Republic of the Philippines

Jkestbential Communications Operations OfficeB ureau of Communications Services

Malacahang, Manila

Minutes of the Meeting - Pre-Bid Conference for the Supply and Delivery Of Sublimation Canvas Tote Bag use in the Philippine Identification System

Project for the Bureau of Communications Services

Date June 04, 2021Time 10:00 AMVenue Office of the Director 2nd Floor

Or via Zoom Videoconference

I. Attendance

NAME SECTION/DIVISION POSITION/DESIGNATIONEsther Guibone SOD BAC Chair

Nancy P.Covacha PD BAC MemberArlene A. Barrientos SPD BAC Member

Romeo B. Acupan PD BAC MemberRosa B. Zabala FAD BAC Member

Lowesito Joaquin FAD BAC SecretariatNestor B. Dato Jr. FAD OIC- FAD

Krizzel Ann M. Pacheco FAD OIC- AccountingMylene T. Ranosa FAD OIC- Budget

Justine Rey L. Hernandez SOD OIC-SODJohn S. Salvadora OD Information Officer II

Atty. Belinda M. Nagui OD Project ConsultantLorenzo Jr. J. Dela Cruz FAD Administrative Assistant

Ezra M. Nicolas FAD Administrative Aide IVAlexis Dana C. Estacio Ganche Trading Prospective Bidder

Judith Dagulon JAJA Trading Prospective BidderChristine Fortaleza Anglowealth Enterprises Prospective Bidder

Lorena E. Diaz Knit and Tuck Merchandising Prospective BidderLourdes Gayacan 1 bridge Trading Prospective BidderHelen Marcellano Woman Fine Clothing Inc. Prospective Bidder

Anna Camille VilleroPrimoway Specialized Goods

Trading Prospective Bidder

Edgar Z. CornelioPharma Star International

Trading Corp. Prospective Bidder

Gwyneth Ane TagleBigvision International Trade &

Indutries Corp.Prospective Bidder

PCS Bldg., 310 San Rafael St., Malacanan Palace Complex, San Miguel, Manila 1005 Philippines Connecting all Departments: (+632) 734-2120 / 2125 / 8053 • 736-5172 • Fax: (063-2) 734-2118 • TF: 7342147 • e-mail: planning_bcs@yahoo.com

www.bcs.gov.ph

II. Call to Order

The Pre-Bid Conference was confirmed by the Secretariat; thus, the meeting was called to order at 10:12 A M. the secretariat acknowledges also the presences of all prospective bidders.

III. Matters Discussed

TOPIC/AGENDAs Discussions/Clarifications/Agreements

Bidding Documents

Discussion.

The BAC Secretariat discussed the content of Bidding Documents starting reading the following sections stated below:

Section I - Invitation to Bid,

Section III - Bid Data Sheets

Section V - Special Conditions of Contract

Section VI - Schedule of Requirements

Section VII - Technical Specifications and;

Section VIII - Checklist of Technical and Financial Documents

Submission of Bid

The prospective bidder clarifies if the submission of Bid Docs is online or personal.

It was clarified that the submission of Bid Docs are personal.

The prospective bidder clarifies if the sample of the item to be bid will be submitted during opening of bid.

It was clarified that the sample must be submitted on or before opening of bid for the test of end-user.

SLCC

Discussion.

The suppliers wish to clarify on under BDS the contract must be similar to the project, is it ok to attach any kinds of bag not particularly on what indicated in BDS.

It was clarified that the SLCC must be similar to item to be bid, and the BAC don't think if it is acceptable to the end-user since

TOPIC/AGENDAs Discussions/Clarifications/Agreements

the needs of the procuring entity must be canvass tote bag.

Schedule of Requirements

The prospective bidder asked the maximum number of days if there’s a delayed in deliveries and what the acceptable percentages of deliveries are if there’s a partial delivery.

It was clarified that it will be raised and be decided tomorrow or will be post in bid bulletin.

The prospective bidder request to extend the delivery dates for the first week of delivery instead of 7 days upon issuance of Notice to Proceed they wish to extend into at least 14 days.

It was clarified that maybe the end-user can reduce the quantity of the first delivery but she cannot extend the delivery dates since she already planned the schedule of requirements.

Technical Specifications

The prospective bidder asked the sizes of top handle and the colour of tote bag.

It was clarified that it will be raised and be decided tomorrow or will be post in bid bulletin.

The prospective bidder asked if the item needed is only tote bag and the print is not included.

It was clarified that it is the only tote bag since the procuring entity is the one who print or sublimate the item.

The prospective bidder asked if the colour of tote bag is white.

It was clarified that the colour must be same as what sample provided by the end-user or at least made of Katsa.

The prospective bidder asked if it is mandatory to bring the sample of tote bag before opening or during opening of bid even if we submitted the sample during pre-bid conference

It was clarified that the sample must need to bring before or during opening of bid for testing, if the bidder submitted already the sample during pre-bid, the end-user will inform the bidder if it is approved or not and if not we will request another sample for testing.

The prospective bidder asked the thickness of the tote bag.

TOPIC/AGENDAs Discussions/Clarifications/Agreements

It was clarified that it will be raised and be decided tomorrow or will be post in bid bulletin.

The prospective bidder asked the actual sample of tote bag for reference.

It was clarified that the sample can be picked-up to BCS for reference.

The prospective bidder asked if the Tote bag is made of canvas or katsa, since the end-user shown the sample of the item is made of katsa.

It was clarified that the Katsa Bag is also made of canvass material.

IV. Adjournment

There being no further matters for discussion, the meeting was adjourned by the BAC Secretariat at 12:05 P.M.

Prepared by:Approved by:

LOBA

iAQUIN ESTHER G. GUIBONEBAC Chairperson

Noted by: fc-SIGNEDNANCY P. COVACHA

B/f ̂ TGNEDROMEO B. ACUPAN, JR.BAC, Member

TOPIC/AGENDAs Discussions/Clarifications/Agree meritsIt was clarified that it will be raised and be decided tomorrow or will be post in bid bulletin.

The prospective bidder asked the actual sample of tote bag for reference.

It was clarified that the sample can be picked-up to BCS for reference.

The prospective bidder asked if the Tote bag is made of canvas or katsa, since the end-user shown the sample of the item is made of katsa.

It was clarified that the Katsa Bag is also made of canvass material.

IV. Adjournment

There being no further matters for discussion, the meeting was adjourned by the BAC Secretariat at 12:05 P.M.

Prepared by:Approved by:

LOWBAC

lAQUIN ESTHER G. GUIBONEBAC Chairperson

Noted by:

BAC, Member