Police Regional Office 11

Republic of the Philippines
Department of Interior and Local Government
National Police Commission
National Headquarters
Philippine National Police
POLICE REGIONAL OFFICE 11
Regional Bids and Awards Committee
Catitipan, Davao City

GUIDELINES/INSTRUCTIONS TO BIDDERS

            To promote utmost transparency and wider participation of prospective bidders and the orderly conduct of public bidding/auction, the Committee adopts the following rules:

1.      Description/Inspection of Motor Vehicles

a.       The vehicle to be auctioned are described in the Notice of Public Bidding as published. Bidders are encouraged to inspect the vehicles considering that the sale is on “as is where is” basis at the Regional Disposal Yard, Catitipan, Davao City, prior to the date of bidding.

b.      The Disposal Committee warrants ownership only to the motor vehicles awarded to the highest bidders but not as to its present condition.

            The total  floor price of the Thirty One (31) units assorted BER motor vehicles as published is placed  at  One Hundred Ten  Thousand Pesos  (Php 110,000.00).

3.      Bidding Requirements

a.       Bidders shall bid for all the vehicles published as one (1) lot only.

b.      The Bid proposal shall be signed by the bidder himself. All entries must be legibly written and shall indicate the amount of bid.

c.       All bid proposal must be placed in a sealed envelope and must be accompanied by the following: (1) Bid bond in form of cash and in the amount of  two thousand two hundred Pesos (Php 2,200.00).      (2) Duly accomplished and sworn affidavit prescribed by the Committee;  (3) Copy of the guidelines/Instructions to Bidders duly signed by the Bidder and (4) Photocopy of the Bidders  current Business Permit.

d.      The bidder’s bond of winning bidder shall form part of his payment while Bid bond of losing bidders shall be returned after the final award.

e.       Bidders are invited to attend the Pre-Bidding conference to be held at the RHQ conference room March 23, 2010 at 9:00 A.M. .Only those who attended the said conference are allowed to participate in the scheduled bidding.

4.      Submission and Opening of Bids

a.       Submission of Sealed Bid shall be made within fifteen (15) minutes after the bid is called. Late bid shall not be accepted.

b.      All bids shall be opened in the presence of the bidders with all the members of the Committee or their representatives in attendance including representatives from the Commission on Audit and members of the media.

5.      Withdrawal of Bids

      A bidder may be allowed to withdraw his tender of offer before the opening of bids. Withdrawal of bids shall not be allowed after the opening of the bids. The bid envelope shall be returned unopened.

6.      Evaluation of Bids

a.       The committee shall, within three (3) working days from the date of the openings of the bids, notify the awardee in writing.

b.      When the bids received are lower than the floor price or when there only two bidders, a re-bidding shall be conducted.

c.       In case of tie bids, a new sealed bidding shall immediately be conducted among the tied-bidders until such tie is broken.

7.      Basis of Award

Award shall be given to the highest complying bidder provided the offer is not less than the total floor price of the motor vehicles as published.

8.      Refusal to Accept the Award

a.       In case of unjustifiable refusal or failure of the winning bidder to accept the award and to pay the remaining amount to the Regional Finance Service Office within five (5) working days from the date of bidding the bidders bond shall be forfeited in favor of the PNP and the award is cancelled.

b.      In case of default of the highest bidder and the subsequent cancellation of the award, the second and third highest bidder, in that order, may increase his bid to the amount equal to that of the highest bid received and he shall be awarded the motor vehicles in lieu of the defaulting bidder.

9.      Protest

Any bidder may file his/her protest in writing addressed to the Chairman, Regional Disposal Committee PNP  PRO 11 within two (2) working days from the date of bidding. The Chairman, Regional Disposal Committee shall, upon receipt of the protest, immediately call a conference among the members of the committee to deliberate the same.

10. Payment and Certificate of Award

The highest bidder shall pay the full amount of his bids in cash within five (5) working days from the date of opening of bids at the Regional Finance Service Office Catitipan, Davao City. The bid bond of the highest bidder shall form part of payment. After payment, the Committee shall execute a Certificate of Award and a Deed of Sale in favor of the highest bidder to be signed by the Chairman. The Certificate of Award shall serve as an evidence of ownership of the motor vehicle described in the certificate.

The Committee reserves the right to waive any formality and to reject any and or all bids in order to protect the interest of the government. It shall also reserve the right to conduct further assessment of the bidder, if justifiable causes or reason arise at any stage of the bidding before the award.

For guidance and strict compliance of all concerned.