PHILIPPINE BIDDING DOCUMENTS

Procurement of Consultancy Services
for the Tourism Act of 2009
Celebration Campaign – “TheTourism Decade: Celebrating theRise of the Philippine Travel
Industry with the Tourism Act of2009” (2nd Bidding)

Reference No.: DOT-BAC-REI NO. 2019-004

TABLE OF CONTENTSPART ISECTION I. REQUEST FOR EXPRESSION OF INTEREST .........................................3
SECTION II. ELIGIBILITY DOCUMENTS................................................................5
SECTION III. ELIGIBILITY DATA SHEET ........................................................... 112

Section I. Request for Expression ofInterest
REQUEST FOR EXPRESSION OF INTEREST FOR THE
Procurement of Consultancy Services for the Tourism Act of2009 Celebration Campaign Titled “The Tourism Decade:Celebrating the Rise of the Philippine Travel Industry with
the Tourism Act of 2009” (2nd Bidding)
1. The Department of Tourism (DOT), through the General Appropriations Act 2019 intends
to apply the sum of Five Million Philippine Pesos (PHP 5,000,000.00) being the Approved
Budget for the Contract (ABC) to payments under the contract for DOT-BAC-REI No.
2019-004. Bids received in excess of the ABC shall be automatically rejected at the
opening of the financial proposals.
2. The DOT now calls for the submission of eligibility documents for the procurement ofconsultancy services for the production of Audio Video Presentations (AVPs) and theplanning and execution of event titled “The Tourism Decade Stakeholders’ Gatheringon September 2019. Eligibility documents of interested consultants must be duly
received by the BAC Secretariat on or before June 24, 2019 until 9:00 a.m. only at theProcurement Management Division, 4th Floor, DOT Bldg., No. 351 Sen. Gil Puyat
Avenue, Makati City. Applications for eligibility will be evaluated based on a nondiscretionary “pass/fail” criterion.
3. Interested bidders may obtain further information from DOT and inspect the Bidding
Documents at the address given below during 8:00 a.m. to 5:00 p.m.
4. A complete set of Bidding Documents may be acquired by shortlisted eligible bidders on
June 28 to July 19, 2019 from the address below and upon payment of the applicable fee
for the Bidding Documents, pursuant to the latest Guidelines issued by the GPPB, in theamount of PhP 5,000.00.
It may also be downloaded free of charge from the website of the Philippine Government
Electronic Procurement System (PhilGEPS) and the website of the Procuring Entity,
provided that Bidders shall pay the applicable fee for the Bidding Documents not later than
the submission of their bids.
5. The BAC shall draw up the short list of consultants from those who have submitted
Expression of Interest, including the eligibility documents, and have been determined as
eligible in accordance with the provisions of Republic Act 9184 (RA 9184), otherwise
known as the “Government Procurement Reform Act”, and its Implementing Rules andRegulations (IRR). The short list shall consist of five (5) prospective bidders who will beentitled to submit bids. The criteria and rating system for short listing are:3



Applicable experience of the consultant and members in case of joint
ventures, considering both the overall experiences of the firms or, in thecase of new firms, the individual experiences of the principal and key
staff, including the times when employed by other consultants (60%);



Qualification of personnel who may be assigned to the job vis-à-vis extent
and complexity of the undertaking (20% ); andCurrent workload relative to capacity (20% );Passing Rate : 80%

6.

Bidding will be conducted through open competitive bidding procedures using nondiscretionary “pass/fail” criterion as specified in the IRR of RA 9184.
Bidding is restricted to Filipino citizens/sole proprietorships, cooperatives, andpartnerships or organizations with at least sixty percent (60%) interest or
outstanding capital stock belonging to citizens of the Philippines.

7. The Procuring Entity shall evaluate bids using the Quality Based Evaluation (QBE)procedure. The criteria and rating system for the evaluation of bids shall be provided in theInstructions to Bidders.
8. The contract shall be completed within October 20199.

The DOT reserves the right to reject any and all bids, declare a failure of bidding, or notaward 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 orbidders.

10. For further information, please refer to:
Mr. GODOFREDO R. MALDONADO, JR.
Head, DOT-BAC Secretariat
4th Floor, DOT Bldg., No. 351 Sen. Gil Puyat Ave., Makati City
Telephone Nos. 459-5200 to 30 loc. 425
Email Address: grmaldonado@tourism.gov.ph
Facsimile No.: 459 5200 to 30 Loc. 425
Website Address: www.tourism.gov.ph

14 June 2019
(Original Signed)_________________________________
ASEC. ROBERTO P. ALABADO III
DOT-BAC Chairperson
4Section II. Eligibility Documents
1.

Eligibility Criteria
1.1.

2.

The following persons/entities shall be allowed to participate in thebidding for Consulting Services:(a)

Duly licensed Filipino citizens/sole proprietorships;(b)Partnerships duly organized under the laws of the Philippines andof which at least sixty percent (60%) of the interest belongs tocitizens of the Philippines;(c)Corporations duly organized under the laws of the Philippines andof which at least sixty percent (60%) of the outstanding capitalstock belongs to citizens of the Philippines;(d)

Cooperatives duly organized under the laws of the Philippines; or(e)Persons/entities forming themselves into a joint venture, i.e., agroup of two (2) or more persons/entities that intend to be jointly
and severally responsible or liable for a particular contract:
Provided, however, That Filipino ownership or interest thereof
shall be at least sixty percent (60%). For this purpose, Filipino
ownership or interest shall be based on the contributions of each of
the members of the joint venture as specified in their JVA.

1.2.

When the types and fields of Consulting Services involve the practice ofprofessions regulated by law, those who will actually perform the services
shall be Filipino citizens and registered professionals authorized by theappropriate regulatory body to practice those professions and allied
professions specified in the EDS.

1.3.

If the Request for Expression of Interest allows participation of foreign
consultants, prospective foreign bidders may be eligible subject to theconditions stated in the EDS.

1.4.

Government owned or –controlled corporations (GOCCs) may be eligible
to participate only if they can establish that they (a) are legally andfinancially autonomous, (b) operate under commercial law, and (c) are
not attached agencies of the Procuring Entity.

Eligibility Requirements
2.1.

The following eligibility requirements, together with the Eligibility
Documents Submission Form, shall be submitted on or before the date of
the eligibility check specified in the Request for Expression of Interest
5and Clause 5 for purposes of determining eligibility of prospective
bidders:(a)Class “A” Documents –Legal Documents(i)

PhilGEPS Certificate of Registration and Membership in
accordance with Section 8.5.2 of the IRR, except for foreignbidders participating in the procurement by a Philippine
Foreign Service Office or Post, which shall submit theireligibility documents under Section 24.1 of the IRR,
provided, that the winning Consultant shall register with
PhilGEPS in accordance with Section 37.1.4 of the IRR;

Technical Documents
(ii)

(iii)

(b)

Statement of the prospective bidder of all its ongoing andcompleted government and private contracts, including
contracts awarded but not yet started, if any, whether
similar or not similar in nature and complexity to thecontract to be bid, within the relevant period provided in
the EDS. The statement shall include, for each contract, thefollowing:(ii.1)

the name and location of the contract;(ii.2)

date of award of the contract;(ii.3)

type and brief description of consulting services;(ii.4)

consultant’s role (whether main
subconsultant, or partner in a JV)(ii.5)

amount of contract;(ii.6)

contract duration; and(ii.7)

certificate of satisfactory completion or equivalent
document specified in the EDS issued by the client,in the case of a completed contract;consultant,Statement of the consultant specifying its nationality andconfirming 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, including theirrespective curriculum vitae.

Class “B” Document –6

If applicable, the Joint Venture Agreement (JVA) in case the joint
venture is already in existence, or duly notarized statements fromall the potential joint venture partners in accordance with Section
24.1(b) of the IRR of RA 9184.

3.

4.

2.2.

The eligibility requirements or statements, the bids, and all otherdocuments to be submitted to the BAC must be in English. If theeligibility requirements or statements, the bids, and all other documents
submitted to the BAC are in foreign language other than English, it mustbe accompanied by a translation of the documents in English. The
documents shall be translated by the relevant foreign government agency,
the foreign government agency authorized to translate documents, or aregistered translator in the foreign bidder’s country; and shall beauthenticated by the appropriate Philippine foreign service
establishment/post or the equivalent office having jurisdiction over theforeign bidder’s affairs in the Philippines. The English translation shallgovern, for purposes of interpretation of the bid.

2.3.

Prospective bidders may obtain a full range of expertise by associatingwith individual consultant(s) and/or other consultants or entities througha JV or subcontracting arrangements, as appropriate. However,subconsultants may only participate in the bid of one short listed
consultant. Foreign Consultants shall seek the participation of Filipino
Consultants by entering into a JV with, or subcontracting part of the
project to, Filipino Consultants.

Format and Signing of Eligibility Documents
3.1.

Prospective bidders shall submit their eligibility documents through their
duly authorized representative on or before the deadline specified in
Clause 5.

3.2.

Prospective bidders shall prepare an original and copies of the eligibility
documents. In the event of any discrepancy between the original and thecopies, the original shall prevail.

3.3.

The Eligibility Documents Submission Form shall be signed by the duly
authorized representative/s of the Bidder. Failure to do so shall be aground for the rejection of the eligibility documents.

3.4.

Any interlineations, erasures, or overwriting shall be valid only if they are
signed or initialed by the duly authorized representative/s of theprospective bidder.

Sealing and Marking of Eligibility Documents
4.1.

Prospective bidders shall enclose their original eligibility documents
described in Clause 2.1, in a sealed envelope marked “ORIGINAL –ELIGIBILITY DOCUMENTS”. Each copy thereof shall be similarly
sealed duly marking the envelopes as “COPY NO. ___ - ELIGIBILITY

7

DOCUMENTS”. These envelopes containing the original and the copies
shall then be enclosed in one single envelope.
4.2.

The original and the number of copies of the eligibility documents as
indicated in the EDS shall be typed or written in ink and shall be signedby the prospective bidder or its duly authorized representative/s.

4.3.

All envelopes shall:

4.4

5.

(a)

contain the name of the contract to be bid in capital letters;(b)bear the name and address of the prospective bidder in capitalletters;(c)be addressed to the Procuring Entity’s BAC specified in the EDS;(d)bear the specific identification of this Project indicated in the EDS;
and

(e)

bear a warning “DO NOT OPEN BEFORE…” the date and time
for the opening of eligibility documents, in accordance with Clause5.

Eligibility documents that are not properly sealed and marked, as
required in the bidding documents, shall not be rejected, but the bidder
or its duly authorized representative shall acknowledge such condition of
the documents as submitted. The BAC shall assume no responsibility forthe misplacement of the contents of the improperly sealed or marked
eligibility documents, or for its premature opening.

Deadline for Submission of Eligibility Documents
Eligibility documents must be received by the Procuring Entity’s BAC at theaddress and on or before the date and time indicated in the Request for
Expression of Interest and the EDS.

6.

Late Submission of Eligibility Documents
Any eligibility documents submitted after the deadline for submission andreceipt prescribed in Clause 5 shall be declared “Late” and shall not be acceptedby the Procuring Entity. The BAC shall record in the minutes of submission andopening of eligibility documents, the Bidder’s name, its representative and thetime the eligibility documents were submitted late.

7.

Modification and Withdrawal of Eligibility Documents
7.1.

The prospective bidder may modify its eligibility documents after it has
been submitted; provided that the modification is received by theProcuring Entity prior to the deadline specified in Clause 5. The
prospective bidder shall not be allowed to retrieve its original eligibility
documents, but shall be allowed to submit another set equally sealed,8

properly identified, linked to its original bid marked as “ELIGIBILITY
MODIFICATION” and stamped “received” by the BAC. Modifications
received after the applicable deadline shall not be considered and shall be
returned to the prospective bidder unopened.

8.

7.2.

A prospective bidder may, through a letter of withdrawal, withdraw its
eligibility documents after it has been submitted, for valid and justifiablereason; provided that the letter of withdrawal is received by theProcuring Entity prior to the deadline prescribed for submission andreceipt of eligibility documents.

7.3.

Eligibility documents requested to be withdrawn in accordance with thisClause shall be returned unopened to the prospective bidder concerned. A
prospective bidder that withdraws its eligibility documents shall not be
permitted to submit another set, directly or indirectly, for the same
project. A prospective bidder that acquired the eligibility documents may
also express its intention not to participate in the bidding through a letter
which should reach and be stamped by the BAC before the deadline forsubmission and receipt of eligibility documents.

Opening and Preliminary Examination of Eligibility Documents
8.1.

The BAC will open the envelopes containing the eligibility documents inthe presence of the prospective bidders’ representatives who choose toattend, at the time, on the date, and at the place specified in the EDS. The
prospective bidders’ representatives who are present shall sign a register
evidencing their attendance.
In case the submitted eligibility envelopes cannot be opened as scheduled
due to justifiable reasons, the BAC shall take custody of the said
envelopes and reschedule the opening on the next working day or at thesoonest possible time through the issuance of a Notice of Postponement tobe posted in the PhilGEPS website and the website of the Procuring
Entity concerned.

8.2.

Letters of withdrawal shall be read out and recorded during the openingof eligibility documents and the envelope containing the corresponding
withdrawn eligibility documents shall be returned unopened to thewithdrawing prospective bidder.

8.3.

The eligibility documents envelopes and modifications, if any, shall be
opened one at a time, and the following read out and recorded:(a)the name of the prospective bidder;(b)whether there is a modification or substitution; and(c)the presence or absence of each document comprising theeligibility documents vis-à-vis a checklist of the required
documents.

9

8.4.

9.

10.

The eligibility of each prospective bidder shall be determined byexamining each bidder’s eligibility requirements or statements against achecklist of requirements, using non-discretionary “pass/fail” criterion, as
stated in the Request for Expression of Interest, and shall be determined
as either “eligible” or “ineligible.” If a prospective bidder submits the
specific eligibility document required, he shall be rated “passed” for thatparticular requirement. In this regard, failure to submit a requirement,or an incomplete or patently insufficient submission, shall be considered“failed” for the particular eligibility requirement concerned. If aprospective bidder is rated “passed” for all the eligibility requirements,
he shall be considered eligible to participate in the bidding, and the BAC
shall mark the set of eligibility documents of the prospective bidderconcerned as “eligible.” If a prospective bidder is rated “failed” in any ofthe eligibility requirements, he shall be considered ineligible to participate
in the bidding, and the BAC shall mark the set of eligibility documents ofthe prospective bidder concerned as “ineligible.” In either case, the BAC
chairperson or his duly designated authority shall countersign themarkings.

Short Listing of Consultants
9.1.

Only prospective bidders whose submitted contracts are similar in natureand complexity to the contract to be bid as provided in the EDS shall beconsidered for short listing.

9.2.

The BAC shall draw up the short list of prospective bidders from thosedeclared eligible using the detailed set of criteria and rating system to be
used specified in the EDS.

9.3.

Short listed consultants shall be invited to participate in the bidding forthis project through a Notice of Eligibility and Short Listing issued by the
BAC.

Protest Mechanism
Decision of the Procuring Entity at any stage of the procurement process may bequestioned in accordance with Section 55 of the IRR of RA 9184.

10Section III. Eligibility Data Sheet
Eligibility Data Sheet
Eligibility
Documents
1.2

Creative agency, Production agency and Events agency

1.3

No further instructions.

2.1(a)(ii)

The statement of all ongoing and completed government and private
contracts shall include all such contracts within three (3) years prior to thedeadline for the submission and receipt of eligibility documents.

2.1(a)(ii.7)

May attach Certificate of Satisfactory Completion

4.2

Each prospective bidder shall submit one (1) original and six (6) photocopies of its eligibility documents.

4.3(c)

ASEC. ROBERTO P. ALABADO III, DOT-BAC Chairperson c/o Mr.
Godofredo R. Maldonado, Jr., DOT-BAC Head, Secretariat, 4th Floor,
DOT Bldg., No. 351 Sen. Gil Puyat Ave., Makati City

4.3(d)

Ref. No.: DOT-BAC-REI No. 2019-004

5

The address for submission of eligibility documents is at the Procurement
Management Division, 4th Floor, DOT Bldg., No. 351 Sen. Gil Puyat
Ave., Makati City
The deadline for submission of eligibility documents is on or before 9:00
A.M. only of June 24, 2019

8.1

The place of opening of eligibility documents is at the 4th Floor
Conference Room, DOT Bldg., No. 351 Sen. Gil Puyat Ave., Makati City
The date and time of opening of eligibility documents is June 24, 2019 at
2:30 p.m.

9.1

Similar contracts shall refer to production ofpresentations and events activation

creative audio video

9.2
(a)

Applicable experience of the consultant and members in caseof joint ventures, considering both the overall experiences ofthe firms or, in the case of new firms, the individual
experiences of the principal and key staff, including the times
when employed by other consultants (60%);
11

(b)

Qualification of personnel who may be assigned to the job visà-vis extent and complexity of the undertaking (20% ); and(c)Current workload relative to capacity (20% );Passing Score : 80%

Please find below the eligibility Check and Shortlisting Criteria andRating:ELIGIBILITY CHECK AND SHORTLISTING CRITERIA AND RATINGI.

APPLICABLE EXPERIENCE OF THE CONSULTANT

60%

A. Appropriateness of the agency for the assignment

20

Full Service Creative Agency

20

Production Agency Only

15

Events Agency only

10

Others5

B. Extent of Network of the Agency

10

National

10

Regional

5

C. Number of Similar Projects Completed in the last 3
years

10

At least one nationwide campaign

10

At least one regional campaign

5

No campaign

0

D. Years in Existence

10

3 years & above

10

Below 3 years

5

E. Projects handled in last 3 years

10

At least one project with contract cost equal or
greater than 2.5 million pesos

10

All projects have contract cost less than 2.5 million
pesos

5

12

II.

QUALIFICATION OF PERSONNEL WHO MAY BE
ASSIGNED TO THE JOB

20%Meets the minimum required personnel and yearsof experience

20

Meets the minimum required personnel but lessthan minimum years of experience

10

Does not meet the minimum required personnel

0

III.

CURRENT WORKLOAD RELATIVE TO CAPACITY

20%

No project with contract cost equal or greater than 5
Million pesos

20

1-2 projects with contract cost greater than 5
Million pesos

15

3 or more projects with contract cost equal or
greater than 5 Million pesos

10

TOTAL

100%

NOTE:
National – refers to the project’s reach being the entire Philippines
Regional – refers to one or more administrative regions across the Philippines
Full Service Creative Agency - Ad agencies that offer a range of services are able tohandle every facet of planning and implementing an advertising campaign including
branding, advertising, media purchasing, web marketing, public relations, social media,
etc.
Production Agency – specializes in audio-video production with service that include
branding videos, concept development, creative direction, script writing, etc.
Events agency – is focused on events production from strategy and planning to onsite
execution and post-event follow-up.

13