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NOTICE FOR NEGOTIATED PROCUREMENT
DESIGN,CONSTRUCTION,MAINTENANCE AND DISMANTLING OF TPB BOOTH FOR
MADRID FUSION MANILA 2017
1. The Tourism Promotions Board (TPB), through the Corporate Budget Fy 2017, intends
to apply the sum of Two Million Three Hundred Thousand Pesos (Php 2,300,000.00 )
being the Approved Budget for the Contract (ABC) to payments under the contract for the
Design,Construction, Maintenance and Dismantling of TPB Booth for Madrid Fusion
Manila 2017. Offers received in excess of the ABC shall be automatically rejected at bid
opening.
2. The TPB – Bids and Awards Committee (BAC) now calls for the submission of best
offers for Design,Construction, Maintenance and Dismantling of TPB Booth for
Madrid Fusion Manila 2017. The TPB may hold a meeting on 22 March 2017, 10:00
a.m., at TPB Boardroom,4/F Legaspi Towers 300 Roxas Blvd., Manila for interested
bidders. Said bidders must have a minimum of Five (5) years of experience and with
proven track record to deliver the required booth as described in the Terms of Reference
(Annex D). Bidders must submit their best offers in a sealed and properly-labeled
envelope on or before 24 March 2017 at 10:00 a.m. at the address given below (please
indicate name of project: DESIGN,CONSTRUCTION,MAINTENANCE AND
DISMANTLING OF TPB BOOTH FOR MADRID FUSION MANILA 2017:
Address to: MS. JANET W. CANOY
Chairperson, Bids and Awards Committee
TOURISM PROMOTIONS BOARD
4th Floor Legaspi Towers 300, Roxas Boulevard
Manila, Philippines, 1004
3. Bidders are required to submit one (1) original and two (2) copies of their bidding
documents. The following is the schedule of activities:
Activities Schedule and Venue
i. Meeting with bidders 10:00 a.m., 22 March 2017
TPB Boardroom
4th Flr. Legaspi Towers 300, Roxas, Blvd. Manila
ii. Submission and Receipt of Bids Up to 10:00a.m. of 24 March 2017
BAC Secretariat – Administrative Department
Tourism Promotions Board
4th Flr. Legaspi Towers 300, Roxas, Blvd. Manila
iii. Opening of Bids 3:30 p.m., 24 March 2017
Department of Tourism
351 Sen. Gil Puyat, Makati City
iv. Presentation of bidders (right after the opening of best offers )
24 March 2017, DOT
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4. The TPB-BAC shall evaluate offers using the Quality-Cost Based Evaluation (QCBE)
procedure. The weights allocated are eighty-five percent (85%) for the Technical Proposal
and fifteen percent (15%) for the Financial Proposal and on the bidder’s compliance with
all the requirements for bidding as specified in the Checklist (Annex A), relevant
experience (Annex B), Omnibus Sworn Statement (Annex C), Terms of Reference
(Annex D), Financial Proposal (Annex E). The forms for Annexes A, B, C, and E may be
downloaded from these websites: www.tpb.gov.ph and www.philgeps.gov.ph. Offers
received with financial proposal in excess of the ABC mentioned in Paragraph No. 1 shall
automatically be rejected.
5. The successful bidder will be notified thru a Notice of Award and will post Performance
Security in the amount not less than the required percentage of the total contract price in
accordance with the following schedule within ten (10) calendar days from receipt of the
Notice of Award.
Form of Performance Security Amount of Performance Security (Not less
than the required percentage of the Total
Contract Price)
a) Cash or cashier’s/manager’s check
issued by a Universal or Commercial
Bank
Goods and Consulting Services- Five
percent (5%)
Infrastructure Projects-Ten percent (10%) b) Bank draft/guarantee or irrevocable
letter of credit issued by a Universal
or Commercial Bank; Provided,
however, That it shall be confirmed
or authenticated by a Universal or
Commercial Bank, if issued by a
foreign bank
c) Surety bond callable upon demand
issued by a surety or insurance
company duly certified by the
Insurance Commission as authorized
to issue such security
Thirty percent (30%)
6. The TPB-BAC reserves the right to reject any or all offer, declare a Failure of Bidding at
any time prior to the contract award or not to award the contract, without thereby
incurring any liability and make no assurance that a contract shall be entered into as a
result of the negotiation. Likewise, the TPB-BAC may waive any minor defect therein
and accept the offer most advantageous to the government. Further, the TPB-BAC
assumes no responsibility whatsoever to compensate or indemnify bidders for any
expenses incurred in the preparation of the offer.
7. For further information, please refer to:
MR. NILO C. ABON/MS. MARIVIC SEVILLA
BAC Secretariat, Administrative Department
TOURISM PROMOTIONS BOARD
4/F Legaspi Towers 300 Roxas Boulevard, Manila 1004
Telephone nos. (+632)525-7312 and (+632) 525-9318 lo. 208/270
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Fax: 526-5971
Email Add: [email protected]
17 March 2017
JANET W. CANOY
Chairperson
Bids and Awards Committee
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Checklist of Eligibility Requirements
a) Class “A” Documents
Legal Documents
Registration certificate from Securities and Exchange Commission (SEC), Department
of Trade and Industry (DTI) for sole proprietorship, or Cooperative Development
Authority (CDA) for cooperatives, or any proof such registration as stated in the
Eligibility Data Sheet (EDS);
Mayor’s permit issued by the city or municipality where the principal place of business
of the prospective bidders is located;
Tax Clearance per Executive Order 398, Series of 2005, as finally reviewed and
approved by the BIR
Technical Documents
Statement of all ongoing and completed government and private contracts, including
contracts awarded but not yet started, if any, whether similar or not similar in nature to
the contract to be bid, within the last five (5) years (Annex A)
Statement of the consultant’s specifying its nationality and confirming that those who
will actually perform the service are registered professionals authorized by the
appropriate regulatory body to practice those professions and allied professions in
accordance with Clause 1.2.
Financial Document
Audited Financial Statement, stamped, received by the BIR or its duly accredited
and authorized institutions, for the immediately preceeding calendar year, showing
among others the total assets and liabilities.
b) Class “B” Documents
Valid Joint Venture Agreement (JVA) (ANNEX JVA), in case a joint venture is already
in existence. In the absence of a JVA, duly notarized statements from all the potential
joint venture partners stating that they will enter into and abide by the provisions of the
JVA in the instance that the bid is successful, shall be included in the bid. Failure to
enter into a joint venture in the event of a contract award shall be ground for the
forfeiture of the bid security. Each partner of the joint venture shall submit the legal
ANNEX A
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eligibility documents. The submission of technical and financial documents by any of the
joint venture partners constitutes compliance
Note: As per Revised IRR for R.A 9184 otherwise known as the Government Procurement
Reform Act effective October 28, 2016, bidders may submit PhilGEPS Certificate of
Registration (Platinum Membership) in lieu of “Class A” Eligibility Documents during
the bid submission.
All documents shall be current and updated and any missing document in the above-
mentioned Checklist is a ground for outright rejection of the bid. All pages of the documents
shall be signed / initialed by the bidder or by his / her authorized representative. Bidders are
required to submit one (1) original and two (2) copies of their eligibility documents.
To facilitate the evaluation of the bids, bidders are advised to follow the arrangement in the
above-mentioned checklist when placed in an Envelope, with documents tabbed and labeled
accordingly.
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Name of the Procuring Entity: Tourism Promotions Board
Name of the Project: DESIGN, CONSTRUCTION, MAINTENANCE AND DISMANTLING OF THE TPB BOOTH FOR MFM 2017
List of all Government & Private Contracts within the last five (5) years including ongoing contracts and contracts awarded but not yet started
Business Name : ___________________________________________________
Business Address : ___________________________________________________
Name of Contract/
Project Cost
a. Owner’s Name
b. Address
c. Telephone Nos.
Nature of Work
Bidder’s Role a. Date Awarded
b. Date Started
c. Date of
Completion
% of
Accomplishment
Value of
Outstanding
Works /
Undelivered
Portion
Description
% Planned Actual
Government Private
Note: This statement shall be supported with: Total Cost 1 Proof of Award`
nd/or Contract
Submitted by : ___________________________________________________
(Printed Name & Signature)
Designation : ___________________________________________________
Date : ___________________________________________________
ANNEX B
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OMNIBUS SWORN STATEMENT
REPUBLIC OF THE PHILIPPINES )
CITY/MUNICIPALITY OF ______ ) S.S.
A F F I D A V I T
I, [Name of Affiant], of legal age, [Civil Status], [Nationality], and residing at [Address
of Affiant], after having been duly sworn in accordance with law, do hereby depose and state
that:
1. Select one, delete the other:
If a sole proprietorship: I am the sole proprietor or authorized representative of
[Name of Consultant] with office address at [address of Consultant];
If a partnership, corporation, cooperative, or joint venture: I am the duly authorized
and designated representative of [Name of Consultant] with office address at [address
of Consultant];
2. Select one, delete the other:
If a sole proprietorship: As the owner and sole proprietor or authorized representative
of [Name of Consultant], I have full power and authority to do, execute and perform
any and all acts necessary to participate, submit the bid, and to sign and execute the
ensuing contract for [Name of the Project] of the [Name of the Procuring
Entity][insert “as shown in the attached duly notarized Special Power of Attorney”
for authorized representative];
If a partnership, corporation, cooperative, or joint venture: I am granted full power
and authority to do, execute and perform any and all acts necessary to participate,
submit the bid, and to sign and execute the ensuing contract for [Name of the Project]
of the [Name of the Procuring Entity], accompanied by the duly notarized Special
Power of Attorney, Board/Partnership Resolution, or Secretary’s Certificate,
whichever is applicable;
3. [Name of Consultant] is not “blacklisted” or barred from bidding by the Government
of the Philippines or any of its agencies, offices, corporations, or Local Government
Units, foreign government/foreign or international financing institution whose
ANNEX C
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blacklisting rules have been recognized by the Government Procurement Policy
Board;
4. Each of the documents submitted in satisfaction of the bidding requirements is an
authentic copy of the original, complete, and all statements and information provided
therein are true and correct;
5. [Name of Consultant] is authorizing the Head of the Procuring Entity or its duly
authorized representative(s) to verify all the documents submitted;
6. Select one, delete the rest:
If a sole proprietorship: The owner or sole proprietor is not related to the Head of the
Procuring Entity, members of the Bids and Awards Committee (BAC), the Technical
Working Group, and the BAC Secretariat, the head of the Project Management Office
or the end-user unit, and the project consultants by consanguinity or affinity up to the
third civil degree;
If a partnership or cooperative: None of the officers and members of [Name of
Bidder] is related to the Head of the Procuring Entity, members of the Bids and
Awards Committee (BAC), the Technical Working Group, and the BAC Secretariat,
the head of the Project Management Office or the end-user unit, and the project
consultants by consanguinity or affinity up to the third civil degree;
If a corporation or joint venture: None of the officers, directors, and controlling
stockholders of [Name of Consultant] is related to the Head of the Procuring Entity,
members of the Bids and Awards Committee (BAC), the Technical Working Group,
and the BAC Secretariat, the head of the Project Management Office or the end-user
unit, and the project consultants by consanguinity or affinity up to the third civil
degree;
7. [Name of Consultant] complies with existing labor laws and standards; and
8. [Name of Consultant] is aware of and has undertaken the following responsibilities as
a Bidder:
a) Carefully examine all of the Bidding Documents;
b) Acknowledge all conditions, local or otherwise, affecting the implementation of
the Contract;
c) Made an estimate of the facilities available and needed for the contract to be bid,
if any; and
d) Inquire or secure Supplemental/Bid Bulletin(s) issued for the [Name of the
Project].
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9. [Name of Bidder] did not give or pay directly or indirectly, any commission, amount,
fee, or any form of consideration, pecuniary or otherwise, to any person or official,
personnel or representative of the government in relation to any procurement project
or activity.
IN WITNESS WHEREOF, I have hereunto set my hand this __ day of ___, 20__ at
____________, Philippines.
______________________________________
[Bidder’s Representative/Authorized Signatory]
SUBSCRIBED AND SWORN to before me this __ day of [month] [year] at [place of
execution], Philippines. Affiant/s is/are personally known to me and was/were identified by
me through competent evidence of identity as defined in the 2004 Rules on Notarial Practice
(A.M. No. 02-8-13-SC). Affiant/s exhibited to me his/her [insert type of government
identification card used], with his/her photograph and signature appearing thereon, with no.
______.
Witness my hand and seal this ___ day of [month] [year].
NAME OF NOTARY PUBLIC
Serial No. of Commission ___________
Notary Public for ______ until _______
Roll of Attorneys No. _____
PTR No. __, [date issued], [place issued]
IBP No. __, [date issued], [place issued]
Doc. No. ___
Page No. ___
Book No. ___
Series of ____.
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MADRID FUSION MANILA 2017 SMX Convention Center
April 06 – 08, 2017
TERMS OF REFERENCE
FOR THE DESIGN, CONSTRUCTION, MAINTENANCE AND DISMANTLING OF
THE
TOURISM PROMOTIONS BOARD (TPB) BOOTH FOR MADRID FUSION
MANILA 2017
I. Specification
Size of the Stand : 144 sq. m.
Configuration : 2 sides open
Dimension : 8.00 m x 18.00 m
Location : SMX CONVENTION CENTER
Budget for Concept/Design & Construction : Php 2,300,000.00 inclusive of all
applicable
taxes and management fee (if
applicable)
II. Purpose/Objectives
The Philippine Tourism Promotions Board (TPB) is in need of the services of a
Philippine-based company engaged in the business of designing and constructing of
country booth / stand / pavilion for its participation in the Madrid Fusion Manila 2017
Exhibits.
The construction of the aforementioned booth aims to attain the following objectives:
1. Create an atmosphere that reflects a modern Philippines claiming its position as one of
the “premiere” destinations in Asia;
2. Incorporate in the over-all design the Tourism Banner Campaign for 2017 and the
country’s top tourism destinations;
4. Attract and promote to the Madrid Fusion Manila 2017 delegates, exhibitors, officials,
press and other guests and visitors to visit the Philippine booth and know more about
the various must-visit destinations in the country, at the same time learn of the
Pilipinos’ rich culinary heritage, thus encourage all to travel within the country,
experience and participate in a year-long calendar of events and activities nationwide;
ANNEX D
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5. Provide a highly functional, interactive yet visually appealing area for provision of
Philippine tourism information, product updates, audio visual presentations, and other
promotional activations;
6. Showcase cross promotion of Philippine tourism and trade products (furniture,
furnishings, food/culinary, the likes)
7. Total Design Approach should include the various fabrics / weave design that is
endemic to Filipino culture.
To be able to achieve the above-mentioned objectives, bidders shall submit a proposal
design and layout for the aforementioned stand.
III. Eligibility Requirements:
1. Company must be Filipino owned, operated and a legally registered exhibition and
event services company under Philippine laws.
2. The Company must be able to coordinate and supervise the construction of the
Philippine pavilion in MFM 2017 in close coordination with its Filipino design team
and the TPB-MARCOM;
3. The company must have the capability to recommend furniture designers for the lease
and/or purchase of furniture and accent pieces (at cost purchase) needed to complete
the Philippine experience through its pavilion design;
4. Must be accredited with the Philippine Government Electronic Procurement Systems
(PHILGEPS)
5. Must have a minimum of 5 years’ experience in booth design and construction of large
scale events, particularly in tourism trade fairs either locally, regionally or globally;
IV. Technical Eligibility Documents:
1. Company Profile
2. Philgeps Accreditation Paper
3. List of large scale local/international events serviced in the past (past 5 years)
4. Company Financial Statement (audited and recent)
V. Guidelines/Layout
1. The TPB stand should have the following:
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1 General Reception Area (information counter)
1 VIP reception area
LED Bar counter with appropriate preparation and equipment tables, pantry and
nearby storage
Enough cocktail tables strategically located within the TPB booth
Area for video presentations (equipped with audio-visual and technical facilities)
6ft x 6ft LED Panel with sound system / high voltage and sleek speakers and wireless
microphones
Walk-in Storage area
Photographic images (back-lighted) of various tourism destinations
Appropriate number of green LED PAR lights and trusses that will serve as hanging
points.
2. General Stand Theme: Revolve around the main design inspiration, which is nature,
capturing the promise of a more progressive Philippines that can be found in the
images, use of designer furniture, accent pieces, food and beverage served. However,
the supplier will be given the chance to propose a theme such as that of this year’s
MFM 2017 “TOWARDS A SUSTAINABLE GASTRONOMIC PLANET” or an
alternative theme.
The company may, at the option of TPB, subcontract a Filipino design team who will
serve as their consultant in the over-all design preparation of the Philippine booth.
At the same time, the Company should be able to get a “caterer” – subject to approval
of TPB – to manage and operate the Bar counter for the whole duration of the event.
3. Specific Stand Requirements:
Stand Construction includes of backlit walls, storage, lockers for personal
belongings, Pantry, VIP area, possible animation area
Printing of appropriate backdrop visuals / overhead ceiling banners / interior
décor as appropriate, fresh plants and flowers, sufficient lighting to convey a
mood setting complementing the overall design and other decorative elements
following the general theme as a tropical destination
Elevated carpeted flooring to conceal the electrical wiring and connections
Main information Counter should have the following: at least 2 chairs, power
outlet, lockable cabinets, brochure racks, appropriate visuals and accessories
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Operation and management of a Bar area to include supply of food and beverage
for the duration of the trade exhibit, barista/s, servers, serving utensils and
paraphernalia, coffee equipment, freezer/refrigeration, microwave oven, the likes,
as the need arises
VIP reception areas should have the following: lounge chairs, center table and
buffet table or console
LED Panels (minimum of 6ft x 6ft) complete with sound system and sleek
speakers, appropriate lighting accessories.
LED Bar counter with preparation and equipment table/s, appropriate nearby
storage spaces and pantry;
Use of designer furniture and accent pieces in the VIP area on rental basis.
All exhibition venue connections and fees (ample supply of electricity,
suspensions and permits)
Sufficient power outlets and lighting
Drinking water dispenser with water gallon stock for refill
Other accents needed to achieve the desired theme
Stand construction and dismantling supervision and stand maintenance for the
duration of the event
Daily cleaning of the stand
WIFI internet connection
DOT and TPB signages/logo
4. Construction and installation of the aforementioned booth while strictly following the
rules and
regulations set forth by the event organizers.
5. Dismantling, to include storage/disposal of the aforementioned booths/parts and egress
on the dates designated by the event organizers.
VI. Contract of Service/Financial Proposal
A Memorandum of Agreement (MOA) will be drawn by and between TPB and the
contractor.
The contractor should submit the breakdown of the proposed construction cost detailing
materials used (rental and/or outright purchase)
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FPF 1. FINANCIAL PROPOSAL SUBMISSION FORM
[Date]
[Name and address of the Procuring Entity]
Ladies/Gentlemen:
We, the undersigned, offer to provide the consulting services for [Title of Project] in
accordance with your Bidding Documents dated [insert date] and our Bid (Technical and
Financial Proposals). Our attached Financial Proposal is for the sum of [amount in words and
figures]. This amount is exclusive of the local taxes, which we have estimated at [amount(s)
in words and figures].
Our Financial Proposal shall be binding upon us subject to the modifications resulting
from Contract negotiations, up to expiration of the bid validity period, i.e., [Date].
In accordance with GCC Clause 51, we acknowledge and accept the Procuring
Entity’s right to inspect and audit all records relating to our Bid irrespective of whether we
enter into a contract with the Procuring Entity as a result of this Bid.
We confirm that we have read, understood and accept the contents of the Instructions
to Bidders (ITB), the Bid Data Sheet (BDS), General Conditions of Contract (GCC), Special
Conditions of Contract (SCC), Terms of Reference (TOR), the provisions relating to the
eligibility of Consultant and the applicable guidelines for the procurement rules of the
Funding Source, any and all Bid bulletins issued and other attachments and inclusions
included in the Bidding Documents sent to us.
We understand you are not bound to accept any Bid you receive.
We remain,
Yours sincerely,
Authorized Signature:
Name and Title of Signatory:
Name of Firm:
Address
ANNEX E