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PUBLIC BIDDING

CHECKLIST FOR

PROCUREMENT OF

INFRASTRUCTURE

PROJECTS

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Public Bidding Checklist for Infrastructure Projects

3

PUBLIC BIDDING CHECKLIST

For Procurement of Infrastructure Projects through Competitive Public Bidding

PROCEDURE ACTIVITY OBSERVATION

Pre-procurementConference (IRR

Section 20)

For Approved Budget for the Contract(ABC) costing more than five million

pesos:

Did the BAC call for a pre-procurement conference?

Is the procurement in accordancewith the project and annual

procurement plan?

Except for design and buildschemes, was a detailed engineeringcarried out in accordance with the

standards and specifications

prescribed by the head of the

procuring entity concerned or his

duly authorized representative?

Is the procurement ready in termsof availability of ROW, if required,

appropriations and programmed

budget for the contract, adherence

of bidding documents, technicalplans, specifications, among others?

Are the criteria for eligibilityscreening of the pass/fail type?

Did the BAC finalize and approvethe criteria for evaluation of bids?

(eg. number and type of equipment

required, personnel and years of

experience required)

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

Advertising andContents of the

Invitation to bid

(IRR Section 21)

Completeness of advertisement

1. Name and location of contract tobe bid, project background

including brief description of the

type, size, major items of the

works, among others

list deficiencies, ifany

YES / NO

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2. General statement on the criteriafor eligibility check,

examination and evaluation of

bids, and post-qualification

3. Date, time, and place of thedeadline for the submission andreceipt of eligibility

requirements and Letter of

Intent, the pre-bid conference,

the submission and receipt of

bids, and the opening of bids

4. The Approved Budget for theContract (ABC)

5. Source of funding

6. Period of availability of biddingdocuments, place where they

may be secured, and price of

bidding documents, where

applicable

7. Contract duration

8.Name, address, telephonenumber, fax number, e-mail and

website addresses as well as

designated contact persons

For ABC costing more than five

million pesos:

Was the advertisement publishedtwice within a maximum period of

fourteen (14) calendar days with aminimum period of six (6) calendar

days between publications?

Was it published in a newspaper ofgeneral nationwide circulation in

existence for at least 2 years?

Was it continuously posted in the

YES / NO

YES / NO(indicate date, time and

place)

YES / NO(indicate amount)

YES / NO(indicate source of

funds)

YES / NO(indicate period, place

and price)

YES / NO(indicate contract duration)

YES / NO(indicate details)

YES / NO(indicate dates of

publication)

YES / NO(indicate newspaper)

YES / NO

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website of procuring entity, if

available, during the same period of

advertisement in the newspaper?

Was it continuously posted in theG-EPS during the same period of


Was it continuously posted in aconspicuous place in the premises

of the procuring entity, as certified

by the Head of the BAC Secretariat

of the procuring entity concerned,

during the same period of


For ABC costing five million pesos

and below:

Was it continuously posted in thewebsite of procuring entity, if

available, for a maximum period of

fourteen (14) calendar days?

Was it continuously posted in theG-EPS for a maximum period of

fourteen (14) calendar days?

Was it continuously posted in aconspicuous place in the premisesof the procuring entity, as certified

by the Head of BAC Secretariat of

the procuring entity concerned, for

a maximum period of fourteen (14)

calendar days?

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

Letter of Intentfor the

Procurement of

Infrastructure

Projects (IRRSection 21.3)

Is there a registry of contractors inthe procuring entity?

If the answer above is YES, is theprospective bidder registered withthe procuring entity?

If the answer above is YES, is theprospective bidders registration

current and updated in the G-EPS

electronic registry, or the procuring

entitys electronic registry already

YES / NO

YES / NO

YES / NO

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existing upon the effectivity of the

Act and that allows electronic

submission and/or recording/entry

of eligibility requirements

simultaneously with registration?

If the prospective biddersregistration is not updated, did the

bidder submit its updated

documents?

After the BAC verified propersubmission of all registration

requirements, did the BAC issue a

certification of official registration?

Was the above-mentionedcertification submitted to the

procuring entity in lieu of the Class

A documents? (IRR Section 23.6.1)

Did the prospective bidder submita Letter of Intent (LOI) to

participate in the bidding?

If the answer above is YES, was theLOI received not later than seven

(7) calendar days after the last day

of the period for advertising and/or

posting of the Invitation to Applyfor Eligibility and to Bid?

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

EligibilityRequirements

for the

Procurement of

Infrastructure

Projects (IRR

Section 23)

Did the procuring entity usestandard forms/checklist of

necessary documents for eligibility

as prescribed by the Government

Procurement Policy Board?

Were the eligibility requirements orstatements submitted to the BAC in

the form prescribed in the IRRSection 23.6 and in the Instruction

to Bidders? (Class A & B

Documents)

Did the procuring entity use thenon-discretionary pass/fail criteria

for determining eligibility, based on

YES / NO

YES / NO

YES / NO

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the submission of the required

documents? (IRR Section 23.6)

Eligible Participants for Procurement of

Infrastructure:

In case of sole proprietorships,are the bidders duly licensed

and Filipino citizens?

In case of partnerships, are theyduly organized under the laws

of the Philippines and of which

at least seventy-five percent

(75%) of the interest belongs to

Filipino citizens?

In case of corporations, are theyduly organized under laws of

the Philippines and of which at

least seventy-five percent (75%)

of the outstanding capital stock

belongs to Filipino citizens?

In case of entities formingthemselves into a joint venture,

is the interest of the Filipino

partner in the joint venture

concerned at least seventy-five

percent (75%) Filipino-owned?

Where the structures to be builtrequire the application of

techniques and/or technologies,

which are not adequately

possessed by a person/entity

meeting the seventy-five

percent (75%) Filipino

ownership requirement, is the

Filipino ownership or interestnot less than twenty- five

percent (25%)?

In case of cooperatives, are theyduly registered with the

Cooperatives Development

Authority (CDA)?

Was the person/entity issued alicense by the Philippine

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

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Contractors Accreditation

Board (PCAB) to engage in the

construction business?

In the case of foreigncontractors, did they substitute

the eligibility requirementsunder Class A Documents with

the appropriate equivalent

documents issued by the

country of the foreign

contractor concerned? (IRR

Section 23.7)

Did the Philippine Consulateduly acknowledge or

authenticate the above-

mentioned documents?

Is the value of the prospectivebidders largest single completed

contract, adjusted to current prices

using the National Statistics Office

consumer price indices, and similar

to the contract to be bid, at least

fifty percent (50%) of the approved

budget?

Is the Contractors PerformanceEvaluation System (CPES) rating,and/or certificate of completion and

owners acceptance of the contract

satisfactory? (IRR Section

23.11.2.4)

Did the prospective bidder presentany of the following:

1. A commitment from a licensedbank to extend to it a credit lineof at least ten percent (10%) of

the ABC, if awarded thecontract;

2. Cash deposit certificate in anamount not lower than that set

by the procuring entity in the

bidding documents, which shall

be at least equal to ten percent

(10%) of the ABC;

3. Net Financial Contracting

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO(indicate form and

amount)

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Capacity (NFCC), which must

at least be equal to the ABC

Did the prospective bidder or itsduly authorized representative

certify under oath that each of the

documents submitted is an originalcopy or a true and faithful

reproduction or copy of the original

and that all information contained

therein is true and correct?

Did the prospective bidders submittheir eligibility envelopes on or

before the deadline and at the place

specified in the Invitation to Apply

for Eligibility and to Bid?

Were there prospective bidders whosubmitted their eligibility envelopes

after the deadline?

If the answer above is YES, did theBAC reject the said submission?

Did the BAC open the eligibilityenvelopes on the date, time and

place specified in the Invitation to

apply for Eligibility and to Bid?

Did the BAC use the non-discretionary pass/fail criteria for

the eligibility check of prospective

bidders?

In case one or more of the requireddocuments for the eligibility

envelope of a prospective bidder is

missing, incomplete, or patently

insufficient, did the BAC declare

said prospective bidder as

ineligible?

If a prospective bidder is ratedpassed for all the eligibility

requirements, is he immediately

considered eligible to participate in

the bidding?

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO(indicate date, time and

place)

YES / NO

YES / NO

YES / NO

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Did the BAC declare whichprospective bidders are eligible and

which are ineligible?

Did the procuring entity inform inwriting the prospective bidders of

their eligibility or ineligibility?

If a prospective bidder is foundineligible, were the grounds for its

ineligibility stated in the written

notice above?

In case a prospective bidderdetermined as ineligible wishes to

file a request for reconsideration

with the BAC, either verbally

during the time of the eligibility

check or in writing within seven (7)

calendar days upon written notice,

was the request for reconsiderationdue to the fault of the bidder?

If the answer above is YES, did theBAC consider the request for

reconsideration?

Upon receipt of the request forreconsideration, did the BACresolve the matter within seven (7)

calendar days from receipt thereof?

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

Pre-bidConference (IRR

Section 22)

Is the ABC one million pesos ormore?

If the answer above is YES, did theprocuring entity hold at least one

(1) pre-bid conference?

If the answer above is YES, was thepre-bid conference held at least

twelve (12) calendar days before

the deadline for the submission and

receipt of bids?

Were the minutes of the pre-bidconference recorded and made


YES / NO

YES / NO(indicate date)

YES / NO

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available to all participants not later

than three (3) calendar days after

the pre-bid conference?

Did an eligible bidder submit awritten request for an interpretation

or clarification to the BAC?

If the answer above is YES, was itsubmitted at least ten (10) calendar

days before the deadline set for the

submission and receipt of bids?

Were there any statements in thepre-bid conference, which modified

the terms of the bidding

documents?

If the answer above is YES, werethese specifically identified in

writing and issued as a

Supplemental/Bid Bulletin to thebid documents and sent to all

parties who have secured the bid

documents? (IRR Section 22.5)

Did the BAC respond throughSupplemental/Bid Bulletin issued at

least seven (7) calendar days before

the deadline for the submission andreceipt of bids?

Were the Supplemental/BidBulletins posted in the website of

the procuring entity as well as in the

G-EPS? (IRR Section 22.5.3)

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO(indicate dates)

YES / NO(indicate date)

Submission andReceipt of Bids

(IRR Section 25)

Did the bidder submit their bidenvelopes, sealed and duly marked,

on or before the deadline and at the

places specified in the Invitation toApply for Eligibility and to Bid and

the Bidding Documents?

Were there bidders who submittedtheir bid envelopes after the

deadline?

YES / NO

YES / NO

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If the answer above is YES, did theBAC reject the said submission?

Were the technical and financialbids submitted in two (2) separate

sealed bid envelopes, and containedin one outer envelope?

YES / NO

YES / NO

Modificationand Withdrawal

of Bids (IRR

Section 26)

In case a bidder modified its bid,was the modification done before

the deadline for the submission and

receipt of bids?

In case a bidder modified its bid,did the BAC allow the bidder to

retrieve its original bid?

In case a bidder modified its bid,was the bid envelope marked

modification to distinguish it

from its original bid?

In case a bidder withdrew its bid,was the letter of withdrawal

submitted before the deadline for

the submission and receipt of bids?

In case the bidder withdrew its bid,did the BAC allow the bidder tosubmit another bid, directly or

indirectly for the same contract?

In case a bidder did not participatein the bidding, was such non-

participation done in writing and

before the deadline for the receipt

of bids?

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

Bid Opening(IRR Section

29)

Did the BAC open the bids at thedate, time and place specified in the

Invitation to Apply for Eligibility

and to Bid and as stated in the

bidding documents?

Did all the bidders or their dulyauthorized representatives attend

YES / NO(indicate date, time, and

place)

YES / NO

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the opening of bids?

Were all pages of the original copyof all bids received and opened

required to be initialed by all

members of the BAC or their duly

authorized representatives presentduring bid opening?

Were the minutes of the bidopening prepared and made

available to the public upon written

request and payment of specified

fee?

YES / NO

YES / NO

PreliminaryExamination of

Bids (IRR

Section 30)

Were the first envelopes opened inpublic for the purpose of

determining the bidders

compliance with the requisites

therefor?

Was a checklist of the requireddocuments specified in the IRR

Section 25.3 prepared by the

procuring entity, and were the

submitted documents checked

against said checklist to ascertain if

they are all present in the first bid

envelope?

Did the bids include a bid securityin the form prescribed by the

procuring entity as stated in IRR

Section 27?

If the answer above is YES, is theamount of the bid security at least

equal to the specified amount as

stated in IRR Section 27.2?

Were the bids and bid securitiesvalid for a maximum period of 120

calendar days from the opening of

bids?

In case of failure to enclose the bidsecurity, was the bidder

automatically disqualified?

YES / NO

YES / NO

YES / NO(indicate form)


YES / NO

YES / NO

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In case one or more of the requireddocuments in the first envelope is

missing, incomplete or patently

insufficient, did the BAC disqualify

the concerned bidder outright and

immediately return to him thesecond bid envelope unopened?

Did the BAC open only the secondenvelopes of the bidders who

complied with the requirements for

the first envelopes?

Did the BAC check whether or notthe second envelopes contained all

the information/documents

specified in the IRR Section 25.4?

In case one or more of the requireddocuments in the second envelope

is missing, incomplete or patentlyinsufficient and/or the submitted

total bid price exceeds the approved

budget for the contract, did the

BAC disqualify the concerned

bidder outright and rated the bid as

failed?

Was there any written noticerequesting for reconsideration withthe BAC from a bidder whose bid

was rated as failed?

In case a bidder determined asfailed wishes to file a request for

reconsideration with the BAC,

either verbally during the time of

the bid opening or in writing within

seven (7) calendar days of bid

opening, was the request for

reconsideration due to the fault ofthe bidder?

If the answer above is YES, did theBAC consider the request for

reconsideration?

Upon receipt of the request for

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

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reconsideration, did the BAC

resolve the matter within seven (7)


In case a bidder that failed tocomply with any of the

requirements for the first bidenvelope filed a motion for

reconsideration, did the BAC hold

its second bid envelope sealed and

unopened until such time the matter

is resolved?

YES / NO

Bid Evaluationfor the

Procurement of

Infrastructure

(IRR Section 32)

The procuring entity determines theLowest Calculated Bid (LCB)

through the following 2-step

procedure:

1. Did the BAC conduct a detailedevaluation of the financial

component of the bids to establish

the correct calculated prices of the

bids?

2. Was the ranking of the total bid

prices calculated from the lowest

to the highest in order to

determine the LCB?

Was the evaluation of bidscompleted not later than fifteen (15)

calendar days from the date of

opening of bids?

Did the BAC prepare thecorresponding Abstract of Bids,

which contains the following:

1. Name of the contract and itslocation, if applicable;

2. Time, date and place of bidopening; and3. Names of bidders and their

corresponding calculated bid

prices, arranged from lowest to

highest, the amount of bid

security and the name of the

issuing entity. (IRR Section

32.5)

YES / NO

YES / NO

YES / NO

YES / NO

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Were the Abstract of Bids signedby all BAC members?

YES / NO

Post-Qualification

(IRR Section 34)

Through post-qualification, did theprocuring entity ascertain, within

seven (7) calendar days from the

determination of the LCB, whether

the bidder with the LCB complies

with and is responsive to all

requirements and conditions for

eligibility and the bidding contract

as specified in the biddingdocuments?

With respect to the legalrequirements, did the BAC

undertake verification, validation,

and ascertainment of the licenses

and agreements, among others,

submitted by the bidder with the

LCB?

Did the BAC also undertakeverification, validation, andascertainment that the bidder with

the LCB is not included in any

Government blacklist?

With respect to the technicalrequirements, did the BAC

undertake verification and

validation of the following:

1. Competence and experience ofthe bidder and its key personnel

assigned to the project;

2. Availability and commitmentand/or inspection and testing of

equipment to be used for the

duration of the project;

3. Performance of the bidder in itson-going contracts, government

and/or private; and

YES / NO

YES / NO

YES / NO

YES / NO

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4. Sufficiency of the bid securityas to type, form, amount,

wording and validity period.

o With respect to the financialrequirements, did the BAC

undertake the verification andvalidation of the following:

1. Bid price proposal;2. Bank commitment to

provide credit line to the bidder,

if applicable;

3. Bidders stated net worth andliquid assets;

4. Bidders net working capital;5. Value of outstanding or

unfinished works; and

6. Bidders NFCC, wheneverapplicable

Did the bidder with the LCB passall of the post-qualification

criteria/requirements?

If the answer above is YES, did theBAC consider him post-qualified

and his bid as the Lowest

Calculated Responsive Bid

(LCRB)?

If the bidder with the LCB failedany of the post-qualification

criteria/requirements, did the BAC

consider him post-disqualified?

If the answer above is YES, did theBAC immediately notify him in

writing that he is post-disqualified

and inform him in the same notice

of the grounds for his post-

disqualification?

In case of post-disqualification, wasthe post-disqualified bidder given

seven (7) calendar days from

receipt of the notice of post-

disqualification to request for a

reconsideration of the decision from

the BAC?

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

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In case of any such request forreconsideration, did the BAC

evaluate the request using the same

non-discretionary criteria?

If the answer above is YES, did theBAC issue its final determination of

the said request within seven (7)


After the BAC notified the saidbidder with the LCB of its post-

disqualification, not withstanding

any pending request for

reconsideration, did the BAC

initiate and complete the post-

qualification on the bidder with the

second LCB?

Did the second LCB pass post-qualification?

If the answer above is YES, and inthe event that the request for

reconsideration of the bidder of the

LCB is denied, did the BAC post-

qualify the second LCB as the

bidder with the LCRB?

In case the second bidder failed thepost-qualification, did the BAC

repeat the procedure for post-

qualification with the next lowest

calculated bid and so on, until the

LCRB is determined?

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

Notice andExecution of

Award (IRR

Section 37)

Was the award of contract madeusing the submitted bid price of the

bidder with the LCRB or the

calculated bid price, whichever islower?

In the case of a Single CalculatedResponsive Bid as provided in IRR

Section 36, was the bidder with the

Single Calculated Responsive Bid

awarded the contract?

YES / NO(indicate contract price)

YES / NO

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Was the decision whether or not toaward the contract made within

fifteen (15) calendar days from the

determination and declaration by

the BAC of the LCRB?

In the case of GOCCs and GFIs,was the decision whether or not to

award the contract made within

thirty (30) calendar days from the

determination and declaration by

the BAC of the LCRB?

Within the same period, did theBAC notify all losing bidders of

their decision?

Was the contract awarded withinthe bid validity period?

Did it become necessary to extendthe validity of bids?

Did the winning bidder or its dulyauthorized representative enter into

contract with the procuring entity

within ten (10) calendar days from

receipt of the notice of award?

Was the Notice of Awardimmediately posted in a

conspicuous place within the

premises of the procuring entity and

in the website of the procuring

entity and/or the G-EPS?

Did the contract awardee post aperformance security, in the form

and amount prescribed in IRR

Section 39, in favor of the

Government within the timespecified by the procuring entity

after contract signing?

Was the performance security inany of the following forms and in

accordance with the following

schedule:

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO(indicate form and

amount)

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1. Cash, certified check, cashierscheck, managers check, bank

draft, or irrevocable letter of

credit 5% of the total contract

price

2. Bank guarantee 10% of thetotal contract price3. Surety bond, callable on

demand issued by surety or

insurance companies 30% of

the total contract price

4. Any combination thereof5. Foreign government guarantee

100% of the total contract price

In the event of refusal, failure orinability of the bidder with the

LCRB to enter into contract withthe Government and/or post the

required performance security

within the time provided, did the

procuring entity impose the

appropriate sanctions provided for

under IRR Section 65.3?

In case of refusal, failure orinability of the bidder with the

LCRB to enter into contract with

the Government and/or post therequired performance security

within the time provided therefore,

did the procuring entity exercise its

option to consider for award the

bidder with the second LCRB at his

submitted bid if the same does not

exceed the approved budget of the

contract awarded?

In case of a subsequent refusal,failure or inability, was the same

procedure above followed by theprocuring entity until an award was

made?

When further approval of higherauthority is required, did the

approving authority for the contract

or his duly authorized

representative approve or

YES / NO

YES / NO

YES / NO

YES / NO

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disapprove the contract, within

twenty (20) calendar days from the

receipt thereof?

In the case of GOCCs, did theapproving authority for the contract

or his duly authorizedrepresentative approve or

disapprove the contract, within

thirty (30) calendar days from the

receipt thereof?

Did the procuring entity issue theNotice to Proceed together with the

copy of the approved contract to the

successful bidder, within seven (7)

calendar days from the date of

approval of the contract?

Did the procuring entity review thequalifications of the bidder at any

stage of the procurement process

and find any grounds for

misrepresentation or change in the

prospective bidders capability to

undertake the project?

If the answer above is YES, did itresult to the bidders ineligibility/

disqualification from submitting abid or obtaining an award?

Was the procurement process fromopening of bids up to the award of

contract completed within three (3)

months or a shorter period as

determined by the procuring entity?

YES / NO

YES / NO

YES / NO

YES / NO

YES / NO

Protests onDecisions of the

BAC (IRRSection 55)

Was there a protest on the decisionsof the BAC with respect to the

conduct of the bidding?

Was a prior motion forreconsideration filed by the bidder

within the reglementary period and

the same has been resolved?

Was the protest filed within seven

YES / NO

YES / NO

YES / NO

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(7) calendar days from receipt by

the bidder of the resolution of the

BAC denying its motion for

reconsideration?

Was the protest in the form of averified position paper and filedwith the head of the procuring

entity together with a non-

refundable protest fee in an amount

equivalent to no less than one

percent (1%) of the ABC?

Was the protest resolved by thehead of the procuring entity within

seven (7) calendar days from

receipt thereof?

YES / NO(indicate issue(s) and

amount)

YES / NO

Failure ofBidding (IRR

Section 35)

Did the BAC declare the biddinga failure in any of the followingconditions:

1. No prospective bidder submitsan LOI or no bids are received;

2. All prospective bidders aredeclared ineligible;

3. All bids fail to comply with allthe bid requirements or fails

post-qualification4. The bidder with the LCRBrefuses, without justifiable

cause, to accept the award of

contract and no award is made

in accordance with IRR Section

40

YES / NO(indicate which condition)