DFA Department Order No. 13-12, s. 2012

Published: 2012-05-11

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Tags: Department of Foreign Affairs, departmental issuances
Kagawaran ng Ugnayang Panlabas
Department of Foreign Affairs


Subject: Creating a Bids and Awards Committee for Berlin PE and for Islamabad PE

Section 1. Legal Basis.

1.1   Republic Act No. 9184, otherwise known as the Government Procurement Reform Act and its Implementing Rules and Regulations prescribe for the modernization, standardization and regularization of the procurement activities of the government;

1.2   Section 11 of R.A. 9184 provides for the establishment of a single Bids and Awards Committee (BAC) in the head: office of the procuring entity to ensure that the procuring entity abides by the standards set forth in the Act and its Implementing Rules and Regulations;

1.3   The same Section 11 of R.A. No. 9184 permits the head of the procuring entity to create separate BACs to expedite the procurement process where the number and complexity of the items to be procured so warrant;

1.4   There is a need to create a Bids and Awards Committee in each Foreign Service Post for administrative efficiency and convenience to facilitate its procurement project, and to implement faithfully R.A. No. 9184;

1.5   Premises considered, the respective Bids and Awards Committees are hereby created inBerlinPE for the purchase of a lot and chancery and inIslamabadPE for the construction of a Chancery and Official Residence, in accordance with their respective officer and staff complements as follows:

Section 2. Bids and Awards Committee for Berlin PE. The BAC for the Berlin PE Project shall be composed of the following:

Chairperson                             :
Minister and Consul General

Vice-Chairperson                    :
Third Secretary and Vice-Consul

Members                                 :
Third Secretary and Vice-Consul

Finance Officer

Property Officer

Section 3. Bids and Awards Committee for Islamabad PE. The BAC for the Islamabad PE Project shall be composed of the following:

Chairman                     :
Vice Consul

Vice-Chairman            :
Administrative Officer

Members                     :
Finance Officer

Legal Officer

Defense Attaché

Section 4. Important Provisions. The following provisions shall govern the procurement projects and activities of Berlin PE and Islamabad PE, namely:

a. A majority of the members shall constitute a quorum for the transaction of business: Provided that, the presence of the Chairman shall be required.

b. Observers, consultants and representatives of members shall have no right to vote during meetings, but they may participate in its deliberations.

c. A decision shall preferably be made on the basis of a consensus. Otherwise, an issue shall be resolved with the concurrence of a majority of the members present. The Chairman shall vote only to break a tie.

d. It shall meet at least once a month or whenever deemed necessary by the Chairman to act on completed project proposals submitted for public bidding.

e. The operations and procedures: shall be guided by the provisions of R.A. No. 9184, otherwise known as the Government Procurement Reform Act, and its Implementing Rules and Regulations.

Section 5. Delegation of Authority to the Head of Post. The Head of Post is hereby authorized to approve and sign contracts and other related documents for procurement activities undertaken by the BAC in connection with the project. The Head of Post shall sign contracts and related documents under the phrase “By Authority of the Secretary of Foreign Affairs.”

Section 6. Coterminous Committee. The Bids and Awards Committees created under this Department Order shall be coterminous with the project for which they are constituted, unless otherwise ordered.

Section 7. Sale of Bid Documents. As authorized under Item 17-5, IRR-A of R.A. No. 9184, the bid documents shall be sold by Posts to interested bidders at a price equivalent to not more than three percent (3%) of the Approved Budget of the Contract (ABC).

Section 8. Repealing Clause. All Department Orders and other issuances inconsistent herewith are hereby repealed accordingly.

Section 9. Date of Effectivity. This Department Order shall take effect immediately.

Secretary of Foreign Affairs

Pasay City, MAY 11, 2012


DFA Department Order No. 13-12, May 11,2012

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