PROCUREMENT MANAGEMENT DIVISION (PMD)
I. DIVISION PROFILE
The Procurement Management Division (PMD) manages procurement activities of the City Government of Naga, Cebu to ensure transparency, competitiveness, efficiency, and compliance with procurement laws.
Mandate
Administer public procurement processes in accordance with procurement law.
Vision
A responsive procurement division that upholds integrity, promotes public trust, and delivers best value for the local community.
Mission
To ensure transparent, efficient, and accountable procurement that maximizes public resources, upholds fair competition, and delivers quality services in full compliance with laws and ethical standards.
II. SERVICE PLEDGE
We commit to:
- Act promptly within prescribed timelines
- Provide accurate and complete information
- Ensure fairness and transparency
- Eliminate red tape and fixers
III. LIST OF FRONTLINE SERVICES
- Conduct of Pre-Bid Conference
- Issuance of Bidding Documents
- Issuance of Supplemental/Bid Bulletin
- Receipt and Opening of Bids
- Procurement Through Alternative Methods of Procurement
- Issuance of Certificate of Eligibility
- Issuance of Notice to Lowest/Single Calculated Bid
- Conduct of Post-Qualification
- Issuance of Notice of Award
- Issuance of Contract / Purchase Order
- Issuance of Notice to Proceed
- Procurement Status Update Request
IV. SERVICE DETAILS
1. Conduct of Pre-Bid Conference
Description:
A Pre-Bid Conference is conducted to clarify and discuss the eligibility, technical, and financial requirements of a procurement project with prospective bidders.
- Office/Division: Procurement Management Division
- Classification: Complex
- Type of Transaction: G2B – Government-to-Business
- Who may avail: Prospective Bidders
CHECKLIST OF REQUIREMENTS
Where to Secure:
- None
CLIENT STEPS / AGENCY ACTIONS
| Client Steps | Agency Actions | Fees | Processing Time | Responsible |
|---|---|---|---|---|
| 1. Attended Conference | 1. Record attendance | None | 5 minutes | BAC Secretariat |
| 2 Participate | 2. Discuss Requirements | None | ~2 hours | BAC Members / TWG |
| 3 | 3. Take minutes of the meeting | None | During activity | BAC Secretariat |
TOTAL PROCESSING TIME
Approximately 2 hours and 5 minutes
(Actual duration may vary depending on project complexity and discussion flow)
2. Issuance of Bidding Documents
Description:
Issuance of official bidding documents to interested bidders upon payment of the prescribed fee.
- Office/Division: Procurement Management Division
- Classification: Simple
- Type of Transaction: G2B – Government-to-Business
- Who may avail: Prospective Bidders
CHECKLIST OF REQUIREMENTS
Where to Secure:
- Official Receipt (OR) – City Treasurer’s Office
- Three (3) photocopies of OR (for certification) – Bidder
- Certified True Copy (CTC) of OR – BAC Secretariat (2 copies retained, 1 copy returned to bidder)
CLIENT STEPS / AGENCY ACTIONS
| Step | Client Action | Agency Action | Fees | Processing Time | Responsible |
|---|---|---|---|---|---|
| 1 | Request payment reference | Issue payment reference note | Prescribed fee under procurement rules | 3 minutes | BAC Secretariat |
| 2 | Pay fee at Treasurer’s Office | Issue Official Receipt (OR) | As prescribed | ~20 minutes | City Treasurer’s Office |
| 3 | Submit OR photocopies | Verify and certify OR (CTC issuance) | None | 2 minutes | BAC Secretariat |
| 4 | Wait for preparation of bidding documents | Prepare bidding documents (printed or electronic copy) | None | ~10 minutes | BAC Secretariat |
| 5 | Receive bidding documents and 1 CTC copy of OR | Release bidding documents (print/email/PhilGEPS) and retain 2 CTC copies for audit | None | Within process | BAC Secretariat |
TOTAL PROCESSING TIME
Approximately 35 minutes
(Actual duration may vary depending on volume of transactions and system availability)
3. Issuance of Supplemental/Bid Bulletin
Description:
Issuance of clarifications, amendments, or modifications to bidding documents upon request of prospective bidders or initiative of the Procuring Entity.
- Office/Division: Procurement Management Division
- Classification: Complex
- Type of Transaction: G2B – Government-to-Business
- Who may avail: Prospective Bidders
CHECKLIST OF REQUIREMENTS
Where to Secure:
- Written query/clarification request (if applicable) – Prospective Bidder
CLIENT STEPS / AGENCY ACTIONS
| Step | Agency Action | Fees | Processing Time | Responsible |
|---|---|---|---|---|
| 1 | Receive and log query/clarification | None | 1 minute | BAC Secretariat |
| 1.1 | Refer query to BAC or concerned end-user for technical input | None | ~1 working day | BAC / End-User Unit / Secretariat |
| 1.2 | Draft Supplemental/Bid Bulletin based on inputs | None | 15 minutes | BAC Secretariat |
| 1.3 | BAC Chairman reviews and signs bulletin | None | 10 minutes | BAC Chairman |
| 1.4 | Post bulletin in PhilGEPS, City website, and bulletin boards (subject to system availability; posting done upon restoration if downtime occurs) | None | 10 minutes | BAC Secretariat |
| 2 | Release bulletin to bidders (printed/email/official posting) | None | Within process | BAC Secretariat |
TOTAL PROCESSING TIME
Approximately 1 working day and 46 minutes
(Actual duration may vary depending on query complexity and system availability)
4. Receipt and Opening of Bids
Acceptance and public opening of bids submitted by bidders in accordance with procurement rules.
| Office/Division | Procurement Management Division |
|---|---|
| Classification | Complex |
| Type of Transaction | G2B – Government-to-Business |
| Who May Avail | Prospective Bidders |
Checklist of Requirements
| Requirements | Where to Secure |
|---|---|
| Bid Offer (Eligibility, Technical, and Financial Components) | Prospective Bidder |
Client Steps and Agency Actions
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
|---|---|---|---|---|
| 1. Submit bids | 1. Receive and log submitted bids | None | 5 minutes | BAC Secretariat |
| — | 2. Conduct bid opening | None | Variable (approximately 3 hours) | BAC Members / TWG |
| — | 3. Pronouncement of the Lowest Calculated Bid (LCB) or Single Calculated Bid (SCB) | None | 5 minutes | BAC Members / TWG |
| — | 4. Prepare and record minutes of the meeting | None | During the activity | BAC Secretariat |
Total Processing Time
Approximately 3 hours and 10 minutes
(depending on project complexity and number of bidders)
5. Procurement Through Alternative Methods of Procurement
Description:
Receipt, evaluation, and award of procurement requests using alternative methods of procurement as allowed under Procurement Law.
- Office/Division: Procurement Management Division
- Classification: Complex
- Type of Transaction: G2B – Government-to-Business
- Who may avail: Prospective Suppliers / Contractors / Service Providers
CHECKLIST OF REQUIREMENTS
Where to Secure:
- Signed Request for Quotation (RFQ) together with the following:
- Current and valid Mayor’s/Business Permit – LGU (City/Municipality)
- PhilGEPS Registration Number – PhilGEPS
- PCAB License (for contractors) – PCAB
- Curriculum Vitae (for consultants)
- Omnibus Sworn Statement (for transactions above ₱50,000) – BAC/PMD prescribed form
- Annual Income Tax Return (for transactions above ₱500,000) – BIR
CLIENT STEPS / AGENCY ACTIONS
| Step | Agency Action | Fees | Processing Time | Responsible |
|---|---|---|---|---|
| 1 | Receive, log, and validate submitted RFQ and documents | None | 1 hour | Procurement Officers |
| 1.1 | Refer quotations to BAC/end-user for evaluation | None | ~1 working day | Procurement Officers |
| 1.2 | Prepare Abstract of Quotation | None | 30 minutes | Procurement Officers |
| 1.3 | BAC reviews and signs Abstract of Quotation | None | ~5 hours | BAC Members |
| 1.4 | Prepare BAC Resolution recommending award | None | 30 minutes | BAC Secretariat |
| 1.5 | BAC deliberates and signs Resolution recommending award | None | ~1 working day | BAC Members |
| 1.6 | Prepare Notice of Award (NOA) | None | 30 minutes | Procurement Officers |
| 1.7 | HOPE reviews and signs NOA | None | ~1 working day | Head of Procuring Entity |
| 1.8 | Prepare Purchase Order / Contract | None | 30 minutes | Procurement Officers |
| 1.9 | HOPE reviews and signs PO / Contract | None | ~1 working day | Head of Procuring Entity |
| 2 | Release award / PO / contract to supplier or contractor | None | Within process | Procurement Officers |
TOTAL PROCESSING TIME
Approximately 4 working days and 8 hours
(Actual duration may vary depending on number of quotations, project complexity, and availability of signatories)
6. Issuance of Certificate of Eligibility
Description:
Issuance of Certificate of Eligibility to prospective bidders based on submitted legal and technical documents.
- Office/Division: Procurement Management Division
- Classification: Complex
- Type of Transaction: G2B – Government-to-Business
- Who may avail: Qualified suppliers / consultants / contractors
CHECKLIST OF REQUIREMENTS
Where to Secure:
- Mayor’s / Business Permit – City or Municipality where principal place of business is located
- PhilGEPS Registration – PhilGEPS
- PCAB License (for contractors) – PCAB
- Curriculum Vitae (for consultants) – Applicant
- Omnibus Sworn Statement (for transactions above ₱50,000) – BAC/PMD prescribed form
- Annual Income Tax Return (for transactions above ₱500,000) – BIR
CLIENT STEPS / AGENCY ACTIONS
| Step | Agency Action | Fees | Processing Time | Responsible |
|---|---|---|---|---|
| 1 | Receive and log submitted documents | None | 5 minutes | BAC Secretariat |
| 1.1 | Verify completeness and validity of documents | None | ~1 working day | BAC Secretariat |
| 1.2 | Prepare Certificate of Eligibility | None | 30 minutes | BAC Secretariat |
| 1.3 | BAC Chairman reviews and signs Certificate | None | ~1 working day | BAC Chairman |
| 2 | Release signed Certificate to bidder | None | Within process | BAC Secretariat |
TOTAL PROCESSING TIME
Approximately 2 working days and 35 minutes
(Actual duration may vary depending on completeness of documents)
7. Issuance of Notice to Lowest/Single Calculated Bid
Description:
Issuance of official notice to the bidder declared as Lowest/Single Calculated Bid after bid evaluation, informing them of the conduct of post-qualification.
- Office/Division: Procurement Management Division
- Classification: Complex
- Type of Transaction: G2B – Government-to-Business
- Who may avail: Bidder declared as LCB/SCB
CHECKLIST OF REQUIREMENTS
Where to Secure:
- None (based on bid evaluation results)
CLIENT STEPS / AGENCY ACTIONS
| Step | Agency Action | Fees | Processing Time | Responsible |
|---|---|---|---|---|
| 1 | Prepare Notice to LCB/SCRB | None | 30 minutes | BAC Secretariat |
| 1.1 | BAC Chairman reviews and signs Notice | None | ~1 working day | BAC Chairman |
| 2 | Release notice to bidder (printed/email) | None | Within process | BAC Secretariat |
TOTAL PROCESSING TIME
Approximately 1 working day and 30 minutes
(Actual duration may vary depending on evaluation results and completeness of documents)
8. Conduct of Post-Qualification
Description:
Verification, validation, and ascertainment of the eligibility, technical, and financial requirements of the bidder declared as Lowest/Single Calculated Bid.
- Office/Division: Procurement Management Division
- Classification: Highly Technical
- Type of Transaction: G2B – Government-to-Business
- Who may avail: Bidder declared as LCB/SCB
CHECKLIST OF REQUIREMENTS
Where to Secure:
A. Original Documents Submitted by Bidder
- Original eligibility, technical, and financial documents – Submitted by bidder during bidding
B. Post-Qualification Requirements:
- Latest Annual Income Tax Return (filed within the required period) – BIR
- Registration Certificate (SEC / DTI / CDA) – Issuing agency
- Mayor’s / Business Permit – LGU
- Tax Clearance Certificate (TCC) – BIR
- Other licenses and permits required by law – Relevant issuing agencies
C. Additional Requirements (if requested):
- Clarifications, certifications, or supporting documents – Issued by bidder or concerned agencies
CLIENT STEPS / AGENCY ACTIONS
| Step | Agency Action | Fees | Processing Time | Responsible |
|---|---|---|---|---|
| 1 | Prepare post-qualification checklist and schedule verification activities | None | Variable | BAC Secretariat |
| 1.1 | Conduct verification and validation of documents (may include site inspection or third-party validation) | None | 7–30 working days | BAC Members / TWG |
| 1.2 | Prepare Post-Qualification Report | None | Within evaluation period | BAC Members / TWG |
| 1.3 | BAC convenes and deliberates on results and signs Post-Qualification Report | None | Within evaluation period | BAC Members / TWG |
| 1.4 | Prepare BAC Resolution declaring LCRB | None | Within evaluation period | BAC Secretariat |
| 1.5 | BAC Members sign Resolution | None | Within evaluation period | BAC Members |
| 2 | Release result (NOA if responsive / Notice of Disqualification if failed) | None | Within process | BAC Secretariat |
TOTAL PROCESSING TIME
7–30 working days (Variable depending on complexity of procurement and verification requirements)
9. Issuance of Notice of Award (NOA)
Description:
Issuance of Notice of Award to the bidder declared as Lowest Calculated Responsive Bid (LCRB) after successful post-qualification.
- Office/Division: Procurement Management Division
- Classification: Complex
- Type of Transaction: G2B – Government-to-Business
- Who may avail: Bidder declared as LCRB/SCRB
CHECKLIST OF REQUIREMENTS
Where to Secure:
- BAC Resolution recommending award – BAC Secretariat
- Post-Qualification Report – BAC/TWG Secretariat
CLIENT STEPS / AGENCY ACTIONS
| Step | Agency Action | Fees | Processing Time | Responsible |
|---|---|---|---|---|
| 1 | Prepare draft Notice of Award (NOA) | None | 30 minutes | BAC Secretariat |
| 1.1 | Attach BAC Resolution and Post-Qualification Report | None | 30 minutes | BAC Secretariat |
| 1.2 | HOPE reviews and signs NOA | None | ~1 working day (variable) | Head of Procuring Entity |
| 2 | Release signed NOA to bidder (printed/email/PhilGEPS posting, subject to availability) | None | Within process | BAC Secretariat |
TOTAL PROCESSING TIME
Approximately 1 working day and 1 hour
(Actual duration may vary depending on completeness of documents and availability of HOPE)
10. Issuance of Contract / Purchase Order
Description:
Preparation, approval, and release of Contract or Purchase Order to the winning bidder after issuance of Notice of Award.
- Office/Division: Procurement Management Division
- Classification: Complex
- Type of Transaction: G2B – Government-to-Business
- Who may avail: Winning bidder (LCRB/SCRB)
CHECKLIST OF REQUIREMENTS
Where to Secure:
- Signed Notice of Award (NOA) – BAC/PMD Records
- Performance Security (if applicable) – Winning Bidder
- DOLE Approved CSHP (if applicable) – DOLE
- BAC Resolution recommending award – BAC Secretariat
- SP Resolution authorizing Mayor to enter into contract (if applicable) – Sangguniang Panlungsod
CLIENT STEPS / AGENCY ACTIONS
| Step | Agency Action | Fees | Processing Time | Responsible |
|---|---|---|---|---|
| 1 | Receive and validate performance security (if required) | None | Variable | BAC Secretariat |
| 1.1 | Prepare draft Contract / Purchase Order | None | 30 minutes | BAC Secretariat |
| 1.2 | Request SP Resolution authorizing Mayor to enter into contract (if applicable) | None | Variable (depends on SP schedule) | BAC Secretariat |
| 1.3 | Attach NOA, BAC Resolution, Post-Qualification Report, and SP Resolution (if applicable) | None | 30 minutes | BAC Secretariat |
| 1.4 | HOPE reviews and signs Contract / PO | None | ~1 working day (variable) | Head of Procuring Entity |
| 2 | Release signed Contract / PO to bidder (printed/email) | None | Within process | BAC Secretariat |
TOTAL PROCESSING TIME
Within 10 calendar days from receipt of Notice of Award
(Actual duration may vary depending on availability of SP Resolution and completeness of requirements)
11. Issuance of Notice to Proceed (NTP)
Preparation, approval, and release of Notice to Proceed to the winning bidder, authorizing the commencement of work or delivery.
| Office/Division | Procurement Management Division |
|---|---|
| Classification | Complex |
| Type of Transaction | G2B – Government-to-Business |
| Who may avail | Winning bidder (LCRB/SCRB) |
Checklist of Requirements
| Requirements | Where to Secure |
|---|---|
| Signed Contract/Purchase Order (PO) | Procuring Entity / Supplier |
| Performance Security (if applicable) | Winning Bidder |
| SP Resolution authorizing the Mayor to enter into contract (if required) | Sangguniang Panlungsod |
Client Steps, Agency Actions, Fees, Processing Time and Person Responsible
| Client Steps | Agency Actions | Fees to be Paid | Processing Time | Person Responsible |
|---|---|---|---|---|
| 1. None | 1. Prepare draft Notice to Proceed (NTP) | None | 30 minutes | BAC Secretariat |
| 1.1 Attach signed Contract/PO and performance security | None | 30 minutes | BAC Secretariat | |
| 1.2 HOPE reviews and signs NTP | None | Variable (approximately 1 working day) | Head of the Procuring Entity | |
| 2. Receive signed NTP | 2. Release NTP to supplier/contractor (printed or through email) | None | Within the process | BAC Secretariat |
Total Processing Time
Within three (3) calendar days from contract signing (actual duration may vary depending on completeness of requirements)
12. Procurement Status Update Request
Description:
Provision of information to end-user offices, suppliers, or contractors regarding the current status of their procurement transaction.
- Office/Division: Procurement Management Division
- Classification: Simple
- Type of Transaction: G2B (Government-to-Business) / G2G (Government-to-Government)
- Who may avail: End-user offices, suppliers, contractors, or bidders
CHECKLIST OF REQUIREMENTS
Where to Secure:
- Written or verbal request (letter, email, or walk-in inquiry)
- Reference details such as:
- Project Title
- PR Number
- RFQ Number
- Bidding Reference
CLIENT STEPS / AGENCY ACTIONS
| Step | Agency Action | Fees | Processing Time | Responsible |
|---|---|---|---|---|
| 1 | Receive and log request for procurement status update (letter/email/walk-in) | None | 10 minutes | BAC Secretariat |
| 1.1 | Verify procurement records and determine current status (e.g., bidding stage, award, contract, NTP, etc.) | None | 30 minutes – 1 hour (variable) | BAC Secretariat |
| 1.2 | Prepare response (written, email, or verbal confirmation) | None | 15 minutes | BAC Secretariat |
| 2 | Release status update to requester | None | Within process time | BAC Secretariat |
TOTAL PROCESSING TIME
30 minutes to 1 hour
(Actual duration may vary depending on complexity of request and availability of records)
FEEDBACK AND COMPLAINTS MECHANISM
- Procurement Management Division
- Office of the Mayor
- Civil Service Commission
- Anti-Red Tape Authority
📞 268-3010 local 4005 / 4017
📧 bacseccityofnagacebu@gmai.com
📧 complaints@arta.gov.ph
Hotline: 1-6565
Resolution Time:
- Acknowledgement: 3 working days
- Resolution: 15 working days
WORKING HOURS
Monday – Friday
8:00 AM – 5:00 PM