 HOUSE RULES

The Solution Provider must abide with all the rules and regulations of BSP at all times. The

Solution Provider

such as equipment and materials at the work site. BSP assumes no responsibility for the

protection of their property against fire, theft, and environmental conditions.

13.0 WORKING ENVIRONMENT

The solution provider is expected to work in BSP premises to have a quick

interaction/collaboration with the BSP-PMT and other designated BSP staff. However, if

working onsite is not feasible due to circumstances, online meetings, scheduled web

conferencing or remote access may be arranged

For activities that need to be conducted on-site, BSP shall provide the workspace and the

network access for the project implementation team.

If necessary, BSP shall provide a server for data staging and migration activities for this Project.

including additional workstations, that will be used during the development stage.

The solution provider shall also comply with existing BSP-IT Information Technology Policies,

Standards and Procedures.

14.0 OWNERSHIP OF BID DOCUMENTS

All documents submitted in response to the TOR shall become property of BSP which may use

such information, including the copying of same, for bid evaluation purposes.

15.0 REPORTING TO OR VISITING BSP OFFICES

The following provisions in cases of disruptions similar to the COVID-19 pandemic shall be

observed and performed by the Service Provider:



Page 10 of 19

1. The Service Provider shall ensure that its deployed employees are fit to work and not infected

with the covid-19 virus. Infected personnel shall be immediately isolated and not be allowed

to report for work.

2. The Service Provider is also mandated to comply with DOH and other government agency

protocols in the management of the safety and health of their deployed workers.

3. The Service Provider shall ensure the issuance of appropriate directives to all deployed

personnel on strict observance of precautionary measures implemented by the BSP to keep

the workplace free from COVID-19 or other similar virus, and to prevent its transmission, e.g.

physical distancing, frequent hand washing, wearing of face masks, and temperature checks at

entry points, and other measures/guidelines that will be implemented/issued by the BSP.

4. The Service Provider shall supply the necessary personal protective equipment (PPE) and

related supplies for all its personnel, such as face masks, face shield, etc., in connection with

the onsite performance of their personnel duties.

5. Any infraction committed by the personnel against such measures shall be a ground for ITO to

request for replacement and/or terminate the deployment of said personnel.



Page 11 of 19

PART B: FUNCTIONAL AND TECHNICAL REQUIREMENTS

The Solution Provider shall be responsible for providing necessary services for the development and/or

customization of the following functionalities and components expected of the LMS:

1.0 FEATURES AND COMPONENTS OF THE DESIRED SOLUTION

1.1 Acquisition Module Requirements

a. The proposed solution shall have the capability to:

i. Integrate with the Cataloging and OPAC module items already received

and activated online subscriptions can be made available immediately in

the OPAC.

ii. Generate budget performance reports with graphs (see also Report

Module Functionality)

b. It must also have:

i. Support for acquisition of both print and electronic materials for titles

that are for acquisition (whether selected, requested or renewed), the

system should support the loading of MARC records with embedded order

data, shelf ready data and invoice information. Upon loading of the

records, the system should be able to automatically match the said records

with a global bibliographic repository to correct typographical errors,

misspellings, and maintain adherence to metadata standards. Duplicate

detection should also be automated to minimize acquisition of similar

materials.

ii. Notification for the renewal date of subscriptions.

c. Library staff and management, must be able to:

i. Retrieve status of orders and other requests (arrived, pending,

disapproved, paid and unpaid). This may also be applicable to BSP staff

with purchase requests and/or suggestions.

ii. Determine and monitor which funds are in use, spent and are still

available.

1.2 Circulation Module Requirements

a. The proposed solution must have the capability to:

i. Add, view, and edit patron records through a custom database of Library

users

ii. Set customized return dates for official loans and other arrangements.

iii. Set customized record status for lost, missing and damaged materials.

iv. Set and change parameters for types of patrons, lending periods and rate of

fines based on existing policies and guidelines.

v. Automatically assess fines for overdue materials.

vi.

deficiencies prior to proceeding with transaction



Page 12 of 19

vii.

address

viii. View checkout/loan/renewal history of patrons (for library staff only)

ix. Generate transaction receipts for loans, returns and renewals.


i. Support for the use barcodes in the retrieval of borrower records currently,

during

transactions.

ii. Support for an offline backup circulation system with date and time stamps

in case of issues with the internet connection, the solution must be able to

handle offline transactions which can be then be uploaded and reconciled

with the system once connectivity has been restored.

iii. Individual log-in credentials for each library personnel designated to staff the

circulation desk.

1.3 Cataloging Module Requirements


i. Import and export standards compliant MARC records Support for multiple

catalogers with simultaneous access and individual login credentials

ii. Retain old accession numbers and other local bibliographic and acquisition

data from old/legacy records

iii. Generate customized reports regarding collections, i.e. Books by Subject, Call

number, etc. (see also Report Functionality)

iv. Create and edit local/staff notes to bibliographic records for

internal/backend use only.


i. An audit trail functionality that can track changes to bibliographic data and

determine who made the edit

ii. Separate database for bibliographic data, holding data and authority lists

iii. Support for International Standard for Bibliographic Description (ISBD),

Functional Requirements for Bibliographic Records (FRBR), Functional

Requirements for Authority Data (FRA) and Resource Description and Access

(RDA) cataloging standards.

iv. Support for Machine Readable Cataloging in the 21st Century (MARC 21),

Dublin Core, Encoded Archival Description (EAD) version 3, Metadata Object

Description Schema (MODS), Metadata Encoding and Transmission Standard

(METS), VRA Core 4.0 Metadata Schemas and Data Standards

v. Support for BIBFRAME 2.0 data model

1.4 Online Public Access Catalog (OPAC) / Discovery Module Requirements:


i. Perform Federated Search - Single search box (similar to Google) user

interface (UF) that allows for keyword searching across multiple materials in



Page 13 of 19

library catalogs and other licensed content so library users need not perform

individual queries across multiple resources/databases and/or various

interfaces.

ii. Perform Faceted Search Patrons will be able to narrow down their queries

using filters based on faceted classification of the search results.

iii. Display hyperlinks of categories that have related fields (i.e. Subject links for

a search result will include a list of resources with the same subjects)

iv.


i. Support for automatically integrating various content from multiple

providers such as cover images and material reviews.

ii. Customizable OPAC/Discovery interface Administrators can change colors,

text type, text size, logos, etc.

iii. Support for the export of search results, whether for printing and/or e-

mailing.

iv. Mobile responsive design interface - Detect the device (workstation, tablet

or smartphone) used in accessing the page and adapt the interface

accordingly

v. Support for each patron to login to their individual account

Each patron will then be able to perform the following:

View Personal Loan History (includes renewals, and items on

hold/reserve list)

View Fines and Losses (if applicable)

Create and view save searches

Renew or put on hold (reserve) materials

1.5 Serials Module Requirements


i. Manage electronic resource license agreements including start and end

dates, signed/unsigned, current or expired status, etc.

ii. Manage electronic holdings, at both the title and at the collection level.

iii. Enable designated Library Staff to select and activate subscribed databases

to include in OPAC/Discovery searches.


i. Support to create customizable knowledge base collections for subscribed

content (i.e. custom bibliographies, reading lists, etc.)

ii.

EBSCOHOST

ProQuest E-Book Central

Springer Journals

Science Direct Journals

Cambridge Journals



Page 14 of 19

1.6 Report Module Functionality


i. Generate listings of:

Books sorted/filtered by call number

Books sorted/filtered by subject headings

Books sorted/filtered by location

Books sorted/filtered by publication date

Books sorted/filtered by status (On loan, on shelf, missing, lost, etc.)

ii. Generate statistics on:

Usage

Acquisitions

Circulation

iii. Generate customized book labels.

iv. Generate customized reports for Inventory purposes.

v. Export generated reports to excel or PDF format.

1.7 Other Requirements

a. The proposed solution must support migration of data from:

i. INMAGIC

ii. KOHA 1

iii. Filenet2

b. The proposed solution must support existing library inventory processes.

c. The proposed solution must be SIP2 compliant. It must be able to communicate and

integrate with the existing RFID system in place at the BSP Library (for checking with

OGCLS for its current setup).

d. The proposed solution must allow Librar staff to easily and cost effectively update

content regularly and modify site design even after the initial launch.

e. The proposed solution must have separate or distinct user-interface for the libraries

(eg. External Stakeholders and patrons can only access those of EF

2.0 MIGRATION AND CONVERSION

The solution provider shall import/migrate/convert all existing bibliographic data and any file

attachments (PDF, JPG, etc.) from the existing INMAGIC, KOHA and Filenet systems to the new

LMS including the databases, and all other components and functionalities.

3.0 OPERATING ENVIRONMENT REQUIREMENTS

The solution provider shall deliver a solution that is able to operate based on the following

minimum up to the latest available version of the environment requirements:

1 Library System 2



Page 15 of 19

Table 2: Operating Environment Requirements for BSP client workstations

ENVIRONMENT

Operating System Windows 7, Windows 10 or latest version

Browser Must support the following:

Microsoft Edge, Internet Explorer, Firefox, Google Chrome,

Opera, and Safari (Mac and Windows)

Mobile and Desktop User Interface

CPU, Memory &

Storage

2 VCPU, 8GB, 100GB storage

BSP reserves the right to change the operating environment depending on the available

resources during the implementation of the Project.

4.0 BACK UP AND RECOVERY

The solution provider shall provide a set of procedures on how the LMS site/s and databases

would be backed up and recovered. The solution provider must also conduct briefings on the

procedures involved in the successful fail over of the system. Moreover, the documentation of

said backup and recovery procedures for the LMS portal and its corresponding data is required.

5.0 TEST AND ACCEPTANCE

The final and completed LMS must pass User Acceptance Test (UAT) of every component,

deliverable and functionality. Moreover, the finished product must be free from computer

virus or malware codes and must resolve all Vulnerability Assessment and Penetration Test

findings or recommendations of BSP.



Page 16 of 19

PART C: PROJECT PROPOSAL

1.0 PREPARATION AND FORMAT OF TECHNICAL PROPOSAL

a. The structure of the Technical Proposal is as follows:

1. Title Page - the document shall be titled as:

BSP LIBRARY MANAGEMENT SYSTEM (LMS) PROJECT TECHNICAL

PROPOSAL

The name of the company (joint venture or consortium shall also appear), business

address, email address, telephone and fax numbers, and name of contact person,

position and contact details.

2. Table of Contents - lists the main sections and headings

3. List of Illustrations - may include charts, tables, flowcharts, sample forms and other

exhibits

4. Executive Summary -

including, among others:

a. a brief overview of the organization/firm and relevant experience;

b. a list of proposed services and ancillary items;

c. a list of similar projects undertaken; and

d.

e of other competitors.

5. Introduction - this section shall give a capsule description of the Bidder and how it

intends to respond to the TOR, as well as why it is uniquely qualified to perform the

proposed project

6. Bidder Profile/Qualifications shall include the business profile of the Bidder as

follows:

a. A brief company history

b. Company brochures and sales material

c. Names and titles of designated proposed solution system contacts

d. s role in the project

e. List of proposed solution customers and identification of one (1) reference

site, specific to the system being proposed to the BSP. Include the contact

names, with their addresses, telephone/fax number, and e-mail addresses.

7. Project Implementation Plan and Strategy

a. Describe the proposed project methodology to be used for planning,

organizing, executing and delivering this Project.

b. Provide a proposed project plan for the implementation of this project,

including include time estimates (schedule), a detailed breakdown of sub-



Page 17 of 19

tasks (WBS), and proposed milestones. Clearly list all responsibilities of

BSP and the Bidder.

c. Provide details on the timing and frequency of progress meetings and

specify change and quality control procedures that will be used during the

Project.

d. Include in the above project plan a detailed deliverable acceptance

procedure. Describe reporting procedures that will be adopted to provide

status updates to the BSP.

e. Provide estimates of the total number of man-hours that will be needed

to implement the requirements of this Project.

f. List any external factors and/or risks that may affect the schedule and

implementation of the Project, and a plan to eliminate or mitigate and

their potential impacts.

g. List recommendations for implementation and support of the new LMS,

including details on technical services provided for requirements/gap

analysis, installation, system testing, and migration and conversion of

data/content, among others.

8. Summary of Proposed Solution shall include summary/listing of services to be

performed and deliverables to be provided, including but not limited to

applications, features and facilities to developed, customized or provided, and the tools

and methodologies. Sample designs/studies shall also be submitted.

9. Installations, Testing, and Acceptance Test Plan

a. Describe the proposed approach on the installation including site

preparation requirements indicating the roles to be performed by BSP and

those by the Bidder.

b. Provide a checklist for delivery inspection which must be agreed by BSP

prior to its use that includes software and documentation checklists.

c. Propose an Acceptance Test Plan for the BSP that will ensure the quality of

the system deliverables and will provide the End-user with regular

opportunities to review and confirm acceptance of system and project

components. It must have the following minimum test component:

Unit and Integration, System, Stress and Volume Testing

Security, Recovery, Parallel and Regression Testing

User Acceptance Testing and Final Acceptance Testing

10. Support Services shall include a summary of services to be performed and

deliverables

cited in Item No. 6: Support Services Requirements.

11. Proposed Project Team and Curriculum Vitae (CV) of Members

a. Describe the organization and qualifications of the implementation team

that will be assigned to this Project.

b. Propose and justify the structure and composition of the Project Team.

c. Provide a proposed Project Team (actual number of staff to be deployed)

and include CVs of the project members, along with details of the roles

they would play and responsibilities they would undertake as a team

member. CVs must specify educations, skills, accomplishments, and work



Page 18 of 19

experience, including position title, name of organization, dates of

employment and description of work responsibilities with emphasis on

specific skills and achievements (Refer to Part D: Qualification

Requirements of Bidders).

d. Describe and illustrate the proposed BSP-Bidder Project Team organization

for this Project. Indicate clearly formal reporting and communication

channels within and between the project teams.

e. Provide the number of other concurrent projects that the proposed

Project Manager and members of the Project Team are/will be

undertaking during this implementation.

-0-0-0-0-0-0-END OF TOR-0-0-0-0-0-0-



For bidders only:

This is to certify that our company is amenable with indicated in this

document.

Conforme: ___________________________________

Authorized Representative

Name and Signature

Page 19 of 19

PREPARED BY:

ROTHMAN T. LIM

Bank Officer IV

Economic and Financial Learning Center (EFLC)

MARIA DELIZA G. LASQUITE

Acting Deputy Director

IT Systems Management Department

NELIA R. BALAGAPO

Manager


APPROVED BY:

ARNEL ADRIAN C. SALVA

Officer-in-Charge


REYNALDO FLORENCIO T. ZIPAGAN

Director


________________________ 2___9 S__ept __20_20____

MARIA CHRISTINA S. FERMO

Bank Officer V


(ITSMD)

ARNEL ADRIAN C SALVA

NELIA R. BALAGAP MAMAMAMAMAMAMAMAMARIRIRIRIRIRIRIRIRIRIRIRIA DEDEDEDEDEDEDEDEDEDEDEDEDEDEDEDELILILILILILILILILILILILILILILILILILIZA G G. . . LASQUITE

Acting Deputy Director

Digitally signed by

Reynaldo Florencio T.

Zipagan

Date: 2020.09.30 14:58:43

+08'00'

Terms of Reference: Library Management System

Page 1 of 4

ANNEX A:

SERVICE LEVEL AGREEMENT (“SLA”)

The Service Provider shall conform to the service level requirements stated in this Service

Level Agreement, which shall include the following:

1. SERVICE COVERAGE

1.1. The Service Provider shall provide technical support such as, but not limited to,

troubleshooting, configuration, administration, maintenance, capacity planning,

and consultation services related to the Library Management System Project

without additional cost to BSP.

2. RESPONSE AND RESOLUTION TIME

2.1. Service request must be acted upon immediately by the Service Provider through

onsite and/or offsite support, depending on the request and according to the

following response and expected resolution times of BSP.

Reference Table 1: Response and Resolution Time Matrix

Severity Description Response time Resolution time

Critical

A Fault in the Maintained System which renders

the Client unable to perform necessary business

operations. 15 Minutes

upon report of

incident

Four (4) hours

upon

acknowledgement

of incident

High

A Fault in the Maintained System which does

not render the Client unable to use the

Maintained System for necessary business

operations, but causes limitations or

restrictions in the use of important functionality

of the Maintained System.

Twelve (12) hours

working day upon

acknowledgement

of incident

Medium

A Fault in the Maintained System which does

not cause the Client any limitations or

restrictions in the use of important functionality

of the Maintained System, but may cause the

Client to suffer inconvenience in performing day

to day business operations.

30 Minutes

upon report of

incident

Thirty-six(36) hours

upon

acknowledgement

of incident

Low

A Fault in the Maintained System where there

are problems of a cosmetic nature which have

little or no effect on the Client's business

operations. This includes any inquiries or

request concerning the Maintained System.

Forty-Eight(48)

hours upon

acknowledgement

of incident

“Response time” is the time interval between the first report of an incident by the client and the

elevation/acknowledgement of the service Provider.

"Resolution time" is the duration from the time the service Provider started to address the incident up to

the time it is resolved and system is restored to normal operations.

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Terms of Reference: Acquisition of NoSQL Database Management System

Page 2 of 4

3. TECHNICAL SUPPORT

3.1. The Service Provider, during the one (1) year warranty, shall provide dedicated

onsite/remote support during the first three (3) months.

3.2. The Service Provider must establish a single/centralized point of contact such as

call center operation or helpdesk with hotline numbers that will provide timely

and responsive support services such as, but not limited to, logging,

troubleshooting, incident/problem reporting and escalation, and dispatch of

onsite support (if needed). The Service Provider must provide 24/7 maintenance

and technical support.

3.3. The Service Provider shall provide BSP with a Service Support escalation List for

local or international support. Provide the contact details of the Service Support

Escalation List and update the BSP regularly for any changes. This includes,

names, position, email address and telephone number.

3.4. The Service Provider shall be available upon request to provide technical

assistance to BSP personnel during and after the implementation of the project.

3.5. The Service Provider shall provide assistance, in case of software repair,

upgrade/update and reinstallation/installation.

3.6. The Service Provider shall respond to queries or support request that are

related to the solution covered under this agreement raised thru phone or email.

3.7. The Service Provider shall perform software problem diagnosis as the need

arises and provide status/incident report every time a problem is reported;

collect relevant information such as system logs, dumps, and traces for problem

diagnosis; and identify root cause and provide corrective measures.

3.8. The Service Provider shall provide timely updates/information thru letter/email

about the product support and developments (e.g. withdrawal/end-of-support,

end-of-marketing, new integration solutions).

3.9. The Service Provider must coordinate with and secure prior approval from the

BSP for any changes or downtime in the system.

4. MAINTENANCE SERVICES

4.1. Provide the necessary patches/fixes/driver files and/or software packages when

available and shall be applied on the machines/systems depending on the

supported versions/release of applications installed in the machine with

discretion of BSP. The BSP must be notified in advance on any activity and/or

actions to be performed.

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Page 3 of 4

5. WARRANTY PERIOD

Warranty for the Library Management System is for a period of one (1) year.

6. SERVICE REPORTING

6.1 Service provider shall submit a Quarterly report and a Detailed Incident

Report/Problem Resolution Report using the BSP required forms for every

incident during the quarter, which shall be submitted within five (5) working days

after the quarter. The quarterly report shall include details of actions taken in

resolving the problem, including the following information:

a. Reported downtime and uptime.

b. Root cause of problem.

c. Details of action, repairs, troubleshooting and remediation done.

d. Technical and supervising personnel involved in the problem resolution.

e. Recommendations/Action Plan.

This must be acknowledged by BSP Authorized Personnel.

6.2 Service Provider must submit a progress report every end of business hours (i.e.

5PM) regarding incidents, under critical and high severity, that remained

unresolved beyond 24 hours from the time it was first reported.

6.3 The Service Provider must assist in customizing the Reports required by BSP.

7. NON-DISCLOSURE AGREEMENT

7.1 The Service Provider must not disclose documents, materials, project manuals,

vulnerability results, firmware/software (applications and platforms used) and

hardware inventory lists, solutions used, and or any information that would

compromise the position of BSP during and after the validity period.

7.2 The Service Provider must maintain the information obtained from BSP in strict

confidence.

7.3 The Service Provider must agree and sign with the Confidentiality and Non-

Disclosure Agreement.

8. PENALTY

The Service Provider must agree to all items in this Service Level Agreement. For non-

compliance thereof, such as but not limited to delay, partial or unsatisfactory delivery

of service shall result to the following:

8.1 Failure to comply with any provision of this Service Level Agreement shall be

considered as an infraction during the entire Maintenance Agreement Period.

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Page 4 of 4

8.2 BSP reserves the right not to issue a Certificate of Satisfactory Performance, for

failure to perform or fulfill contract requirements, compromising BSP

operations, security, and integrity.

9. INDEMNIFICATION AND LIABILITY

9.1 The Service Provider shall defend, indemnify and hold harmless the BSP, from

and against all costs, charges and expenses arising from any third party claim,

action, suit, or proceeding against any action by a third party against BSP that is

based on any claim that the Software or any services performed under this

Agreement infringe a patent, copyright or other proprietary right or violate a

trade secret.

9.2 The Service Provider must be liable for damages caused to any BSP property due

to the fault or negligence of their personnel. Damages must be repaired by the

Service Provider at their own expense and to the satisfaction of BSP. In case of

failure by the Service Provider to affect repair on damaged property, BSP may

cause the repair and deduct the entire cost thereon from any amount due to the

Service Provider.

For Bidders only

This is to certify that our company is amenable with Bangko Sentral ng Pilipinas Terms of Reference for the and is

capable of satisfying the requirements.

CONFORME: Bidder’s Authorized Representative

Signature over Printed Name

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Annex D – Enterprise Service Bus for BSP ITO

INFORMATION TECHNOLOGY OFFICE

CONFIDENTIALITY AND NON-DISCLOSURE AGREEMENT

(STANDARD)

ITO Form No. 18-010 * Version 0 * Updated 12 Oct 2015 File/Ref. No. _________ * Page 1 of 2

The mutual objective under this Agreement is to provide protection for confidential information while maintaining

the parties’ ability to conduct their respective business activities. “Confidential Information” is any non-public

information disclosed by the Discloser to the Recipient which is expressed to be confidential or which by its nature a

reasonable person would understand to be confidential.

The parties herein agree that the following terms apply when one party (Discloser) discloses Confidential

Information to the other (Recipient):

1. Method of Disclosure

Confidential Information will be disclosed either:

a. in writing;

b. by terms of delivery;

c. by initiation of access to Confidential Information, such as may be in a database; or

d. by oral or visual presentation.

2. Obligations

a. Recipient must not disclose any Confidential Information which may include documents, materials,

project manuals, software (applications and platforms used) and hardware inventory lists, solutions

used, and or any information that would compromise the position of the Discloser.

b. Recipient must maintain the Confidential Information obtained from Discloser in strict confidence.

c. Recipient must use the Discloser’s Confidential Information solely and exclusively in accordance with

the terms of this Agreement in order to carry out its obligations and exercise its rights under this

Agreement.

d. Recipient must notify the Discloser promptly of any unauthorized use or disclosure of Discloser’s

Confidential Information and cooperate with and assist the Discloser in every reasonable way to stop

or minimize such unauthorized use or disclosure.

e. Notwithstanding any provisions hereof, Recipient shall not be liable for use, release or disclosure of

any confidential information that:

i. is required by judicial action after all available legal remedies to maintain the Confidential

Information in secret have been exhausted;

ii. is known to Recipient prior to the disclosure to Recipient by Discloser;

iii. is independently developed by Recipient or one of its divisions/groups without any breach of

this Agreement; or

iv. is approved by Discloser for public release.

3. Exceptions to Obligations

The Recipient may disclose, publish, disseminate, and use information that is:

a. already in its possession without obligation of confidentiality;

b. developed independently without reference to the Discloser’s Confidential Information;

c. obtained from a source other than the Discloser without obligation of confidentiality;

d. publicly available when received, or subsequently becomes publicly available through no fault of

the Recipient; or

e. disclosed by Discloser to another without obligation of confidentiality.

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Annex D – Enterprise Service Bus for BSP ITO

INFORMATION TECHNOLOGY OFFICE

CONFIDENTIALITY AND NON-DISCLOSURE AGREEMENT

(STANDARD)

ITO Form No. 18-010 * Version 0 * Updated 12 Oct 2015 File/Ref. No. _________ * Page 2 of 2

This Agreement does not require either party to disclose or receive information.

Only a written agreement signed by both the Discloser and Recipient can modify this Agreement.

This Agreement is the complete and exclusive agreement regarding our disclosures of Confidential Information, and

replaces any prior oral or written communications between both parties regarding these disclosures.

In case of breach of the Agreement, Discloser shall have the right to terminate the same. Moreover, each party

agrees that if a court of competent jurisdiction determines that the Recipient has breached, or attempted or

threatened to breach, any of its confidentiality obligations to the Discloser or the Discloser’s proprietary rights,

monetary damages will not be an adequate remedy. Accordingly, the Discloser will be entitled to seek appropriate

injunctive relief and other measures restraining further attempted or threatened breaches of such obligations.

By signing below, each party agrees to the terms of this Agreement. Once signed, any reproduction of this

Agreement made by reliable means (i.e. photocopy or facsimile) is considered an original.

Agreed to: Bangko Sentral ng Pilipinas Agreed to:

Discloser (Name of Company)

Recipient

By: By:

Signature over Printed Name Signature over Printed Name

In witness hereof, I hereunto sign my name this _____ day of ____________________, at Bangko Sentral ng

Pilipinas, Manila.

SUBSCRIBED AND SWORN TO before me this _____ day of ____________________, affiant exhibiting to me

his residence certificate no. ________________ issued at ____________________ on ____________________.

NOTARY PUBLIC

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ANNEX C

PrO Form No. 02-021 • Version: 2 • Updated: 17 June 2014 Reference File Name: ___ Page 1 of 12

BSP SUPPLIED EVALUATION MATRIX

NAME OF PROJECT/ITEM :

NAME OF BIDDER :

UNIT MODEL/BRAND :

INSTRUCTIONS TO BIDDERS:

· The bidder shall fill-up the Bidder’s Sections under “Name of Bidder” and “Unit Model/Brand” above, and “columns 2 and 3” below. Bidder shall provide its

proposed specifications under Column 2, in response to BSP specifications indicating clear specific reference to its submitted document/s (column 3).

· The bidder or duly authorized signing official shall sign each and every page of the BSP Supplied Evaluation Matrix.

· For the column on bidder’s Proof of Offer, refer to Clause 29.7 of the Bid Data Sheet or to the Checklist of Requirements for Bidders for the list of applicable

documents to be provided, necessary for post-qualification.

· As part of post-qualification pursuant to Section 34.3 of the IRR of RA 9184, the bidder’s Proof of Offer shall be verified, validated and ascertained to determine

compliance of the offer with the requirements specified in the bidding documents.

· Rating (Complying or Not Complying) : A rating of “Not complying” in any of the criteria shall disqualify the bidder.

I. EVALUATION

BSP’S SECTION BIDDER’S SECTION BSP’S SECTION

BSP SPECIFICATIONS

(1)

Bidder’s Specifications

(2)

Bidder’s Proof of Offer

(3)

RATING

“COMPLYING or NOT

COMPLYING”

(4)

REMARKS

(5)

Adequacy of the proposed approach in addressing BSP’s requirements for the Library Management System taking into account the clarity, comprehensiveness, and

quality of suggested solutions.

1. Functional Requirements (Please specify proof of offer for each functionality/feature indicated in the specifications)

a. Acquisition Module Requirements

The proposed solution shall have the

capability to:

i. Integrate with the Cataloging and OPAC

ANNEX C



BSP SPECIFICATIONS

(1)


(2)


(3)

RATING

“COMPLYING or NOT

COMPLYING”

(4)

REMARKS

(5)

module

ii. Generate budget performance reports

with graphs (see also Report Module

Functionality)

iii. Support for acquisition of both print and

electronic materials

iv. Notification for the renewal date of

subscriptions.

v. Retrieve status of orders and other

requests (arrived, pending, disapproved,

paid and unpaid). This may also be

applicable to BSP staff with purchase

requests and/or suggestions.

vi. Determine and monitor which funds are

in use, spent and are still available.

b. Circulation Module Requirements

The proposed solution must have the capability

to:

i. Add, view, and edit patron records

through a custom database of Library

users

ii. Set customized return dates for official

loans and other arrangements.

iii. Set customized record status for lost,

ANNEX C



BSP SPECIFICATIONS

(1)


(2)


(3)

RATING

“COMPLYING or NOT

COMPLYING”

(4)

REMARKS

(5)

missing and damaged materials.

iv. Set and change parameters for types of

patrons, lending periods and rate of

fines based on existing policies and

guidelines.

v. Automatically assess fines for overdue

materials.

vi. Automatically generate notifications to

circulation staff on borrower’s

deficiencies prior to proceeding with

transaction

vii. Automatically generate and send

customized overdue notices to users’

email address

viii. View checkout/loan/renewal history of

patrons (for library staff only)

ix. Generate transaction receipts for loans,

returns and renewals.

It must also have:

i. Support for the use barcodes in the

retrieval of borrower records – currently,

the BSP Library scans the barcodes at the

backs of BSP employees’ IDs during

transactions.

ii. Support for an offline backup circulation

ANNEX C



BSP SPECIFICATIONS

(1)


(2)


(3)

RATING

“COMPLYING or NOT

COMPLYING”

(4)

REMARKS

(5)

system with date and time stamps – in

case of issues with the internet

connection, the solution must be able to

handle offline transactions which can be

then be uploaded and reconciled with

the system once connectivity has been

restored.

iii. Individual log-in credentials for each

library personnel designated to staff the

circulation desk.

c. Cataloging Module Requirements


to:

i. Import and export standards compliant

MARC records, Support for multiple

catalogers with simultaneous access and

individual login credentials

ii. Retain old accession numbers and other

local bibliographic and acquisition data

from old/legacy records

iii. Generate customized reports regarding

collections, i.e. Books by Subject, Call

number, etc. (see also Report

Functionality)

iv. Create and edit local/staff notes to

bibliographic records for

ANNEX C



BSP SPECIFICATIONS

(1)


(2)


(3)

RATING

“COMPLYING or NOT

COMPLYING”

(4)

REMARKS

(5)

internal/backend use only.

It must also have:

i. An audit trail functionality that can track

changes to bibliographic data and

determine who made the edit

ii. Separate database for bibliographic

data, holding data and authority lists

iii. Support for International Standard for

Bibliographic Description (ISBD),

Functional Requirements for

Bibliographic Records (FRBR), Functional

Requirements for Authority Data (FRA)

and Resource Description and Access

(RDA) cataloging standards.

iv. Support for Machine Readable

Cataloging in the 21st Century (MARC

21), Dublin Core, Encoded Archival

Description (EAD) version 3, Metadata

Object Description Schema (MODS),

Metadata Encoding and Transmission

Standard (METS), VRA Core 4.0

Metadata Schemas and Data Standards

v. Support for BIBFRAME 2.0 data model

d. Online Public Access Catalog (OPAC) /

Discovery Module Requirements:

ANNEX C



BSP SPECIFICATIONS

(1)


(2)


(3)

RATING

“COMPLYING or NOT

COMPLYING”

(4)

REMARKS

(5)


to:

i. Perform Federated Search - Single

search box (similar to Google) user

interface (UF) that allows for keyword

searching across multiple materials in

library catalogs and other licensed

content so library users need not

perform individual queries across

multiple resources/databases and/or

various interfaces.

ii. Perform Faceted Search – Patrons will be

able to narrow down their queries using

filters based on faceted classification of

the search results.

iii. Display hyperlinks of categories that

have related fields (i.e. Subject links for a

search result will include a list of

resources with the same subjects)

iv. Restrict resources for organization’s view

and/or use only

It must also have:

i. Support for automatically integrating

various content from multiple providers

such as cover images and material

reviews.

ANNEX C



BSP SPECIFICATIONS

(1)


(2)


(3)

RATING

“COMPLYING or NOT

COMPLYING”

(4)

REMARKS

(5)

ii. Customizable OPAC/Discovery interface

– Administrators can change colors, text

type, text size, logos, etc.

iii. Support for the export of search results,

whether for printing and/or e-mailing.

iv. Mobile responsive design interface -

Detect the device (workstation, tablet or

smartphone) used in accessing the page

and adapt the interface accordingly

v. Support for each patron to login to their

individual account

Each patron will then be able to perform

the following:

· View Personal Loan History (includes

renewals, and items on hold/reserve

list)

· View Fines and Losses (if applicable)

· Create and view save searches

· Renew or put on hold (reserve)

materials

e. Serials Module Requirements


to:

i. Manage electronic resource license

agreements including start and end

ANNEX C



BSP SPECIFICATIONS

(1)


(2)


(3)

RATING

“COMPLYING or NOT

COMPLYING”

(4)

REMARKS

(5)

dates, signed/unsigned, current or

expired status, etc.

ii. Manage electronic holdings, at both the

title and at the collection level.

iii. Enable designated Library Staff to select

and activate subscribed databases to

include in OPAC/Discovery searches.

It must also have:

i. Support to create customizable

knowledge base collections for

subscribed content (i.e. custom

bibliographies, reading lists, etc.)

ii. Support for the BSP Library’s Online

Subscriptions such as but not limited to:

· EBSCOHOST

· ProQuest E-Book Central

· Springer Journals

· Science Direct Journals

· Cambridge Journals

ANNEX C



BSP SPECIFICATIONS

(1)


(2)


(3)

RATING

“COMPLYING or NOT

COMPLYING”

(4)

REMARKS

(5)

f. Report Module Functionality


to:

i. Generate listings of:

· Books sorted/filtered by call number

· Books sorted/filtered by subject

headings

· Books sorted/filtered by location

· Books sorted/filtered by publication

date

· Books sorted/filtered by status (On

loan, on shelf, missing, lost, etc.)

ii. Generate statistics on:

· Usage

· Acquisitions

· Circulation

iii. Generate customized book labels.

iv. Generate customized reports for Inventory

purposes.

v. Export generated reports to excel or PDF

format.

ANNEX C



BSP SPECIFICATIONS

(1)


(2)


(3)

RATING

“COMPLYING or NOT

COMPLYING”

(4)

REMARKS

(5)

g. Other Requirements

i. The proposed solution must support migration

of data from:

· INMAGIC

· KOHA 1

· Filenet2

ii. The proposed solution must support

existing library inventory processes.

iii. The proposed solution must be SIP2

compliant. It must be able to communicate

and integrate with the existing RFID

system in place at the BSP Library (for

checking with OGCLS for its current setup).

iv. The proposed solution must allow

Libraries’ staff to easily and cost effectively

update content regularly and modify site

design even after the initial launch.

v. The proposed solution must have separate

or distinct user-interface for the libraries

(eg. External Stakeholders and patrons can

only access those of EFLC’s collections

while BSP employees may access both

1 OGCLS’ Library System 2 OGCLS’ Electronic Document Management System

ANNEX C



BSP SPECIFICATIONS

(1)


(2)


(3)

RATING

“COMPLYING or NOT

COMPLYING”

(4)

REMARKS

(5)

EFLC’s and OGCLS’ collections.

2. Technical Requirements

· Solution shall be deployed in a fully

managed cloud infrastructure.

· System Design and Architecture should

comply with applicable Philippines Laws,

guidelines, regulations and existing BSP

Policies.

· All transaction data, developed solution/

application and related data,

configuration files and components shall

reside in the Solutions Provider’s cloud

infrastructure and backed-up to BSP

resources based on an agreed retention

and backup schedule with the BSP.

· Solutions Providers shall provide

administration access for a minimum of

10 users.

· Subscription shall be able to handle

multiple locations.

________________________________

Signature over Printed Name of the

Bidder’s Authorized Signing Official

ANNEX C


II. RESULTS

OVERALL RATING

Evaluated by:

Name (Date)

Designation

BSP Department/Office

Concurred by:

Name (Date)

Head of the Department1

BSP Department/Office

NOTE: The above evaluation of the end-user department is intended to aid the Bids and Awards Committee, which has the authority to

undertake post-qualification proceedings of bids, pursuant to Section 12 of Rep. Act No. 9184.

___________________________________________ 1 Pursuant to the Memorandum to All Heads dated 13 November 2013, which states that the Evaluation Reports on the documents, proposals and/or offers of bidders

to be submitted by the end-user departments/offices to the BAC should be endorsed by at least the Head of the end-user department/office.

E-DOC2 (A)

Pro Form No. 02-025 • Version: __ • Updated: ______________________ ]

STATEMENT FORM NO. 1 (IF NOT COVERED BY NON-DISCLOSURE AGREEMENT)

STATEMENT OF ALL ONGOING GOVERNMENT AND PRIVATE CON TRACTS

I/We _____________________, do hereby state that:

1. I/We am/are the authorized and designated representative/s of _____(Name of Bidder)________________ with office address at ______________________; and

2. I/we am/are making this Statement of All Ongoing Government and Private Contract/s as of _______________ in compliance with Sections 23.1 and 24.1 of the revised IRR of R.A. 9184 and in accordance with the requirements of the Bangko Sentral ng Pilipinas – Bids and Awards Committee:

ONGOING GOVERNMENT AND PRIVATE CONTRACTS INCLUDING CONTRACTS AWARDED BUT NOT YET STARTED

Project Name and Description

a. Client Name b. Contact Person; c. Address; d. Contact Nos.

Contract

References (e.g. Purchase Order/

Job Order/ Contract

Agreement)

Date

Contract Amount

% of

Accomplishment

Value of

Outstanding Works/Undelivered

Portion

Planned

Actual

GOVERNMENT

PRIVATE Total Cost

(Note: Please use additional sheets, if necessary) (Signature above Printed Name of Bidder’s Duly Authorized Representative)

E-DOC2 (B)


STATEMENT FORM NO. 2 (IF COVERED BY NON-DISCLOSURE AGREEMENT)

STATEMENT OF ALL ONGOING GOVERNMENT AND PRIVATE CON TRACTS

I/We _____________________, do hereby state that:

1. I/We am/are the authorized and designated representative/s of _____(Name of Bidder)________________ with office address at ______________________; and

2. I/we am/are making this Statement of All Ongoing Government and Private Contract/s as of _______________ in compliance with Sections 23.1 and 24.1 of the revised IRR of R.A. 9184 and in accordance with the requirements of the Bangko Sentral ng Pilipinas – Bids and Awards Committee:

ONGOING GOVERNMENT CONTRACTS INCLUDING CONTRACTS AW ARDED BUT NOT YET STARTED



Contract References (e.g. Purchase

Order/ Job Order/ Contract

Agreement)

Date Indicative

Aggregate Contract Amount

% of Accomplishment

Indicative Aggregate Value of


Portion Planned Actual

GOVERNMENT Total Cost

ONGOING PRIVATE CONTRACTS INCLUDING CONTRACTS AWAR DED BUT NOT YET STARTED



Contract References (e.g. Purchase

Order/ Job Order/ Contract

Agreement)

Date Indicative

Aggregate Contract Amount

% of Accomplishment

Indicative Aggregate Value of


Portion Planned Actual

PRIVATE Total Cost

(Note: Please use additional sheets, if necessary) (Signature above Printed Name of Bidder’s Duly Authorized Representative)

E-DOC2 (B)


SUBSCRIBED AND SWORN to before me this day of [month] [year] at [place of execution], Philippines. Affiant/s is/are personally known to me and was/were identified by me through competent evidence of identity as defined in the 2004 Rules on Notarial Practice (A.M. No. 02-8-13-SC). Affiant/s exhibited to me his/her [any government-issued ID, please specify], with his/her photograph and signature appearing thereon, with no. ______ issued on _______ at _________.

Witness my hand and seal this day of [month] [year].

Name of Notary Public Serial No. of Commission____ Notary Public for _________ until ___ Roll of Attorneys No. __________

PTR No. , [date issued], [place issued] IBP No. , [date issued], [place issued]

Doc. No. _______ Page No. _______ Book No. _______ Series of _______.

E-DOC3 Statement of Single Largest Completed Contract Similar to the Requirement

Title of Single Contract: __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Parties to the Contract: __________________________________________________________ Amount of the Contract: _____________________________ Date of Completion: _________________________________ Description of Similar Contract: (description should show similarity with the requirement) ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ Supporting Documents attached showing the above information: (See item ___ of the Checklist on what are acceptable documents (Copy of Contract, O.R., etc…)

1. ___________________ 2. ___________________ 3. ___________________ 4. ___________________ 5. ___________________ 6. ___________________

E-DOC4 Bid Securing Declaration Form

[shall be submitted with the Bid if bidder opts to provide this form of bid security] _________________________________________________________________________

REPUBLIC OF THE PHILIPPINES) CITY OF _______________________) S.S.

BID SECURING DECLARATION Project Identification No.: [Insert number]

To: [Insert name and address of the Procuring Entity] I/We, the undersigned, declare that:

1. I/We understand that, according to your conditions, bids must be supported by a Bid Security, which may be in the form of a Bid Securing Declaration.

2. I/We accept that: (a) I/we will be automatically disqualified from bidding for any procurement contract with any procuring entity for a period of two (2) years upon receipt of your Blacklisting Order; and, (b) I/we will pay the applicable fine provided under Section 6 of the Guidelines on the Use of Bid Securing Declaration, within fifteen (15) days from receipt of the written demand by the procuring entity for the commission of acts resulting to the enforcement of the bid securing declaration under Sections 23.1(b), 34.2, 40.1 and 69.1, except 69.1(f),of the IRR of RA No. 9184; without prejudice to other legal action the government may undertake.

3. I/We understand that this Bid Securing Declaration shall cease to be valid on the following circumstances:

a. Upon expiration of the bid validity period, or any extension thereof pursuant to your request; b. I am/we are declared ineligible or post-disqualified upon receipt of your notice to such effect,

and (i) I/we failed to timely file a request for reconsideration or (ii) I/we filed a waiver to avail of said right; and

c. I am/we are declared the bidder with the Lowest Calculated Responsive Bid, and I/we have furnished the performance security and signed the Contract.

IN WITNESS WHEREOF, I/We have hereunto set my/our hand/s this ____ day of [month] [year] at [place of execution].

[Insert NAME OF BIDDER OR ITS AUTHORIZED REPRESENTATIVE]

[Insert signatory’s legal capacity] Affiant

[Jurat] [Format shall be based on the latest Rules on Notarial Practice]

E-DOC6 (A) Omnibus Sworn Statement

__________________________________________________________________________________ REPUBLIC OF THE PHILIPPINES ) CITY/MUNICIPALITY OF ______ ) S.S.

AFFIDAVIT

I, [Name of Affiant], of legal age, [Civil Status], [Nationality], and residing at [Address of Affiant], after having been duly sworn in accordance with law, do hereby depose and state that: 1. [Select one, delete the other:]

[If a sole proprietorship:] I am the sole proprietor or authorized representative of [Name of Bidder] with office address at [address of Bidder];

[If a partnership, corporation, cooperative, or joint venture:] I am the duly authorized and designated representative of [Name of Bidder] with office address at [address of Bidder];

2. [Select one, delete the other:]

[If a sole proprietorship:] As the owner and sole proprietor, or authorized representative of [Name of Bidder], I have full power and authority to do, execute and perform any and all acts necessary to participate, submit the bid, and to sign and execute the ensuing contract for [Name of the Project] of the [Name of the Procuring Entity], as shown in the attached duly notarized Special Power of Attorney;

[If a partnership, corporation, cooperative, or joint venture:] I am granted full power and authority to do, execute and perform any and all acts necessary to participate, submit the bid, and to sign and execute the ensuing contract for [Name of the Project] of the [Name of the Procuring Entity], as shown in the attached [state title of attached document showing proof of authorization (e.g., duly notarized Secretary’s Certificate, Board/Partnership Resolution, or Special Power of Attorney, whichever is applicable;)];

3. [Name of Bidder] is not “blacklisted” or barred from bidding by the Government of the Philippines or any of its agencies, offices, corporations, or Local Government Units, foreign government/foreign or international financing institution whose blacklisting rules have been recognized by the Government Procurement Policy Board, by itself or by relation, membership, association, affiliation, or controlling interest with another blacklisted person or entity as defined and provided for in the Uniform Guidelines on Blacklisting;

4. Each of the documents submitted in satisfaction of the bidding requirements is an authentic copy of the original, complete, and all statements and information provided therein are true and correct;

5. [Name of Bidder] is authorizing the Head of the Procuring Entity or its duly authorized representative(s) to verify all the documents submitted;

6. [Select one, delete the rest:]

[If a sole proprietorship:] The owner or sole proprietor is not related to the Head of the Procuring Entity, members of the Bids and Awards Committee (BAC), the Technical Working Group, and the BAC Secretariat, the head of the Project Management Office or the end-user unit, and the project consultants by consanguinity or affinity up to the third civil degree;

E-DOC6 (A) [If a partnership or cooperative:] None of the officers and members of [Name of Bidder] is related to the Head of the Procuring Entity, members of the Bids and Awards Committee (BAC), the Technical Working Group, and the BAC Secretariat, the head of the Project Management Office or the end-user unit, and the project consultants by consanguinity or affinity up to the third civil degree;

[If a corporation or joint venture:] None of the officers, directors, and controlling stockholders of [Name of Bidder] is related to the Head of the Procuring Entity, members of the Bids and Awards Committee (BAC), the Technical Working Group, and the BAC Secretariat, the head of the Project Management Office or the end-user unit, and the project consultants by consanguinity or affinity up to the third civil degree;

7. [Name of Bidder] complies with existing labor laws and standards; and

8. [Name of Bidder] is aware of and has undertaken the responsibilities as a Bidder in compliance with the Philippine Bidding Documents, which includes: a. Carefully examining all of the Bidding Documents; b. Acknowledging all conditions, local or otherwise, affecting the implementation of the

Contract; c. Making an estimate of the facilities available and needed for the contract to be bid, if any; and d. Inquiring or securing Supplemental/Bid Bulletin(s) issued for the [Name of the Project].

9. [Name of Bidder] did not give or pay directly or indirectly, any commission, amount, fee, or any form of consideration, pecuniary or otherwise, to any person or official, personnel or representative of the government in relation to any procurement project or activity.

10. In case advance payment was made or given, failure to perform or deliver any of the

obligations and undertakings in the contract shall be sufficient grounds to constitute criminal liability for Swindling (Estafa) or the commission of fraud with unfaithfulness or abuse of confidence through misappropriating or converting any payment received by a person or entity under an obligation involving the duty to deliver certain goods or services, to the prejudice of the public and the government of the Philippines pursuant to Article 315 of Act No. 3815 s. 1930, as amended, or the Revised Penal Code.

IN WITNESS WHEREOF , I have hereunto set my hand this __ day of ___, 20__ at ____________, Philippines.

[Insert NAME OF BIDDER OR ITS AUTHORIZED REPRESENTATIVE]


E-DOC6 (A) A C K N O W L E D G E M E N T

REPUBLIC OF THE PHILIPPINES CITY OF ________________ S.S.

BEFORE ME, a Notary Public, for and in the City of Manila, Philippines, this __ day of ______________ 2020 personally appeared:

NAME GOVERNMENT-ISSUED I.D. NO.

DATE/PLACE OF ISSUE

identified by me through competent evidence of identity to be the same person who executed the foregoing instrument and who acknowledged to me that the same is his/her own free and voluntary act and deed and that of ____________ whom he/she represents with full authority to sign the instrument.

This instrument consisting of three (3) pages is signed by the parties, together with their instrumental witnesses, on all pages including this page whereon the acknowledgement is written. WITNESS MY HAND AND SEAL at the place and on the date first above written. Doc. No. ___________; Page No. ___________; Book No. ___________; Series of 2020.

E-DOC6 (B)

Pro Form No. 02-024 • Version: 4 • Updated: (For enrollment in PrO-QMS

CERTIFICATE* [*To be issued by the Corporate Secretary (for Corporation/Cooperative/Joint

Venture) or by the Managing Partner or President (for Partnership), attesting the appointment of the bidder’s representative.]

AUTHORITY OF SIGNATORY

I, [Name of Corporate/Partnership/Cooperative/Joint Venture (JV) Secretary or Authorized Representative], a duly elected and qualified Secretary of [Name of Corporation/Partnership/Cooperative/JV], a Corporation/Partnership/Cooperative/ JV, duly organized and existing under and by virtue of the laws of the Republic of the Philippines, DO HEREBY CERTIFY, that:

1. In a regular/special meeting of the Board of Directors of the said Corporation/Partnership/Cooperative held on [Date of Board Meeting], the following Resolution was approved:

RESOLUTION NO. _________________

“RESOLVED, that any of the following:

Name of Duly Authorized Representative/s Position

With Conformity: Signature Initials

1)

2)

3)

4)

is/are hereby duly authorized and designated in the name of the Corporation/Partnership/Cooperative/JV, to participate in the public bidding of the Bangko Sentral ng Pilipinas (BSP); to submit a bid, make, sign, execute, deliver and receive contracts, agreements, and any and all documents and other writings of whatever nature or kind, transact with BSP, and execute and perform any and all acts necessary for the purposes indicated herein.”

2. I hereby certify to the correctness of the foregoing resolution and that the same is existing and has not been suspended, amended, modified or revoked.

IN WITNESS WHEREOF , I have hereunto set my hand this ____________ day of __________________, 20___, in the City of __________________, Philippines.

___________________

Affiant

E-DOC6 (B)

Pro Form No. 02-024 • Version: 4 • Updated: (For enrollment in PrO-QMS

SUBSCRIBED AND SWORN to before me this day of [month] [year] at [place of execution], Philippines. Affiant/s is/are personally known to me and was/were identified by me through competent evidence of identity as defined in the 2004 Rules on Notarial Practice (A.M. No. 02-8-13-SC). Affiant/s exhibited to me his/her [any government-issued ID, please specify], with his/her photograph and signature appearing thereon, with no. ______ issued on _______ at _________.





E-DOC6 (C)

Pro Form No. _______ • Version: 1 • Updated: ______________

SPECIAL POWER OF ATTORNEY (For Sole Proprietorship)

I ___________________________, [Chief Executive Officer/ President/

General Manager] of [Name of Company], a sole proprietorship established and duly registered under the laws of the [Country], with its registered office at [Office Address], do hereby make, constitute and appoint any of the following [Name of duly authorized representative/s, positions]:

Name of Duly Authorized

Representative/s Position With Conformity:

Signature Initials 1)

2)

3)

4)

to be the true and lawful attorney/s, for it and its name, place and stead, to submit a bid, make, sign, execute, deliver and receive contracts, agreements, and any and all documents and other writings of whatever nature or kind, transact with BSP, and execute and perform any and all acts necessary, and/or represent [Name of Sole Proprietorship], in the public bidding of the Bangko Sentral ng Pilipinas (BSP); as fully and effectively as the sole proprietorship might do if personally present with full power of substitution and revocation and hereby confirming all that said representative/s shall lawfully do or cause to be done by virtue hereof.

IN WITNESS WHEREOF, I have hereunto set my hand this ____________ day of __________________, 20___, in ____________________________.

_____________________ Affiant

E-DOC6 (C)

Pro Form No. _______ • Version: 1 • Updated: ______________

SUBSCRIBED AND SWORN to before me this day of [month] [year]

at [place of execution], Philippines. Affiant/s is/are personally known to me and was/were identified by me through competent evidence of identity as defined in the 2004 Rules on Notarial Practice (A.M. No. 02-8-13-SC). Affiant/s exhibited to me his/her [any government-issued ID, please specify], with his/her photograph and signature appearing thereon, with no. ______ issued on _______ at _________.





F-DOC1

Page 1 of 2

FINANCIAL BID FORM (If submitted as an electronic document use F-DOC1 as file name)

Date: __________________ Project Identification No.: BAC-ITIO GS No. 2021-0021 dated 06 October 2020 To: BIDS AND AWARDS COMMITTEE - INFORMATION TECHNOLOGY,

INFRASTRUCTURE AND OTHER RELATED COMPONENTS BANGKO SENTRAL NG PILIPINAS

Having examined the Philippine Bidding Documents (PBDs) including the issued Supplemental or Bid Bulletins, the receipt of which is hereby duly acknowledged, we, the undersigned, offer the following:

Description of Requirement/Project

Approved Budget for the Contract (ABC),

inclusive of all applicable taxes and

other charges

Total Bid Price, inclusive of all applicable taxes

and other charges (in Figures and in Words)

One (1) lot - Supply, Delivery, Setup, Installation, Configuration, Customization, Data Migration, Testing, Installation, and Implementation of a new Library Management System (LMS) for the Bangko Sentral ng Pilipinas (BSP) Libraries, inclusive of One (1) Year Software Subscription, Support and Training, as per BSP Terms of Reference and Service Level Agreement

Php5,915,000.00

Any bid with financial proposal exceeding the

ABC shall not be accepted.

Php _____________________

(in figures) Peso:

(in words)

In accordance with the PRICE SCHEDULE FOR GOODS OFFERED

FROM WITHIN THE PHILIPPINES/FROM ABROAD

(Financial Cost Breakdown) (If submitted as an electronic document

use F-DOC2 as file name)

1. We understand that the above submitted bid price, as read, shall still be evaluated and corrected for computational errors, and other bid modifications in accordance with the Price Schedules attached herewith and made part of this Bid.

Signature Above Printed Name/E-Signature* of the Bidder’s Duly Authorized Representative

F-DOC1

Page 2 of 2

2. The total bid price includes the cost of all taxes, such as, but not limited to the applicable taxes, e.g. (i) value added tax (VAT), (ii) income tax, (iii) local taxes, and (iv) other fiscal levies and duties, which are itemized herein or in the Price Schedules;

3. If our Bid is accepted, we undertake: a. to deliver the goods in accordance with the delivery schedule specified in the

Schedule of Requirements of the Philippine Bidding Documents (PBDs); b. to provide a performance security in the form, amounts, and within the times

prescribed in the PBDs; c. to abide by the Bid Validity Period specified in the PBDs and it shall remain

binding upon us at any time before the expiration of that period.

4. Until a formal Contract is prepared and executed, this Bid, together with your written acceptance thereof and your Notice of Award, shall be binding upon us;

5. We understand that you are not bound to accept the Lowest Calculated Bid or any Bid you may receive;

6. We certify/confirm that we comply with the eligibility requirements pursuant to the

PBDs;

7. The undersigned is authorized to submit the bid on behalf of the bidder as evidenced by the attached Special Power of Attorney/Secretary’s Certificate/Certification from the Bidder/Authority issued by the bidder. We acknowledge that failure to sign each and every page of this Financial Bid Form,

including the attached Price Schedule, shall be a ground for the rejection of our bid.

Name/Legal Capacity/Position:

Signature Above Printed Name/E-Signature* of the Bidder’s Duly Authorized Representative

Duly authorized to sign Bid for and on behalf of:

(Name of Bidder)

Date:

Address: No. & Street Building/Barangay

City/Town//Province Postal/Zip Code

Telephone No.

Fax No.

Email Address:

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NOA

File/Ref. No. ____________________________

Page 1 of __

Pro Form No. 04-016-01 • Version: 2 • Updated: 01 Aug 2017

OFFICE OF THE ________________

NOTICE OF AWARD

(Date)

(Name of Awardee’s Authorized Representative)

(Position)

(AWARDEE)

(Awardee’s Address)

Tel. No.: _______________

Fax No.: _______________

Email Address: _______________

Dear ___________:

We inform that the following contract is awarded to your firm:

Title : (Name of Project)

Total Contract

Amount

: (Contract Amount, inclusive of all applicable taxes and other charges)

As conditions to this award, you are required to:

1. Submit within ten (10) calendar days from receipt hereof,1 a performance security

which is based on the above total contract amount, in any of the following acceptable

forms:

(will follow the Special Conditions of Contract)

1 Important Notice: Section 37.2.1. of the 2016 Revised Implementing Rules and Regulations of Rep. Act No. 9184 (2016

Revised IRR) requires the winning bidder to post the Performance Security and enter into a contract with the procuring

entity within ten (10) calendar days from receipt by the winning bidder of the Notice of Award. It also requires the

procuring entity to enter into contract with the winning bidder within the same ten (10) day period, provided that all

the documentary requirements are complied with. To enable the winning bidder and the BSP to enter into contract

within the ten (10) day period, the winning bidder is requested to post the Performance Security not later than five

(5) days from receipt thereof. The remaining five (5) days shall be allotted for the execution of the Contract

Agreement.

NOA

File/Ref. No. ____________________________

Page 2 of __


Acceptable Forms of Performance Security

Amount of Performance Security

(Not less than the required

Percentage of the Total Contract

Price for each year)

Validity Period2

1. Cash or Cashier’s/Manager’s Check issued by

a Universal Bank (UB) or Commercial Bank

(KB)3

Five percent (5%)

(Amount)

N/A

2. Bank draft/guarantee or irrevocable letter of

credit issued by a UB or KB: Provided,

however, that it shall be confirmed or

authenticated by a UB or KB, if issued by a

foreign bank (for a list of UBs/KBs, refer to

http://www.bsp.gov.ph)

Five percent (5%)

(Amount)

(Validity Period)

Conditions:

a. Must be valid until issuance of the

Certificate of Final Acceptance by

the end-user department;

b. Must guarantee the faithful

performance under the contract

in accordance with the bidding

documents;

c. Posted in favor of the Bangko

Sentral ng Pilipinas (BSP); and

d. Shall be forfeited in case of

default by the supplier in any of

its obligations under the contract.

3. Surety Bond callable upon demand issued by

a surety or insurance company duly

authorized by the Insurance Commission (IC)

to issue such security

Notes:

a. The surety company should be authorized by

the IC to grant authority to private insurance

companies to act as sureties in government

transactions.4

b. The surety company shall not be included in

the Government Procurement Policy Board’s

(GPPB) negative list of insurers.5

c. The BSP shall not accept surety bond with

limiting conditions.6

d. The BSP requests the awardee to obtain its

surety bond from any of the evaluated surety

companies listed in the attached Annex “A”.

Thirty percent (30%)

(Amount)

2 Request for refund of Performance Security filed in the form of cash, check or irrevocable letter of credit should be

addressed to the end-user department, copy furnished the Procurement Office. To hasten processing of request,

present the following documents: Notice to Proceed, Certificate of Satisfactory Performance/Certificate of Final

Acceptance and Warranty Certificate (if any). 3 For request for issuance of Order of Payment, send an email to the Procurement Office (c/o _______________). Deposit

the same with the BSP Cash Department or submit Performance Security through Union Bank with details in the

attached Annex “B”. 4 In accordance with IC Circular No. 2014-24 dated 28 May 2014. 5 Pursuant to GPPB Guidelines for the Establishment of Negative List of Surety and/or Insurance Companies [Appendix 29

of the 2016 Revised IRR]. 6 The BSP will not accept Surety Bond with conditions, such as, but not limited to the following:

a. “In case of default of the Principal, this bond shall only answer for the difference in the bid price of the winning

bidder and that of the next lowest complying bidder or that of the new winning bidder in case of re-bidding plus

necessary expenses incurred by the obligee in the re-bidding which liability shall in no case exceed the amount of the

bond”;

b. “That the amount of liability of the surety under this bond is limited to the actual loss or damage sustained and duly

proven by the obligee”; or

c. “It is hereby further agreed and understood that no action at law or equity shall be brought against the Surety under

this Bond unless the same is brought before a competent Court within one year from the date said written notice of

any existing obligation is received by the Surety, as herein stipulated.”

NOA

File/Ref. No. ____________________________

Page 3 of __


Acceptable Forms of Performance Security

Amount of Performance Security

(Not less than the required

Percentage of the Total Contract

Price for each year)

Validity Period2

4. NOTARIZED Performance Securing

Declaration (PSD), as per GPPB Resolution

No. 09-2020 dated 07 May 2020 (Use GPPB-

prescribed form)

Notes:

a. An unnotarized PSD may be accepted,

subject to submission of a notarized PSD

before payment, unless the same is replaced

with a performance security in any of the

acceptable forms above.

b. The end-user may require the winning bidder

to replace the submitted PSD with a

performance security in any of acceptable

forms above, upon lifting of the State of

Calamity, or community quarantine or similar

restrictions, as the case may be.

No Rate PSD shall cease to be valid upon:

a. Issuance by the Procuring Entity

of the Certificate of Final

Acceptance, subject to the

following conditions:

i. Procuring Entity has no claims

filed against the contract

awardee;

ii. No claims for labor and

materials was filed against the

contractor; and

iii. Other terms of the contract;

or

b. Replacement of the submitted

PSD with a performance security

in any of the prescribed forms

under Section 39.2 of the 2016

Revised IRR, as required by the

end-user department.

Section 39 of the 2016 Revised IRR mandates that the winning bidder shall post a

performance security prior to the signing of the contract to guarantee the faithful

performance by the winning bidder of its obligations under the contract in accordance

with the bidding documents.

Failure to post the required Performance Security shall constitute a sufficient ground to

cancel this award and impose the appropriate sanctions under Section 69 of the 2016

Revised IRR.

2. Within the same period of ten (10) calendar days, enter into contract with the BSP.

Attached is the Contract Agreement for your signature.

Kindly return the same to the Procurement Office, together with your performance

security.

NOA

File/Ref. No. ____________________________

Page 4 of __


The BSP’s contact persons for this requirement are __________________.

Thank you.

Very truly yours,

HOPE

Position

ACCEPTANCE AND CONFORMITY

On behalf of (AWARDEE), the undersigned accepts the award of contract and signifies

conformity to enter into contract with the BANGKO SENTRAL NG PILIPINAS for the above

requirement.

__________________________________________

(Name of Awardee’s Authorized Representative)

(Position)

(AWARDEE)

Date: _____________________________________

NOA

File/Ref. No. ____________________________

Page 5 of __


ANNEX “A”

THE FOLLOWING INSURERS ARE INCLUDED IN THE BSP’S EVALUATED INSURERS BASED ON

THE INSURANCE COMMISSION’S DATA ON NET INCOME, NET WORTH, NET PREMIUMS

WRITTEN, GROSS PREMIUMS WRITTEN, PREMIUMS EARNED, PAID-UP CAPITAL, ASSETS

AND INVESTED ASSESTS:7

Name of Insurance Company

Alliedbankers Insurance Corp. Pacific Cross Insurance, Inc. (Blue Cross

Insurance, Inc.)

Alpha Insurance & Surety Company, Inc. Pacific Union Insurance Company

Asia Insurance (Philippines) Corp. People’s General Insurance Corp.

Asia United Insurance, Inc. PGA Sompo Insurance Corp.

BPI/MS Insurance Corp. Philippine British Assurance Company, Inc.

Card Pioneer Microinsurance, Inc. Philippine First Insurance Company, Inc.

Cibeles Insurance Corp. Pioneer Insurance & Surety Corp.

Commonwealth Insurance Company Prudential Guarantee & Assurance, Inc.

Corporate Guarantee & Insurance Company Standard Insurance Company, Inc.

Fortune General Insurance Corp. Sterling Insurance Company, Inc.

MAA General Assurance Phils., Inc. Stronghold Insurance Company, Inc.

Malayan Insurance Company, Inc. Travellers Insurance & Surety Corp.

Mapfre Insular Insurance Corp. UCPB General Insurance Company, Inc.

Mercantile Insurance Company, Inc. Visayan Surety & Insurance Corp.

Milestone Guarantee & Assurance Corp. Western Guaranty Corp.

7 This is not tantamount to an endorsement of the above surety companies and is not a conclusion that other insurance

companies not included in the above list are not authorized to issue surety bonds for government transactions.

NOA

File/Ref. No. ____________________________

Page 6 of __


ANNEX “B”

PAYMENT INSTRUCTIONS

STEP 1: Payment through:

1. UnionBank

• Over-the-Counter at Branches (Bills Payment Slip)

• Payment for: Bangko Sentral ng Pilipinas

• Client Name: Indicate Company Name (Bidder)

• Amount: As indicated in the Order of Payment

• Reference Number: Indicate:

(1) the “O.P. No.” as can be seen at the upper right portion of the Order of

Payment; and

(2) short version of the Project Name the bidder is participating in (e.g.,

“Office Furniture”)

• Internet eBanking

• Proceed to “Bills Payment”

• Choose the account where the payment will be deducted

• Biller: Bangko Sentral ng Pilipinas

• Name of Payor: Company Name (Bidder)

• Order of Payment Number: “O.P. No.” as can be seen at the upper right

portion of the Order of Payment

• Indicate the required amount as indicated in the Order of Payment

• Remarks: Indicate a short version of the Project Name the bidder is

participating on (e.g., “Office Furniture”)

• Mobile Banking

• Proceed to “Pay Bills”

• Choose “Bangko Sentral ng Pilipinas” as Biller

• Name of Payor: Company Name (Bidder)

• Order Payment Number: “O.P. No.” on the upper right portion of the Order

of Payment

• Choose the account where the payment will be deducted

• Indicate the required amount as indicated in the Order of Payment

2. Via BSP Head Office’s CASH DEPARTMENT. The awardee is requested to inform the

Procurement Office at least two (2) days in advance for the Office to assist your

authorized representative in the payment process.

Transaction Schedule: 9:00 AM – 2:00 P.M., Mondays to Fridays

(Please allow time for possible queues including, but not limited to, the precautionary and

security measures being implemented in the BSP-Head Office in view of COVID-19)

NOA

File/Ref. No. ____________________________

Page 7 of __


STEP 2:

Submit a copy of proof of payment (i.e., Bills Payment Slip, screenshot of proof of online/mobile

payment, or copy of the Official Receipt) to the Procurement Office personnel (email as indicated

in Page 2) prior to or together with the submission of your signed Contract Agreement.

PSD REPUBLIC OF THE PHILIPPINES) CITY OF _______________________) S.S. x------------------------------------------------------x

PERFORMANCE SECURING DECLARATION Invitation to Bid: [Insert Reference Number indicated in the Bidding Documents]

To: [Insert name and address of the Procuring Entity] I/We, the undersigned, declare that: 1. I/We understand that, according to your conditions, to guarantee the faithful

performance by the supplier/distributor/manufacturer/contractor/consultant of its obligations under the Contract, I/we shall submit a Performance Securing Declaration within a maximum period of ten (10) calendar days from the receipt of the Notice of Award prior to the signing of the Contract.

2. I/We accept that: I/we will be automatically disqualified from bidding for any procurement contract with any procuring entity for a period of one (1) year if in case it is my first offense, or two (2) years for the second offense, upon receipt of your Blacklisting Order if I/we have violated my/our obligations under the Contract.

3. I/We understand that this Performance Securing Declaration shall cease to be valid

upon:

a. issuance by the Procuring Entity of the Certificate of Final Acceptance, subject to the following conditions: i. Procuring Entity has no claims filed against the contract awardee; ii. It has no claims for labor and materials filed against the contractor; and iii. Other terms of the contract; or

b. replacement by the winning bidder of the submitted PSD with a performance security

in any of the prescribed forms under Section 39.2 of the 2016 IRR of RA No. 9184 as required by the end-user.

IN WITNESS WHEREOF , I/We have hereunto set my/our hand/s this ____ day of [month] [year] at [place of execution].

[Insert NAME OF BIDDER’S AUTHORIZED REPRESENTATIVE]


SUBSCRIBED AND SWORN to before me this ___ day of [month] [year] at [place of execution],

PSD Philippines. [Select one of the two following paragraphs and delete the other]

Affiant/s is/are personally known to me and was/were identified by me through competent evidence of identity as defined in the 2004 Rules on Notarial Practice (A.M. No. 02-8-13-SC).

Affiant/s exhibited to me his/her [insert type of government identification card used] with no. ___________ issued on __________ at ____________.

Witness my hand and seal this ___ day of [month] [year].

NAME OF NOTARY PUBLIC Serial No. of Commission _______________ Notary Public for _______ until __________ Roll of Attorneys No. __________________ PTR No. ______ [date issued], [place issued] IBP No. ______ [date issued], [place issued]

Doc. No. _____ Page No. _____ Book No. _____ Series of _____

DRAFT CONTRACT

File/Ref. No.: BAC-202010-0011e-Cluster C

Page 1 of 5

Contract Agreement No.

Project Identification No.

CONTRACT AGREEMENT _____________________________________________________________________________

(Project Title)

This CONTRACT is made and entered into by and between:

BANGKO SENTRAL NG PILIPINAS (BSP), a government instrumentality duly

organized and existing by virtue of Republic Act No. 7653, as amended by

Republic Act No. 11211, with principal office and postal address at A. Mabini

corner P. Ocampo Sr. Streets, Malate, Manila, herein duly represented by

HOPE, hereinafter referred to as the “ENTITY”;

-and-

CONTRACT AWARDEE, a (type of firm/company), with principal place of

business and postal address at (address), and herein duly represented by

(awardee’s authorized representative), hereinafter called “the SUPPLIER”;

WHEREAS, the Entity invited Bids for certain goods and ancillary services, particularly

Project Title, and has accepted a Bid by the Supplier for the supply of those goods and services

in the total sum of CONTRACT AMOUNT IN WORDS (IN FIGURES), type of taxes, (indicate years

if multiyear)/single year (no need to indicate year) (hereinafter called “the Contract Price”),

broken down as follows:

IF SINGLE YEAR/1 LOT – Table not applicable

IF SINGLE YEAR/MORE THAN 1 LOT – Table is applicable

IF MULTIYEAR/REGARDLESS OF NUMBER OF LOTS – Table is applicable

Covered Period Total Contract

Amount, VAT inclusive

Year 1 – As indicated in the NTP to 31 December 2020

Year 2 – 01 January to 31 December 2021

Year 3 – 01 January to 31 December 2022

Total

Contents of the table will vary depending on the requirement.

DRAFT CONTRACT


Page 2 of 5

NOW THIS AGREEMENT WITNESSETH:

1. In this Agreement words and expressions shall have the same meanings as are

respectively assigned to them in the Conditions of Contract referred to.

2. The following documents as required by the 2016 Revised Implementing Rules and

Regulations of Rep. Act No. 9184 shall be deemed to form and be read and

construed as integral parts of this Agreement, viz:

i. Philippine Bidding Documents (PBDs);

a. Schedule of Requirements

b. General and Special Conditions of Contract

c. Supplemental or Bid Bulletins issued, if any

ii. Winning bidder’s bid, including the Eligibility Requirements, Technical and

Financial Proposals, and all other documents or statements submitted (e.g.,

xxx);

Bid form, including all the documents/statements contained in the Bidder’s

bidding envelopes, as annexes, and all other documents submitted (e.g.,

Bidder’s response to request for clarifications on the bid), including

corrections to the bid, if any, resulting from the Entity’s bid evaluation;

iii. Multi-Year Contracting Authority; if single year, not applicable.

iv. Certification of Availability of Funds;

v. Notice of Award of Contract as Duly Received or with Conforme of the Bidder;

vi. Performance Security (in the form of: Performance Securing Declaration);

vii. Other contract documents that may be required by existing laws and/or the

Procuring Entity concerned in the PBDs. Winning bidder agrees that

additional contract documents or information prescribed by the GPPB that

are subsequently required for submission after the contract execution, such

as the Notice to Proceed, Variation Orders, and Warranty Security, shall

likewise form part of the Contract.

3. In consideration for the total sum of CONTRACT AMOUNT IN WORDS (IN FIGURES),

type of taxes, (indicate years if multiyear)/single year (no need to indicate year) or

such other sums as may be ascertained, CONTRACT AWARDEE agrees to Project

Title, in accordance with its Bid.

4. The ENTITY agrees to pay the above-mentioned sum in accordance with the terms of

the Bidding.

DRAFT CONTRACT


Page 3 of 5

5. The SUPPLIER shall not transfer or assign this Contract, whether in whole or in part,

without the prior written consent of the ENTITY. In particular but without limitation,

any such transfer or assignment made such without consent to any entity shall be

void and deemed a breach of this Contract.

6. This Contract shall take effect on the date the parties signed this Contract as indicated

below their respective signatures. If the parties signed on different dates, the

reckoning date of the execution of this Contract shall be the later date.

IN WITNESS whereof, the parties hereto have caused this Contract to be executed in

accordance with the laws of the Republic of the Philippines on the day and year written below.

HOPE

Date: __________________________

for:

BANGKO SENTRAL NG PILIPINAS

AUTHORIZED REPRESENTATIVE OF AWARDEE

Date: ___________________________

for:

CONTRACT AWARDEE

(ACKNOWLEDGMENT PORTION FOLLOWS IN SUBSEQUENT PAGES)

DRAFT CONTRACT


Page 4 of 5

A C K N O W L E D G E M E N T

REPUBLIC OF THE PHILIPPINES

CITY OF ________________ S.S

BEFORE ME, a Notary Public, for and in the City of ______________, _____________, this __ day

of ______________ 2020 personally appeared:

NAME GOVERNMENT-ISSUED I.D. NO. DATE/PLACE OF ISSUE

HOPE

identified by me through competent evidence of identity to be the same person who executed the

foregoing instrument and who acknowledged to me that the same is his/her own free and voluntary act

and deed and that of BANGKO SENTRAL NG PILIPINAS whom he/she represents with full authority to

sign the instrument.

This instrument consisting of (number of pages of contract) is signed by the parties, together with

their instrumental witnesses, on all pages including this page whereon the acknowledgement is written.

WITNESS MY HAND AND SEAL at the place and on the date first above written.

Doc. No. ___________;

Page No. ___________;

Book No. ___________;

Series of 2020.

DRAFT CONTRACT


Page 5 of 5

A C K N O W L E D G E M E N T

REPUBLIC OF THE PHILIPPINES

CITY OF ________________ S.S

BEFORE ME, a Notary Public, for and in the City of ______________, _____________, this __ day

of ______________ 2020 personally appeared:

NAME GOVERNMENT-ISSUED I.D. NO. DATE/PLACE OF ISSUE

AWARDEE’S AUTHORIZED

REPRESENTATIVE

identified by me through competent evidence of identity to be the same person who executed the

foregoing instrument and who acknowledged to me that the same is his own free and voluntary act and

deed and that of CONTRACT AWARDEE whom he represents with full authority to sign the instrument.

This instrument consisting of (number of pages of contract) is signed by the parties, together with

their instrumental witnesses, on all pages including this page whereon the acknowledgement is written.

WITNESS MY HAND AND SEAL at the place and on the date first above written.

Doc. No. ___________;

Page No. ___________;

Book No. ___________;

Series of 2020.

ANNEXES

Page 1 of 17

ANNEX “A”

PROCEDURES IN THE PAYMENT OF BIDDING DOCUMENTS

BIDDING DOCUMENTS FEE

A complete set of Bidding Documents may be acquired by Interested Bidders1 by sending an e-mail

request to [email protected] and [email protected] or it may also be

downloaded from the websites of the Philippine Government Electronic Procurement System

(www.philgeps.gov.ph) and the Bangko Sentral ng Pilipinas (www.bsp.gov.ph). The cost for the

bidding documents is Php10,000.00.

PAYMENT OPTIONS/INSTRUCTIONS

Note: PAYMENT SHALL BE MADE NOT LATER THAN THE DATE AND TIME OF BID SUBMISSION

AND OPENING. However, prospective bidders are encouraged to pay the bid documents

fee at least one (1) day before the deadline for submission and opening of bids.

STEP 1:

Request for “Order of Payment” (OP) from the BAC Secretariat at BACSecretariat-

[email protected] and [email protected] and indicate the following:

> Company Name (Bidder)

> Valid Email Address

> Valid Phone Number

> Project Name (that the bidder will participate in). If bidding for several lot items,

please indicate the specific lots that the bidder will participate in.

STEP 2:

An email notification and copy of the OP will be received through the provided email address

or you may contact the BAC-Secretariat at (632)(5)306-2798/2800/3075) or send an email at

[email protected] for the OP details. Verify all the details in the received OP

copy/email notification and take note of the PAYMENT DUE DATE.

1 For new bidders, please submit clear photocopies of the following documents:

a) Business Registration with SEC/DTI/Other Government Agency, whichever is applicable; and

b) BIR Certificate of Registration (BIR Form No. 2303), if applicable.

ANNEXES

Page 2 of 17

SAMPLE ORDER OF PAYMENT

STEP 3: PAYMENT THROUGH PAYMENT CHANNELS

1. Via Accredited Collecting Agent – Union Bank of the Philippines (UBP)

a. Cash or Check via Over-the-Counter (OTC) Bills Payment in any UBP Branch

b. Online Banking Bills Payment (payor must be an account holder)

• Payment for/Biller: Bangko Sentral ng Pilipinas

• Client Name: Indicate Company Name (Bidder)

• Amount: As indicated in the Order of Payment

• OP Reference Number: As indicated in the OP document (see sample OP)

• Remarks: Indicate a short version of the Project Name the bidder is

participating on (e.g., “Office Furniture”)

2. Via Debit/Credit (Visa/Master) Card Payment

• Clients with no UBP account can pay online through the Visa/MasterCard

Payment Gateway

• Access the BSP Website at www.bsp.gov.ph

• Click NOPS Portal under Quick Links

• Input the OP reference number in the field provided and click Inquire Status or

Pay Online

After payment is confirmed, the Receipt is displayed. Print the receipt for

presentation or email to the BAC Secretariat at [email protected]

and to the Procurement Office at [email protected].

ANNEXES

Page 3 of 17

Note: For both payment channels, the bidder will receive an email notification with the

attached Official Receipt.

3. Via BSP Head Office’s CASH DEPARTMENT

Prospective bidders are highly encouraged to pay through the Payment Channels

as indicated under Items 1 and 2 above as entry of visitors in the BSP-HO are limited

to certain areas only. In extraordinary circumstance however, prospective

bidders/suppliers paying through the BSP’s Cash Department are requested to inform

the BAC, through the BAC-Secretariat and/or Procurement Office, at least two (2)

days in advance to assist the bidders in the payment process.

Transaction Schedule: 9:00 AM – 2:00 P.M., Mondays to Thursdays

(Please allow time for possible queues including, but not limited to, the precautionary and

security measures being implemented in the BSP-Head Office in view of COVID-19)

STEP 4:

Submit a copy of proof of payment (i.e., Bills Payment Slip, screenshot of proof of online/mobile

payment, or copy of the Official Receipt) to the BAC Secretariat prior to or together with the

submission of bidding documents.

OTHER REMINDERS

1. The BSP does not issue Certification on the conduct of Conferences/Meetings and/or

Submission and Opening of Bids for purposes of Checkpoint clearance. Prospective bidders

may print the Invitation to Bid/Bid Bulletins/ Advisories/Notices issued by the BSP showing

the scheduled activities.

2. Additional queries, especially with regard to the procedures for the Microsoft Teams

connection, may be submitted in advance to the BAC-Secretariat at BACSecretariat-

[email protected], to allow BSP’s IT Group to respond accordingly.

ANNEXES

Page 4 of 17

ANNEX “B”

GUIDELINES IN THE CONDUCT OF PRE-BID CONFERENCE

1. With due observance of social distancing measures, when necessary, Pre-bid Conferences,

whenever scheduled, shall refer to the conduct of face-to-face pre-bid conference, online

teleconferencing or videoconferencing. The date, time and online platform shall be stated

in the procurement opportunity (i.e., Invitation to Bid, Request for Expression of Interest,

etcetera) or in duly issued Bid Bulletin.

2. Prior to the scheduled pre-bid conference, prospective bidders shall signify their intention

to participate in the scheduled pre-bid conference by submitting/registering their contact

information and e-mails where the online invitation to participate shall be sent.

Prospective bidders who fail to participate in the pre-bid conference shall not be

disqualified.

3. Participating bidders are highly encouraged to download the bidding documents from the

BSP or PhilGEPS websites.

4. For expedient conduct of the Conference/Meeting, the bidders shall be expected to have

read and sufficiently understood the issued bidding documents and requirements prior to

the scheduled Conference/Meeting. Bidders may send their questions or requests for

clarification in advance at least one (1) day prior to the date of Pre-bid

Conference/Meeting to [email protected] and to [email protected].

Participating bidders may also use the online messaging facility during the meeting, which

shall form part of the Minutes. The discussions will focus on the documentary

requirements that need emphasis, as deemed necessary, and on the queries/clarifications

received from the prospective bidders.

5. Those who were not able to participate in the pre-bid conference may still submit manual

or electronic bids.

6. The minutes of the pre-bid conference shall be made available to the prospective bidders

not later than five (5) calendar days after the pre-bid conference, upon written request.

The same shall likewise be posted in the website of the BSP.

ANNEXES

Page 5 of 17

INSTRUCTIONS ON CONNECTION TO MICROSOFT TEAMS

1. The conduct of Pre-bid Conference/Pre-Eligibility/Preliminary Meeting shall be through

online teleconferencing or videoconferencing using the Microsoft Teams platform. Please

be guided by the following:

Instructions to

Participating Suppliers/Bidders

Participating bidders are requested to submit their contact information and

email addresses to be used for the videoconferencing to BACSecretariat-

[email protected], at least one (1) day before the conduct of activity for the

sending of meeting invitation.

Only one (1) authorized representative from the participating bidder shall

have access privilege in the videoconference proceedings to easily monitor

and facilitate the conduct of the activity.

A Microsoft Teams meeting invitation shall be sent by the BAC-Secretariat to

the respective e-mail address of the authorized representatives for the

following:

For the Conference/

Meeting Proper

At least thirty (30) minutes before the

conference/ meeting proper

The same email address submitted by the participating bidder shall be used

by the BSP in sending the Microsoft Teams meeting invitation for the

Conference/ Meeting proper.

Note:

In case the participating bidder/supplier was not able to submit its email

to the BAC-Secretariat in advance, it may still join the videoconferencing by

submitting an email to the BAC-Secretariat at least thirty (30) minutes

before the time of the Pre-Bid Conference. The participating bidder shall be

responsible in ensuring that it has the required Microsoft Teams/capable

facility/device to successfully connect to the Microsoft Teams Meeting

Room.

2. Representatives of the bidders shall be prepared to log-in and are advised to be on standby

at least twenty (20) minutes before the start of the Conference/Meeting to check if

connection to Microsoft Teams is successful. Failure to join on the set date and time shall

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be marked as late and shall constitute as waiver to be present for the activities that have

lapsed until he/she joined the meeting.

3. Additional Reminders:

• In order to properly acknowledge the bidders participating in the Conference/Meeting

for records purposes, bidders are advised at the start of the activity to turn on the

Video of the laptops or mobile devices being used. After the BAC/BAC-Secretariat has

completed the roll call, participants to the videoconferencing will be requested to turn

off the Video to avoid possible lags in connection.

• In joining the videoconferencing, prospective bidders are requested to indicate their

respective full/complete name and the company being represented.

• For orderly conduct of the conference, answering of queries/requests for clarification

will be done per bidder/supplier. In case there will be follow-up queries, the same can

be done after all the bidders/suppliers have been called.

CONNECTION TO MICROSOFT TEAMS FACILITY

USING DESKTOP PC/LAPTOP

1. To join the Microsoft Teams session, click the link provided in the meeting invite. It will

open a web browser and redirect you to Microsoft Teams.

2. On the login page, enter your name and e-mail address then click “Join”

3. Click “Join from your browser” at the bottom page to redirect to online meeting room.

4. Click the drop-down button at the bottom of the screen and choose “Use computer

for audio”.

5. Click “Join Meeting” to join the Microsoft Teams meeting. If prompted with password,

enter the password provided in the e-mail.

USING SMART PHONE

1. To join the Microsoft Teams session, open Google Play Store (Android) or App Store

(iPhone).

2. Search and Install “Microsoft Teams”.

3. Once downloaded, tap “Open” to launch Microsoft Teams application then tap “Join

Meeting”.

4. On the login page, enter the Meeting ID, your name and e-mail address. Meeting ID

will be provided by the host via e-mail or message.

5. Click “Join” to join the Microsoft Teams meeting. If prompted with password, enter the

password provided by the host.

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ANNEX “C”

GUIDELINES IN THE PREPARATION, SUBMISSION AND

OPENING OF BIDS (MANUAL AND ELECTRONIC)

Prospective bidders have the option to submit their bids MANUALLY (physical or hard copy)

OR ELECTRONICALLY (online transmittal). However, bidders cannot avail of both methods.

MANUAL SUBMISSION OF BIDS:

1. The address for submission of hard copy of bids is at Gate 3, Bangko Sentral ng Pilipinas, A.

Mabini, corner P. Ocampo Sr. Sts., Malate, Manila. Bid boxes are situated at the reception

area of Gate 3 where bids can be dropped.

2. As precautionary measure, participating bidders are strongly advised to wrap/enclose their

respective bidding documents with plastic, preferably clear, to facilitate

disinfection/sanitation and quick evaluation on the proper sealing and marking of bid

envelopes.

3. The schedule of the submission of bidding documents/eligibility documents/BAFO shall be

on the date and time as indicated in the Invitation to Bid/Request for Expression of Interest

or Bid Bulletins issued. Bidders are advised to submit their documents at least thirty (30)

minutes before the scheduled deadline of submission to allow time for possible queuing due

to conduct of thermal scanning, and for sanitation of the bid envelope(s) and transit of the

documents to the designated bidding room.

4. As social distancing measure, Bid Box(es) will be strategically placed at Gate 3 of BSP-HO for

dropping/submission of bid documents.

5. The representative of the bidder or courier service provider shall fill-up the Bid Submission

Form available at the reception area at Gate 3 which shall be attached to the bid documents

to be submitted.

6. The procedures on the submission of bids under the 2016 Revised Implementing Rules and

Regulations of Republic Act No. 9184 (2016 Revised IRR) shall continue to be observed.

Note: Pursuant to Section 25.9 of the 2016 Revised IRR of RA No. 9184, Unsealed and/or

Unmarked bids shall be rejected.

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ELECTRONIC SUBMISSION OF BIDS

A. ELECTRONIC SUBMISSION (E-DOCUMENTS) COMPRISING THE BID

1. The e-documents comprising the bids are: (i) ELIGIBILITY AND TECHNICAL

DOCUMENTS/PROPOSALS (ENVELOPE NO.1); and (ii) FINANCIAL DOCUMENTS/PROPOSAL

(ENVELOPE NO.2).

2. The specific documents for each envelope shall be as enumerated in the Checklist of

Requirements for Bidders.

3. For organized submission of bids and checking thereof, the bidders shall observe the

following procedures:

1.1 Fill-out all bid forms, convert the same in PDF or scanned format and affix electronic

signatures (e-signatures) in specified portions of the forms. Photographed documents

in JPG or PNG files are acceptable; provided that, these are clear and readable and

comply with the procedures below.

1.2 Save the documents as separate files and name each file as follows: (i) “E-doc1, E-doc2”

and so on for ELIGIBILITY AND TECHNICAL DOCUMENTS/PROPOSALS (Envelope 1); and

(ii) “F-doc1”, “F-doc2”, and so on for the FINANCIAL DOCUMENTS/PROPOSAL

(Envelope 2). Do not scan the documents into one (1) continuous document file.

1.3 Save, copy or transfer all electronic documents in separate compressed/zipped folders,

entitled or named, as follows:

a. “ENVELOPE1” (for the ELIGIBILITY DOCUMENTS AND TECHNICAL PROPOSAL

FOLDER); and

b. “ENVELOPE2” (for the FINANCIAL PROPOSAL FOLDER).

1.4 Arrange the documents in the order of enumeration in the Checklist of Requirements

for Bidders.

1.5 Input different electronic keys or passwords for ENVELOPE1 and ENVELOPE2 ZIPPED

FOLDERS to prevent accidental or premature opening thereof. ENVELOPE3 ZIPPED

FOLDER does NOT need to have a password. Bid envelopes containing the same

electronic key or password shall be rated as “FAILED”.

1.6 ENVELOPE1 AND ENVELOPE2 WHICH ARE NOT IN COMPRESSED OR ZIPPED FOLDER

AND THOSE WITHOUT ELECTRONIC KEY OR PASSWORD shall be considered as

unsealed bid submissions and not complying with the two (2)-factor security

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procedure,2 and hence, shall be rejected during the opening of bids. However, bid

envelopes that are not properly compressed and password-protected, as required in

the Bidding Documents, shall be accepted, provided that the bidder or its duly

authorized representative shall acknowledge such condition of the bid as submitted.

The BAC shall assume no responsibility for the misplacement of the contents of the

improperly compressed or password-protected folder, or for its premature opening.3

1.7 Zipped electronic bid folders to be submitted can be opened using the 7-zip

compression tool.

1.8 Ensure that the bid envelopes are compressed and password-protected. In case the

submitted electronic bid envelopes are not in compressed format and/or not password

protected, the bidder may submit new electronic bid envelopes which shall be

considered as “modification” of bids, following the procedures under Section 7.6 of

herein Guidelines.

1.9 Compressed or zipped folder and password protected electronic bid documents should

be submitted to [email protected] prior to the time of bid opening. Bidders

are encouraged to submit the electronic bid documents at least two (2) hours prior to

the time of bid opening in order to ensure receipt of documents by the BAC-Secretariat

within the deadline set for the submission of bids

1.10 The bidder should receive an Electronic Acknowledgement Receipt (EAR) in every

successful submission of electronic bid documents as proof that its bid/s had/have been

received by the Bid Recipient. Kindly contact the Bid Recipient (BAC Secretariat) in case

no EAR was received within thirty (30) minutes from sending.

1.11 In case of email bounce or quarantine notification, the bidder shall immediately send

an email to the BAC Secretariat (as indicated in the Bid Data Sheet), with the subject

matter – SENDING BOUNCED; SENDING QUARANTINED – (name of bidder) and append

a screen shot of the notification or forward the message indicating that the email had

not been received.

For inquiries on the submission and dropping of bids/eligibility documents/BAFO, the BAC-

Secretariat may be reached at (632)(5)306-2798/2800/3075.

2 As required under GPPB Resolution No. 09-2020, Section 4.2 which provides:

“Bid submission may be done through any electronic means available to the [Procuring Entities], provided that the same:

a. Uses a two-factor security procedure consisting of an archive format compression and password protection to ensure the security,

integrity and confidentiality of the bids submitted; xxx.

3 Pursuant to GPPB-Resolution No. 09-2020, which revised Section 25.9 of the 2016 Revised IRR.

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B. ELECTRONIC SIGNATURE

1. Whenever required in specified portions of the response or bid forms, particularly in the

FINANCIAL PROPOSAL E-DOCUMENTS, the e-signature of the Bidder or the Bidder’s

Authorized Representative shall be affixed in the document.

2. The scanned actual signature of the authorized representative of the prospective bidder,

cropped and pasted handwritten signatures, adobe-created signatures, unique figures and

symbols and stamped signatures are ACCEPTABLE as e-signatures. Provided, that original

documents not using digital signatures shall be transmitted during contract execution.

However, text-typing the name of the bidder and/or the words “SGD. or ORIGINAL SIGNED”

and the like without distinctive features are NOT ACCEPTABLE.

3. An electronically signed document submitted by the bidder shall be presumed to belong to

that of the bidder if signed by its duly authorized representative and sent to the e-mail of

the Bid Recipient.

C. TIME AND MANNER OF SENDING AND RECEIPT OF E-DOCUMENTS

1. The deadline for the submission of bids shall observe the time indicated in the official

website of BSP.

2. The actual time of bid submission shall be the “time received” by the Bid Recipient as

indicated in the Electronic Acknowledgment Receipt (EAR). In case of delayed time stamp in

the EAR, the bidder shall inform the BAC- Secretariat that the e-mail was sent before the

deadline for submission of bids. The Bid Recipient shall seek the assistance of the BSP-

Information Technology (BSP-IT) in validating the actual time of receipt by the BSP e-mail

gateway server. The bidder may also call/inquire with the BAC-Secretariat to confirm if

sending has been successful in case no EAR has been received within thirty (30) minutes

from sending.

3. The designated Bid Recipient shall have an EAR to document official receipt of the bid

submission. The EAR or e-mail acknowledgment shall serve as proof by the bidder that its

bid had been received by the Bid Recipient. Without an EAR, the bidder shall immediately

contact the Bid Recipient or the BAC Secretariat. The EAR shall be evidence ONLY of the

electronic bid submission and receipt thereof, and NOT of the completeness, correctness

and veracity of the contents of the electronic bid, which shall be determined during

preliminary examination of bids, bid evaluation and/or post-qualification. It is also the

responsibility of the bidder to ensure that the e-mail to be sent contains the required

attachments.

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4. In instances where automatic EARs were not generated despite successful submission and

receipt of the electronic bid envelopes, or in case of quarantined e-mails, the Bid Receiver

may also issue a Manual Acknowledgement once the submission was confirmed from the

BAC-Secretariat mail and/or from BSP-IT.

5. In case of e-mail bounce or quarantine notification, the bidder shall immediately send an e-

mail to the BAC Secretariat (as indicated in the Bid Data Sheet), with the subject matter –

SENDING BOUNCED; SENDING QUARANTINED – (name of bidder) and append a screen shot

of the notification or forward the message indicating that the e-mail had not been received.

A bounced e-mail shall NOT be considered as having been received; while a quarantined e-

mail before the deadline for submission of bid shall be considered as having met the

deadline.4

6. The subject matter of the e-mail shall state the short title of the requirement to be procured

as stated in the procurement opportunity, name of bidder (all caps) and the folder and batch

number of the documents sent (e.g. ENVELOPE1-first batch of three-1/3).

7. Similar to manual submission of bids, the bidders shall submit ENVELOPE 1 AND ENVELOPE

2 COMPRESSED/ZIPPED FOLDERS simultaneously or in one (1) e-mail sending. If the file will

exceed the designated limits, the submitted files may be sent in batches. In case of several

sending of batches or folders, the time indicated in the EAR for the last batch or folder shall

be the time of receipt of the bid.5

4 Illustration. Assume: Deadline of submission of bids is 2:00 p.m.

SUBMITTED

ENVELOPES Time of Sending Time of Receipt WITHIN/BEYOND DEADLINE

ENVELOPE 1 &

ENVELOPE 2

1:50 P.M. 1:51 P.M. E-MAIL BOUNCE

NOTIFICATION

Within deadline

* The quarantine notification shall mean

that the e-mail reached the designated

e-mail account at 1:59 P.M. The

quarantined e-mail shall be considered

as the bid submission and not the e-

mail sending as of 2:01 P.M.

1:55 P.M. (resending) 1:55 P.M. E-MAIL BOUNCE

NOTIFICATION

1:58 P.M.(resending) 1:59 P.M. QUARANTINE

NOTIFICATION

1:59 P.M.(resending) 2:01 P.M. EAR

5 Illustrations. Assume: Deadline of submission of bids is 2:00 p.m.

SUBMITTED

ENVELOPES Time of Sending Time of Receipt (EAR Time) WITHIN/BEYOND DEADLINE

1. ENVELOPE1 &

ENVELOPE2 1:59 P.M 2:00 P.M. Within deadline

2. ENVELOPE1 1:58 P.M. 1:59 P.M. Beyond deadline

ENVELOPE2 2:01 P.M 2:01 P.M.

3. ENVELOPE 1 1:00 P.M.

1:01 P.M.

Within deadline (if BSP IT confirms receipt

through the BSP gateway server on or

before 2 P.M.

If no EAR: Call BAC Sec as this

means non-receipt

ENVELOPE 2 1:50 P.M. (resending)

If no EAR: Call BAC Sec as this

means non-receipt

1:59 P.M. (resending) 2:01 P.M.

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8. To avoid the tampering or alteration of electronic documents, files shall be sent as

attachment/s to the e-mail and not through a file sharing link. All eligibility and technical

documents/proposals bid documents must be submitted as one file including the required

brochures, manuals, etc., unless such submission will exceed the file size limit.

9. The BSP system can accommodate attachments with file size limit of up to 100MB. If the

bidder’s e-mail has a smaller file size limit (e.g., in case of free mails, such as gmail and

yahoomail), it may send files in batches.

10. Bidders shall submit their bids to the e-mail of Bid Recipient as indicated in the posted

procurement opportunity. It is encouraged that submissions be made at least two (2) hours

prior to the time of bid opening in order to ensure receipt of documents by the Bid Recipient

within the deadline set for the submission of bids.

D. MODIFICATION AND WITHDRAWAL OF BIDS

1. As with manual submission, bidders may modify or withdraw their bid at any time before

the deadline for the submission and receipt of bids. Where a bidder modifies its bid, it shall

not be allowed to retrieve its original bid and shall only be allowed to submit another. For

electronic bid submission, bidders shall send another bid equally secured, properly

identified, and labelled as a “modification” of the one previously submitted. The time

indicated in the latest electronic acknowledgment receipt (EAR) shall be the official time of

submission. Bids submitted after the deadline shall not be accepted.

2. In modifying the bid, the bidder may send the ENTIRE FILE/S or FOLDER/S or the particular

document being modified. Bidders modifying their bids shall still observe the manner of

submission of the original bid or particular document being modified.

3. Bid documents submitted electronically can only be modified electronically. In the same

manner, bids submitted manually can only be modified manually. Manual bid modification

shall follow the procedures provided for under Section 26 of Rep. Act No. 9184 and its IRR.

4. For various sending or re-sending of electronic bids from the same bidder or from different

Bidder’s Authorized Representatives, the LATEST SENDING meeting the deadline for the

submission of bids shall be construed as the submitted bid, it being the manifestation of

the latest intent of the bidder.

4. ENVELOPE1 1:58 P.M. 1:58 P.M.

Within deadline

*(ENV.3 is not part of bid submission) ENVELOPE2 1:59 P.M. 2:00 P.M.

ENVELOPE3 2:00 P.M 2:01 P.M.*

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OPENING OF BIDS

A. ATTENDANCE AND PRELIMINARIES

1. Bidders shall be prepared to login in the tele/videoconferencing facility of the BSP at least

twenty (20) minutes before the scheduled deadline and opening of bids. Failure to join on

the set date and time shall be marked as late and shall constitute a waiver to be present for

the activities that have lapsed until he/she joined the meeting.

2. Only one (1) bidder’s authorized representative shall have access privilege to participate in

the tele/videoconference proceedings. However, depending on the nature of item being

procured, additional representatives may be allowed (e.g., when local and principal firms

will be attending the pre-bid conference or in case of joint ventures).

3. Representatives of the bidders shall be prepared to login and are advised to be on standby

at least twenty (20) minutes before the scheduled deadline and opening of bids to check if

connection to Microsoft Teams is successful. Failure to join on the set date and time shall

be marked as late and shall constitute a waiver to be present for the activities that have

lapsed until he/she joined the meeting. The bidder cannot question activities that were

conducted in his/her absence.

4. Immediately after the stated deadline for submission of bids, but before the opening

thereof, the Bid Recipient shall provide access to the electronic documents submitted by all

bidders to the account processor/s who had been designated as the Bid Opener/s. To

facilitate the conduct of the opening of electronic bid documents and to address access

issues by the Bid Opener/s, if any, access may also be given to the Bid Opener/s thirty (30)

minutes before the schedule of opening of bids.

5. The BAC Secretariat shall proceed with the roll call to record the attendance and determine

the presence of a quorum.

6. Thereafter, the BAC shall officially announce the start of the bid opening.

B. INSTRUCTIONS ON CONNECTION TO MICROSOFT TEAMS PLATFORM

1. The conduct of opening of bids/eligibility documents/BAFO shall be through

videoconferencing using the Microsoft Teams platform. Please be guided by the following:

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Instructions to

Participating Suppliers/Bidders

Participating bidders are requested to submit their contact information and email

addresses to be used for the videoconferencing to [email protected] at

least one (1) day before the scheduled meeting necessary for the sending of meeting

invitation.

Only one (1) authorized representative from the participating bidder shall have access

privilege in the videoconference proceedings to easily monitor and facilitate the conduct

of the activity.

A Microsoft Teams meeting invitation shall be sent by the BAC-Secretariat to the

respective e-mail address of the authorized representatives for the following:

a. For the Opening Proper At least thirty (30) minutes before the opening of bids

The same email address submitted by the participating shall be used by the BSP in

sending the Microsoft Teams meeting invitation for the Opening of Bids proper.

Note:

In case the participating bidder/supplier was not able to submit its email to the BAC-

Secretariat in advance, it may still join the videoconferencing by submitting an email

to the BAC-Secretariat at least thirty (30) minutes before the time of the Opening of

Bids. The participating bidder shall be responsible in ensuring that it has the required

Microsoft Teams application/capable facility/device to successfully connect to the

Microsoft Teams Meeting Room.

C. CONNECTION TO MICROSOFT TEAMS PLATFORM

USING DESKTOP PC/LAPTOP

a. To join the Microsoft Teams session, click the link provided in the meeting invite. It

will open a web browser and redirect you to Microsoft Teams.

b. On the login page, enter your name and e-mail address then click “Join”

c. Click “Join from your browser” at the bottom page to redirect to online meeting

room.

d. Click the drop-down button at the bottom of the screen and choose “Use computer

for audio”.

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e. Click “Join Meeting” to join the Microsoft Teams meeting. If prompted with

password, enter the password provided in the e-mail.

USING SMART PHONE

a. To join the Microsoft Teams session, open Google Play Store (Android) or App Store

(iPhone).

b. Search and Install “Microsoft Teams”.

c. Once downloaded, tap “Open” to launch Microsoft Teams application then tap “Join

Meeting”.

d. On the login page, enter the Meeting ID, your name and e-mail address. Meeting ID

will be provided by the host via e-mail or message.

e. Click “Join” to join the Microsoft Teams meeting. If prompted with password, enter

the password provided by the host.

D. OPENING OF ELIGIBILITY AND TECHNICAL DOCUMENTS (Envelope No. 1)

1. The BAC Secretariat shall announce the list of participating bidders and their respective

mode of submission of bids, i.e., electronic or manual. Manually submitted bids shall be

opened first before the electronically submitted bids.

2. The BAC Chairperson shall then motion to open and conduct eligibility check, examination

of technical documents and recording of the manually submitted bid/s, if any.

3. While opening of manually submitted bids is ongoing, the BAC Chairperson shall give the

go-signal for sending of the password for “ENVELOPE1” by the online bidders, through

online chat or thru e-mail directly to the BAC, BAC Secretariat and Bid Opener/s.

4. After receipt of the password for “ENVELOPE1”, the electronic documents shall be opened.

If ENVELOPE1 cannot be opened by anyone, the bidder shall be permitted to re-submit its

password up to a maximum of three (3) chances, WITHOUT SENDING ANOTHER FILE and

only while the proceeding for opening of ENVELOPE NO. 1 is still ongoing.

5. Electronic bid folders shall automatically undergo virus or malware scanning. If “cleaning”

of the electronic documents by the existing BSP anti-virus system is successful, the said

documents can be accepted and opened. Otherwise, the bid shall be declared as

“FAILED”. Disqualification of the bid shall also apply for those bid submissions which

already have undergone “cleaning” but certain pages turned-out to be corrupted. Thus, if

the e-document could not be opened, is corrupted or truncated or infected by a virus or

malware even if scanned, the e-document shall be rated as “FAILED”.

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6. The Bid Opener/s shall confirm receipt of particular e-documents by enumerating them in

the order that they are received. The bidders shall have the opportunity to confirm or raise

questions on the enumeration of documents.

7. In order to ensure that the electronic bid envelopes submitted through e-mail are the

same electronic bid envelopes being opened, the file properties of the bid envelopes may

be shown to the bidders before the actual opening thereof.

8. Thereafter, the checking of eligibility and technical documents and recording of e-

documents shall be undertaken by the Bid Opener/s in accordance with the procedure for

preliminary examination of bids under Section 30 of the IRR.

9. As similarly observed during the manual submission of bids, Bid Opener/s shall indicate

his/her readiness to make a presentation of the opened eligibility and technical

documents and be allowed by the BAC Chairperson to proceed.

10. Details of each document received shall be read by the Bid Opener and flashed on screen.

Bidders may raise questions on the documents.

11. The BAC Chairperson shall announce the names of the bidders whose bids have been rated

as “PASSED”. Bidders whose eligibility and technical documents/proposals have been

rated “PASSED” shall be on stand-by for the opening of the Financial Documents. Bidders

whose eligibility documents were rated “FAILED” may remain as observers.

E. OPENING AND EVALUATION OF FINANCIAL DOCUMENTS (Envelope No. 2)

1. Manually submitted financial proposals shall be opened first before electronically

submitted proposals.

2. The BAC Chairperson shall then motion to open and conduct preliminary evaluation and

recording of the manually submitted financial proposal, if any.

3. The eligible bidders shall then send the password for “ENVELOPE2” in the same manner

that passwords were sent for “ENVELOPE1”.

4. After receipt, the Bid Opener/s shall then proceed to open the Financial Proposals of the

eligible bidders.

5. The same procedures in “ENVELOPE1” shall be observed in the presentation or reading of

“ENVELOPE2”.

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6. After each presentation, the Bid Opener shall enumerate and present the submitted

financial proposals of the Bidders from the lowest to the highest bid.

7. If there are no issues involved, the BAC Chairperson shall adjourn the conduct of

examination of bids and excuse the participating bidders. The Abstract of Bids as read,

and the minutes of the bid opening shall be prepared and be made available to the

participating bidders and the public upon written request.

8. The BAC may proceed with the conduct of detailed evaluation of bids on the same day as

the bid opening date, or set the conduct of bid evaluation to another date and time

pursuant to Sections 32 and 33 of the 2016 Revised IRR.