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DOTC-MRT3 BIDS AND AWARDS COMMITTEE

MINUTES OF MEETING
December 04, 2015, 9:00 AM
Unit 155 The Columbia Tower
Ortigas Avenue, Barangay Wack-Wack, Mandaluyong City

AGENDA
1. Invocation
2. Call to Order
3. Negotiation with the Joint Venture of Busan
4. Other Matters
ATTENDANCE
1. Usec. Rene K. Limcaoco 24. Ms. Belinda Tan – TMI Corp
2. Usec. Catherine P. Gonzales 25. Mr. Jun Ho Hwang – Hanwha
3. Dir. Maria Karen Olidan 26. Jaehee Kim – Hanwha/KFT Company
4. Engr. Rafael E. Peñafiel 27. Mr. Kyu Jeong Cho – Hanwha /KFT Company
5. Ms. Cecilia E. Bien 28. Mr. Sang Hag Lee – BTC
6. Engr. Roman R. Buenafe 29. Mr. Jong Tae Park – BTC
7. Ms. Rita M. Caraan 30. Mr. Eldonn Uy – BTC/Edison
8. Ms. Eleanor G. Naidas 31. Ms. E. Velasco – Tramat
9. Engr. Daniel R. Barrera 32. Mr. Eugene Rapanut – Busan
10. Engr. Arturo L. Din Jr. 33. Atty. Charles Mercado – Busan
11. Engr. Alberto B. Dela Cruz 34. Atty. Amerissa Base - Tramat
12. Engr. Richard G. Gubat
13. Ms. Emma E. Morales
14. Ms. Jane A. Abiera
15. Ms. Roda B. Espejo
16. Mr. Arvin E. Doctore
17. Mr. Edward M. Pagsanjan
18. Ms. Atossa R. Saremi - DOTC
19. Ms. Majella M. Delfin - DOTC
20. Mr. Jose Rodante P. Sabayle - DOTC
21. Ms. Denise Anne S. Veluz - DOTC
22. Mr. Ravin D. Rapiz - DOTC
23. Mr. Jayson Serra - DOTC
SUMMARY OF DISCUSSIONS
AGENDA ITEM/ISSUES PERSON/OFFICE ACTION TAKEN
1. Invocation GM Buenafe Led the invocation.
2. Call to Order Usec. Limcaoco Called the meeting to order at 9:15 a.m.
3. Negotiation Usec. Limcaoco Informed that the negotiation will include the 1)
Management and Maintenance Facility
Agreement; 2) Financial; and 3) technical issues
raised.

Dir. Olidan Presented the latest draft of the agreement


incorporating the comments from the JV

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DOTC-MRT3 BIDS AND AWARDS COMMITTEE
MINUTES OF MEETING
December 04, 2015, 9:00 AM
Unit 155 The Columbia Tower
Ortigas Avenue, Barangay Wack-Wack, Mandaluyong City

partners. Said that certain terms were changed


to reflect the intentions of both parties.

Proposed a minor modification to reflect the


Mr. Rapanut roles of JV partners and parameters of Busan’s
responsibility.

Atty. Base Proposed to add “pursuant to the contract”


under Letter I – Busan and recommended to
delete Letter J because it is redundant and
already included in Item I.

Usec. Limcaoco Informed that the said provision be kept.

Atty. Base Commented to delete the word construction for


Item K and to delete “supervise” because the JV
shall purchase all inventories and provisions and
not Busan.

Usec. Limcaoco Said that the JV shall purchase but Busan will
manage.

Atty. Mercado Suggested to rephrase it to “Busan shall manage


the purchases to be made by the JV.”

Mr. Rapanut Mentioned that there will be a planning division


that specifically plans the procurement of parts
so the word “manage” may encompass a wide
scope of procurement. Suggested to use the
word “plan” instead of “manage” because too
much responsibility is being given to Busan.

Usec. Limcaoco Said that the JV shall implement the


procurement plan in consultation with Busan.

Atty. Base Requested to add in the sentence under Letter L


“Further on the takeover date, Busan shall
mobilize at cite 11 technical experts including the
experts listed in Clause E above to assist the JV in
the initial activities of assessment and transition”
and also for Letter H last “pursuant to the said
contract.”

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DOTC-MRT3 BIDS AND AWARDS COMMITTEE
MINUTES OF MEETING
December 04, 2015, 9:00 AM
Unit 155 The Columbia Tower
Ortigas Avenue, Barangay Wack-Wack, Mandaluyong City

Mr. Rapanut Showed the draft of the letter they prepared in


the issue of SEC registration.

Atty. Base Informed that Busan will establish a branch office


in the Philippines if required so they will apply to
do a business with the SEC.

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DOTC-MRT3 BIDS AND AWARDS COMMITTEE
MINUTES OF MEETING
December 04, 2015, 9:00 AM
Unit 155 The Columbia Tower
Ortigas Avenue, Barangay Wack-Wack, Mandaluyong City

Mr. Rapanut Mentioned that in the original discussion, they


recognized the long period within which for them
to submit the Certificate of Registration for the
incorporation of the JV and so as not to stall the
process and the timelines, no payment shall be
made until they submit the required certificate
but for purposes of signing the contract, the
agreement was for them to send a letter
requesting for lead time to complete the
certificate of incorporation and to later submit
the certificate of registration. Added if the
timeline is on 23 December 2015, they might not
be able to complete the incorporation.

Usec. Gonzales Said that the Negotiation Team only wanted to


be clarified as they want to put everything in
order before the signing of the contract, if not,
the Negotiation Team has to discuss it. Inquired
as to who will enter into a contract, Philippine
Branch or Busan.

Mr. Rapanut Said that it will be Busan if the option is the


shortest route.

BREAK

Ms. Naidas Presented the review on the financial offer with


the representatives of the JV, Mr. Rapanut.

Mentioned that items were identified to be taken


from the labor component of the maintenance
package and transferred them to the spare parts
component. Added that the spare parts,
equipment and consumables component is 70%
while the labor component is 30% of the
maintenance package contract.

Informed that the JV submitted their clarified


financial proposal but GM Buenafe prefers to
label the said document as negotiated financial
proposal.

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DOTC-MRT3 BIDS AND AWARDS COMMITTEE
MINUTES OF MEETING
December 04, 2015, 9:00 AM
Unit 155 The Columbia Tower
Ortigas Avenue, Barangay Wack-Wack, Mandaluyong City

62. Adjournment Usec. Limcaoco Adjourned the meeting at 5:00 PM.

Prepared by: Checked & Verified by: Approved by:

JANE A. ABIERA EMMA E. MORALES USEC. RENE K. LIMCAOCO


Member, BAC Secretariat Head, BAC Secretariat Head, Negotiating Team

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