1 | November 27, 2020 Pre-Bid Conference
Minutes of the Bids and Awards Committee (BAC) meeting held on November 27, 2020 at the G/F Library Room, DOF Building through Video
Conferencing using Google Meet
ATTENDANCE
BAC Members Usec. Gil S. Beltran Dir. Sheila N. Castaloni Dir. Alvin P. Diaz
End Users Procurement of Various Food Items Mr. Melquiades Castillo -DOFPEA BAC-TWG Members Dir. Lilia R. Tan
Ms. Roselyn F. Salagoste BAC Secretariat Ms. Liceria A. Te
Mr. Dave Renand D. Guimod Ms. Lara de Guzman
Ms. Rosemarie F. Sia Ms. Millet De Guzman Observer (invited but no attendee)
Prospective Bidders Procurement of Various Food Items Mr. Richard S. Cruz –Metro Supermarket Mr. Roldan A. Algonahota –Metro Supermarket
Agenda: Pre-Bid Conference for the Procurement of Various Food Items for 2020 in the DOF, 9:30am
Procurement of Various Food Items for 2020 in the DOF I. Call to Order
After determination of the presence of a quorum, Undersecretary Gil S.
Beltran, BAC Chairperson, called the meeting to order at 9:40am and presided over the same.
II. Highlights of the Meeting
A. Approved Budget for the Contract (ABC): PhP14,040,000.00.
B. BAC Secretariat presented the project’s ABC, schedule of activities, requirements for the eligibility, technical and financial component, marking and sealing of bids, procedures for personal and electronic submission, schedule of requirements, and the technical specifications.
2 | November 27, 2020 Pre-Bid Conference
C. As the BAC opened the floor for clarifications, queries and clarifications from prospective bidders are as follow:
1. Item #35: Beef Yakiniku, 1kg
a. Mr. Algonahota explained to the BAC that their Beef Yakiniku, Sukiyaki and other meat products are usually fresh cuts and that for every cow, they can only get 10 kilos of meat to make as Beef Yakiniku. They said that they don’t usually make bulk order of it as it gets easily spoiled if not properly frozen. In addition, since we are currently in the pandemic, mobilizing of product such as fresh meats take so much time and effort following quarantine procedures and being limited due to travel restrictions.
b. Mr. Algonahota: We would like to request if we can change the item, from beef yakiniku to bacon, Purefoods bacon since it is currently available in the market.
c. End-user said to try to suggest to the Management. BAC to consider the request of the prospective bidder.
2. Item #27: Hot Cake Syrup, 454g
a. Mr. Algonahota informed the BAC regarding the availability of hot cake syrup. They said to have hard time looking for 454g, only the standard grams of 355 is available in the market and requesting consideration to reflect change in grams in the specifications.
b. BAC to consider request.
3. Item #22: Dark Chocolate Powder Drink, 283g
a. Mr. Algonahota: For swiss chocolate powder, we have 31g/sachet, 8sachets/pack available.
b. BAC responded with whichever suits the grams in specification.
4. Item #24: Chocolate Bar with Wafer, 12pcs/pack
a. Mr. Algonahota: For this item, we have Kitkat but not 12pcs/pack as it is seasonal. What is available is the 8pcs per pack; we will still look for alternative that will fit the specification.
3 | November 27, 2020 Pre-Bid Conference
5. Delivery of Goods
a. Prospective bidder clarified the date of delivery, distribution of goods. End-user and BAC confirmed the on or before December 22, 2020.
b. Mr. Algonahota and his colleague requested the end-user to prepare the list of employees that will receive the said items ahead of time to avoid problems that may arise during distribution such as no name on the list claimant, listed but no claim since the employee has resigned already and etc., and to also examine and address employees concern regarding the items and distribution before heading directly to their office, management and/or branch.
c. Mr. Castillo said to note the requests and concerns of the bidder.
d. Dir. Diaz: BAC Sec I think we just need to reflect what is the actual situation in the market because if those things cannot be comply then I’m afraid that this may lead to a failure. So all the comments made by our potential bidder should be address accordingly. Let’s make clear the specification requirement.
D. The bidder said to have no other questions, the BAC Secretariat informed them that they could still send clarifications through provided BAC contact information not until after the last day for clarification.
III. Adjournment
There being no other matter to discuss, the meeting was adjourned at 10:10 am.
4 | November 27, 2020 Pre-Bid Conference
Prepared by: Noted by:
ROSEMARIE F. SIA LICERIA A. TE
Member Officer-in-Charge
BAC Secretariat Procurement Management Division
Approved by:
MELQUIADES CASTILLO SHEILA N. CASTALONI
Provisional Member BAC Member
ALVIN P. DIAZ DANIELLE MARIE S. RIEZA-CULANGEN
BAC Member BAC Vice Chairperson
GIL S. BELTRAN BAC Chairperson
