GR for meny sm BIDDING PROCEDURE MANUAL for V-the Villas Group of Companies Construction ProjectsL in. Vv. PREPARATION OF DESIGN PLANS A. Complete Set of Plan ‘The Design and Engineering Department will prepare the complete set of plans for the project. PREPARATION OF BILL OF QUANTITIES ‘The estimator will prepare the Agency Cost of the project in two weeks, signed by the Department Heads (Ar. Ariel dela Cruz, Ms. Nhica Isayas, and Ms. Cora Cabatian) and approved by the President (Boss EFV). The Agency Cost includes direct cost, contractor's profit, VAT, and overhead cost. A. Direct Cost ‘These are the materials, labor, and equipment costs. ‘The unit cost of each item must be directly from the purchasing department. B. Contractor's Profit Contractor's profit must be 10% of direct cost C Value Added Tax VAT must be 12% of direct cost, overhead cost, and contractor’s profit D. Overhead Cost ‘Overhead cost must be 2% of the direct cost, including the cost of the material’s price escalation and other unforescen expenses during the project. PREPARATION OF BID DOCUM! ‘The Design and Engineering Department will prepare copies of complete plans and the Bill of Quantities, SHORTLISTING OF CANDIDATES ‘The purchasing department shall advertise or post the invitation to bid. They have a maximum of three (3) weeks to collect at least five (5) possible bidders, The bidders must submit a comprehensive company profile to the purchasing department. The EXECOM will shortlist the candidates who can join the bid.Ve apo for 04-03. 294 V. DISTRIBUTION OF BIDDING DOCUMENTS The purchasing department will release a copy of the following bidding documents to the bidders: 1. Complete Set of Plans 2. Bill of Quantities VL SUBMISSION OF BIDS ‘The bidders must submit the bids and other documents two weeks after the release of bid documents, The documents shall be in two separate envelopes. The first sealed envelope consisted of the bill of quantities and the bid amount of the contractor. And the other envelope was unsealed and consisted of the company profite with a compilation of projects accomplished by the contractor. he Accounting Head will receive the envelopes from the bidders. VII, OPENING OF BIDS Enyelopes were not open until the stated date, With the presence of all the EXECOM ‘members, unsealed envelopes consisting of the company profile and projects accomplished by contractor will be open first to evaluate the eligibility of the bidder and the quality of their work. Then, the sealed envelopes of bidders who passed the eligibility requirement will be open. The EXECOM will decide on which contractor the project will be award. VII. EVALUATION OF BID The Design and Engineering Department will evaluate the Bill of Quantities with the cost and determine if the amount is still negotiable IX. FINAL CONTRACT PRICE. The Accounting Head will conduct meeting with the contractor w negotiate the final contract price. X, AWARDING OF CONTRACTS ‘After the agreement of the final contract price, the company will prepare the following.A. Notice of Award - Tobe released by purchasing to the contractor who won the bid B, Notification of Contract Award Decision - Tobe given by purchasing to the other contractors who didn’t win the bid, XL PREPARATION OF CONTRACTS AND OTHER DOCUME A. Contracts ~ To be prepared by the Financing Head and be signed by the Project Manager with the contractor. Attached on the contracts are the general conditions, capy of plans, and the project scope of works