Dumanjug, Cebu DPWH, Cebu 4Th District Engineering Office

DPWH, Cebu 4th District Engineering Office Poblacion, Dalaguete, Cebu

Minutes of Pre-Bid Conference Date: January 31, 2020 1. Attendance:

Present were:

Bids and Awards Committee (BAC) BAC Secretariat 1. Renult G. Ricardo BAC Chairman (Regular) 1. Rosalind R. Vasquez - Head 2. Marlon 1. Mr. D. Renult Marollano G. Ricardo BAC Vice –- ChairmanBAC Chairman (Regular) 1. Rosalind R. Vasquez – Head 2. Maria Lolita A. Castro – Member 3. Ma.2 .Ligaya Mr. Marlon A. Señor D. Marollano BAC Member – BAC (Regular) Member (Reg.) 2. Connie L. Caballo 3. Ms.4. AmeliaAmelia B. Caracut –BAC BA Member (Regular) 3. Zebedda B. Gudia 5. Edelberto4. Mrs. R.Edna Francisco S. Manatad BAC Member - BAC (Provisional) Member (Prov .) 4. Nikki 4. Lolita B. Ordoña A. Castro (End user for Construction ) 5. Cyril5. Zebedda E. Alegado B. Gudia Absent: 6. 6. E Nikkidward Ordona S. Butcon 7. Ryan V. Garma 1. Jocelyn F. Orcullo BAC Member (Provisional ) 8. Altius A. Enriquez On Leave 9. Jose Mario T. Rasco

BAC - TWG

1. Edelberto 1. Sergio R. B. Francisco Bendulo, Jr. - Head - Head 2.2. Collin Sergio Mark B. Bendulo,Salvador Jr. - - Member 3. Dejose 3. Bryan Mae AB.. LabaoCampos 4. Elvin 4. Julrey C. Montalla H. Laput 5. Bryan B. 5. Campos Ralph Jocyph Alegado 6. Edna 6. Aljoy S. ManatadF. Orcullo 7. Connie7. Lenard L. PanugalinogCaballo 8. Jake8. Ryan Luis V. A. Garma Paires 9. Collin Mark9. Jo R.se SalvadorMario T. Rasco 10. Omar A. Nacino 11. Cedrick Floyd A. Durante 12. Julrey H. Laput 13. Lenard A. Panugalinog 14. Aljoy F. Orcullo 15. Sydrick L. Enad 16. Ralph Jocyph S. Alegado

CONTRACTORS

Name Representative/Owner Name of Company Designation 1. Kristine Hope S. Luceño April Rose Ent. & Builders Liaison Officer 2. Joerny A. Carillo Green World Construction Liaison Officer

2. Call to Order

The Pre-Bidding Conference for the Projects:

1. Contract ID No. 20HG0093 – Local Program, Local Roads and Bridges, Local Roads, Rehabilitation of Tomonoy-Agbalanga Road at Brgy. Tomonoy & Agbalanga, Moalboal, Cebu

Contract ID No. : 20HG0094 Contract Name : Local Program, Local Roads and Bridges, Local Roads, Concreting of Panlaan-Balaygtiki Road at Brgy. Panlaan & Balaygtiki, Dumanjug, Cebu Location of the Contract: Dumanjug, Cebu 2. Contract ID No. 20HG0094 – Local Program, Local Roads and Bridges, Local Roads, Concreting of Panlaan-Balaygtiki Road at Brgy. Panlaan & Balaygtiki, Dumanjug, Cebu

3. Contract ID No. 20HG0095 - Local Program, Local Roads and Bridges, Local Roads, Rehabilitation of Lepanto-Tolosa Road at Brgy. Lepanto, Alegria & Tolosa, Malabuyoc, Cebu

4. Contract ID No. 20HG0096 - Local Program, Local Roads and Bridges, Local Roads, Rehabilitation of Basdiot Road, Brgy. Basdiot, Moalboal, Cebu

5. Contract ID No. 20HG0097 - Local Program, Local Roads and Bridges, Local Roads, Rehabilitation of Malatbo-Campisong Road, Brgy. Malatbo-Campisong, Ginatilan, Cebu

The Pre-Bid Conference for the project stated above, was held at DPWH, Cebu 4th District Engineering Office, Poblacion, Dalaguete, Cebu was called to order at 10:00 A.M. of January 31, 2020, and was presided by Engr. Renult G. Ricardo BAC Chairman and assisted by Engr. Marlon D. Marollano BAC Vice Chairman and all other BAC Members (Regular and Provisional Members).

3. Presentation/Explanation by BAC:

- Presentation of the technical and financial components of the Bid, including the explanation of the different documents to be submitted by each bidder. - Discussion on the requirements in the Instruction of Bidders, the replies to the bidders queries about the requirements, specifications and other conditions of the project, the bid evaluation of all bidders and post-qualification evaluation of the lowest calculated bidder. - Reminders to the bidders to submit individual Bid Security (Bidder’s Bond or Bank Guarantee individually for every project. Winning Bidders should submit their Performance Bond and C.A.R.I. upon receipt of the Notice of Award. - Discussion on the additional documents for the processing of payments for Civil Works Projects as stated in D.O. 53 and Memorandum dated June 4, 2013 re: Contract provisions to be incorporated in the contracts covering infrastructure projects to all bidders. - Discussion on the procedure of opening the Philgeps & Data Request List (DRL) website - Discussion on the application of Building Permits because all municipalities are requiring contractors to secure building permits for all school buildings and public buildings where the project is located and that all Bidders should prepare QA requirements.

4. Question & Comment/Reaction from the Bidders & Responses of BAC & other DPWH Officials

- The BAC Vice-Chairman stressed that Time Duration should be strictly observed by winning bidders/awarded contractors in order not to incur delay/negative slippage or they will be imposed with liquidated damages.

5. Other Matters Discussed:

- Reminders for bidders to submit 1 original copy plus 2 duplicates for Technical & Financial Requirements - Bid documents must be bound properly, paginated and with tabs, documents found not included or inserted in the bound Bid Docs will be declared non-complying. - Dropping of Bid Documents is from 8:00 a.m. – 10 a.m. only. Bidders who drop their Bids after the deadline will not be accepted. - Dimension of billboard will be 4” x 8” and printed with the standard DPWH text. It must be installed before the start of project, must take picture and to be submitted to the agency concern in hard and soft copy. -The winning contractor must submit pictures in hard & soft copy before, during and after the Contract ID No. : 20HG0094 Contract Name : Local Program, Local Roads and Bridges, Local Roads, Concreting of Panlaan-Balaygtiki Road at Brgy. Panlaan & Balaygtiki, Dumanjug, Cebu Location of the Contract: Dumanjug, Cebu completion of the project, duly signed by the government Project Engineer for road projects it should be placed at the beginning and end of project. - All quotation should be computed to two decimal places only and there should be no erasures - The contractors were reminded to strictly adhere to all pertinent D.O. regarding materials quality testing. - Properly filled up project log book should be strictly at site all the time and must be signed by all inspector who inspects/evaluates the accomplishment of the project. - Billboard must be installed at every jobsite, for instance in one cluster with five projects involved, five billboards must be installed. - Quality Assurance Reports must be prepared by the winning Contractor and be submitted to the assigned Materials Engineer in the Quality Assurance Section. - Materials Engineer of every winning Contractor shall report in person to the Quality Assurance Section for documentation processing purposes of material’s testing requirement. - With respect to material testing concern, breaking of concrete samples must be done during the 14th (roads) so that exact curing period will be observed. - Construction safety & health program concern was given attention since it was observed that during construction stage, workers were not wearing hard hats, safety shoes and safety vests. It was then directed that provisions of Personal Protective Equipment (PPE) must be strictly implemented within the area of the construction site. - Bid Securing Declaration (BSD) is acceptable for bidding document purposes only but Bank Guarantee, Cash Bond and Surety Bond must then be provided/attached during the processing of Contract. - the Checklist for Final Progress Billing copies were then disseminated to all representatives of the Contractors who were present. The supporting papers as per listed on the checklist must be complied by the Contractor so that delays in the processing of the billing documents will then be avoided. -it was discussed that the Contractors are only given 4 days to accomplish all documents for the processing of the billing. -it was also discussed that there should be a Pre-Construction meeting which is done 10 days before NTP so that the Contractor will know the Gov’t. Material Engineer, Gov’t. Project Engineer & Gov’t. Project Inspector assigned to their project and discussion about the Billboard, Permission from LGU and Safety & Health will be further expounded. - Bidders are also reminded to constantly browse the PhilGEPS website to be aware of supplemental bid bulletin and other updates on projects’ bidding documents. - Ensure that a standardized system of signs and traffic management is observed in all maintenance and construction roadwork sites in accordance with the Department's roadworks safety guidelines. - A discussion focusing on the contents of the subject issuance and its impact on project implementation and progress billings was also held.

6. Adjournment:

There being no other remaining topics for discussion, the pre-bid conference adjourned at 11:00 AM.

Prepared by:

Approved by:

ON LEAVE JOCELYN F. ORCULLO BAC Member- Provisional