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UNIVERSITY OF THE PHILIPPINES OPEN UNIVERSITY

1 Minutes of the 223rd Bids and Awards Committee Meeting 2 held on 25 April 2013 at the Audio Visual Room, UPOU Headquarters, 3 Los Banos, Laguna 4 5 6Members Present: Patricia B. Arinto - Chair 7 Primo G. Garcia 8 Juvy Lizette M. Gervacio 9 Dinah P. Nadera 10 Michael P. Lagaya 11 Elvy A. Pamulaklakin 12 13Also Present: Pura SV. Amoloza - Head, BAC Secretariat 14 Maria Amabelle G. Banasihan - Support Staff 15 16Members Absent: Juvy Lizette M. Gervacio 17 Elvy A. Pamulaklakin 18 Lorelee R. Mones- Support Staff 19 20 21I. Call to Order 22 23The meeting started at 3:00 P.M. with Dean Arinto presiding. 24 25II. Review and approval of the Minutes of the Regular Meeting 26 27The minutes of the regular meeting held on 25 April 2013 was approved with the following corrections: 28On page 4, line 17 replace memo with recommendation 29On page 5 line 28 to 29 delete for 12 hours of duty 30 31The Chair said that this will be presented again in the next meeting and will be routed to members via 32email. 33 34III. Business Matters 35 36A. Pre-bidding Conference for Renovation of UPOU Multimedia Center Theater in NCC 37Building at Diliman 38 39Ms. Amoloza reported that since no bidders purchased bid documents Engr. Irwin Caeg will invite 40some contractors to participate in the bidding of the said project. 41 42 B. Approval of Requests for Alternative Mode of Procurement 43 REQUISITIONER/ PARTICULAR RECOMMENDED BAC AMOUNT SU/PPLIER( END-USER S ALTERNATIVE ACTION S) MODE/ JUSTIFICATION

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OVCFA

Meals for eCommerce Seminar

Negotiated Procurement: Procurement of services involving amount not exceeding P500,000.00 Shopping: Regular office supplies not available in PS and the amount involved does not exceed P500,000.00 Negotiated Procurement: Procurement of services involving amount not exceeding P500,000.00 Negotiated Procurement: Procurement of services involving amount not exceeding P500,000.00

Approved

P 12,000.00

CDLS Homestyle Cooking

Office supplies for UPOU Guesthouse

Approved

P 7,393.00

SMS Marketing

Physical Arrangement

Rental of parachutes for UPOU Graduation

Approved

P 7,000.00

Gandara Enterprises

FMDS

Fabrication of grills at CCDL Lamp Office

Approved

P 9,896.00

Silver Gray Enterprises

1 2 3IV. Noted Comments/Reactions from the BAC, End-user Representative/s and/or Bidders 4 5 Ms. Amoloza reported that the invitation to bid for the construction of UPOU Community Hub was 6 already advertised dated 24 April at the Philippine Daily Inquirer. One prospective bidder has already 7 inquired about the project. 8 9 On the item under approval of request for alternative mode of procurement, specifically IT equipment 10 and peripherals, Ms. Amoloza said that the post-qualification and technical report was just submitted 11 by Ms. Ela Abao, the technical person but only the items requested by FICS and OASIS were post 12 qualified/complied with their required specifications like Microphase Corporation for digital voice 13 recorder, Silicon Valley for laptop computer Columbia Technologies, Inc. for Adobe software and 14 OneCom Resources Inc. for the printer. 15 16 While the request of MC for Adobe software, the price quoted by Microphase Corporation exceeded 17 the budget. Dr. Nadera explained that the budget allocated is for institutional price thats why the 18 prices offered by suppliers were higher. The Chair requested the BAC Secretariat to ask Ms. Abao to 19 completely fill in the report and submit her recommendation to the BAC, then the BAC will return the 20 request to the end-user. The end-user will be asked to request for additional budget and to find 21 another set of quotations that will fit their required specification for the item. Mr. Lagaya suggested to 22 revise the format of the abstract of quotations to include a column for the ABC. 23 24On the budget clearance using the Purchase Request, Mr. Lagaya said that no memo was issued yet 25by the Office of the Chancellor. 26 27V. Other Matters 28 29
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1 2 1A. Post-qualification of Student ID Cards for AY-2013-2014 2 3Ms. Amoloza reported that Azitsorog Inc. passed the post qualification by the end user and Purchase 4Order has already been issued to the said supplier. 5 6B. Security Services 7 8Ms. Amoloza reported that Organic Security and Detective Agency Inc. (OSDAI) has already signed 9the contract but it was not yet submitted to the Legal Office. 10 11C. Post-Qualification Reports 12 13The following are the results of the post-qualification submitted by the technical person/end-user: 14 End-user Item Supplier Office of the Chancellor Lateral filing cabinet Real Furniture House OVCAA Diliman Learning Photocopier Machine OTUS Copy Systems Center Information Office CPU iEquity Technologies, Inc. 15 16 17 VI. Schedule of meeting 18 19The BAC agreed to schedule the next meeting on 02 May 2013, 9:00 A.M, at UPOU Headquarters, 20Los Banos, Laguna, for the opening of bids for the renovation of MC Theater and pre-bid conference 21for the Construction of UPOU Community Hub. 22 23VII. Adjournment 24 25The meeting adjourned at 4:00 P.M. 26 27 28Prepared by: 29 30 31MARIA AMABELLE G. BANASIHAN 32Support Staff, BAC Secretariat 33 34Attested by: 35 36 37PURA SV. AMOLOZA 38Head, BAC Secretariat 39 40Noted by: 41 42 43 44PATRICIA B. ARINTO 45Chair, UPOU BAC