kvmmedina / Minutes of Pre-Bid Conference / Monitoring App Page 1

Republic of the Philippines 1

Department of Education 2 3

PROCUREMENT MANAGEMENT SERVICE 4 OD 8633.7232 PPMD 8636.6543 CMD 8635.3762 5

6 Rm. M-511, 5th Floor, Mabini Bldg., DepEd Central Office Complex, Meralco Avenue, Pasig City, Philippines 7

Telefax: 8633-93-43 8633-65-43 / email: depedcentral.bacsecretariat@deped.gov.ph 8 PROCUREMENT SERVICEPROCUREMENT SERVICEPROCUREMENT SERVICEPROCUREMENT SERVICPROCUREMENT SERVICPROCUREMENT SERVICPROCUREMENT SERVICE PROCUREMENT SERVICEPROCUREMENT SERVICEPROCUREMENT SERVICEPROCUREMENT SERVICEPROCUREMENT SERVICEPROCUREMENT SERVICEPROCUREMENT SERVICEPROCUREMENT SERVICPROCUREMENT SERVICEPROCUREMENT 9

Document Template No. BACSD-2019- 10 (revised 040519; prepared by conicolas) 11 12

Bids and Awards Committee II 13 14

Minutes of Pre-Bid Conference 15 16

Project : Supply, Delivery, Installation and One-Year Subscription for 17 Unlimited Users to Learning Tools and Education Continuity 18 Programs Monitoring Application System 19

20 ABC : PhP 25,000,000.00 21 End-User : Information and Communications Technology Service (Funds 22

charged against Bureau of Learning Resources – Cebu) 23 24 Date & Time : October 26, 2020; 09:00 A.M. 25 Venue : Thru Videoconferencing via Microsoft (MS) Teams 26

27

28

Present: 29

30 Bids and Awards Committee (BAC) II: Dir. Abram Y.C. Abanil, Vice-Chairperson; 31 Dir. Anne Rachel C. Miguel, Regular Member; and Atty. Cornelio A. Pacala and Ms. 32 Maria Clarisse T. Ligunas, Provisional Members 33

34 Procurement Management Service: Mr. James Ronald G. Ybiernas, SAO; Ms. Jessa 35 B. Buela, AO II; Ms. Paula Janine L. Manuel, TA II; Mr. Jaycee B. Quilatan, AS II 36 and Mr. Karlo Vizenzo Medina, AS II (BAC Secretariat Division) 37

38 Technical Working Group (TWG): Mr. Ramil Bawar, ICTS-USD; Mr. Miguel Karlo 39 Macariola and Mr. John Benedict Ty, ICTS-SDD; Mr. Peter Paul L. Quintao, ICTS-40 TID; Mr. Andrew Villarba, BLR-Manila; and Mr. Marvin Maquilas, BLR-Cebu 41 42 End-User Representative(s): Dir Raul La Rosa, BLR-Cebu 43

44 Observer(s): Mr. Leonardo Bautista and Mr. Reynaldo Famorcan, COA 45 46 Prospective Bidder(s): 1.) Ms. Delia Silorio-Ruizol and Mr. Rystraum F. Gamonez 47 (Intelimina Systems Inc.); 2.) Ms. Regina Marie Dailo and Mr. Raymond Posadas 48 (Pointwest Technologies Corporation); 3.) Ms. Celine Angela P. Tiu and Ms. Ma. 49 Angelica Santos (Vibal Group Inc.); 4.) Ms. Shirah R. Segarra and Ms. Anne 50 Jaycelle C. Sacramento (AV Reality Augmented and Virtual Technology Inc.); and 51 5.) Ms. Christine S. Ocampo and Ms. Noemi Ergino (MyBusyBee Inc.) 52

53

kvmmedina / Minutes of Pre-Bid Conference / Monitoring App Page 2

I. CALL TO ORDER 54 55

Dir. Abram Y.C. Abanil, BAC II Vice-Chairperson, presided and called the 56 pre-bid conference to order at 9:13 A.M. The BAC Secretariat documented 57 the minutes of meeting. 58 59

II. CERTIFICATION OF QUORUM 60 61

The BAC II Vice-Chairperson certified that the quorum of the BAC was 62 present to transact business. He acknowledged the presence of the BAC 63 members, BAC Secretariat, Technical Working Group, end-user 64 representative, observers and prospective bidders. 65 66

III. HIGHLIGHTS OF DISCUSSION 67 68

The BAC II Vice-Chairperson welcomed everyone to the pre-bid conference 69 and gave a brief description of the project at hand. 70

71 Ms. Jessa B. Buela presented the house rules during the conduct of the 72 online pre-bid conference. 73

74 The BAC II Vice-Chairperson announced that the floor is open to queries, 75 information, proposals or other concerns coming from the prospective 76 bidders or suppliers on the assumption that the prospective bidders have 77 downloaded bidding documents from the PhilGEPS, requested from the BAC 78 Secretariat for copies of the same, or bought copies of the same. The 79 prospective bidders were asked to virtually raise their hands if have 80 queries/clarifications and wait to be recognized before proceeding with their 81 question(s). 82 83 The BAC Secretariat proceeded with the presentation of the project 84 information and focused on the salient features of the Bidding Documents 85 and opened the floor for queries after the presentation, details as follows: 86 87

Bid Data Sheet

Provision Questions/Queries/

Clarifications BAC’s Response

For Bid Bulletin (Yes/No)

5.3 Contracts similar to the Project shall be: Supply and Delivery of ICT Solution Does this mean that this pertains only to a product that has been supplied and delivered? Or can a ground-up application development project count as one that is similar to an ICT solution?

Ground-up application is allowed, but bidders must show evidence that is being used in other existing projects that bidders have.

No

88 89

kvmmedina / Minutes of Pre-Bid Conference / Monitoring App Page 3

90

Schedule of Requirements

Questions/Queries/ Clarifications BAC’s Response For Bid Bulletin (Yes/No)

Will the training take eleven months, or should that be earlier than the milestone?

The term should be “Milestone”. It’s actually a milestone rather than eleven months of training.

Yes

91 Technical Specifications

Questions/Queries/Clarifications BAC’s Response For Bid

Bulletin (Y/N)

Is there a specific standard that is going to be used for authentication of the web app?

Primarily, yes. No

What is the expected number of respondents so we can have the computation on the percentages?

Expected number of respondents would be around 8 million users. Those are the expected number of users that we will have in the monitoring application.

No

For the mobile application, whose Google Store account will be used?

DepEd account will be used. No

Same with the IOS, whose account will be used for the uploading of the mobile application?

DepEd account will be used. No

Where will it be hosted, cloud or onPrem? If cloud, do you have an existing cloud?

It will be hosted in the Azure cloud instance of the Department of Education.

No

What would be the structure of the permissions and roles of the users?

For BAC discussion. Pending decision.

Do you have a database that gathers demographics and other information for the users?

Yes, we have specific demographics. There are 900,000 employees or teachers in the Department of Education and there are around 23,000,000 students and 47,000 schools nationwide.

No

Are we required to record all phone calls?

Yes, that would be ideal to record phone calls.

No

What is the procedure authentication service required by DepEd?

This is in the implementation stage. The authentication that we are using is OAuth.

No

Is the project a subscription of the software application together with the cloud subscription?

The cloud subscription will be shouldered by the Department. This project will just focus on the subscription on the software, but it has to be installed in the cloud instance of the Department.

No

92

kvmmedina / Minutes of Pre-Bid Conference / Monitoring App Page 4

The BAC II Vice-Chairperson announced that having exhausted most of the 93 bidders’ queries and issues, the prospective bidders may write a clarification 94 which may be sent via the BAC Secretariat e-mail address on or before 95 October 30, 2020, 5:00 P.M. 96

97 Having no other matters to discuss, the pre-bid conference was adjourned at 98 10:00 A.M. 99

100 101

Prepared by: Reviewed by: 102 103 104

KARLO VIZENZO M. MEDINA JESSA B. BUELA 105 Administrative Support II Administrative Officer II 106 BAC Secretariat Division BAC Secretariat Division 107

108 109

Minutes of Pre-Bid Conference 110 111

Project : Supply, Delivery, Installation and One-Year Subscription for 112 Unlimited Users to Learning Tools and Education Continuity 113 Programs Monitoring Application System 114

115 ABC : PhP 25,000,000.00 116 End-User : Information and Communications Technology Service (Funds 117

charged against Bureau of Learning Resources – Cebu) 118 119

Date & Time : October 26, 2020; 09:00 A.M. 120 Venue : Thru Videoconferencing via Microsoft (MS) Teams 121

122 123 124

Concurred by: 125 BIDS AND AWARDS COMMITTEE II 126

127 128

Dir. ABRAM Y.C. ABANIL 129 Director IV and Vice-Chairperson 130

131 132

Atty. ANNE RACHEL C. MIGUEL 133 Director IV and Regular Member 134

135 136

MARIA CLARISSE T. LIGUNAS Atty. CORNELIO A. PACALA 137 Provisional Member Provisional Member 138

Republic of the Philippines

Department of Education

Procurement Management Service

BAC SECRETARIAT DIVISION

jrgybiernas / jbbuela Page 1 of 2

Bids and Awards Committee II

ATTENDANCE SHEET

Pre-Procurement Conference Pre-Bid Conference Bid Opening Other BAC Meeting: ___________________

7 Signature Name / Position Signature Name / Position Signature

I. BAC Officials BAC Secretariat Division

Chairperson James Ronald G. Ybiernas, SAO Paula Janine L. Manuel, TA II

Usec. Revsee A. Escobedo Field Operations and HROD

Jessa B. Buela, AO II Reymark B. Nagallo, TA II

Vice-Chairperson Marilou A. Caagbay, AO II Marianes M. Parcon, TA II

Dir. Abram Y.C. Abanil ICTS

Raquel S. Familara, AA III Viktor Nigel F. Robles, TA I

Regular Member Marlgin de Jack S. Salayon, AA III Jaycee B. Quilatan, AS II

Dir. Anne Rachel C. Miguel BHROD

Ivy E. Acebo, STA II Joan B. Sabino, AS II

Provisional Members Lady Love S. Arenas, STA II Homer A. Silva, AS II

Mr. Cesar S. Abalon Chief, School Sports Division

Christa O. Nicolas, STA II Danilo P. Catague, AS I

Engr. Ofelia L. Algo Chief, Technology Infrastructure Div.

Lauro L. Roberto, Jr., STA II Rally M. Jandoc, AS I

Ms. Maria Clarisse T. Ligunas Chief, Solutions Development Div.

Lee Jeffrey Roedell C. Oliva, STA I Adrian Paul D. Esplana, Driver II

Dir. Ella Cecilia G. Naliponguit Bureau of Learner Support Services

Maria Ruella D. Perocho, STA I Roderin C. Balla, Messenger

Atty. Cornelio A. Pacala Chief, Investigation Division

Jay Valerie A. Baladiang, TA II Arben Allan A. Gomez, Messenger

Ruby Anna G. Balaoro, TA II Karlo Vizenzo M. Medina, AS II

Project(s): Supply, Delivery, Installation and One-Year Subscription for Unlimited Users to Learning Tools and Education Continuity Programs Monitoring Application System

Date: October 26, 2020 Time: 9:00 A.M.

Venue: Through Microsoft Teams

jrgybiernas / jbbuela Page 2 of 2

Name / Office Signature Name / Office Signature Name / Office Signature

II. Office of the Asst. Sec. for Procurement and Administration

Atty. Salvador C. Malana III, Assistant Secretary

III. Procurement Management Service

Atty. Marcelo H. Bragado, Jr., Director IV

IV. Technical Working Group (TWG)

Miguel Karlo C. Macariola, ICTS-SDD

Peter Paul L. Quintao,

ICTS-TID

John Benedict S. Ty, ICTS - SDD

Marvin S. Maquilas BLR Cebu

Andrew A. Villarba, BLR-QAD

Ramil Bawar, ICTS-USD

V. End-User Representative(s)

Raul C. La Rosa, BLR -Cebu

VI. Observer(s)

Mr. Reynaldo B. Famorcan (COA) SGD

Mr. Leonardo Bautista (COA) SGD

Attendance_bidders Page 1 of 1

Room M-511, 5th Floor, Mabini Building, DepEd Complex, Meralco Avenue, Pasig City 1600 Telephone No.: (02) 8633-9343; 8636-6542 Email Address: depedcentral.bacsecretariat@deped.gov.ph

Republic of the Philippines

Department of Education

Procurement Management Service

BAC SECRETARIAT DIVISION

Bids and Awards Committee II

ATTENDANCE SHEET

Pre-Procurement Conference Pre-Bid Conference Bid Opening Other BAC Meeting: ________________

PLEASE PRINT LEGIBLY.

Bidder has

purchased BDs

Date &

Time of Submissio

n of Bids (for BO

only)

No. FULL Name of

Company

Name of

Representative Contact No. Signature

1 Intelimina Systems Inc.

Delia Silorio-Ruizol 0998 850 6685

DSR

2 Intelimina Systems Inc.

Rystraum F. Gamonez 0917 568 1889

RFG

3

Pointwest Technologies Corporation

Regina Marie Dailo 0977 813 4743 RMD

4

Pointwest Technologies Corporation Raymond Posadas 0917 528 9426

Raymond V.

Posadas

5 Vibal Group Inc. Celine Angela P. Tiu 0917 130 5811

Celine

Angela P.

Tiu

6 Vibal Group Inc. Ma. Angelica Santos 0917 427 1841

7

AV Reality Augmented and

Virtual Technology INC. Shirah R. Segarra 0977 336 1260

SEGARRA

8

AV Reality Augmented and Virtual Technology Inc.

Anne Jaycelle C. Sacramento 0917 555 2425

9 MyBusyBee Inc. Christine S. Ocampo 0917 707 3926

10 MyBusyBee Inc. Noemi Ergino 0917 810 6214

Project(s): Supply, Delivery, Installation and One-Year Subscription for Unlimited Users to Learning Tools and

Education Continuity Programs Monitoring Application System Date: October 26, 2020 Time: 9:00 A.M.

Venue: Through Microsoft Teams