1. Conduct Pre-Bid Conference
Office or Division: Procurement Management Division
Classification: Simple
Type of Transaction: G2B, G2C
Who may avail: All prospective suppliers, contractors, consultants, and service providers
Checklist of Requirements
✅ None
Process Flow
| Client Steps | Agency Actions | Fees | Processing Time | Person Responsible |
|---|---|---|---|---|
| Attend the pre-bid conference | Assist attendees and record presence | None | 10 minutes | Marjorie C. Tenebro (Admin Aide I, PMD) |
| Discuss procurement details (eligibility, technical, and financial requirements) | None | 2 hours | BAC Members, TWG & Secretariat | |
| Document and take minutes of the meeting | None | Rhea B. Abellanosa (Admin Assistant V, PMD) |
Total Processing Time: 2 hours & 10 minutes
2. Issuance of Bidding Documents
Office or Division: Procurement Management Division
Classification: Simple
Type of Transaction: G2B, G2C
Who may avail: All prospective suppliers, contractors, consultants, and service providers
Checklist of Requirements
✅ Official Receipt – Obtain from City Treasurer’s Office (CTO)
Process Flow
| Client Steps | Agency Actions | Fees | Processing Time | Person Responsible |
|---|---|---|---|---|
| Request to purchase bidding documents | Issue reference note with project details and cost | ₱500 – ₱75,000 (as per RA 9184) | 5 minutes | Christy Robelle A. Café (Community Affairs Assistant I, PMD) / Chiara Suzette A. Mibulos (Admin Aide I, PMD) |
| Pay at City Treasurer’s Office | Prepare bidding documents for printing or email | None | 20 minutes | Christy Robelle A. Café |
| Present official receipt (OR) | Photocopy OR and issue bidding documents | None | 5 minutes | Christy Robelle A. Café / Chiara Suzette A. Mibulos |
Total Processing Time: 30 minutes
3. Issuance of Supplemental/Bid Bulletin
Office or Division: Procurement Management Division
Classification: Simple
Type of Transaction: G2B, G2C
Who may avail: All prospective suppliers, contractors, consultants, and service providers
Checklist of Requirements
✅ Letter request for clarification/interpretation (or upon Procuring Entity’s initiative)
Process Flow
| Client Steps | Agency Actions | Fees | Processing Time | Person Responsible |
|---|---|---|---|---|
| Submit request for clarification | Receive and verify request | None | 10 minutes | Rhea B. Abellanosa (Admin Assistant V, PMD) / Christy Robelle A. Café (Community Affairs Assistant I, PMD) |
| Respond to request and prepare bid bulletin for approval | None | 1 hour | PMD Staff | |
| Receive bid bulletin | Post bid bulletin on PhilGEPS and physical locations | None | 20 minutes | Christy Robelle A. Café / Marjorie C. Tenebro (Admin Aide I, PMD) |
Total Processing Time: 1 hour & 30 minutes
4. Receive and Open Bids
Office or Division: Procurement Management Division
Classification: Simple
Type of Transaction: G2B, G2C
Who may avail: Suppliers, contractors, consultants, and service providers who purchased bidding documents
Checklist of Requirements
✅ Bid Offer (Eligibility, Technical, and Financial Components)
Process Flow
| Client Steps | Agency Actions | Fees | Processing Time | Person Responsible |
|---|---|---|---|---|
| Submit bid offer on the specified date, time, and place | Receive bid and assist bidders for attendance | None | 10 minutes | Marjorie C. Tenebro (Admin Aide I, PMD) |
| Prepare for the BAC conference | None | 10 minutes | BAC Secretariat | |
| Wait for BAC findings | Opening of bids from participating bidders | None | 3 hours | BAC Members, TWG & Secretariat |
| Take minutes of the meeting | None | – | Rhea B. Abellanosa (Admin Assistant V, PMD) | |
| Pronouncement of the lowest/single calculated bid | None | 5 minutes | BAC Members |
Total Processing Time: 3 hours & 25 minutes
5. Receive Request for Quotations / Canvassing (for alternative procurement methods)
Office or Division: Procurement Management Division
Classification: Simple
Type of Transaction: G2B, G2C
Who may avail: All prospective suppliers, contractors, consultants, and service providers
Checklist of Requirements
✅ Signed Request for Quotations (RFQ) with:
- Current and valid Mayor’s Permit
- PhilGEPS Registration Number
- PCAB license for contractors
- Curriculum Vitae for consultants
- Omnibus Sworn Statement for transactions above ₱50,000
Process Flow
| Client Steps | Agency Actions | Fees | Processing Time | Person Responsible |
|---|---|---|---|---|
| Submit signed RFQ with required documents | Receive and verify RFQ from at least 3 suppliers | None | 30 minutes | Procurement Officers (Emily Alferez, Josephine Larita, Miraluna Lara, Cecilia Canonigo, Ma. Dizan Sotto, Lucena D. Villarin, Dwight Buenavista) |
| Wait for BAC findings | Prepare Abstract of Quotations after receiving all quotations | None | 30 minutes | Procurement Officers |
| Approval of Abstract of Quotation by BAC Members | None | 1 day | BAC Members |
Total Processing Time: 1 day & 1 hour
6. Issuance of Certificate of Eligibility
Office or Division: Procurement Management Division
Classification: Simple
Type of Transaction: G2B, G2C
Who may avail: All suppliers, contractors, consultants, and service providers
Checklist of Requirements
✅ For alternative procurement methods:
- Current and valid Mayor’s/Business Permit (from local municipality)
- PhilGEPS Registration (from PhilGEPS)
- PCAB License (for contractors)
- Curriculum Vitae (for consultants)
- Omnibus Sworn Statement (for transactions above ₱50,000, from BAC/PMD)
Process Flow
| Client Steps | Agency Actions | Fees | Processing Time | Person Responsible |
|---|---|---|---|---|
| Submit documentary requirements | Receive and verify documents | None | 20 minutes | Christy Robelle A. Café (Community Affairs Assistant I, PMD) |
| Prepare Certificate of Eligibility for BAC Chairperson’s approval | None | 40 minutes | Christy Robelle A. Café, Rhea B. Abellanosa (Admin Assistant V, PMD) |
Total Processing Time: 1 hour
7. Conduct Post-Qualification
Office or Division: Procurement Management Division
Classification: Complex
Type of Transaction: G2B, G2C
Who may avail: Bidder with the lowest/single calculated bid
Checklist of Requirements
✅ Eligibility, Technical, and Financial Documents & other post-qualification requirements
Process Flow
| Client Steps | Agency Actions | Fees | Processing Time | Person Responsible |
|---|---|---|---|---|
| Submit post-qualification documents | Verify, validate, and ascertain all statements and documents using non-discretionary criteria | None | 12 calendar days | BAC Members & TWG |
Total Processing Time: 12 days
8. Issuance of Notice of Post-Qualification
Office or Division: Procurement Management Division
Classification: Simple
Type of Transaction: G2B, G2C
Who may avail: Bidder with the lowest/single calculated and responsive bid
Checklist of Requirements
Duly signed post-qualification report (Secure from BAC-TWG)
Process Flow
| Client Steps | Agency Actions | Fees | Processing Time | Responsible Person |
|---|---|---|---|---|
| Submit all post-qualification requirements and respond to BAC and BAC-TWG concerns | Prepare Notice of Post-Qualification for BAC Chairperson’s signature | None | 1 day | Jobe Manlosa (Casual, PMD) |
| Release signed Notice of Post-Qualification to winning bidder | None |
Total Processing Time: 1 day
9. Issuance of Notice of Award
Office or Division: Procurement Management Division
Classification: Simple
Type of Transaction: G2B, G2C
Who may avail: Winning bidder; SCRB/LCRB/SCRQ/LCRQ
Checklist of Requirements
For Competitive Bidding:
Notice of Post-Qualification with conforme
BAC Resolution Recommending Award approved by HoPE
For Alternative Method of Procurement:
Signed Abstract of Quotation (Secure from BAC/PMD)
Process Flow
| Client Steps | Agency Actions | Fees | Processing Time | Responsible Person |
| Submit signed Notice of Post-Qualification or, for alternative method, approved Abstract of Quotation | Prepare Notice of Award for City Mayor’s signature | None | 1 day | Assigned PMD Staff (see below) |
| Verify Notice of Award | None | Rhea B. Abellanosa (Admin. Assistant V, PMD) | ||
| Release signed Notice of Award to winning bidder | None | PMD Staff |
Total Processing Time: 1 day
10. Issuance of Contract/Purchase Order
Office or Division: Procurement Management Division
Classification: Simple
Type of Transaction: G2B, G2C
Who may avail: Winning bidder; SCRB/LCRB/SCRQ/LCRQ
Checklist of Requirements
For Competitive Bidding:
Notice of Award with conforme
Performance Security
DOLE approved CSHP (Secure from DOLE)
SP Resolution authorizing City Mayor to enter into contract
For Alternative Method of Procurement:
Notice of Award with conforme
Process Flow
| Client Steps | Agency Actions | Fees | Processing Time | Responsible Person |
| Submit signed Notice of Award and required documents | Draft Contract/Purchase Order | None | 1 day | Assigned PMD Staff (see below) |
| Review Contract/Purchase Order for City Mayor & City Treasurer’s signature | None | Rhea B. Abellanosa (Admin. Assistant V, PMD) | ||
| Release Contract/Purchase Order to winning bidders/suppliers | None | PMD Staff |
Total Processing Time: 1 day
11. Issuance of Notice to Proceed
Office or Division: Procurement Management Division
Classification: Simple
Type of Transaction: G2B, G2C
Who may avail: Winning bidder; SCRB/LCRB/SCRQ/LCRQ
Checklist of Requirements
Duly notarized contract agreement
Process Flow
| Client Steps | Agency Actions | Fees | Processing Time | Responsible Person |
| Submit signed and notarized contract | Prepare Notice to Proceed for City Mayor’s signature | None | 1 day | Jobe Manlosa (Casual, PMD) |
| Verify Notice to Proceed | None | Rhea B. Abellanosa (Admin. Assistant V, PMD) | ||
| Release signed Notice to Proceed to winning bidder | None | Jobe Manlosa (Casual, PMD) |
Total Processing Time: 1 day
Procurement Management Division
Internal Service
Procurement Services
Procurement Management Division
1. Advertisement/Posting of Invitation to Bid
Classification: Simple
Type of Transaction: G2G
Who may avail: CPDC/GSO/Other Offices/Barangays/SK
Checklist of Requirements
- Approved Program of Work (POW) / Project Proposal / Purchase Request (PR) / Terms of Reference (TOR) / Training Design
- Approved Budget for the Contract (ABC)
- SP Resolution for Lump Sum Appropriation / Certification of Availability of Funds
- ROW / Land Status / Technical Specifications
Process Flow
| Client Steps | Agency Actions | Fees | Processing Time | Responsible Person |
|---|---|---|---|---|
| Submit documentary requirements | Receive and verify documents | None | 10 mins | Christy Robelle A. Café / Meljun Nerosa |
| Prepare Invitation to Bid/Request for Quotation | None | 15 mins | Christy Robelle A. Café / Meljun Nerosa | |
| Post Invitation to Bid/Request in PhilGEPS & Conspicuous Places | None | 20 mins | Christy Robelle A. Café / Marjorie C. Tenebro / Meljun Nerosa | |
| Total Processing Time | 45 minutes |
2. Releasing of Price Inquiries
Classification: Simple
Type of Transaction: G2G
Who may avail: All departments/units/sections
Checklist of Requirements
- Price inquiry form with complete technical specifications/requirements
Process Flow
| Client Steps | Agency Actions | Fees | Processing Time | Responsible Person |
|---|---|---|---|---|
| Submit price inquiry form | Receive and verify documents | None | 10 mins | Dwight Buenavista |
| Price canvassing | None | 2 days | Nimfa Sienes / Juliet B. Cana | |
| Verification of price | None | 20 mins | Rhea B. Abellanosa | |
| Total Processing Time | 2 days, 30 minutes |
3. Issuance of BAC Resolution
Classification: Simple
Type of Transaction: G2G
Who may avail: All departments/units/sections
Checklist of Requirements
- Post-qualification report / Notice of post-qualification (BAC-TWG in charge)
- Approved Purchase Request (PR)
- Request to BAC to enter into Alternative Method of Procurement
- SP Resolution for Lump Sum Appropriation (if applicable)
Process Flow
| Client Steps | Agency Actions | Fees | Processing Time | Responsible Person |
|---|---|---|---|---|
| Present and submit required documents | Receive and verify documents | None | 15 mins | Dwight Buenavista |
| Attach yellow note with BAC Resolution details | None | 5 mins | Jobe Manlosa | |
| Prepare BAC Resolution | None | 20 mins | Jobe Manlosa / Rhea B. Abellanosa | |
| Approval by BAC members and City Mayor | None | 1 day | BAC Members, City Mayor | |
| Total Processing Time | 1 day, 40 minutes |