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Ideal Documents Submission Requirements

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(Third of a series)

As discussed in the previous article, this blog aims to reduce buyer's procurement risk and maximize overall value in purchasing seismic accelerographs considering the high cost and the 10-year guaranteed maintenance period clause of the DPWH IRR requirement. This hopes to educate or supplement the buyer’s existing knowledge on this not so common building equipment.

In the previous article, a highly-recommended list of documentations was provided to ideally require potential suppliers to submit before entertaining any request for product presentations. This is if you want to be on the safe side. You may add or remove documents that you may wish as you may find it pertinent to do so depending on your respective degrees of adventurism.

The first 4 documentations, Registration Certificate from Securities and Exchange Commission (SEC), Department of Trade and Industry (DTI) for sole proprietorship, Copy of Mayor’s permit issued by the city or municipality where the principal place of business is located, Copy of Application for renewal of Mayor’s Permit from the city or municipality where the principal place of business is located, along with a proof of payment for said renewal, are pretty standard for companies but needs to be checked in order to determine their compliance on basic Philippine business operational requirements. Be wary of the Mayor’s Permit location as against the actual location of the supplier’s office address for your security and have constantly changing business addresses be checked. 

The next 2 documents are, A Statement with at least five (5) of its ON-GOING government and/or private contracts within the past 3 years, with accompanying Purchase Order or Contract, and A Statement with at least five (5) of its COMPLETED government and/or private contracts within the past 3 years with accompanying 1. Purchase Order or Contract; and 2. Certificate of Acceptance or Certificate of Completion or Official Receipt of Last Payment Made. This has been more or less a standard practice requirement even in government biddings. For the ON-GOING projects list, make sure to check accompanying Purchase Orders as proofs and for the COMPLETED projects, be sure to require, aside from those mentioned above, corresponding Certificates of Installation, very important, from the Building Officials as assurances that their earthquake recording instruments properly complied with the LGU requirement. The period of 3 years or more might have been set as a safe business operational existence for projects of this cost.

The Copy of Audited financial statements for the last 2 years, stamped “RECEIVED” by the BIR or its duly accredited or authorized institutions is very important as it will reflect the financial standing of the supplier. Very important to require as this may show the supplier’s capability and financial capacity to guarantee and perform the 10-year maintenance period requirement of the DPWH IRR. Make the submission of this document for strict compliance if you do not want to have problems in the future. 

You may drop an email at seismicphils@gmail.com for a free full copy of the DPWH IRR and will gladly send it to you in PDF format. Please include your questions or inquiries regarding seismic accelerograph procurement process if any with your name, designation, and company so can be addressed properly. 

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