REQUEST FOR QUOTATION – NEGOTIATED PROCUREMENT (TWO-FAILED BIDDINGS)
| Project Title | : | Food Provision for the Various Meetings and Special Events of the Department of Agriculture – Office of the Secretary for the period of June to December 2019 |
| Approved Budget for the Contract (ABC) | : | Ten Million Eight Hundred Seventy Thousand Three Hundred Forty Pesos (PhP10,870,340.00) |
| IB No. | : | 006-19-2F |
| Date of Negotiations | : | June 04, 2019 (Tuesday), 9:00 A.M.
Apacible Hall 4th Floor, DA Main Building, Elliptical Road, Diliman, Quezon City |
| Deadline and Venue for the Submission and Receipt of Quotation | : | June 11, 2019 (Tuesday), 11:00 A.M.
Apacible Hall 4th Floor, DA Main Building, Elliptical Road, Diliman, Quezon City |
| Schedule and Venue for the Opening and Preliminary Examination of Quotation | : | June 11, 2019 (Tuesday), 1:00 P.M.
Apacible Hall 4th Floor, DA Main Building, Elliptical Road, Diliman, Quezon City |
- MANDATORY REQUIREMENTS:
- Valid PhilGEPS Certificate of Registration and Membership under Platinum Category in accordance with Section 8.5.2 of the 2016 Revised IRR of RA 9184, if registered under the Platinum category; Provided that all of the eligibility documents submitted to PhilGEPS are maintained and updated
or
In case any of the eligibility documents submitted to PhilGEPS is not updated, combination of a PhilGEPS Certificate of Registration and Membership under Platinum Category, with any of the valid/updated Class “A” Eligibility Documents shall be submitted
- Securities and Exchange Commission (SEC) Registration Certificate for corporations, partnerships and/or joint ventures, Department of Trade and Industry (DTI) Registration Certificate for sole proprietorship, or Cooperative Development Authority (CDA) Registration Certificate for cooperatives;
- Valid Mayor’s Permit issued by the city or municipality where the principal place of business of the prospective bidder is located, or the equivalent document for Exclusive Economic Zones or Areas. In cases of recently expired Mayor’s/Business Permits, it shall be accepted together with the official receipt as proof that the bidder has applied for the renewal within the period prescribed by the concerned local government unit, provided that the renewed permit shall be submitted as a post-qualification requirement in accordance with Section 34.2 of the 2016 Revised IRR of R.A. 9184.
- Valid Tax Clearance Certificate per Executive Order (E.O.) No. 398, series of 2005, as finally reviewed and approved by the Bureau of Internal Revenue (BIR); and
- Audited Financial Statements (AFS), stamped “received” by the BIR or its duly accredited and authorized institutions, for the preceding calendar year. In case the AFS for the preceding calendar year is not yet available, said AFS should not be earlier than two (2) years from the deadline for the Submission and Receipt of Bids.
Provided that the bidder/s having the Lowest Calculated Quotation (LCQ)/Single Calculated Quotation (SCQ) submit/s a valid and updated PhilGEPS Certificate of Registration and Membership under Platinum Category within five (5) calendar days from receipt of the BAC notice of the LCB/SCB.
or
In lieu of the PhilGEPS Certificate of Registration and Membership under Platinum Category, bidders shall submit all of the valid and/or updated Class “A” Eligibility Documents; Provided that the bidder having the LCQ/SCQ submit/s a valid and updated PhilGEPS Certificate of Registration and Membership under Platinum Category within five (5) calendar days from receipt of the BAC notice of the LCQ/SCQ.
- Omnibus Sworn Statement in accordance with Section 25.3 of the IRR of RA 9184 and using the form prescribed by Government Procurement Policy Board; and
- Duly notarized Secretary’s Certificate issued by the corporation, Board/Partnership Resolution for partnerships, corporations and/or joint ventures, or a Special Power of Attorney (SPA) in case of sole proprietorships for situations where the signatory is not the sole proprietor/owner.
- INSTRUCTIONS TO BIDDERS:
- Bidders are required to read the instructions and fill all the blanks properly;
- Any specifications other than those required/stated in this form shall not be considered in the evaluation of bid;
- Quotation/s must include all kinds of taxes for the item(s)/services listed hereunder, including delivery charges;
- Price quotation/s submitted shall be valid for a period of one hundred twenty (120) calendar days from the deadline of submission and receipt of quotation;
- Terms of payment: The supplier shall be paid per delivery order completed, inspected and accepted. The following requirements to be provided by the End-user must be attached for payment purposes:
- Accomplished Evaluation Form;
- Request for Payment, indicating quantity and cost of items delivered, date and place of delivery;
- Notice of Meeting and Attendance Sheet;
- Official Receipt;
- Inspection/Acceptance Certificate signed by the end-user, accounting and property representatives; and
- Copy of Delivery Order Contract.
- Quotation/s shall be submitted to the Procurement Division, 2nd Floor ICTS Building, DA Compound, Elliptical Road, Diliman, Quezon City;
- Only sealed canvasses shall be considered by the BAC;
- Bidders shall reflect on the envelope the IB No. and/or the PRAS/PR no., the BAC shall not be responsible on the pre-emptive/premature opening of the quotation;
- Bid envelopes that are not properly sealed and marked, as required in the Request for Quotation (RFQ), shall not be rejected, but the Bidder or its duly authorized representative shall acknowledge such condition of the bid as submitted. The BAC or the Procuring Entity shall assume no responsibility for the misplacement of the contents of the improperly sealed or marked bid, or for its premature opening.
- Bidders may submit their own canvass form in accomplishing their bid subject to the condition that this form shall be filled up (with unit price, total price, sub-total and grand total), signed properly and attached together with the Bidder’s/Supplier’s own canvass form;
- Awarding shall be done per LOT;
- Delivery period: The contract period is from June – December 2019 reckoned from the receipt of the Notice to Proceed (NTP).
- To guarantee the faithful performance by the winning bidder of its obligations under the contract, it shall post a performance security within a maximum period of ten (10) calendar days from the receipt of the Notice of Award from the Procuring Entity and in no case later than the signing of the contract;
- The Performance Security shall be denominated in Philippine Pesos and posted in favor of the Procuring Entity in an amount not less than the percentage of the total contract price in accordance with the following schedule:
- Failure of the successful bidder to comply with the above-mentioned requirement shall constitute sufficient ground for the annulment of the award;
- A warranty security shall be required from the contract awardee for a minimum of three (3) months, in the case of Expendable Supplies, or a minimum of one (1) year, in the case of Non-Expendable Supplies, after acceptance by the Procuring Entity of the delivered supplies;
- The obligation for the warranty shall be covered by either retention money in amount equivalent to at least one percent (1%) but not to exceed five percent (5%) of every progress payment, or a special bank guarantee equivalent to at least one percent (1%) but not to exceed five percent (5%) of the total contract price; and
- The said amounts shall only be released after the lapse of the warranty period or, in the case of Expendable Supplies, after consumption thereof: Provided, however, that the supplies delivered are free from patent and latent defects and all the conditions imposed under the contract have been fully met.
- The Uniform Guidelines for Blacklisting set forth in Appendix 17 of the 2016 Revised IRR of RA 9184 shall apply in case any of the violations listed under Items 4.1 and 4.2 thereof is/are committed without prejudice for forfeiture of performance security.
- The Department of Agriculture 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 Section 41 of RA 9184 and its IRR, without thereby incurring any liability to the affected bidder(s).
- TECHNICAL SPECIFICATIONS:
Bidders are required to state either “Comply” or “Not Comply” against each of the individual parameters of each specification. The statement of “Comply” or “Not Comply” must be supported by evidence in a Bidders Bid and cross referenced to that evidence, when applicable.
| TECHNICAL SPECIFICATION | “Comply” or “Not Comply” |
| Lot No. 1 – Food Provision for Regular Meetings (Order Agreement List) | |
| Breakfast – 4,168 pax
· 1 cup Plain Rice or Fried Rice (at least 200g) · Choice of Meat or Fish (at least 150g) · 1-piece Egg · Vegetable (at least 100g) · Dessert · Free Flowing Brewed Coffee or Coconut Water/Fruit Juice (at least 240ml) · Bottled Water (at least 350ml) |
|
| AM/PM Snacks – 40,830 pax
· Pastries/Sandwich/Native Delicacies/ Pasta · Free Flowing Brewed Coffee or Coconut Water/Fruit Juice (at least 240ml) |
|
| Lunch – 22,015 pax
· 1 cup Plain Rice (at least 200g) · Choice of Meat or Fish (at least 150g) · Vegetable (at least 100g) · Dessert · Coconut Water/Fruit Juice (at least 240ml) · Bottled Water (at least 350ml) |
|
| Dinner – 4,278 pax
· 1 cup Plain Rice (at least 200g) · Choice of Meat or Fish (at least 150g) · Vegetable (at least 100g) · Dessert · Coconut Water/Fruit Juice (at least 240ml) · Bottled Water (at least 350ml) |
|
| Lot No. 2 – Food Provision for Special Events (Order Agreement List) | |
| Special Events – Personnel | |
| Brunch – 200 units (Children’s Christmas Party)
· 1-piece Large Hotdog · 4 pieces Chicken Lollipop · Spaghetti · 1-piece Cheeseburger · Coconut Water/Fruit Juice (at least 240ml)
Brunch (Special Events) – 110 units (Opening and Closing Ceremonies of SYIP 2019) · 1 Viand of Chicken · 1 Vegetable Dish · 1 cup of Rice · Fruit Salad · Coconut Water/Juice Drink (240ml)
Heavy AM Snacks – 1,500 units (Anniversary Celebration 2019) · 1 Clubhouse Sandwich · 2 pieces Chicken · Pancit Bihon · Chicken Pie · Coconut Water/Juice Drink (240ml)
Heavy AM Snacks – 1,500 units (Christmas Celebration 2019) · 1 Cheeseburger · 2 pieces Chicken · Spaghetti · Brownies · Coconut Water/Juice Drink (240ml)
Heavy PM Snacks – 1,500 units (World Food Day Celebration 2019) · 1 Cheeseburger · 2 pieces Chicken · Vegetable Dish · Rice · Brownies · Coconut Water/Juice Drink (240ml)
Heavy Lunch – 1,500 units (Christmas Celebration 2019) · 2 pieces Chicken · Beef Steak · 1 Vegetable Dish · 1 cup of Rice · Fruit Cocktail · Coconut Water/Juice Drink (240ml)
Heavy Lunch – 1,500 units (Anniversary Celebration 2019) · Beef Steak · 1 Viand of Fish · 1 Vegetable Dish · 1 cup of Rice · Dessert · Coconut Water/Juice Drink (240ml) |
|
| Special Events – Rice and Corn Program | |
| PM Snacks/Merienda Cena – 300 units
· 1-piece Fried Chicken · 1-piece Burger Sandwich · Dessert · Coconut Water/Juice Drink (240ml) · Bottled Water (at least 350ml) |
|
| Special Events – BAFS | |
| Heavy AM Snacks – 200 units
· Burger Sandwich · Pansit Malabon with Kakanin · Coconut Water/Fresh Juice (240ml) Heavy PM Snacks – 200 units · Pasta · Clubhouse · Chicken Lollipop · Coconut Water/Fresh Juice (240ml) Heavy Lunch – 200 units · 1 Rice (at least 200g per cup) · Vegetables · Meat · Fish · Soup · Dessert · Coconut Water/Fresh Juice (240ml) |
|
| Lot No. 3 – Food Provision for FOS-OD (Order Agreement List) | |
| AM/PM Snacks – 560 pax
· Pastries/Sandwich/Native Delicacies/ Pasta · Free Flowing Brewed Coffee or Coconut Water/Fruit Juice (at least 240ml) |
|
| Lunch – 480 pax
· 1 cup Plain Rice (at least 200g) · Choice of Meat or Fish (at least 150g) · Vegetable (at least 100g) · Dessert · Coconut Water/Fruit Juice (at least 240ml) · Bottled Water (at least 350ml) |
|
| Additional Mandatory Requirements | |
| 1. Quarterly Menu for each item in the Order Agreement List;
2. Sanitary Permit issued by the Local Health Office; 3. Health Certificate of at least two (2) food handlers issued by the Local Health Office; 4. Latest pictures of the kitchen; and 5. Sample of packaging (which should not be in Styrofoam or Plastic); Food Grade Plastic is allowed. |
|
| Delivery Order Contracts | |
| When the DA-OSEC has determined the necessity for one or more of the items covered in the Ordering Agreement and the need to actually order the same, it shall require the delivery of the item identified in the Order Agreement List in such quantity or scope and at the fixed price for which it was awarded by executing a Delivery Order Contract in favor of the supplier to obligate the latter to deliver or perform according to the terms and conditions stated in the Ordering Agreement. | |
| The DA-OSEC may issue as many Delivery Order Contracts for the same line item as may be needed during the validity of the Ordering Agreement at the same unit price as indicated in the Ordering Agreement. | |
| The DA-OSEC may issue Delivery Order Contracts requiring delivery to multiple destinations or performance at multiple locations within DA and BAFS Vicinity and other Metro Manila locations as may be required by the End-users during special meetings and/or events. | |
| For purposes of qualifying participation in other public bidding activities, the total contract amount of various Delivery Order Contracts for a particular item shall be considered as one contract and the date appearing on the certificate of acceptance issued by the DA-OSEC for the last delivery will be considered as the date of completion of the contract. | |
| Implementation and Termination of Ordering Agreements | |
| Every delivery shall be evaluated thru the Evaluation Form (marked as Annex “A” of this RFQ) by the participants to the meeting/event using the following criteria to ensure that the quality of meals provision is maintained:
a.) Serving Method: 10% b.) Portion Size: 15% c.) Nutritional Balance: 15% d.) Menu and Ingredients Compatibility: 10% e.) Flavor: 10% f.) Taste: 20% g.) Texture: 10% h.) Doneness: 10% The passing rate shall be eighty percent (80%). The accumulation of three (3) ratings of below eighty percent (80%) may be subjected to termination of contract. |
|
| The supplier is required to deliver on the date of event/activity as specified in the Ordering Agreement from receipt of the Delivery Order Contract from the DA-OSEC at least three (3) days before the date of event/activity. | |
| Failure to deliver/perform within the agreed period, including any time extension, will make the supplier liable to the procuring entity for liquidated damages at least equal to one-tenth (1/10) of one percent (1%) of the cost of the unperformed portion of the total amount of the awarded items under the Ordering Agreement for every day of delay. | |
| Once the cumulative amount of liquidated damages reaches ten percent (10%) of the total amount of the awarded items under the Ordering Agreement, the DA-OSEC shall rescind the same, without prejudice to other courses of action and remedies under applicable laws, rules and regulations . | |
| Without prejudice to the provisions of applicable laws, rules, and guidelines, the Ordering Agreement shall automatically terminate under the following conditions:
a.) When the total estimated quantity specified in the Ordering Agreement has been exhausted; or b.) When the specified duration of the Ordering Agreement has expired. |
|
| All other rules governing contract implementation and termination under RA No. 9184, its revised IRR, and relevant procurement policies shall be applicable. | |
| Contract Period | |
| The contract period is from June – December 2019 reckoned from the receipt of the Notice to Proceed (NTP). | |
- FINANCIAL QUOTATION:
| ITEM DESCRIPTION | CEILING FOR BID PRICES
(PhP) |
UNIT COST
(PhP) |
TOTAL COST
(PhP) |
|
| LOT NO. 1 – FOOD PROVISION FOR REGULAR MEETINGS | ||||
| Breakfast | 625,200.00 | |||
| AM/PM Snacks | 3,266,400.00 | |||
| Lunch | 3,962,700.00 | |||
| Dinner | 770,040.00 | |||
| Sub Total (S1) | 8,624,340.00 | |||
| LOT NO. 2 – FOOD PROVISION FOR SPECIAL EVENTS | ||||
| Special Events – Personnel | ||||
| Brunch | 50,000.00 | |||
| Brunch (Special Events) | 19,800.00 | |||
| Heavy AM/PM Snacks | 1,125,000.00 | |||
| Heavy Lunch | 750,000.00 | |||
| Sub Total (S2.a) | 1,944,800.00 | |||
| Special Events – Rice and Corn Program | ||||
| PM Snacks/Merienda Cena | 54,000.00 | |||
| Sub Total (S2.b) | 54,000.00 | |||
| Special Events – BAFS | ||||
| Heavy AM/PM Snacks | 60,000.00 | |||
| Heavy Lunch | 56,000.00 | |||
| Sub Total (S2.c) | 116,000.00 | |||
| Sub Total for Lot No. 2 (S2)
(S2.a + S2.b + S2.c) |
2,114,800.00 | |||
| LOT NO. 3 – FOOD PROVISION FOR FOS-OD | ||||
| AM/PM Snacks | 44,800.00 | |||
| Lunch | 86,400.00 | |||
| Sub Total (S3) | 131,200.00 | |||
| Grand Total
(S1 + S2 + S3) |
10,870,340.00 | |||
For the Bids and Awards Committee:
Original Signed
ATTY. MICHAEL S. ANDAYOG
Head, BAC Secretariat
Sir/Madam:
In connection with the above request, I/We submit our quotation indicated above. I/We have carefully read and fully understand the minimum requirements and agree to furnish and/or delivery in conformity with specifications any or all said articles described above.
| Signature Over Printed Name | Name of Company | Tax Identification Number | ||
| Telephone Number | Address | Date Accomplished | ||
| Email Address |
To download the Request for Quotation (RFQ), please visit link: https://drive.google.com/file/d/1bxLRzLKbqLH9MNiFTm23AyIshxVbNlv4/view?usp=drivesdk
