Government Procurement Policy Board Technical Support Office

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    Date: 2020-06-08 06:47:55.808258


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    Date: 2020-06-08 08:48:44.691326


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    Date: 2020-06-10 21:48:15.655078

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Inquiry of policies with regards to lost documents

Requested from GPPB by J. Labang at 06:47 AM on Jun 08, 2020.
Purpose: Business with procuring entity
Date of Coverage: 06/08/2020 - 06/08/2020
Tracking no: #GPPB-511747411391

Labang 06:47 AM, Jun 08, 2020

Hi! I would like to inquire if there is an existing policy regarding lost documents by the procuring entity. The scenario would be that we made an acknowledgment receipt stating that the said procuring entity received the required documents for billing purposes and it was duly signed by an authorized representative of the latter. However, we were notified later on that they lost the documents. Is there an existing policy for such matter? Are we still obliged to reprint such lost documents despite that they signed an acknowledgment receipt? Thank you.

Officer 08:48 AM, Jun 08, 2020

June 8, 2020

Dear Mr. Labang,

Thank you for your request dated Jun 08, 2020 under Executive Order No. 2 (s. 2016) on Freedom of Information in the Executive Branch, for Inquiry of policies with regards to lost documents.

We received your request on Jun 08, 2020 and will respond on or before Jun 27, 2020 06:47:55 AM, in accordance with the Executive Order's implementing rules and regulations.

Should you have any questions regarding your request, kindly contact me using the reply function on the eFOI portal at, for request with ticket number #GPPB-511747411391.

Thank you.


FOI Receiving Officer

GPPB-TSO 09:48 PM, Jun 10, 2020

June 10, 2020

Dear Mr. Labang:

This pertains to your query coursed through the Freedom of Information Portal asking if there is an existing policy regarding lost documents due to the fault of procuring entity.

Section 14.1 (d) of the 2016 Revised Implementing Rules and Regulations of Republic Act No. 9184 states that “ the BAC Secretariat  shall take custody of procurement documents and other records and ensure that the procurement undertaken by the Procuring Entity are properly documented.”

Also, you asked whether you are still obliged to submit a copy of a previously submitted document but was lost due to the fault of the procuring entity (PE). For prudent reason, we advise you that this be discussed with the PE as they have the sole authority and accountability on how they conduct their procurement activities, which, among others, include the safekeeping of procurement related documents.

We hope this sufficiently addresses your concern

Thank you.


FOI Receiving Officer

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