2016 Revised IRR

of RA 9184
THE ELECTRONIC GOVERNMENT PROCUREMENT
WHAT IS E-GP ?

The use of information technology systems and

networks by government in conducting their
procurement relationships with suppliers and
contractors for the procurement of goods, works,
services and consulting services required by the
public sector. Multilateral Development Banks
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Key Findings in E-GP Implementation
Timeline Depicting the Start of e-GP Implementation in the 11 Countries
2010
Afghanistan

2000 2011
2008
Philippines 2010 Bangladesh
Indonesia
Georgia

2000 2011
2011
2000 2007 2009 2010 Nepal
Malaysia India Vietnam Thailand 2011
Uzbekistan

Disclaimer: based on the responses provided in a survey conducted by the Asian Development Bank in 27 countries

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Use of the PhilGEPS
(Section 8.3)
All Procuring Entities are
mandated to fully use the
PhilGEPS in accordance
with the policies, rules,
regulations, and
procedures adopted by
the GPPB and embodied
in this IRR.

www.philgeps.gov.ph
A single, centralized electronic portal that serves as the primary and definitive source
of information on government procurement.

Official Website : https://www.philgeps.gov.ph

Government entities are required to post all procurement opportunities, bid results
and other related information on the procurement of:

Goods and general support services

Civil Works

Consulting Services
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Establish an open, transparent, efficient and competitive
marketplace for government procurement

Get better prices

Build the framework to continually improve the procurement

processes

Maintain sustainability over the long-term

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 Improve transparency in government procurement

Offer competitive price bids

Reduce procurement costs, including newspaper advertisements

Provide audit trails (report on government purchases and winning bidders)

Help implement government procurement policies

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Provide a 24/7 easy access to government tenders that proves transparency in
government procurement

Provide electronic bidding documents for download

Provide automatic notification of bid notices and bulletins

Savings on transportation cost and time

Able to do market research on government procurement

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www.philgeps.gov.ph
www.philgeps.gov.ph
www.philgeps.gov.ph
www.philgeps.gov.ph
www.philgeps.gov.ph
www.philgeps.gov.ph
Enter your PhilGEPS user id and password and click Login button

www.philgeps.gov.ph
 They serve as reminders to users, as a Buyer
or Buyer Coordinator, to take action on a
task or tasks required, in the processing of
procurement in the PhilGEPS. The pending
tasks are auto-generated.

To see the pending tasks listed under a

category, click on the corresponding Number
link. The specific pending task page will be
displayed.
Advertising and Posting of
the Invitation to a) Conspicuous place in the premises
Bid/Request for Expression of the PE concerned
of Interest (Sec 21.2)
b) PhilGEPS website, the website of
the procuring entity concerned, if
available and the website
prescribed by the foreign
government/foreign or
international financing institution,
if applicable

a) Newspaper of general nationwide

circulation (10/2, 15/5, 5/1)*

www.philgeps.gov.ph
1. Click Notices

www.philgeps.gov.ph
2. Click Create Notice

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 Solicitation number =
(STEP 1: User-defined control
Basic number
Information)

3. Provide the
needed
Information
and click
Continue
button

System automatically saves the information in Step 1 24

after Continue button is clicked...
(Step 2: Notice
Description)

4. Indicate the
specific title of
the item/
service/project
to procure
5. Provide the
description
(e.g. content
from ITB).
6. Click Line Item
link

OPTIONAL: You
may indicate the
procedure on how
to view/download
the associated
component in the
Other Information
section 25
7. Click Add Items

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8. Provide the needed information (To add more items, click Add Items)
9. Click Save Changes
10. Click Close

You may create Frequently

Used List for item(s) you
commonly procure,
max=10

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11. Click
Continue button

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(Step 3: Add Associated Component)

12. Select Electronic as Document Type

13. Provide the needed information (Document Name, Content, Format)
14. Click Browse button

Input/Select
appropriate
information

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15. Search the document you need to upload
16. Double-click the file

Double Click to
Select the file

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17. Click Attach button

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18. Click Ok button

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19. Click Refresh button until the PDF conversion/upload is in progress
becomes PDF conversion is successful.

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20. Tick the checkbox (see arrow 1 below) and click Accept button (see arrow 2) .

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----Current date will appear under Accepted column.----
21. Click Done button.

Click to view

The user MUST review the notice and click the POST
button to complete the notice creation process
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22. From Notices page, click the title of the notice to post

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In-Preparation Status

Signifies that the Bid

Notice is in a draft
form
Created Bid Notice
can be posted,
edited or deleted

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Status of the notice will become Pending. Once the system meet the publish date,
notice status will become Active and will be open for the suppliers -

38
Pending Status

Signifies that the Bid

Notice has been posted
and is waiting for the
batch job process which
runs at 12 midnight

Created Bid Notice can

be returned to draft
wherein the status
returns to In-
Preparation
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23. Review/check correctness of details
24. Click Post button

40
Active Status

Signifies that the Bid

Notice is published
in the PhilGEPS
Electronic Bulletin
and can be viewed
by all users of the
system

www.philgeps.gov.ph
How to Compute Procurement Timelines
(GOODS)
Posting of
Notice of Award The BAC, through the
(Section 37.1.6) Secretariat , shall post,
within three (3)
calendar days from its
issuance, the Notice of
Award in the PhilGEPS,
the website of the
procuring entity, if any,
and any conspicuous
place in the premises of
the procuring entity.

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 Can be created for
Bid Notices with
Closed status;

Allows posting of
award on a per
line item basis;
and

Observes real-
time posting.
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1. Filter Bid Notices by Closed Status
2. Click the Title link to create an Award Notice
3. Click Bidders List button
5. Go back to Bidders List button
6. Select the supplier/s who submitted a bid
7. Click Submit button
6. Select the winning bidder
7. Click Create Award Notice button
6. Fill-out the mandatory fields
7. Click Save button
8. To edit, click the title of the Award Notice

click the title of

the Award Notice
9. Click the Edit button, then follow steps for the UNSPSC Code

click Edit button

click Yes
select the UNSPSC Code then
click Attach
The UNSPSC Code
appears
9. Click Upload Relevant Documents link
10. Click Notice of Award link to upload NOA (Repeat the process for uploading BAC
Resolution)

click Notice of
Award link
select the file then
click Open
click Save
10. Click Post Award button
status of the Award
Notice will become
Posted
 Status of the Bid Notice
changes to Award from
Closed;

Bid notice status remains

Closed if there are line
items that have not yet
been awarded; and

Suppliers in the DRL will

receive e-mail
notification.

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 The procuring entity,
Creation of through the BAC
Notice to Proceed Secretariat, shall post a
(Section 37.4.2) copy of the Notice to
Proceed and the approved
contract in the PhilGEPS
and the website of the
procuring entity, if any,
within fifteen (15)
calendar days from the
issuance of the Notice to
Proceed

www.philgeps.gov.ph
1. From the Award Notice menu, click the Title of the project
2. From the Award Notice Abstract, click the Notice to Proceed button
3. Fill-out the fields
4. Click the Upload Relevant Documents link to upload NTP and Approved Contract

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3. Click the Notice to Proceed link and follow/repeat the process of uploading
relevant documents
4. Click Post Award button
 status will
become Updated
 Direct Contracting (Sec. 50)
Shopping (Unforeseen Contingency) (Sec. 52.1.a)
Negotiated Procurement (Emergency Cases) (Sec. 53.2)
Negotiated Procurement (Agency to Agency) (Sec. 53.5)
Negotiated Procurement (Highly Technical Consulting) (Sec. 53.7)
Negotiated Procurement (Defense Cooperation Agreement) (Sec.
53.8)
Negotiated Procurement (Scientific. Scholarly/Artistic Work,
Exclusive Tech. & Media Service) (Sec. 53.6)

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Click Create AMP from the
Award Notice List
 Select the
Procurement Mode
Fill-out the fields
 click Post Award
button

Add line item and

upload relevant
documents
 Pursuant to the 2016 Revised IRR of RA
Changes in 9184, below are the changes applied in the
PhilGEPS Adopting PhilGEPS website last November 14, 2016:

the 2016 Revised 1. The minimum advertisement period for

the following modes of procurement is set
IRR of RA 9184 to three (3) days:

a. Limited Source of Bidding

b. Shopping-Ordinary/Regular Office
Supplies and Equipment (Sec. 52.1.b)
c. Negotiated Procurement Two Failed
Biddings (Sec. 53.1)
d. Negotiated Procurement Small Value
Procurement (Sec. 53.9)
e. Negotiated Procurement NGO
Participation (Sec. 53.11)

www.philgeps.gov.ph
 Pursuant to the 2016 Revised IRR of RA
Changes in 9184, below are the changes applied in the
PhilGEPS Adopting PhilGEPS website last November 14, 2016:

the 2016 Revised 2. The procurement mode Negotiate

Procurement (NP) Scientific,
IRR of RA 9184 Scholarly/Artistic Work, Exclusive Tech. &
Media Service (Sec. 53.6) is added on the
Alternative Mode of Procurement (AMP)
facility.

3. The threshold for Shopping

Ordinary/Regular Office Supplies &
Equipment (Sec. 52.1.b) was increased to
P1M.

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Documentary
Requirements for
AMP
Except for the following:

a. Repeat Order
b. Shopping under Section
52.1(a)
c. Negotiated Procurement
under Section 53.1 (Two-
Failed Biddings
d. Negotiated Procurement
under Section 53.5 (Agency-
to-Agency)

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