PHILIPPINE BIDDING DOCUMENTS

Procurement of Consulting Services for
the Preparation of the National Tourism
Development Plan (NTDP) 2023-2028(2nd Posting)
DOT-BAC REI No. 2021-2018

Department of Tourism

Fifth Edition
August 2016

Preface
These Philippine Bidding Documents (PBDs) for the procurement of Consulting
Services through Competitive Bidding have been prepared by the Government of thePhilippines (GoP) for use by all branches, agencies, departments, bureaus, offices, or
instrumentalities of the Government, including government-owned and/or -controlled
corporations (GOCCs), government financial institutions (GFIs), state universities andcolleges (SUCs), local government units (LGUs), and autonomous regional government. The
procedures and practices presented in this document have been developed through broad
experience, and are for mandatory use in projects that are financed in whole or in part by the
GoP or the World Bank or any foreign government/foreign or international financing
institution in accordance with the provisions of the 2016 Revised Implementing Rules andRegulations (IRR) of Republic Act 9184 (R.A. 9184).
The Bidding Documents shall clearly and adequately define, among others: (a) the
objectives, scope, and expected outputs and/or results of the proposed contract; (b) the
minimum eligibility requirements of bidders, such as track record to be determined by the
Head of the Procuring Entity; (c) the expected contract duration, delivery schedule and/ortime frame; and (d) the obligations, duties, and/or functions of the winning bidder.
In order to simplify the preparation of the Bidding Documents for each procurement,
the PBDs groups the provisions that are intended to be used unchanged in Section II.
Eligibility Documents of Part I; and Section II. Instructions to Bidders (ITB) and Section IV.
General Conditions of Contract (GCC) of Part II. Data and provisions specific to eachprocurement and contract should be included in Section III. Eligibility Data Sheet (EDS) of
Part I, Section III. Bid Data Sheet (BDS), and Section V. Special Conditions of Contract(SCC) of Part II. The forms to be used are provided in the attachments.
Care should be taken to check the relevance of the provisions of the Bidding
Documents against the requirements of the specific Consulting Services to be procured. The
following general directions should be observed when using the documents:(a)

All the documents listed in the Table of Contents are normally required for the
procurement of Consulting Services. However, they should be adapted asnecessary to the circumstances of the particular Project.

(b)

These PBDs are divided into Part I and Part II, which shall be both madeavailable from the time the Request for Expression of Interest is first
advertised/posted until the deadline for the submission and receipt of bids(c)Specific details, such as the “name of the Procuring Entity” and “address for
proposal submission,” should be furnished in the EDS, BDS, and SCC. The
final documents should contain neither blank spaces nor options.

(d)This Preface and the footnotes or notes in italics included in the Request for
Expression of Interest, EDS, BDS, SCC, Terms of Reference, and Appendices
are not part of the text of the final document, although they contain2

instructions that the Procuring Entity should strictly follow. The Bidding
Documents should contain no footnotes except Section VII. Bidding Forms ofPart II since these provide important guidance to Bidders.
(e)

The criteria for evaluation and the various methods of evaluation in the ITB
should be carefully reviewed. Only those that are selected to be used for the
procurement in question should be retained and expanded, as required in the
BDS. The criteria that are not applicable should be deleted from the BDS.

(f)

The cover should be modified as required to identify the Bidding Documents
as to the names of the Project, Contract, and Procuring Entity, in addition todate of issue.

(g)If modifications must be made to bidding procedures, they can be presented in
the BDS. Modifications for specific Project or Contract should be provided in
the SCC as amendments to the Conditions of Contract. For easy completion,
whenever reference has to be made to specific clauses in the EDS, BDS, or
SCC these terms shall be printed in bold type face on Section II. Eligibility
Documents, Section I. Instructions to Bidders, and Section III. General
Conditions of Contract, respectively.

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TABLE OF CONTENTSPART ISECTION I. REQUEST FOR EXPRESSION OF INTEREST .......................................................................................5
SECTION II. ELIGIBILITY DOCUMENTS............................................................................................................10
SECTION III. ELIGIBILITY DATA SHEET ............................................................................................................17

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Section I. Request for Expression ofInterest

5Notes on Request for Expression of Interest
The Request for Expression of Interest provides information that enables potential
Bidders to decide whether to participate in the procurement at hand. The Request for
Expression of Interest shall be:(a)

Posted continuously in the Philippine Government Electronic Procurement System(PhilGEPS) website and the website of the Procuring Entity concerned, if
available, and the website prescribed by the foreign government/foreign orinternational financing institution, if applicable, seven (7) calendar days starting on
the date of advertisement; and(b)

Posted at any conspicuous place reserved for this purpose in the premises of the
Procuring Entity concerned for seven (7) calendar days, as certified by the head of
the Bids and Awards Committee (BAC) Secretariat of the Procuring Entity
concerned.

(c)Advertised at least once in a newspaper of general nationwide circulation which
has been regularly published for at least two (2) years before the date of issue ofthe advertisement, subject to Sections 21.2.1(c) of the IRR of R.A. 9184;

Apart from the essential items listed in the Bidding Documents, the Request for
Expression of Interest should also indicate the following:(a)

The date of availability of the Bidding Documents, the place where it may besecured and the deadline for submission of the Expression of Interest (EOI)
together with the application for eligibility;(b)

The set of criteria and rating system for short listing of prospective bidders to be
used for the particular contract to be Bid, which shall consider the following,among others:

(c)

(i)

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;(ii)

Qualification of personnel who may be assigned to the job vis-à-vis extent
and complexity of the undertaking; and(iii)

Current workload relative to capacity;

The number of consultants to be short listed and the procedure to be used in theevaluation of Bids of short listed consultants, i.e., QBE or QCBE; and if QCBE,
the weights to be allocated for Technical and Financial Proposals; and

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(d)

The contract duration.

In the case of WB funded projects, the Request for Expression of Interest shall be sent to
all who have expressed an interest in undertaking the services as a result of any General
Procurement Notice issued. In addition, it shall also be sent to all heads of associations ofconsultants within the area where the project will be undertaken.

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REQUEST FOR EXPRESSION OF INTEREST FOR THE
Procurement of Consulting Services for the
PREPARATION OF NATIONAL TOURISM DEVELOPMENT
PLAN - 2nd Posting(DOT-BAC REI No. 2021-018)
1. The Department of Tourism (DOT), through the General Appropriations Act 2021 intends to apply
the sum of Eight Million Philippine Pesos (PhP8,000,000.00) being the Approved Budget for theContract (ABC) to payments under the contract for the Procurement of Consulting Services for the
Preparation of National Tourism Development Plan 2023-2028 (DOT-BAC-REI No. 2021-018).
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 ofConsulting Services for the Preparation of National Tourism Development Plan 2023-2028.
Eligibility documents of interested consultants must be duly received by the BAC Secretariat onor before 06 August 2021 (until 9:00 a.m. only) at the Procurement Management Division, 4thFloor, DOT Bldg., No. 351 Sen. Gil Puyat Avenue, Makati City. Eligibility Check will be on 06
August 2021, 10:00 a.m. to be held at the Multi-Purpose Hall, 6th floor DOT Bldg., 351 Sen.
Gil Puyat Avenue, Makati City, and thru MS Teams (virtual platform), simultaneously.
Applications for eligibility will be evaluated based on a non-discretionary “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 3:00 p.m starting 30 July 2021.
4. A complete set of Bidding Documents may be acquired by interested bidders on 30 July 2021 to 05
August 2021 (8:00 am to 3:00 pm) and 06 August 2021 (9:00 am) from the address below.
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.
5. The BAC shall draw up the short list of consultants from those who have submitted Expression ofInterest, including the eligibility documents, and have been determined as eligible in accordancewith the provisions of Republic Act 9184 (RA 9184), otherwise known as the “Government
Procurement Reform Act”, and its Implementing Rules and Regulations (IRR). The short list shallconsist of three (3) prospective bidders who will be entitled to submit bids. The criteria and rating
system for short listing are:
• Applicable Experience/ Qualification of the Company - 60%• Qualification of Team Members who may be assigned to the job - 25%• Current Workload Relative to the Capacity - 15%

6.

Bidding will be conducted through open competitive bidding procedures using non-discretionary“pass/fail” criterion as specified in the IRR of RA 9184.

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Bidding is open to all interested bidders, whether local or foreign, subject to theconditions for eligibility provided in the IRR of R.A. 9184
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 the Instructions to
Bidders.
8. The contract shall be for four (4) man-months effective from the receipt of the Consultant of the
Notice to Proceed (NTP).
9.

The DOT 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 or bidders.

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

OIC-USEC. REYNALDO L. CHING
Chairperson, Bids and Awards Committee
Department of Tourism

29 July 2021

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Section II. Eligibility Documents
Notes on the Eligibility Documents
This Section provides the information necessary for prospective bidders to prepare
responsive Eligibility Documents in accordance with the requirement of the Procuring
Entity.
The provisions contained in this Section are to be used unchanged. Additional information
or requirements specific to each procurement shall be specified in the EDS.

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1.

Eligibility Criteria
1.

2.

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

Duly licensed Filipino citizens/sole proprietorships;(b)Partnerships duly organized under the laws of the Philippines and ofwhich at least sixty percent (60%) of the interest belongs to citizens of
the Philippines;(c)Corporations duly organized under the laws of the Philippines and ofwhich at least sixty percent (60%) of the outstanding capital stock
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., a groupof two (2) or more persons/entities that intend to be jointly andseverally 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.

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.

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.

4.

Government owned or –controlled corporations (GOCCs) may be eligible toparticipate only if they can establish that they (a) are legally and financiallyautonomous, (b) operate under commercial law, and (c) are not attachedagencies 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 theeligibility check specified in the Request for Expression of Interest and Clause
5 for purposes of determining eligibility of prospective bidders:(a)Class “A” Documents –11

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)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 the contract to be bid,within the relevant period provided in the EDS. The statement
shall include, for each contract, the following:(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 consultant,
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, inthe case of a completed contract;

(iii)

(b)

Statement of the consultant specifying its nationality andconfirming that those who will actually perform the service areregistered 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 –If applicable, the Joint Venture Agreement (JVA) in case the joint
venture is already in existence, or duly notarized statements from all
the potential joint venture partners in accordance with Section 24.1(b)of the IRR of RA 9184.
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3.

4.

2.2.

The eligibility requirements or statements, the bids, and all other documents tobe submitted to the BAC must be in English. If the eligibility requirements orstatements, the bids, and all other documents submitted to the BAC are inforeign language other than English, it must be accompanied by a translationof the documents in English. The documents shall be translated by the relevant
foreign government agency, the foreign government agency authorized totranslate documents, or a registered translator in the foreign bidder’s country;
and shall be authenticated by the appropriate Philippine foreign service
establishment/post or the equivalent office having jurisdiction over the foreignbidder’s affairs in the Philippines. The English translation shall govern, forpurposes of interpretation of the bid.

2.3.

Prospective bidders may obtain a full range of expertise by associating withindividual consultant(s) and/or other consultants or entities through a 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 a ground forthe 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 the prospective
bidder.

Sealing and Marking of Eligibility Documents
4.1.

Prospective bidders shall enclose their original eligibility documents describedin 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 DOCUMENTS”. Theseenvelopes 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 indicatedin the EDS shall be typed or written in ink and shall be signed by theprospective bidder or its duly authorized representative/s.
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4.3.

4.4

5.

All envelopes shall:(c)contain the name of the contract to be bid in capital letters;(d)bear the name and address of the prospective bidder in capital letters;(e)be addressed to the Procuring Entity’s BAC specified in the EDS;(f)bear the specific identification of this Project indicated in the EDS; and(g)bear a warning “DO NOT OPEN BEFORE…” the date and time forthe opening of eligibility documents, in accordance with Clause 5.

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 for the 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 the address
and on or before the date and time indicated in the Request for Expression of Interestand the EDS.

6.

Late Submission of Eligibility Documents
Any eligibility documents submitted after the deadline for submission and receipt
prescribed in Clause 0 shall be declared “Late” and shall not be accepted by theProcuring Entity. The BAC shall record in the minutes of submission and opening of
eligibility documents, the Bidder’s name, its representative and the time 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 the Procuring Entity
prior to the deadline specified in Clause 5. The prospective bidder shall not beallowed to retrieve its original eligibility documents, but shall be allowed tosubmit another set equally sealed, 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.

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 the Procuring

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Entity prior to the deadline prescribed for submission and receipt of eligibility
documents.
7.3.

8.

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 reachand be stamped by the BAC before the deadline for submission and receipt ofeligibility documents.

Opening and Preliminary Examination of Eligibility Documents
8.1.

The BAC will open the envelopes containing the eligibility documents in thepresence of the prospective bidders’ representatives who choose to attend, atthe time, on the date, and at the place specified in the EDS. The prospective
bidders’ representatives who are present shall sign a register evidencing theirattendance.
In case the submitted eligibility envelopes cannot be opened as scheduled due
to justifiable reasons, the BAC shall take custody of the said envelopes andreschedule the opening on the next working day or at the soonest possible timethrough the issuance of a Notice of Postponement to be 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 opening of
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:

8.4.

(h)

the name of the prospective bidder;(i)whether there is a modification or substitution; and(j)the presence or absence of each document comprising the eligibility
documents vis-à-vis a checklist of the required documents.

The eligibility of each prospective bidder shall be determined by examining
each bidder’s eligibility requirements or statements against a checklist ofrequirements, 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 that particular requirement.
In this regard, failure to submit a requirement, or an incomplete or patently

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insufficient submission, shall be considered “failed” for the particulareligibility requirement concerned. If a prospective bidder is rated “passed” forall the eligibility requirements, he shall be considered eligible to participate in
the bidding, and the BAC shall mark the set of eligibility documents of theprospective bidder concerned as “eligible.” If a prospective bidder is rated“failed” in any of the eligibility requirements, he shall be considered ineligible
to participate in the bidding, and the BAC shall mark the set of eligibility
documents of the prospective bidder concerned as “ineligible.” In either case,the BAC chairperson or his duly designated authority shall countersign themarkings.

9.

10.

Short Listing of Consultants
9.1.

Only prospective bidders whose submitted contracts are similar in nature andcomplexity 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 for thisproject 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.

16Section III. Eligibility Data Sheet
Notes on the Eligibility Data SheetThis Section is intended to assist the Procuring Entity in providing the specificinformation and requirements in relation to corresponding clauses in the Eligibility
Documents, and has to be prepared for each specific procurement.
The Procuring Entity should specify in this Section the information and requirements
specific to the circumstances of the Procuring Entity, the processing of the eligibility, andthe rules that will apply in the determination and evaluation of eligibility.
In preparing this Section, the following aspects should be checked:(a)Information that specifies and complements provisions of the Eligibility
Documents must be incorporated.

(b)

Amendments and/or supplements, if any, to provisions of the Eligibility
Documents as necessitated by the circumstances of the specific procurement,
must also be incorporated.

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Eligibility Data Sheet
Eligibility
Documents
1.2

The Consultancy Firm is expected to produce a National Tourism
Development Plan that will be implemented for the year 2023 to 2028.

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 ten (10) years prior to thedeadline for the submission and receipt of eligibility documents.

2.1(a)(ii.7)

Submission of proof of satisfactory completion of completed contracts.

0Each prospective bidder shall submit one (1) original and five (5)photocopies of its eligibility documents.

(e)Bids and Awards Committee (BAC)
4th Floor, DOT Building
351 Sen. Gil PUyat Avenue, Makati City(f)

The plan aims to develop a globally competitive, environmentally
sustainable and socially responsible tourism industry that promotes
inclusive growth through employment generation and equitable
distribution of income thereby contributing to building a foundation for ahigh-thrust society.

0

The address for submission of eligibility documents is:
OIC-Usec. Reynaldo L. Ching
c/o Godofredo R. Maldonado, Jr.
Bids and Awards Committee (BAC)
4th Floor, DOT Building

351 Sen. Gil PUyat Avenue, Makati City
The deadline for submission of eligibility documents is
06 August 2021, 9:00 a.m.
0

The place of opening of eligibility documents is
Bids and Awards Committee (BAC)
4th Floor, DOT Building

351 Sen. Gil PUyat Avenue, Makati City
The date and time of opening of eligibility documents is 06 August 2021,
10:00 a.m.
0

No further instructions.

18Eligibility Check and Shortlisting Criteria and Rating (70% passing score)

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