office of the president ~ a ~ national housing authority

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Office of the President ~ .. , NATIONAL HOUSING AUTHORITY A~~I'NO ,r=~~ Management A System _~® 1509001:2015 TUVRneln!and MINUTES By.~ -"Vb - i~.~ .,:':~J~~, PRE-BID CONFERENCE FOR THE REPAIR OF NHA MAIN BU1LDINGROOFING,"'" C~····"""·_0011 DillMAN, QUEZON CITY (RE-BID) HELD ON OCTOBER 23,2020 AT THE TRAINING ROOM, 2ND FLOOR, GSD/COSDD BUILDING, NHA MAIN COMPOUND, ELLIPTICAL ROAD, DillMAN, QUEZON CITY Present: /Engr. Romuel P. Alimboyao Chairperson, Central BAC /Engr. Meliza S. Benedito - Vice-Chairperson, Central BAC (Via zoom) Atty. Ma. Magdalena D. Siacon Regular Member, Central BAC (Via zoom) /Engr. Albert A Perfecto Regular Member, Central BAC (Via zoom) jEngr. Jovita G. Panopio Regular Member, Central BAC (Via zoom) _;Mr, Isaac L. Nacilla - Alternate Member for Ar. Maniquis (Via zoom) Engr. Renato V. Iballa - Alternate Member for Engr. Panopio /Engr. Susan E. Nava - Provisional Member (Infra) .Ms. Mary C, Otiong ./ W to'~ fA11<' - COA Auditorl Observer fingr. Henry N. Mayrina Division Manager, BGMSD-GSD, End-User Rep. J2"ngr. John Paulo D. Tibig Senior Engineer, BGMSD-GSD, End-User Rep, ,Engr. Oscar B. Hanova, Jr. Central BAC, TWG Engr. Antonio T. Salazar, Jr. Central BAC, TWG .Enqr. Abigail Ann A Cadores Central BAC, TWG (Via zoom) .Enqr. Eduardo M. Doria Head, Central BAC Secretariat IEngr. Rojen A Padasas Member, Central BAC Secretariat Enqr. Ma. Nica Aple R. Hernaez Member, Central BAC Secretariat /Engr, Arnel Jude A Sahilan Member, Central BAC Secretariat ,Ms. Marry Jhoy T. Dulay Member, Central BAC Secretariat Ms. Casmhere M. Javier Member, Central BAC Secretariat I CONTRACTOR/REPRESENTATIVES: Contractor ReQresentatives Position 1. , Rosand Builders Corporation - Andrew Mendoza - Vice President 2. IE.P. Cornejo Construction - Dhelo Cornejo - Representative (Via Zoom) 3. J. Concrete Builders Inc. - Lian Loa - Project I / Coordinator BUSINESS MATTERS: A Pre-Bid Conference for Ref. No. 2020-035: Repair of NHA Main Building Roofing, Diliman, Quezon City (Re-bid) Quezon Memorial Elliptical Road, Diliman, Quezon City 1100 Trunkline No. (02) 790-0800; www.nha.gov.ph

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Page 1: Office of the President ~ A ~ NATIONAL HOUSING AUTHORITY

Office of the President ~ .. , NATIONAL HOUSING AUTHORITY A~~I'NO

,r=~~ Management A System _~® 1509001:2015

TUVRneln!and

MINUTES By.~ -"Vb - i~.~ .,:':~J~~, PRE-BID CONFERENCE FOR THE REPAIR OF NHA MAIN BU1LDINGROOFING,"'" C~····"""·_0011

DillMAN, QUEZON CITY (RE-BID) HELD ON OCTOBER 23,2020 AT THE TRAINING ROOM, 2ND FLOOR, GSD/COSDD BUILDING, NHA MAIN COMPOUND, ELLIPTICAL

ROAD, DillMAN, QUEZON CITY

Present: /Engr. Romuel P. Alimboyao Chairperson, Central BAC /Engr. Meliza S. Benedito - Vice-Chairperson, Central BAC (Via zoom) Atty. Ma. Magdalena D. Siacon Regular Member, Central BAC (Via zoom) /Engr. Albert A Perfecto Regular Member, Central BAC (Via zoom) jEngr. Jovita G. Panopio Regular Member, Central BAC (Via zoom) _;Mr, Isaac L. Nacilla - Alternate Member for Ar. Maniquis (Via zoom) Engr. Renato V. Iballa - Alternate Member for Engr. Panopio /Engr. Susan E. Nava - Provisional Member (Infra) .Ms. Mary C, Otiong ./ W to'~ fA11<' - COA Auditorl Observer fingr. Henry N. Mayrina Division Manager, BGMSD-GSD, End-User Rep. J2"ngr. John Paulo D. Tibig Senior Engineer, BGMSD-GSD, End-User Rep, ,Engr. Oscar B. Hanova, Jr. Central BAC, TWG Engr. Antonio T. Salazar, Jr. Central BAC, TWG .Enqr. Abigail Ann A Cadores Central BAC, TWG (Via zoom) .Enqr. Eduardo M. Doria Head, Central BAC Secretariat IEngr. Rojen A Padasas Member, Central BAC Secretariat Enqr. Ma. Nica Aple R. Hernaez Member, Central BAC Secretariat /Engr, Arnel Jude A Sahilan Member, Central BAC Secretariat ,Ms. Marry Jhoy T. Dulay Member, Central BAC Secretariat Ms. Casmhere M. Javier Member, Central BAC Secretariat

I

CONTRACTOR/REPRESENTATIVES:

Contractor ReQresentatives Position

1. , Rosand Builders Corporation - Andrew Mendoza - Vice President

2. IE.P. Cornejo Construction - Dhelo Cornejo - Representative (Via Zoom)

3. J. Concrete Builders Inc. - Lian Loa - Project I /

Coordinator

BUSINESS MATTERS:

A Pre-Bid Conference for Ref. No. 2020-035: Repair of NHA Main Building Roofing, Diliman, Quezon City (Re-bid)

Quezon Memorial Elliptical Road, Diliman, Quezon City 1100 Trunkline No. (02) 790-0800; www.nha.gov.ph

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Repair ofNHA Main Building Roofing, Diliman, Quezon City (Re-bid) October 23, 2020

B. Other Matters

CALL TO ORDER/PRESIDING OFFICER

A quorum was announced and the Pre-bid Conference for the above-cited project held at the GSD/COSDD Training Room, presided by Engr. Romuel P. Alimboyao, Central BAC Chairperson, was called to order at 12:33 p.m. of October 23, 2020. The Chair acknowledged the presence of the members of the Central BAC, End-User Representatives, Central BAC TWGs and the Central BAC Secretariat. He likewise acknowledged the presence of the Contractor and their representatives.

HIGHLIGHTS OF THE PRE-BID CONFERENCE

REF. NO. 2020-035: REPAIR OF NHA MAIN BUILDING ROOFING, DillMAN, QUEZON CITY eRE-BID)

Engr. John Paulo D. Tibig of BGMSD-GSD presented the following:

• The project is located at Elliptical Road, Diliman, Quezon City.

• The ABC is P6,996,995.64 (INCLUSIVE of VAT).

• Contract duration is 60 calendar days.

• CBA No. 2020-41-86-209 dated October 02,2020 was issued for the project.

• Scope of Works:

The scope of work shall include, but not limited to the following:

1. General requirements Mobilization & Demobilization, Building Permits and Other Fees, Temporary Facility/Warehouse (Temfacil), Safety Requirements (PPE, etc.)

2. Carpentry Works Dismantling of Roofing Sheet, Dismantling of Ridge Roll at Main Roof, Dismantling of Flashing at Parapet Wall, Dismantling of Flashing at 3rd

Canopy Roof, Dismantling of Gutter, Dismantling of Existing Wooden Purlins & Trusses (Damage Portion), Installation of Wooden Purlins & Trusses (Damage Portion)

3. Tinsmithry Works Installation and Dismantling of Scaffolding, Installation of New Roofing Sheets, Installation of New Ridge Roll, Installation of New Gutter, Installation of Flashing at Parapet Wall, Installation of Flashing at 3rd

Canopy Roof

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Repair ofNHA Main Building Roofing, Diliman, Quezon City (Re-bid) October 23,2020

4. Plumbing Works Installation of Roof Drain Pipe & tap to existing ground level line, Installation of Drain Collector Pipe, Installation of Metal Hangers, Brackets & Diagonals Bracings for Roof Drain Pipes

5. Masonry Works Chipping / Coring of Existing Slab / Planters Box, Excavation & Backfilling, Concrete Works

6. Painting Works Painting of Parapet Wall, Painting of PVC Pipes & Steel Frames/Trusses, Painting of Roofing Sheet

• Compliance to Safety and Health Protocols:

1. Considering the declaration of a State of Public Health Emergency throughout the Philippines due to Covid-19, a minimum public health standards shall be enforced in all workplace covered by this contract during Enhanced Community Quarantine (ECQ) and General Community Quarantine (GCQ);

2. At NHA Main Office, the Contractor may opt to provide adequate and well­ maintained bunkhouse/temfacil to their personnel to be located at designated place within the NHA Compound. The utility (electrical and water) shall be at the account of the Contractor;

3. The Contractor shall ensure that all its personnel are healthy by submitting themselves to body temperature check and sanitation procedures before leaving their bunkhouse/temfacil. The use of appropriate face masks, preferably by the 3-layer surgical disposable mask to be worn at all times, face shields while inside the NHA premises and disposable gloves is required.

4. During ECQ, the service provider shall provide transport services to their personnel from their residences to their work stations, and vice versa to ensure non-interruption of their services.

5. During sanitation and disinfection schedules, all personnel should be equipped with appropriate Personal Protective Equipment.

• Also presented are project location plan, vicinity map, roof plan, roof drainage plan, drainage layout plan, detailed section of vertical drain pipe, horizontal and vertical roof drain & AlC drain pipe, gantt chart/bar chart, PERT/CPM, photos of existing roof condition of NHA Main Building, lists of minimum manpower and equipment requirements and project milestones.

• CONTACT PERSON:

Engr. Henry N. Mayrina Division Manager, BGMSD/GSD Tel. No. 8293-6174

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Repair ofNHA Main Building Roofing, Diliman, Quezon City (Re-bid) October 23, 2020

After the presentation of the above projects, the Chair asked the bidders who among them have already secured bidding documents. It was found out that no bidders have secured bidding documents yet.

COA's CONCERNS:

1. Ms. Mary Otiong queried whether the project subject of discussion is different from the ongoing works being undertaken inside the NHA premises in which Engr. Iballa replied that it is the same project. She followed it up why the project had started while the procurement is still in process and without a contract.

2. Engr. Mayrina informed that while GSD is packaging the project proposal during the early stage of the current year, repair works were already done by the NHA maintenance team. However, during heavy downpour, it causes flooding at the 3rd

Floor of NHA Main Building specifically at the OGM and OAGM because of roof leaks. Due to the urgent nature of the attendant circumstances, the management requested assistance from a private contractor to immediately do the repair works laterally with the GSD crew assisting to prevent further damage to vital documents and property at the 3rd floor.

3. At the outset, Engr. Mayrina stated that they proposed the project to be procured under Negotiated Procurement (Emergency Cases) after the ABC was approved in the premise that immediate action is necessary and to prevent further damage to property and to promote economy and efficiency. However, during the Pre­ procurement Conference, the Central BAC further evaluated and considered all the factual circumstances and recognizes that the reason to support a Negotiated Procurement (Emergency Cases) in the conduct of procurement of the said project does not fall under any of the instances under Section 53 and Annex "H" of the RIRR of RA 9184. Engr. Mayrina added that whoever wins the bidding, GSD will convince the winning bidder to recompense the amount covering the completed portion of the works undertaken by Rosand Builders.

4. Ms. Mary commented that the NHA allows the entry of a contractor to initiate the repair works without the benefit of a contract and relied only from a verbal instruction from Management of which the CBAC Chair stated that the ongoing works is being undertaken while the procurement is still on the process.

5. As far as the CBAC is concern, the Chair stated that CBAC does not have any the knowledge about the details on the ongoing works within the NHA premises.

6. Ms. Otiong informed that according to the contractor implementing the project, the construction started on August 24, 2020.

7. The Chair further stated that the CBAC is maintaining its position that the project does not fall under the Negotiated Procurement (Emergency Cases), hence the CBAC instructed GSD to adopt competitive bidding as the primary mode of procurement to be considered.

8. Ms. Otiong also queried if the bidders were informed of this situation. The Chair replied that it is the responsibility of the GSD to inform the contractors during the Pre-bid Conference which the latter has complied and update the participating bidders on the status of the project.

9. Ms. Otiong asked the Chair if this is appropriate. The Chair replied that the CBAC are not bound with regard the details or the nitty-gritty of GSD's concerns and the CBAC only renders opinion on the bidding process following the provisions of the 2016 Revised IRR of RA 9184, as amended.

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Repair of NHA Main Building Roofing, Diliman, Quezon City (Re-bid) October 23, 2020

10. Ms. Otiong requested that she be provided with all copies of the documents including the Minutes of Meeting for the above-mentioned project. She also raised her concern to those bidders who have not yet secured the bidding documents. The Chair informed that the bidders may participate in the bidding considering that they are entitled to participate and should they be the awarded the contract. Winning bidder will be convinced to recompense the corresponding amount undertaken by Rosand Builders according to the GSD representatives.

11. Ms. Otiong asked Engr. Tibig on what the purpose of the Safety Officer is considering that during the conduct of her inspection, there was no Safety Officer monitoring the ongoing implementation of the repair works. The Chair replied that the Safety Officer is required in the minimum manpower requirement and the same should have 40-hours of training from the BWC/DOLE or their authorized training centers. He supplemented that the Safety Officer is a mandatory requirement given the exceptional circumstances brought about by the COVID-19 pandemic.

12. Engr. Mayrina clarified that the working hour of the contractor starts from 4pm to 8- 10pm every Wednesday, Saturdays and Sundays and informed that for now, there is no Safety Officer but they will require with it in compliance with Health and Safety Protocols. Further, he reported that it was only on August 24, 2020 when the contractor delivered the construction materials inside NHA premises and the project only started two (2) weeks ago.

22 REMINDERS/INSTRUCTIONS TO BIDDERS:

Important reminders to the bidders which usually result to the ineligibility or non­ compliance of contractors to requirements, as follows:

1. The Mayor's Permit must be supported by the Official Receipt (OR) evidencing payment for the latest applicable quarter or year (The permit must be paid at least up to 4th quarter of 2020).

2. The bids must be properly sealed and signed.

3. Valid Tax Clearance for the current year.

4. The list of completed projects must be supported by Contract Agreements, NOA's and/or NTP's, Certificate of Completion and Acceptance and/or CPES Final Ratings. Likewise, on-going projects shall be supported with NOA's and/or NTP's.

5. Bidder must have completed at least one (1) single contract that is similar and equivalent to at least 50% of the ABC.

6. The prospective bidder is given the option to post a Bid Securing Declaration (BSD) OR any other form of Bid Security indicated in the bidding documents. To illustrate, the PE shall include BSD, as one of the choices and the other form of bid security may be Cash or

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Repair ofNHA Main Building Roofing, Diliman, Quezon City (Re-bid) October 23, 2020

required to post only one (1) form of bid security. It could either be a BSO OR Cashier's Check. If in the form of a Surety Bond, the Bid Security must be supported by an Official Receipt (OR), Certificate from the Insurance Commission and the required exact amount of documentary stamps or metered stamps equivalent to the amount paid on the OR.

7. For the Manpower Requirement, one person cannot occupy two (2) positions. In other words, one (1) position requires one (1) warm body. Set of personnel to be pledged must be different for each project should they be declared as the Lowest Calculated and Responsive Bidder (LCRB) in more than one project.

8. The pledged equipment must meet the required minimum capacity indicated in the BOS. Bidders must use the prescribed forms provided to facilitate easy checking of such during the bid opening.

9. Net Financial Contracting Capacity (NFCC) must be sufficient. Credit Line Commitment (CLC) does not apply to procurement of Infra/Civil Works Project. In case of procurement for Goods, a bidder may opt to submit a committed Credit Line Commitment (CLC) from a universal or commercial bank, in lieu of its NFCC computation. If the bidder submits a CLC, it must be at least equal to 10% of the ABC provided, that the same is issued, confirmed or authenticated by a local and foreign Universal or Commercial Bank.

10. PCAB License and Registration shall be updated and signed by the Authorized Managing Officer/Owner, and must meet the required size range for the type and cost of the contract to be bid

11. The pledged Safety Officer shall be supported by the Certificate of Training issued by BWC/OOLE or their authorized training centers.

12. The indicated quantities in the Bid Schedule and the amount of Provisional Sums (PS) in the Schedule of Rates shall not be altered/ changed.

13. The Omnibus Sworn Statement consisting of 9 items shall specify the correct name and Identification or Reference No. of the project and shall be notarized.

14. Each of the documents submitted in Copy 1, &2 shall be authentic copy of the original, complete stamped Certified True Copy & signed/initialed by the duly authorized representative/s of the bidder.

15. Put EARS and TABS for easier checking of documents. The submitted documents must be clear and readable.

16. All NHA prescribed forms shall be used in the preparation / submission of Bids. Other forms are accepted provided that all the required data are present in the form.

17. The Bidder may submit the Contractor's Registration Certificate (CRC) issued by Central BAC in view of the Eligibility Documents itemized in the BOS, provided that its

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Repair ofNHA Main Building Roofing, Dillman, Quezon City (Re-bid) October 23, 2020

eligibility documents on File with the Central BAC, is maintained current and updated at the time of opening of bids.

18. Subcontracting is allowed. The bidders should identify the subcontractor and the portion of works to be subcontracted. The Contractor shall undertake not less than fifty percent (50%) of the contracted work with its own resources.

19. VAT is exclusive for socialized housing. (For Infrastructure Projects)

20. Be wary of your slippages. Negative slippage of at least 15% in anyone project or a negative slippage of at least 10% in each of two (2) or more contracts in the updated data base of NHA and other lined agencies shall disqualify the contractor from the award if the BAC verifies any of these deficiencies to be due to the contractor's fault during the post­ qualification.

21. A complete set of Bidding Documents shall be issued only to bidders/ authorized employees of interested Contractors who can show proof of authority to secure bid documents for the specific project duly notarized and valid official Company ID upon submission of a Letter of Intent (LOI).

22. A valid company 10 and proof of authority (SPA) must be presented by the bidders/authorized employees of the contractor during bidding activity to officially represent for and in behalf of the company.

ADDITIONAL INSTRUCTIONS TO BIDDERS:

1. Bidders were advised to directly coordinate with the contact person/s of GSD on any clarifications concerning the technical aspects of the project and the Central SAC Secretariat for clarification/s of the bidding documents.

2. Deadline for Submission and Opening of bids will be on November 6, 2020, not later than 10:00 a.m., at the Training Room, 2nd Floor, GSD/COSDD Building, NHA Main Compound, Diliman, Quezon City. Opening of bids shall follow immediately after the deadline of submission of bids. Late bids will no longer be accepted.

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Repair ofNHA Main Building Roofing, Diliman, Quezon City (Re-bid) October 23,2020

ADJOURNMENT

There being no other topics to discuss, the meeting was adjourned at 1 :02 p.m.

Prepared by:

MARRY ~T. DULAY Member, Central BAC Secretariat

IA I ion Manager, OGM-PPMOI

Head, Central BAC Secretariat

Approved:

ROMUEL P.~"YAO Regional Manage~~;~7~ IV Office

Chairperson, Central BAC