Procurement of Consulting Services for the Review of the System of Foreign Service Allowances for the Department of Foreign Affairs

Request for Expression of Interest for Procurement of Consulting Services for the Review of the System of Foreign Service Allowances for the Department of Foreign Affairs

1. The Department of Foreign Affairs, through the FY 2025 Continuing Appropriations, intends to apply the sum of Fifteen Million Pesos (PhP 15,000,000.00) only being the Approved Budget for the Contract (ABC) to payments under the contract for the Procurement of Consulting Services for the Review of the System of Foreign Service Allowances for the Department of Foreign Affairs with reference no. PB-CS-01-2026. Bids received in excess of the ABC shall be automatically rejected at the opening of the financial proposals. 

2. The DFA-BAC shall adopt a two-stage process of selection of the winning bidder: First stage (Short-listing of Eligible Bidders) and Second Stage (Submission and Evaluation of Technical and Financial Proposals of Shortlisted Bidders). The Department of Foreign Affairs has scheduled the following activities for the said Project:

Activity | Date and Time 
Deadline of Receipt of Eligibility and Short-Listing Documents | 15 July 2026 (Wednesday), 9:00 AM
Eligibility and Shortlisting Meeting | 15 July 2026 (Wednesday), 10:00 AM
Pre-Bid Conference | 27 July 2026 (Monday), 10:00 AM
Deadline of Submission of Bids | 10 August 2026 (Monday), 9:00 AM
Opening/Evaluation of Bids | 10 August 2026 (Monday), 10:00 AM
Negotiation | 19 August 2026 (Wednesday), 10:00 AM
Post Qualification | 25 August 2026 (Tuesday), 2:00 PM

Venue: Procurement activities will be conducted in-person and/or through online Video Conference. Onsite meetings are held at the Department of Foreign Affairs, DoubleDragon Tower, DD Meridian Park Avenue, EDSA Extension, Pasay City. The online meeting links will be shared via Google Calendar invite.

3. The Department of Foreign Affairs now calls for the submission of eligibility and short-listing documents for Procurement of Consulting Services for the Review of the System of Foreign Service Allowances for the Department of Foreign Affairs. Short-listing documents of interested consultants must be duly received by the Bids and Awards Committee (BAC) Secretariat on or before 15 July 2026, Wednesday, 9:00 AM at the Department of Foreign Affairs, DoubleDragon Tower, DD Meridian Park Avenue, EDSA Extension, Pasay City. 

4. The Eligibility Check and Shortlisting will be held at the DFA on 15 July 2026, Wednesday, 10:00 AM. Applications for eligibility will be evaluated based on a non-discretionary “pass/fail” criterion.
Prospective bidders should submit its Expression of Interest (Short-listing Documents Submission Form) together with the required eligibility and short-listing documents.

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ELIGIBILITY REQUIREMENTS
CLASS “A” DOCUMENTS

1. Valid PhilGEPS Registration Certificate (Platinum Membership) Class A  Eligibility documents must remain current and updated.

2. Statement of all ongoing and awarded but not yet started government & private contracts including contracts awarded but not yet started whether similar or not similar in nature and complexity to the contract to be bid within the last ten (10) years prior to the deadline for submission and receipt of bids.

            The statement shall include the following:
             a) the name and location of the contract;
             b) date of award of the contract;
             c) type and brief description of Consulting Services;
             d) consultant's role (whether main consultant, or partner in a JV);
             e) amount of contract;
              f) contract duration; and
             g) certificate of satisfactory completion or equivalent specified in the SDS issued by the client, in the case of a completed contract.

3. Statement of the consultant specifying its nationality and confirming that those who will actually perform the service are registered professionals authorized by the appropriate regulatory body to practice those professions and allied professions in accordance with Section II (1), Part I, including their respective Curriculum Vitae.

CLASS “B” DOCUMENTS

If applicable, valid joint venture agreement (JVA) in case the joint venture is already in existence. In the absence of a JVA, duly notarized statements from all the potential joint venture partners should be included in the bid, stating that they will enter into and abide by the provisions of the JVA in the event that the bid is successful. Failure to enter into a joint venture in the event of a contract award shall be a ground for the forfeiture of the bid security. 

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5. Interested bidders may obtain further information from the Department of Foreign Affairs and inspect the Bidding Documents at the address given below from during office hours from Monday to Thursdays, 8:00 AM to 5:00 PM.
 
6. A complete set of Bidding Documents may be downloaded free of charge starting 07 July 2026 from the website of the Philippine Government Electronic Procurement System (PhilGEPS) and the website of the Procuring Entity.

7. The BAC shall draw up the short-list of consultants from those who have submitted Expression of Interest, including the short-listing documents, and have been determined as eligible in accordance with the provisions of Republic Act (RA) No. 12009, otherwise known as the “New Government Procurement Act”, and its Implementing Rules and Regulations (IRR). The short-list shall consist of a maximum of three (3) prospective bidders who will be entitled to submit bids upon payment of the applicable fee in the amount of Twenty-Five Thousand Pesos (PhP 25,000.00) not later than the submission of their bids.

In case less than the required number apply for eligibility and short-listing, pass the eligibility check, and/or the minimum score required in the short-listing, the BAC shall consider the same. The criteria and rating system for short-listing are:

a. Experience of the Consultancy Firm - 50
b. Qualification of Principals and Key Personnel of the Consultancy Firm - 30
c. Job Capacity - 20
TOTAL - 100%

Note: To be eligible for inclusion in the shortlist, a consultant must obtain a Minimum or Passing Total Score of  60%.

8. Eligibility and Short-Listing Documents must be received by the Procuring Entity’s BAC at the address indicated in the Request for Expression of Interest through manual submission on or before the date and time indicated in the SDS.

9. Bidding will be conducted through competitive selection using non-discretionary “pass/fail” criterion as specified in the Implementing Rules and Regulations (IRR) of RA No. 12009.

Bidding is open to all interested bidders, whether local or foreign, subject to the conditions for eligibility provided in the IRR.

10. The Procuring Entity shall evaluate bids to determine the Highest Rated Bid using the Quality Cost-Based Evaluation (QCBE) procedure. The Procuring Entity shall indicate the weights to be allocated for the Technical and Financial Proposals. The criteria and rating system for the evaluation of bids shall be provided in the Instructions to Bidders.

11. All Bids must be accompanied by a bid security in any of the acceptable forms and in the amount stated in ITB Clause 16.

12. The certification as to the current workload relative to capacity shall be made in accordance with the Instructions to Bidders in relation to TPF 5 therein.

13. The contract shall be completed within six (6) months upon receipt of the Notice to Proceed (NTP).

14. The Department of Foreign Affairs reserves the right to reject any and all bids, declare a failure of bidding, or not award the contract at any time prior to contract award in accordance with Section 70 of RA No. 12009 and its IRR, without thereby incurring any liability to the affected bidder or bidders.
 
15. For further information, please refer to:

Department of Foreign Affairs
DoubleDragon Tower
DD Meridian Park Avenue, EDSA Extension, Pasay City
Email Address: bac.secretariat@dfa.gov.ph