Republic of the Philippines

BIDS AND AWARDS COMMITTEE

City Hall Bldg., J.P. Rosales Ave., Doongan, Butuan City
DR. ANDRE C. MALBAS

GUIDELINES SETTING THE SPECIFICATIONS OF

BAC Member

MEALS AND/OR SNACKS TO BE PROCURED

(Training/Event/Activity with or without Venue/Accommodation)

Sec. 1. Coverage. This Guidelines shall cover all end-users units that require
meals and/or snacks with or without venue and/or accommodation in the
conduct of their respective Trainings, Events or Activities (TEA).
MR. MARK JULY P. YAP
BAC Member

Sec. 2. Guiding Principle. In case of procurement of meals and/or snacks, each

item must be specified by the end-user unit in such a manner that it will leave
no doubt with respect to their technical specifications, particularly on the part
of the end-user unit, City Procurement Management Services Office (CPMSO),
DR. RAMONA R. TENEBRO

Bids and Awards Committee (BAC) for Goods, including its Technical Working
BAC Member

Group (TWG) and the prospective bidders.

Sec. 3. Rule. The procurement of meals and/or snacks indicated in the Project
Procurement Management Plan (PPMP) of the end-user unit as reflected in the
Annual Procurement Plan (APP) of the City Government of Butuan shall be
governed by the following guidelines:
MS. GOLDA V. POCON, RSW, MSSW, CESE

a. The procurement of meals and/or snacks with or without venue and/or

BAC Chairperson

accommodation shall be done in bulk and by lot.

b. All procurement shall as a general rule be done through Competitive

Bidding. Alternative Methods of Procurement shall only be resorted to
in highly exceptional cases, to promote economy and efficiency, and
whenever justified by the conditions provided under Republic Act No.
9184 and its Revised Implementing Rules and Regulations.
MR. ARMANDO A. PEREZ
BAC Chairman

c. TEA programmed in the first and second quarters as reflected in the

PPMP and APP shall be procured first in a per end-user unit basis. TEA

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 Republic of the Philippines
BIDS AND AWARDS COMMITTEE
City Hall Bldg., J.P. Rosales Ave., Doongan, Butuan City

for the subsequent third and fourth quarters shall be procured in bulk
DR. ANDRE C. MALBAS

and by lot.
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d. For purposes of accepting the approved Purchase Request (PR) by the

CPMSO, the end-user unit shall provide the following documents at
least thirty (30) calendar days prior to the actual conduct of the TEA:
MR. MARK JULY P. YAP
BAC Member

1. Approved Training/Activity Design with complete details following

the prescribe template per Memorandum Order No. 731, Series of
2019.

2. Menu, which shall contain, among others, the following:

DR. RAMONA R. TENEBRO

i. Number of grams
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ii. Number of pieces

iii. Manner of cooking
iv. Taste, flavor or texture
v. Manner of serving (i.e. buffet or packed)

3. For venue and/or accommodation, Terms and Conditions signed by

MS. GOLDA V. POCON, RSW, MSSW, CESE

the end-user unit which shall contain, among others, the following:
i. Physical Lay-out
BAC Chairperson

ii. Decorations and Skirting

iii. Audio-visual Equipment
iv. Lights and sounds
v. Parking
vi. Motif and theme
vii. Other facilities
MR. ARMANDO A. PEREZ
BAC Chairman

Sec. 4. Resort to Alternative Methods of Procurement. It is an established

policy that all procurement shall be through Competitive Bidding. In case the

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 Republic of the Philippines
BIDS AND AWARDS COMMITTEE
City Hall Bldg., J.P. Rosales Ave., Doongan, Butuan City

end-user unit requests to change the manner of procurement of their

DR. ANDRE C. MALBAS

respective items from Competitive Bidding to any of the Alternative Modes of

BAC Member

Procurement, the same must be done in writing coupled with proper

justifications. The BAC, with the assistance of the TWG, shall carefully
deliberate on the request to determine the existence of "highly exceptional
cases” so as to recommend procurement using the Alternative Methods
through the passage of a BAC Resolution, subject to the approval of the HOPE.
MR. MARK JULY P. YAP
BAC Member

Otherwise, the BAC shall deny the request in writing, and proceed with bulk
procurement through Competitive Bidding.

Sec. 5. Effect in case of Non-compliance. PRs and documents that do not

comply with this Guidelines shall be returned to the concerned end-user unit.
DR. RAMONA R. TENEBRO

The CPMSO and/or the BAC shall inform and guide the end-user unit as to the
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requirements that need to be complied with, and shall only proceed with the
processing thereof once the complete requirements are submitted.

Section 6. Postponement or Cancellation of TEA. As a general rule, TEA shall

be conducted as scheduled. However, in case of postponements, the end-user
shall submit a letter justifying the postponement and setting the new schedule
MS. GOLDA V. POCON, RSW, MSSW, CESE

of the TEA, which shall be approved by the City Mayor/Head of the Procuring
Entity or his authorized representative. The approved letter shall then be
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transmitted to the CPMSO at least fifteen (15) calendar days prior to the
original schedule of the TEA. The CPMSO shall in turn inform the City General
Services Office and the concerned supplier of the said postponement.
Cancellation of TEA is highly discouraged.

Sec. 7. Feedback Mechanism. In all cases, the end-user unit shall submit to the
CPMSO a Feedback or Evaluation Report on the food, services and facilities
MR. ARMANDO A. PEREZ
BAC Chairman

provided by the supplier within three (3) calendar days after the conduct of the

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 Republic of the Philippines
BIDS AND AWARDS COMMITTEE
City Hall Bldg., J.P. Rosales Ave., Doongan, Butuan City

TEA. The said report shall be the basis in evaluating the performance of the said
supplier.

Sec. 8. Separability Clause. If any provision of this Guidelines is declared invalid

or unconstitutional, the provisions not affected shall thereby continue to be in
full force and effect.

Sec. 9. Repeal Clause.All issuances inconsistent with the provisions of this

Guidelines are hereby repealed or amended accordingly.

Sec. 10. Effectivity and Prospectivity. This Guidelines shall take effect upon the
approval of the City Mayor/Head of the Procuring Entity of BAC Resolution No.
05A-02 dated 13 February 2020, and shall be prospective in application.

Mr. ARMANDO A. PEREZ, Sr.

BAC Chairperson

Ms. GOLDA V. POCON, RSW, MSSW, CESE Dr. RAMONA R. TENEBRO

BAC Chairperson BAC Member

Mr. MARK JULY P. YAP Dr. ANDRE C. MALBAS

BAC Member BAC Member

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