Department of Environmental and Natural Resources
FOREST MANAGEMENT BUREAU
Visayas Avenue, Diliman Quezon City
FMB-BIDS AND AWARDS COMMITTEE
MINUTES OF MEETING
Meeting No. 05
02 April 2024 Tuesday
Lawin Conference Room
I. CALL TO ORDER
The Chairperson called the meeting to order at 2:20 P.M having established
a quorum.
II. ATTENDEES
The meeting was attended by the Chairperson, Vice-Chairperson, Member,
TWG for Consulting Services, the End-user representatives, and the
Secretariat. Invited observers from the Forestry Employees Union (FEU),
Commission on Audit (COA), Procurement Watch, and the Philippine
Chamber of Commerce and Industry (PCCI) were invited but not able to attend
the meeting.
BAC MEMBERS
For. Ildefonso L Quilloy Chairperson
For. Kenneth R. Tabliga Vice-Chairperson
For. Ma. Teresea G. Aquino Member
For. Kathleen Q. Marasigan Member/End-user Representative
Paul Brian P. Lachica Member/End-user Representative
For. Jhun B.Barit Member/End-user Representative
TECHNICAL WORKING GROUP (TWG)
For. Randell Ralph Canicosa Member (Consulting Services)
Manny Lie Racelis Member (Consulting Services)
For.Jerameel Andes Member (Consulting Services)
For. Rogelio Gibe Member (Consulting Services)
Engr. Carina Isabel R. de Leon Member (Goods and Services)
BAC SECRETARIAT
Mr. Leonardo Arcenal, Jr. Head
Ms. Nimfa B. Peñalosa Member
Ms. Yvonne D. Catenza Member
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ATTENDANCE OF PROSPECTIVE BIDDERS AND CONSULTANTS
ITB No. I-2024-001
Mr. Marvin Magramos – Trade and Ventures
Mr. Lito -Fabriel Enterprises
Ms. Genve Binayug- My Busybee, Inc.
ITB No. C2023-006-A
Ms. Jen Montero- Maroons Studios, Inc
Ms. Kristine -Maroons Studios, Inc.
III. AGENDA
a. Matter arising from Minutes of BAC Meeting No.04;
b. Review and Approval of Minutes of Meeting No.04;
c. Pre-Bid Conference for the Procurement of 3 Phase Main Wire and
Line Post (ITB No. I-2024-001)
d. Pre-Bid Conference for the procurement of Consulting Services for
the Design, Development, Deployment and Implementation of
National Forestry Management Information System (NFMIS) ITB No.
C2023-006-A
e. Pre-Procurement Conference for the Procurement of Satellite Land
Monitoring System
f. Other Matters
IV. HIGHLIGHTS OF THE MEETING
AGENDA ACTIONS
a. Adoption of the
● The Chairperson introduced the provisional
Provisional Agenda
agenda and welcomed inputs from the
members.
● The committee unanimously approved the
agenda for BAC Meeting No. 05
b. Matter arising from
Minutes of BAC
Meeting No. 04
Presentation of TWG Scheduled as agenda for this BAC Meeting
Shortlisting No. 5 (Pre-Bid Conference)
Evaluation Report for
the procurement of
Consulting Services
for the Design,
Development,
Deployment, and
Implementation of
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AGENDA ACTIONS
National Forestry
Management
Information System
(NFMIS) ITB No.
C2023-006-A
Updates on RA 9184 The BAC Secretariat informed the BAC
Government Members that the GPPB scheduled the
Procurement training on 16-19 April 2024
Training
c. Review and Approval As there were no concerns raised by BAC
of the Meeting No.05 members and the end-user from the previous
meeting, the body moved and seconded the
approval of the Minutes of Meeting No. 05
d. Pre-Bid The Chairperson welcomed the prospective
Conference for the bidders and requested them to introduce
Procurement of 3 themselves for acknowledgement to herein
pre-bid conference;
Phase Main Wire and
The End-user Representative presented the
Line Post (ITB No. I- Scope of Work for herein procurement;
2024-001) The Chairperson opened the discussion foe
some clarifications from the presented Bidding
documents and Scope of Work:
Clarifications Remarks
Letter “m” of page The End-user
37 of the Bidding Representative
documents as to informed the
what quarter would prospective bidder
be the submission that they must submit
of the cash flow. percentage of their
accomplishment.
They need to submit
their cash flow every
quarter of the project
duration.
The BAC Secretariat
further explained that
the Audited Financial
Statements to be
submitted should be
based on year 2023.
The Bidder asked The Secretariat
whether the bidding informed the said
documents documents are the
submitted through same and no more
email is the same additional bidding
bidding documents documents to be
they would be filling submitted except
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AGENDA ACTIONS
out and to be when a
submitted or there Supplemental
are additional Bulletin is posted in
bidding documents. the PhilGeps
The prospective The chairperson
bidder asked referred the question
whether “PCAB-B” to the end-user. The
category license end-user explained
will be accepted for that the PCAB-B will
the project be enough for the
project. In this
regard, the body
approved the PCAB
license of the
prospective bidder.
Another question The Secretariat
raised by the presented to the
prospective bidder prospective bidder
is the template on the instruction to
the bid documents bidders on the
submission submission of their
bidding documents.
The Chairperson reminded the prospective
bidder to carefully read the bidding
documents especially the instruction in the
bidding document submission for their
guidance.
With no more questions from prospective
bidders, the Chairperson excused the bidder
from the meeting.
e. Pre-Bid Conference for The Chairperson welcomed the prospective
the procurement of consultants and requested them to introduce
Consulting Services for themselves for acknowledgement to the Pre-
the Design, bid Conference.
Development,
Deployment and The Chairperson opened the discussion and
Implementation of asked the prospective consultants if there are
National Forestry some clarifications on the Bidding documents.
Management The
Information System
(NFMIS) ITB No. Clarifications Remarks
C2023-006-A Bidding The Chairperson
documents fee informed the
prospective
consultants that the
bid documents fee
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AGENDA ACTIONS
would be ₱10,000.00.
Clarification in The End-user
page 29, Section representative
24.2 – Oral informed the body that
Presentation there would be a 30-
within 15 minute maximum time
calendar days of their Oral
after the Presentation, if ever
submission of the this is needed.
For the Technical The End-user
Proposal the Representative further
prospective informed the
consultants prospective consultant
asked whether that they would set
there is a the schedule of the
maximum time for oral presentation and
the presentation they would be
and the date of informed through the
the presentation BAC Secretariat.
The body reminded
Whether to
the prospective
submit their
consultant to be ready
Presentation
for their presentation
simultaneous with
considering it would
the submission of
be the option of the
their technical
end-user to require an
proposal.
oral presentation.
● The Chairperson reminded the prospective
consultants to carefully read the bidding
documents as well as all the instructions for
their guidance.
● With no other clarifications raised, the
Chairperson excused the prospective
consultants from the meeting.
Pre-Procurement The Chairperson asked the end-user to
Conference for the present the Terms of Reference (TOR) of the
Procurement of said procurement.
Satellite Land
After the presentation of the end-user, the
Monitoring System Chairperson opened the discussion for
clarifications, to wit;
Clarifications Remarks
The Chairperson The End-user
asked the end-user Representative informed
whether this is a the body that this is a
procurement of procurement of
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AGENDA ACTIONS
Consulting Services Consulting Services
or Procurement of
Satellite
The Vice-Chairperson The End-user
asked whether there Representative informed
would be an inclusion the body that capacity
of the capacity building is included in
building for the the TOR.
development of the
said system
Presentation of The End-user
Deliverables and Representative
schedule of payment presented the Schedule
of Deliverables and
payment.
The TWG informed the
body that 15% advance
Clarification on the
payment is allowed upon
payment of 15% upon
Notice to Proceed to the
Notice to Proceed
Consultant as part of
their mobilization fund.
The TWG member The BAC member
asked whether there informed the body that
is a warranty on the the performance security
development of the bond shall cover the
system should there repair or defects should
be issue during the there be any during the
implementation. implementation stage of
the project.
The Chairperson requested the body to go
over with the TOR and submit their
clarifications and comments within the day.
The Secretariat informed the body that the
draft ITB for this procurement shall be
referred first to the End-user for their final
review.
d. Other Matters
Instruction to The body requested the Secretariat to instruct
prospective the attending prospective bidders/consultants
bidders/consultants to rename themselves before entering the
in renaming meeting room for purposes of easily
themselves before recognizing them for the smooth conduct of
entering the BAC the BAC meeting.
meeting proper.
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V. NEXT BAC MEETING
The next BAC meeting is tentatively scheduled on April 23, 2024.
VI. ADJOURNMENT
With no further items on the agenda, the meeting adjourned at 3:43 P.M.
Prepared by: Noted by:
LEONARDO E. ARCENAL, JR. FOR. ILDEFONSO L. QUILLOY
Head, BAC Secretariat Chairperson, Bids and Awards
Committee
