The Bid Invoice is a specialized document used in Philippine procurement processes, essential for both public and private sector bidding procedures. It serves as a formal price quotation and preliminary invoice, incorporating elements required by the Bureau of Internal Revenue (BIR) and Philippine procurement laws, particularly RA 9184 for public procurement. This document is crucial when participating in competitive bids, tenders, or formal procurement processes, providing a detailed breakdown of costs, specifications, and terms while ensuring compliance with local tax regulations. The Bid Invoice must include specific information such as TIN numbers, VAT registration details, and authorized signatures, making it a legally binding document that can be used for both bid submission and subsequent payment processing if the bid is successful.
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1. Invoice Header: Contains mandatory BIR information including TIN, invoice number, date, and VAT registration details
2. Parties: Complete details of both the bidder/supplier and the procuring entity, including registered business names, addresses, and contact information
3. Bid Reference: Reference numbers for the bid, including procurement reference number, project name, and bid submission date
4. Item Details: Detailed listing of items/services being bid for, including quantities, unit prices, and total amounts
5. Price Summary: Subtotal, applicable taxes (VAT/withholding tax), and total bid amount in both figures and words
6. Terms and Conditions: Payment terms, delivery conditions, and validity period of the bid
7. Certification: Statement certifying that all information is true and correct, with space for authorized signature
1. Special Discounts: Include when offering any special pricing or volume discounts specific to the bid
2. Warranty Information: Include when bidding for goods that come with manufacturer warranties
3. Technical Specifications: Include when bidding for complex equipment or services requiring detailed technical descriptions
4. Delivery Schedule: Include when the bid involves multiple delivery phases or complex logistics arrangements
5. After-Sales Support: Include when offering post-purchase services or maintenance packages
1. Schedule A - Detailed Price Breakdown: Itemized breakdown of costs including unit prices, quantities, and subtotals for each component
2. Schedule B - Technical Specifications: Detailed technical specifications of products or services being offered
3. Schedule C - Terms of Compliance: Checklist of compliance with procurement requirements and specifications
4. Appendix 1 - Supporting Documents: Required attachments such as business permits, tax certificates, and other regulatory requirements
5. Appendix 2 - Product Brochures: Additional product information, photographs, or technical documentation when applicable
Relevant legal definitions
Clauses
Relevant Industries
Government and Public Sector
Construction and Infrastructure
Information Technology
Manufacturing
Healthcare and Medical Supplies
Education
Transportation and Logistics
Professional Services
Retail and Consumer Goods
Energy and Utilities
Relevant Teams
Procurement
Finance
Sales
Legal
Compliance
Tax
Business Development
Supply Chain
Operations
Project Management
Relevant Roles
Procurement Manager
Bid Manager
Finance Director
Chief Financial Officer
Sales Manager
Contract Administrator
Tender Specialist
Account Executive
Business Development Manager
Compliance Officer
Tax Manager
Project Manager
Supply Chain Manager
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