AI Prompts for Barangay Bidding & Procurement

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Ready-to-Use Prompts for ChatGPT, Gemini, or Claude

GENERAL OVERVIEW PROMPTS

Prompt 1: Understanding the Basics

I'm a Barangay official in the Philippines. Explain the complete bidding and procurement process under RA 9184, including all procurement methods available for Barangays. Include threshold amounts and when to use each method.

Prompt 2: Quick Reference Guide

Create a quick reference table for Barangay procurement in the Philippines showing:
- Procurement amount ranges
- Which procurement method to use for each range
- Basic steps for each method
- Timeline estimates
Include examples for office supplies, services, and infrastructure projects.

PRE-PROCUREMENT STAGE PROMPTS

Prompt 3: Creating PPMP

Help me create a Project Procurement Management Plan (PPMP) for a Barangay in the Philippines. The items I need to procure are:
[INSERT YOUR LIST: e.g., office supplies, CCTV system, barangay hall repairs]

Include columns for: item description, quantity, estimated budget, mode of procurement, and schedule.

Prompt 4: Consolidating APP

I have multiple PPMPs from different barangay offices. Help me consolidate them into an Annual Procurement Plan (APP) for submission to the Sangguniang Barangay. Format it according to Philippine procurement requirements under RA 9184.

Here are the items:
[PASTE YOUR PPMP DATA]

Prompt 5: Determining ABC

I need to determine the Approved Budget for the Contract (ABC) for [INSERT PROJECT: e.g., CCTV installation]. What factors should I consider? Help me create a cost estimate breakdown including [INSERT DETAILS: e.g., 10 cameras, installation, monitoring system, etc.]

Prompt 6: BAC Resolution

Draft a Barangay Resolution creating the Bids and Awards Committee (BAC) for Barangay [NAME]. Include:
- 5 members with designations
- Chairperson: [NAME/POSITION]
- Term: 1 year
Follow Philippine local government format.

PRE-BIDDING STAGE PROMPTS

Prompt 7: Invitation to Bid

Create an Invitation to Bid for Barangay [NAME] for the following project:
- Project: [INSERT: e.g., Installation of CCTV System]
- ABC: [INSERT AMOUNT]
- Scope: [INSERT BRIEF DESCRIPTION]
- Pre-bid conference: [DATE/TIME/VENUE]
- Deadline for submission: [DATE/TIME]

Format it according to Philippine government procurement standards for posting in PhilGEPS and barangay bulletin board.

Prompt 8: Bidding Documents Checklist

Create a complete checklist of Standard Bidding Documents (SBD) required for Barangay procurement of [INSERT: infrastructure/goods/services] worth [AMOUNT]. Include all forms, annexes, and requirements according to 2016 Revised IRR of RA 9184.

Prompt 9: Pre-Bid Conference Agenda

Create a detailed agenda and presentation outline for a pre-bid conference for:
- Project: [INSERT PROJECT NAME]
- Type: [Infrastructure/Goods/Services]
- ABC: [AMOUNT]

Include: opening remarks, project overview, technical specifications presentation, Q&A section, site inspection schedule, and closing.

Prompt 10: Technical Specifications

Help me write detailed technical specifications for:
- Item/Project: [INSERT: e.g., CCTV cameras]
- Quantity: [NUMBER]
- Specific requirements: [LIST REQUIREMENTS: e.g., resolution, night vision, storage capacity, etc.]

Make it generic enough to encourage competition but specific enough to meet our needs. Format according to Philippine government procurement standards.

Prompt 11: Supplemental Bid Bulletin

Based on the following questions from the pre-bid conference, help me draft a Supplemental/Bid Bulletin:

Questions:
[INSERT QUESTIONS FROM BIDDERS]

Project: [NAME]
Original Invitation to Bid Date: [DATE]

SHOPPING METHOD PROMPTS (Below ₱50,000)

Prompt 12: Request for Quotation (RFQ)

Create a Request for Quotation (RFQ) for Barangay [NAME] for the following items:
[INSERT LIST WITH QUANTITIES: e.g., 
- Bond paper, 20 reams
- Ballpens, 100 pcs
- Folders, 50 pcs]

Include deadline for submission and evaluation criteria. Format for sending to at least 3 suppliers.

Prompt 13: Abstract of Quotations

Create an Abstract of Quotations template for comparing prices from 3 suppliers for:
[INSERT ITEMS]

Include columns for: item description, unit, quantity, Supplier A price, Supplier B price, Supplier C price, and recommendation.

Prompt 14: Shopping BAC Resolution

Draft a BAC Resolution recommending award through Shopping method for:
- Items: [LIST]
- Winning supplier: [NAME]
- Amount: [TOTAL]
- Reason: [Lowest responsive quotation]

Follow Barangay format.

SMALL VALUE PROCUREMENT PROMPTS (Below ₱50,000)

Prompt 15: Scope of Work for Services

Write a detailed Scope of Work for [INSERT SERVICE: e.g., janitorial services, security services, minor repairs] for Barangay [NAME] including:
- Duration: [TIMEFRAME]
- Coverage: [AREAS/SCOPE]
- Deliverables: [SPECIFIC TASKS]
- Payment terms

Format for Request for Quotation under Small Value Procurement.

Prompt 16: Small Value RFQ for Infrastructure

Create a Request for Quotation for small infrastructure project:
- Project: [INSERT: e.g., repair of barangay hall roof]
- Estimated cost: [BELOW ₱50,000]
- Scope: [DETAILED DESCRIPTION]

Include technical specifications and evaluation criteria for sending to at least 3 contractors.

PUBLIC BIDDING PROMPTS (₱50,000 and Above)

Prompt 17: Eligibility Requirements Document

List all eligibility requirements for bidders for [INSERT PROJECT TYPE: infrastructure/goods/services] worth [AMOUNT] for a Barangay in the Philippines. Include:
- Legal documents
- Technical documents
- Financial documents
- Other requirements (PCAB for infrastructure, etc.)

Format as a checklist for Class "A" Documents.

Prompt 18: Bid Data Sheet

Help me fill out the Bid Data Sheet for:
- Project: [NAME]
- ABC: [AMOUNT]
- Delivery period: [TIMEFRAME]
- Bid security amount: [PERCENTAGE/AMOUNT]
- Performance security: [PERCENTAGE]

Include all ITB clauses that need to be specified.

Prompt 19: Evaluation Criteria

Create bid evaluation criteria for [PROJECT TYPE] including:
- Technical evaluation parameters
- Financial evaluation method
- Rating system
- Pass/fail criteria

Project: [INSERT DETAILS]
ABC: [AMOUNT]

Prompt 20: Notice to Proceed

Draft a Notice to Proceed for the winning bidder:
- Contractor: [NAME]
- Project: [NAME]
- Contract Amount: [AMOUNT]
- Start Date: [DATE]
- Completion Period: [DAYS]

Include all required Philippine government procurement provisions.

POST-BIDDING PROMPTS

Prompt 21: Bid Evaluation Report

Create a template for BAC Bid Evaluation Report for [PROJECT] including:
- List of bidders
- Preliminary examination results (passed/failed)
- Detailed evaluation (technical and financial)
- Recommendation

Format according to Philippine procurement standards.

Prompt 22: Post-Qualification Report

Create a Post-Qualification checklist and report template for verifying:
- Submitted documents authenticity
- Site inspection findings
- Financial capacity verification
- Technical capability confirmation

For bidder: [NAME]
Project: [PROJECT]

Prompt 23: Notice of Award

Draft a Notice of Award for:
- Winning bidder: [NAME]
- Project: [NAME]
- Contract amount: [AMOUNT]
- Contractual delivery period: [TIMEFRAME]
- Post-qualification status: [PASSED]

Include instructions for contract signing and performance security requirements.

Prompt 24: Procurement Contract

Draft a procurement contract between Barangay [NAME] and [CONTRACTOR/SUPPLIER NAME] for:
- Project/Items: [DESCRIPTION]
- Amount: [TOTAL]
- Terms: [PAYMENT, DELIVERY, WARRANTIES]

Include all standard provisions under Philippine Government Procurement law (RA 9184).

DOCUMENTATION & COMPLIANCE PROMPTS

Prompt 25: BAC Meeting Minutes

Create a template for BAC meeting minutes for:
- Meeting type: [Pre-proc/Pre-bid/Bid Opening/Evaluation/Post-Qual]
- Date: [DATE]
- Attendees: [NAMES]
- Agenda: [PURPOSE]

Include sections for discussions, resolutions, and action items. Format for Barangay BAC.

Prompt 26: PhilGEPS Posting Content

Write the complete content for PhilGEPS posting for:
- Project: [NAME]
- Classification: [Goods/Infrastructure/Services]
- ABC: [AMOUNT]
- Procurement Mode: [Public Bidding/Shopping/etc.]

Include all required fields and proper formatting for PhilGEPS submission.

Prompt 27: Compliance Checklist

Create a comprehensive compliance checklist for the entire procurement process from planning to contract implementation for Barangay [NAME] procuring [PROJECT]. Include all documentary requirements, posting requirements, and timeline compliance based on RA 9184.

Prompt 28: Failed Bidding Analysis

We conducted public bidding for [PROJECT] but [INSERT ISSUE: no bidders/all failed eligibility/all bid prices exceed ABC]. 

Help me:
1. Analyze possible reasons
2. Draft a BAC Resolution declaring failed bidding
3. Recommend next steps (re-bidding, negotiated procurement, etc.)

SPECIAL CIRCUMSTANCES PROMPTS

Prompt 29: Emergency Procurement

We have an emergency situation: [DESCRIBE EMERGENCY]. We need to procure [ITEMS/SERVICES] worth [AMOUNT] immediately. What are the requirements and procedures for emergency procurement under RA 9184? Draft the necessary documents.

Prompt 30: Negotiated Procurement

Our public bidding failed because [REASON]. We need to proceed with Negotiated Procurement for [PROJECT] worth [AMOUNT]. 

Explain:
- When this is allowed under RA 9184
- Required justification
- Process to follow
- Documents needed

Then help me draft the required Resolution and documents.

Prompt 31: Two Failed Biddings

We've conducted two failed biddings for [PROJECT]. Help me:
1. Analyze what went wrong
2. Draft a report on the two failed biddings
3. Recommend whether to adjust ABC, modify specifications, or use alternative procurement mode
4. Create documents for the recommended course of action

SPECIFIC PROJECT TYPE PROMPTS

Prompt 32: CCTV System Procurement

We need to procure a CCTV system for our barangay with estimated budget of [AMOUNT]. Help me:
1. Create technical specifications (number of cameras, recording capacity, monitoring setup)
2. List all components needed
3. Draft the Invitation to Bid
4. Create evaluation criteria specific to CCTV systems

Make it compliant with Philippine procurement law.

Prompt 33: Office Supplies Bulk Order

Create a complete procurement package for annual office supplies:
[INSERT LIST WITH ESTIMATED QUANTITIES]

Total estimate: [AMOUNT]

Include: Purchase Request, technical specifications, RFQ format (if below ₱50k) or Invitation to Bid (if above ₱50k), and evaluation template.

Prompt 34: Construction Project

We're planning [DESCRIBE CONSTRUCTION: e.g., barangay hall extension] with ABC of [AMOUNT]. Create:
1. Detailed scope of work
2. Bill of Quantities template
3. Technical specifications
4. Eligibility requirements for contractors (including PCAB)
5. Invitation to Bid

Format according to infrastructure procurement under RA 9184.

Prompt 35: Service Contract

We need to hire [TYPE OF SERVICE: e.g., security guards, janitorial staff] for [DURATION]. Budget: [AMOUNT].

Create:
- Detailed Terms of Reference (TOR)
- Evaluation criteria for service providers
- Contract template with performance metrics
- All required procurement documents based on the amount

TRAINING & CAPACITY BUILDING PROMPTS

Prompt 36: Training Materials

Create a training presentation outline for Barangay staff on "Procurement Basics under RA 9184" covering:
- Different procurement methods
- When to use each method
- Common mistakes to avoid
- Step-by-step guides

Make it simple and practical for non-procurement specialists.

Prompt 37: Common Mistakes Guide

List the most common mistakes Barangays make in procurement and bidding processes under RA 9184. For each mistake, provide:
- Why it's wrong
- Legal basis
- Correct procedure
- Possible consequences

MONITORING & AUDIT PROMPTS

Prompt 38: Procurement Monitoring Report

Create a quarterly procurement monitoring report template for Barangay [NAME] showing:
- All procurement activities
- Status (planning/ongoing/completed)
- Amount obligated vs disbursed
- Compliance with APP and timeline
- Issues and recommendations

Format for submission to Sangguniang Barangay and COA.

Prompt 39: Audit Preparation

We have an upcoming COA audit for our procurement activities. Create a checklist of all documents we need to prepare for:
- Shopping transactions: [NUMBER]
- Small Value Procurement: [NUMBER]
- Public Bidding: [NUMBER]

Include required supporting documents for each transaction type.

HOW TO USE THESE PROMPTS

1. Copy the prompt you need
2. Replace the bracketed items [LIKE THIS] with your actual information
3. Paste into ChatGPT, Gemini, or Claude
4. Review and customize the output to fit your specific needs
5. Always verify compliance with current laws and regulations

TIPS FOR BETTER AI RESPONSES

• Be as specific as possible with details
• Provide context about your barangay’s situation
• Ask follow-up questions if you need clarification
• Request revisions if the output doesn’t match your needs
• Always double-check against official GPPB guidelines

IMPORTANT REMINDERS

⚠️ AI outputs are starting points, not final documents ⚠️ Always verify against RA 9184, 2016 Revised IRR, and GPPB issuances ⚠️ Consult with BAC, DILG, or GPPB for complex situations ⚠️ Keep updated with new laws like RA 12009

These prompts are designed for Philippine Barangay procurement under RA 9184 and related laws. Always ensure compliance with the latest regulations.

Jaren Cudilla / Chaos Engineer
Real-world AI testing: Can it handle Philippine government procurement docs?
This prompt collection was built WITH Claude 4.5 for actual Barangay staff doing RA 9184 compliance.

These aren’t theory prompts, they’re for Barangay officials who need RFQs, BAC resolutions, and bidding documents yesterday.
If your AI can’t generate a compliant Invitation to Bid from a prompt, it’s not production-ready.

Why this matters: Filipino LGUs need AI tools that understand local procurement law, not generic templates.
This is what AI adoption looks like when bureaucracy meets deadlines.

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