Documents needed to bid or quote for Philippine agencies

A draft for a lawyer to review, not yet final.

General information, not legal advice. The notice and the bidding documents always count.

Last checked against the official sources on 06-Nov-2026.

Short answers

What documents do I need for small value procurement? A PhilGEPS Organization ID or Platinum certificate and a Mayor's Permit. Add an Omnibus Sworn Statement above ₱50,000 and a tax return above ₱500,000, measured by the approved budget. Consultants and contractors also need their license documents.

What documents do I need for a competitive bid for goods? A first envelope with your PhilGEPS Platinum certificate, track record and contract statements, financial capacity computation, bid security, technical specifications and Omnibus Sworn Statement. A second envelope with your bid form and price schedule.

What is an Omnibus Sworn Statement? A sworn statement from the bidder. It covers authority to sign, no blacklisting, true documents, disclosure of relations, labor law compliance and no payment to any official.

How is Net Financial Contracting Capacity computed? Current assets minus current liabilities, times 15, minus the value of unfinished ongoing contracts. For goods and infrastructure bids it must at least equal the approved budget.

When do I submit my tax returns and full eligibility documents? In competitive bidding, within 5 calendar days after you are told you have the lowest or best-rated bid. This is called post-qualification.

What documents do I need for small value procurement?

You need fewer documents than for a bid, and the list depends on value. A circular from the Government Procurement Policy Board (GPPB) sets the list for Small Value Procurement (SVP). PhilGEPS below means the Philippine Government Electronic Procurement System.

These details can help:

• Timing. The Request for Quotation (RFQ) must say when each document is due. That can be on submission, at evaluation or before the Notice of Award.
• No extras. The list is exclusive. Agencies may not ask for more eligibility documents.
• Expired permit. An expired Mayor's Permit with the official receipt of your renewal application is accepted. You submit the valid permit after award and before payment.
• Platinum as a substitute. A Platinum certificate may replace the Mayor's Permit or the PhilGEPS Organization ID.
• Records already on file. An agency with your updated file may no longer require you to resubmit it.
• Red membership. Where the agency accepts Red, you may submit a printed copy of your PhilGEPS Merchant Details.

What documents do I need for direct acquisition?

The circular does not cover Direct Acquisition. The IRR, the implementing rules of the procurement law, asks that the source issue a compliant invoice, or other proof of delivery and payment acceptable to the Commission on Audit.

What documents do I need for a competitive bid?

You submit two separate sealed envelopes at the same time, or the electronic equivalent.

First envelope for goods: technical and eligibility.

• PhilGEPS Certificate of Registration (Platinum Membership).
• Statement of all ongoing government and private contracts.
• Statement of your Single Largest Completed Contract (SLCC).
• Net Financial Contracting Capacity (NFCC) computation, or a committed Line of Credit.
• Joint venture agreement, or notarized statements from partners, if you are a joint venture.
• Bid security in the required form, amount and validity.
• Technical specifications.
• Omnibus Sworn Statement.

Second envelope for goods: financial.

• Bid form with your bid price.
• Price schedules.
• Certificate of Domestic Preference, if you claim that preference.

Infrastructure and consulting bids add other items.

Agencies may also ask for added information, such as licenses and permits required by law, if the bidding documents state it.

What comes after the bid is opened?

More documents come due if you have the best bid.

The tax returns must be for the preceding quarter and not earlier than two quarters from the date of bid submission.

What is the Omnibus Sworn Statement?

It is a sworn statement by the bidder or its authorized representative. It states that:

• The signatory is authorized, backed by a notarized Special Power of Attorney, resolution or Secretary's Certificate.
• The bidder is not blacklisted.
• Each document submitted is an authentic copy, and the information in it is true.
• The agency head may verify the documents.
• The bidder complies with the disclosure rules and labor laws.
• The bidder has paid no commission or fee to any official or government representative in relation to any procurement.

What is the Single Largest Completed Contract?

It is your track record test. For goods, you must have completed a similar contract within 10 years, or a shorter period if the invitation says so. Its value, adjusted to current prices, must be at least 50% of the ABC.

An agency may instead allow a mix: one similar contract of at least 25% of the ABC, plus other contracts totalling at least 25%.

For infrastructure, the test is also 50% of the ABC. Small A and Small B contractors without similar experience may be allowed to bid within their PCAB allowable contract range.

SVP's document list does not include an SLCC.

How is Net Financial Contracting Capacity computed?

It must be at least equal to the ABC. The formula is:

NFCC = (current assets − current liabilities) × 15 − value of unfinished ongoing contracts

The asset and liability figures come from your latest Audited Financial Statements submitted to the Bureau of Internal Revenue. The standard goods documents say these must not be earlier than two years before bid submission.

For example, take current assets of ₱3,000,000 and current liabilities of ₱1,000,000. The difference times 15 is ₱30,000,000. With ₱10,000,000 of unfinished contracts, NFCC is ₱20,000,000.

For goods, you may submit a committed Line of Credit from a bank instead. It must be at least 10% of the ABC.

How do I show that my goods meet the specifications?

In the standard goods documents, you state "Comply" or "Not Comply" for each specification. Each response needs clear supporting documents, cross-referenced in the bid. Acceptable evidence includes unaltered brochures, specification sheets, product samples and independent test results.

How much do bidding documents cost?

The GPPB sets a maximum fee by ABC for competitive modes:

You can download the documents from the agency's website or PhilGEPS, and pay any fee when you submit your bid.

What often disqualifies a bid?

The rules name these grounds, among others:

• A missing or incomplete required document.
• No bid security, or the wrong form or amount.
• A bid price above the ABC.
• A late bid.
• Failing to submit the relationship affidavit or beneficial ownership disclosure.
• Missing a post-qualification document or deadline.

Our guide to common mistakes covers more of these.

About Verisio

Verisio is a private service that helps businesses find government opportunities and prepare for them. It is not a government website or a procurement portal. You submit the way the notice says. The agency receives bids, decides the award and pays you.