PROCUREMENT OF CLOUD-BASED ELECTRONIC RECORD ARCHIVE AND LEGISLATIVE TRACKING SYSTEM OF THE OFFICE OF THE SANGGUNIANG PANLUNGSOD

Republic of the Philippines Bangsamoro Autonomous Region in Muslim Mindanao (BARMM) Province of Basilan City Government of Lamitan INVITATION TO BID PROCUREMENT OF CLOUD-BASED ELECTRONIC RECORD ARCHIVE AND LEGISLATIVE TRACKING SYSTEM OF THE OFFICE OF THE SANGGUNIANG PANLUNGSOD The City Government of Lamitan, through the Office of the Sangguniang Panlungsod under Capital Outlay 2026 intends to apply the sum of PHILIPPINE PESO: ONE MILLION ONE HUNDRED THOUSAND PESOS (Php 1,100,000.00) being the ABC to payments under the contract for the PROCUREMENT OF CLOUD-BASED ELECTRONIC RECORD ARCHIVE AND LEGISLATIVE TRACKING SYSTEM OF THE OFFICE OF THE SANGGUNIANG PANLUNGSOD. Bids received in excess of the ABC shall be automatically rejected at bid opening. The City Government of Lamitan through the Office of the Sangguniang Panlungsod under Capital Outlay 2026 intends to apply the following ABC per item to payments under the Contract or each item, to wit: Quantity Unit of Issue Item Description Stock No. Estimated Unit Cost Cost 1 Unit CLOUD-BASED ELECTRONIC RECORD ARCHIVE AND LEGISLATIVE TRACKING SYSTEM ₱ 1,040,000.00 ₱ 1,040,000.00 With Integrated Paperless Electronic Session Module 1. General System Requirements The system shall: ● Be a web-based application accessible through standard browsers on Windows, macOS, Android, and iOS. ● Require no installation on individual workstations and support both older and newer computers. ● Operate through a local area network or Wi-Fi without internet access, with an option for secure internet-based remote access. ● Provide real-time data synchronization without requiring users to refresh the page. ● Have a mobile-responsive interface suitable for desktops, laptops, tablets, and smartphones. ● Require administrator-created user accounts using email and password. Public registration shall not be allowed. ● Be provided through a one-time acquisition with no monthly subscription or license expiration. ● Allow configuration of the agency logo, LGU name, Sanggunian term, Presiding Officer, and SB Secretary for automatic inclusion in official documents. 2. Electronic Records Archiving The system shall: ● Archive and organize PDF, Word, scanned documents, images, audio, video, and other digital files. ● Store uploaded files in secure managed system storage with file versioning, SHA-256 checksum validation, and duplicate detection. ● Provide a built-in document viewer with page navigation, zoom, rotation, text search, match highlighting, and annotations. ● Support the following record categories: ○ Ordinances and Resolutions ○ Minutes, Journals, Agendas, and Committee Reports ○ Privilege Speeches and Memoranda of Agreement ○ Standing Committees and Officers ○ Past and Present SB Officials ○ Local Chief Executive Orders ○ Session Files and Attachments ○ Regulatory Issuances ○ Incoming and Outgoing Communications ○ Travel Orders, Meeting Notices, Certifications, References, and Attendance Records ● Allow administrators to configure record types, classifications, and automatic control-number sequences by type and year. ● Support confidentiality levels: Public, Internal, and Confidential. ● Support retention statuses: Active, Review Due, Permanent, Disposal Due, and Disposed. ● Allow authorized users to add, edit, preview, print, archive, and delete records. ● Use soft deletion, allowing administrators to restore deleted records. 3. Search and Retrieval The system shall provide: ● Full-text search across archived records. ● Global quick search for legislative measures and communications. ● Filters by author, title, year, classification, approval date, status, committee, and record type. 4. Legislative Measure Tracking The system shall: ● Track proposed measures from filing through: ○ First Reading ○ Committee Referral ○ Second Reading ○ Third Reading ○ Final Approval ○ Local Chief Executive action ● Record approval, veto, dates, remarks, and attachments. ● Record authors, co-authors, sponsors, co-sponsors, lead committees, and joint committees. ● Provide a post-enactment checklist covering: ○ Secretary review ○ Required signatures ○ Transmittal to the Local Chief Executive ○ Publication and posting ○ Distribution ○ Filing and archiving ● Display stalled or incomplete measures in a “Needs Attention” dashboard. 5. Electronic References Library The system shall: ● Maintain categorized references such as: ○ Local Government Code and Implementing Rules and Regulations ○ 1987 Philippine Constitution ○ DILG legal opinions ○ DILG, COA, and DBM circulars ○ Laws and jurisprudence ○ Ordinances from other LGUs ● Allow authorized users to update references through: ○ Single-file upload ○ Bulk ZIP import with CSV or JSON manifest ○ Secure download from administrator-approved government websites ● Require review and approval before imported references are published. ● Log all reference views, downloads, and printouts. 6. Communications Tracking The system shall: ● Record incoming and outgoing communications with: ○ Date ○ Automatically generated control number ○ Source ○ Communication type ○ Particulars ○ Attachments ○ Action taken ○ Status and remarks ● Generate printable barcode stickers and QR codes. ● Support retrieval through a USB barcode scanner, device camera, or control number. ● Track the complete routing history from receipt to filing or archiving. ● Allow administrators to configure sources, communication types, actions taken, and statuses. ● Support searches by barcode, control number, date range, type, source, particulars, action taken, status, and remarks. ● Display newly encoded communications in real time. 7. Reports and Official Documents The system shall generate printable official documents using the configured agency letterhead and signatory blocks, including: ● Excerpt from the Records or Certified True Copy ● Minutes of the Session ● Journal ● Roll Call and Attendance Record ● Session Agenda The reporting center shall support printing and CSV export for: ● Ordinance and Resolution inventories ● Measures by stage and aging ● Minutes and Journals ● SB attendance by date range ● Communications inventory ● Archive inventory ● Employee leave reports 8. User Access and Security The system shall: ● Provide role-based access for Administrator, Staff, Member, and Viewer accounts. ● Allow per-user permission overrides. ● Support permissions for: ○ Adding and editing records ○ Uploading and opening files ○ Deleting records ○ Routing communications ○ Managing sessions ○ Importing and publishing references ○ Exporting reports ○ Performing backups and restores ● Maintain: ○ A system-wide audit log ○ Per-record activity history ○ User logs for searches, document views, downloads, and printouts ● Record the user, action, date, and time for each logged activity. 9. Employee Leave Credit Recording The system shall: ● Allow authorized users to add, edit, delete, and view employee records. ● Calculate Vacation Leave and Sick Leave credits based on employment start date. ● Allow configuration of monthly credit values and rounding rules. ● Display leave credits by year. ● Generate printable leave balances and annual leave statements. 10. Backup and Restore The system shall: ● Allow administrators to generate a full portable system backup. ● Include checksum validation and a document coverage report. ● Provide a non-destructive restore validation or dry run. ● Display warnings and blockers before restoration. ● Require typed administrator confirmation before data is restored. INTEGRATED PAPERLESS ELECTRONIC SESSION MODULE 11. General Session Requirements The module shall: ● Be integrated into the main system and use the same user accounts and login. ● Be accessible to SB Members, the SB Secretary, and the Vice Mayor through laptops or tablets. ● Operate through a standard web browser without separate installation. ● Work through local Wi-Fi without internet access and support optional secure remote access. 12. Session Workspace The module shall: ● Allow session files, the Calendar of Business, drafts, and attachments to be uploaded once and viewed by all authorized members. ● Display current session documents as clickable file cards arranged according to the official Order of Business. ● Open selected documents directly within the session workspace. ● Provide access to archived records and the Electronic References Library during sessions. ● Allow users to search and print documents from the session workspace. ● Maintain searchable session history. 13. Attendance and Voting The module shall: ● Record attendance as Present, Absent, On Leave, or Official Business. ● Generate a printable attendance record. ● Record motions, movants, and seconders. ● Allow authorized users to open and close voting. ● Support Yes, No, and Abstain votes. ● Automatically calculate and display whether a motion is Carried, Lost, or Withdrawn. 14. Member Collaboration The module shall provide: ● Private and searchable session notes for each member. ● Real-time group and direct messaging. ● Creation, renaming, and deletion of group conversations. ● Addition and removal of conversation members. ● Electronic file submission with attachments of up to 25 MB. 15. Session Activity Logs The module shall automatically record all document views downloads and printouts. 1 Unit Server Hosting and Domain 1 Year ₱ 60,000.00 ₱ 60,000.00 The system shall include: ● A server environment for system operation, database storage, uploaded files, backups, and secure user access. ● A registered domain name for internet-based access, when remote access is required. ● An SSL/TLS security certificate for encrypted access through HTTPS. ● Server configuration, deployment, and initial domain setup. ● Server hosting, domain name registration, SSL certificate, and related infrastructure services for the first year only. Renewal fees beginning in the second year shall be the responsibility of the procuring agency and shall be subject to the prevailing rates of the hosting, domain, SSL, and related service providers. The annual server and domain fees shall cover infrastructure and renewal services only. The software license shall remain perpetual and shall not require monthly or annual subscription fees. TOTAL ₱ 1,100,000.00 Purpose: Procurement of an Electronic Record Archive and Legislative Tracking System with Integrated Paperless Electronic Session Module for the Office of the Sangguniang Bayan Bids received in excess of the ABC for each item shall be automatically rejected at bid opening. 1. The City Government of Lamitan now invites bids for the above Procurement Project. Delivery of the Goods is required by Sixty (60) Calendar Days upon receipt of Notice to Proceed (NTP). Bidders should have completed, within Five (5) Years from the date of submission and receipt of bids, a contract similar to the Project. The description of an eligible bidder is contained in the Bidding Documents, particularly, in Section II (Instructions to Bidders). 2. Bidding will be conducted through open competitive bidding procedures using a non-discretionary “pass/fail” criterion as specified in the 2016 revised Implementing Rules and Regulations (IRR) of Republic Act (RA) No. 9184. a. Bidding is restricted to Filipino citizens/sole proprietorship, partnerships, or organizations with at least sixty percent (60%) interest or outstanding capital stock belonging to citizens of the Philippines. 3. Prospective Bidders may obtain further information from City Government of Lamitan Bids and Awards Committee Office, 3rd Floor, Main Building City Hall Complex, Rizal Avenue, Brgy. Maganda, Lamitan City and inspect the requisite Bidding Documents at the address given above during Mondays – Fridays (8:00 AM – 5:00 PM). 4. A complete set of Bidding Documents may be acquired by interested Bidders on October 16-November 10, 2026 until 10:00 AM from the given address and upon payment of the applicable fee for the Bidding Documents, pursuant to the latest Guidelines issued by the GPPB, in the amount of Five Thousand Pesos (Php5,000.00). The Procuring Entity shall allow the bidder to present its proof of payment for the fees IN PERSON. 5. The City Government of Lamitan will hold a Pre-Bid Conference on October 27, 2026, 10AM at BAC Office, 3fl Main Building, City Hall Compound, Rizal Ave., Brgy. Maganda, Lamitan City. 6. All Bids must be accompanied by a BID SECURITY in any of the acceptable forms and in the amount stated in ITB Clause 14. 7. Bid opening shall be on November 10, 2026 10:00 AM at the given address below. Bids will be opened in the presence of the bidders’ representatives who choose to attend the activity. 8. The City Government of Lamitan 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 Sections35.6 and 41 of the 2016 revised IRR of RA No. 9184, without thereby incurring any liability to the affected bidder or bidders. For further information, please refer to: MS. EUNIFAYE R. HERRERA BAC Secretariat, Bids and Awards Committee BAC Conference Room, 3rd Floor, Main Building, City Hall Complex, Rizal Ave., Brgy. Maganda, Lamitan City, Basilan 09651658464/[email protected] October 15, 2026 FORESTER ALLAN R. TURA Chairperson, Bids and Awards Committee Pre-bid Conference Date Time Venue 27/10/2026 10:00 AM OFFICE OF THE BAC 3RD FLOOR, MAIN BUILDING LAMITAN CITY HALL COMPLEX, BARANGAY MAGANDA, LAMITAN CITY BASILAN PROVINCE Created by Eunifaye Rebollos Herrera Date Created 15/10/2026 The PhilGEPS team is not responsible for any typographical errors or misinformation presented in the system. PhilGEPS only displays information provided for by its clients, and any queries regarding the postings should be directed to the contact person/s of the concerned party. ©&nbsp2004-2026 DBM Procurement Service. All rights reserved. Help | Contact Us | Sitemap