PhilGEPS Demo





Greetings!


This blog is created to demonstrate the Philippine Government Electronic Procurement System (PhilGEPS) features and functionalities. PhilGEPS is being operated by the Procurement Service-Department of Budget and Management.

The PhilGEPS is the central portal of all public procurement activities that provides both government agencies and suppliers a more open, transparent and competitive environment.


I. PhilGEPS Splash Page

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II. Log-in Page


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III. Creating Bid Notice



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IV. Awarding Contract


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One of the system's modules that carry this requirement is the Creation of Award Notices. The systems design calls for interested suppliers to download the attached documents of the bid notice/s of procuring entities. Every time a supplier downloads an attachment of a bid opportunity, he/she is automatically included in the Document Request List (DRL) of that opportunity. If a supplier opted to go to the procuring entity to pick-up the bid documents, his/her company name must be inputted by the buyer of the procuring entity in the DRL. Downloading and/or manually inputting the supplier name for inclusion in the DRL shall be performed during the time the bid notice is active. Once the bid notice reaches its closing date, the procuring entity can no longer add the supplier name in the DRL. The DRL is equivalent to the agency's list of suppliers that picked-up or bought the bid documents. This ensures that in the event a supplier is awarded the contract , his name is included in the DRL which is needed to create a Bidders List (the list of all suppliers that submitted bids for a particular bid opportunity), which in turn is required to create an award notice in the system.



V. Viewing Bid Opportunities





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FREQUENTLY ASKED QUESTIONS


QUESTIONS

1. Who should register with the PhilGEPS?

2. What is the PhilGEPS website address or URL?

3. Who may register with the system?

4. Can foreign suppliers register with the PhilGEPS?

5. Are suppliers mandated to register with the PhilGEPS?

6. How to register?

7. What if a supplier has no valid e-mail address. Will the system accept his registration?

8. Are there fees required for registration?

9. What are the system requirements to access the system?

10. How do we know if our registration is accepted by the PhilGEPS?

11. Our organization (agency/company) has no internet connection. Does this mean we are exempted from using the PhilGEPS?

12. Are all government agencies required to use the PhilGEPS?

13. When shall government agencies use the PhilGEPS?

14. Do we have to post all of our agency’s procurement needs irrespective of amount? .

15. What will happen if an agency fails to post its procurement notice in the PhilGEPS?

16. Are there seminars conducted for users of the system?

17. Can suppliers or prospective bidders submit their bids or proposals online?

18. Is a User ID and Password required when using the PhilGEPS?

19. What advantage/s and/or benefits will an organization derive once registered with the PhilGEPS?

20. Once a supplier is registered with the PhilGEPS, is he qualified to participate in any government agencies bid?

21. What if the supplier is a sole distributor of a product or item, is bidding required? Is she/he still required to register?

22. Can a user access PhilGEPS during weekends or holidays?

23. What is the Electronic Catalogue?

24. Can a Buyer order supplies from the Electronic Catalogue?

25. Are the items available from the Procurement Service VAT inclusive?

26. Who are allowed to buy goods from the Procurement Service?

27. Are government agencies mandated to buy all their office supplies from the Procurement Service?

28. The system is using pop-up windows in most of its modules. How are we going to disable the pop-up blocker.

29. What do you mean by Closing Date/Time?

30. What are the formats of electronic documents allowed as attachment in a bid notice, bid supplement or award notice as associated component?

31. The Award Notice Facility requires the inputting of the Contract #. In case there is no contract, what are we going to input since it is a mandatory field?

32. What will a User do if he/she forgets his/her password?

33. Can a user use the same user ID and password that he/she has been using in the Pilot system to login to the new PhilGEPS?

34. What does a “Push Pin” and a “Paper Clip” beside a bid notice represent?

35. Is attachment of associated components mandatory?

36. What is the difference between a Bidders List and a Document Request List?

37. How to secure a PhilGEPS Certificate of Registration?

ANSWERS

1. Who should register with the PhilGEPS? All government agencies including Local Government Units. Suppliers that do business with government.

2. What is the PhilGEPS website address or URL? https://www.philgeps.net/

3. Who may register with the system? For government agencies: Any employee, preferably a procurement officer, a BAC member, a BAC secretariat member, resident auditor or anyone authorized by the head of the agency to register and post bid notices and awards in the system. A written authorization signed by the head of the agency shall be submitted to the PhilGEPS. For suppliers: Any authorized company representative.

4. Can foreign suppliers register with the PhilGEPS? Yes. They can register online or fax their registration form to the PhilGEPS office.

5. Are suppliers mandated to register with the PhilGEPS? Yes. As specified in section 8.5.1 of RA 9184, Manufacturers, suppliers, distributors, contractors and/or consultants shall register with the PhilGEPS.

6. How to register? For government agencies: You may register online or fill out the registration form and send to the PhilGEPS by fax or email to be approved by a PhilGEPS administrator. A valid e-mail address is required. For suppliers: You may register online or may fill out a registration form and send to the PhilGEPS. A valid e-mail address, company TIN, DTI and/or SEC Registration No. are required. For cooperatives, a CDA Registration.

7. What if a supplier has no valid e-mail address. Will the system accept his registration? No, a valid e-mail address is a mandatory requirement. The system will not accept a supplier registration if no e-mail address is provided.

8. Are there fees required for registration? For government agencies: No fees are required. For suppliers: No fees are required at present but when the PhilGEPS is fully implemented, user fees will be collected. For the PhilGEPS Certificate of Registration, a Php500.00 payment is required.

9. What are the system requirements to access the system? A personal computer, preferably a Pentium IV (or higher) and installed with Internet Explorer or Netscape and Adobe Acrobat Reader. Internet Connection

10. How do we know if our registration is accepted by the PhilGEPS? A notification regarding the approval of your registration shall be be sent to you via e-mail indicating therein our User ID and Password which will allow you to access the system anytime.

11. Our organization (agency/company) has no internet connection. Does this mean we are exempted from using the PhilGEPS? No. There may be internet facilities already in place in your area, such as internet caf├ęs which you can use.

12. Are all government agencies required to use the PhilGEPS? Yes, all government agencies including LGUs are mandated to fully use the PhilGEPS, not just to register but more importantly to post their bid notices, awards and/or results of bids.

13. When shall government agencies use the PhilGEPS? For every procurement requirement, agencies are mandated to use the PhilGEPS. Please refer to Sections 8.3.1, 8.3.3 and 21.2 of the IRRs of R.A. 9184.

14. Do we have to post all of our agency’s procurement needs irrespective of amount? The IRRs for RA 9184 does not specify a minimum amount of transaction, therefore all procurement to be conducted by a procuring entity must be posted.

15. What will happen if an agency fails to post its procurement notice in the PhilGEPS? Failure of an agency to post its bid notices in the PhilGEPS opens the bidding process to question because of failure to comply with the procurement law.

16. Are there seminars conducted for users of the system? Yes. Training for agency representatives and suppliers are conducted regularly at Unit 2504 Raffles Corporate Center, Emerald Avenue, Ortigas Center, Pasig City. Regional training are conducted from time to time. Check the PhilGEPS training schedules from our website.

17. Can suppliers or prospective bidders submit their bids or proposals online? Not yet. The PhilGEPS, for its first release does not allow online bid submission. However, this feature is included in the full implementation of the PhilGEPS and will be made available to users by 2008.

18. Is a User ID and Password required when using the PhilGEPS? Yes. As users of the system, a User ID and Password is required for access.

19. What advantage/s and/or benefits will an organization derive once registered with the PhilGEPS? For agencies: It improves transparency in procurement process It cuts procurement time It reduces procurement cost It provides an audit trail of all the agency's transactions It improves agency cash management For suppliers: It provides easy access to government tenders 24x7. It provides automatic e-mail notification of bid notices including bid supplements, awards and shortlisting.

20. Once a supplier is registered with the PhilGEPS, is he qualified to participate in any government agencies bid? Section 8.2.2.g. of IRR-A of R.A. 9184 states "Registration with the PhilGEPS is not tantamount to a finding of eligibility, nor is it a guaranty that a manufacturer, supplier, distributor, contractor or consultant may participate in a public bidding without first being determined to be eligible for that particular public bidding."

21. What if the supplier is a sole distributor of a product or item, is bidding required? Is she/he still required to register? Section 50 of the IRR-A of R.A. 9184 states "Direct contracting or single source procurement is a method of procurement of goods that does not require elaborate bidding documents. This may be resorted to by concerned procuring entities under any of the following conditions: a. Procurement of items of proprietary nature which can be obtained only from the proprietary source, i.e. when patents, trade secrets and copyrights prohibit others from manufacturing the same item; b. When the procurement of critical components from a specific manufacturer, supplier, distributor is a condition precedent to hold a contractor to guarantee its project performance, in accordance with the provisions of its contract; or c. Those sold by an exclusive dealer or manufacturer which does not have sub-dealers selling at lower prices and for which no suitable substitute can be obtained at more advantageous terms to the government. However, the suppliers should still register with the PhilGEPS as mandated under Section 8.5.1

22. Can a user access PhilGEPS during weekends or holidays? Yes, the PhilGEPS is an internet based system which is available to users 24 hours a day 7 days a week. Users may send queries through the PhilGEPS “Contact US” facility. However, if a user needs to talk with a PhilGEPS Helpdesk personnel, he/she may call us at 900-52-32 to 36 from Mondays thru Fridays from 7:00 to 6:00 pm.

23. What is the Electronic Catalogue? It is an electronic version of the PS' Price List which is released every quarter. The list includes all items available from the Procurement Service's warehouses and Regional Depots for resale, complete with code numbers, pictures, description and unit prices for each item.

24. Can a Buyer order supplies from the Electronic Catalogue? For the PhilGEPS Phase I, the Electronic Catalogue is provided for Price Reference only. A buyer is required to accomplish an Agency Procurement Request (APR) Form, prepare his/her payment and submit the same to the Procurement Service. He/She may opt to pick up the goods or wait for PS to deliver them within five (5) days after submission of APR and payment. For Release II, a Virtual Store will be in place that would allow agencies to order and pay online.

25. Are the items available from the Procurement Service VAT inclusive? Yes, all prices are VAT inclusive.

26. Who are allowed to buy goods from the Procurement Service? Only government agencies are allowed to avail of the goods from PS.

27. Are government agencies mandated to buy all their office supplies from the Procurement Service? For items listed under the PS' Catalogue, it is mandatory For items not included in the PS' Catalogue, procuring entities may buy these from legitimate source provided the provisions on competitive bidding or alternative mode of procurement are complied with.

28. The system is using pop-up windows in most of its modules. How are we going to disable the pop-up blocker. Please refer to this link “How to disable Pop-up blocker”

29. What do you mean by Closing Date/Time? For Public Bidding: Single Stage - This field refers to the deadline of bid submission. Two Stage: 1st Closing Date/Time – This field refers to the deadline of submission of eligibility for shortlisting. 2nd Closing Date/Time – This refers to the deadline of submission of bids by the shortlisted bidders. For Alternative Modes of Procurement like Shopping: This field refers to the deadline of bid submission.

30. What are the formats of electronic documents allowed as attachment in a bid notice, bid supplement or award notice as associated component? Files in Word, Powerpoint, Excel, text or rich text formats including PDF files are accepted as electronic documents to be uploaded as attachments to the notice being created. Currently however, the system does not allow exe, aspx, html, jpg or gif types of files to be uploaded. The system will automatically convert these files to PDFs.

31. The Award Notice Facility requires the inputting of the Contract #. In case there is no contract, what are we going to input since it is a mandatory field? In the absence of a contract, a Buyer can input the Purchase Order # or the Abstract of Quotation or Proposal number

32. What will a User do if he/she forgets his/her password? In the new system, if a user forgets his/her password, he/she can go to the “Forgot Password” facility, He/She will receive an e-mail notification containing the password. However, if a user hasn’t login for the first time in new PhilGEPS, he/she cannot use the Forgot password facility since he/she hasn’t filled out the security questions. In this case, a user may call the PhilGEPS Help Desk at 900-52-32 to 36.

33. Can a user use the same user ID and password that he/she has been using in the Pilot system to login to the new PhilGEPS? Yes, however, upon login the user will be asked by the system to change his/her password and fill-out the security questions. The new system requires that a password should be at least 6 characters and must include 1 numeric value.

34. What does a “Push Pin” and a “Paper Clip” beside a bid notice represent? A paper clip represents an associated component (electronic or non-electronic) attached to the bid notice, while a “Push Pin” represents a bid supplement.

35. Is attachment of associated components mandatory? Yes. For every bid notice created in PhilGEPS, an attachment, preferrably an electronic document is required.For the award notices creation, attachment of associated component is optional.

36. What is the difference between a Bidders List and a Document Request List? The Document Request List is the list of suppliers who ordered electronic and non-electronic documents attached to a bid notice posted by a procuring entity. The Bidders List is the list of suppliers who submit bid proposal for a particular bid notice. The list of suppliers in the Bidders List could be derived from the Document Request List.

37. How to secure a PhilGEPS Certificate of Registration?

A. For suppliers that register online:

Step:

1. Login to the PhilGEPS website and fill-up the Supplier Registration Form through the “Register Now” menu.

2. Submit a letter requesting for the issuance of the PhilGEPS Certificate of Registration (the letter must bear the company’s complete name, complete business address and the name of the company’s President or authorized company official, if corporation; the business’ owner or his authorized representative, if single proprietorship) through fax at (02)9005239.

3. Confirm receipt of fax and ask for reservation to the Supplier Training at (02)9005232 or 37.

Processing Time: Two (2) working days.

B. Renewal of Certificates issued from May 2005 onwards

Step:

1. Login to the PhilGEPS website and update organization and contact profiles.

2. Mark the expired certificate with “For Renewal” and submit through fax at (02)9005239. (If address has changed, indicate new address in the certificate.)

3. Confirm receipt of fax and ask for reservation to the Supplier Training at (02)9005232 or 37.

Processing Time: One (1) working day.

C. Renewal of Certificates issued before May 2005

Step:

1. Login to the PhilGEPS website and update organization and contact profiles.

2. Mark the expired certificate with “For Renewal” and submit through fax at (02)9005239. (If address has changed, indicate new address in the certificate.)

3. Confirm receipt of fax and ask for reservation for the Supplier Trainings at (02)9005232 or 37

Processing Time: Two (2) working days.