ANNEX “B”

Technical Specifications
Note: Bidders must state under Statement of Compliance either “Comply” or “Not Comply”
against each of the individual parameters of each Specification stating the corresponding
performance parameter of the equipment offered. Statements of “Comply” or “Not Comply”
must be supported by evidence in a Bidders Bid and cross-referenced to that evidence.
Evidence shall be in the form of manufacturer’s un-amended sales literature, unconditional
statements of specification and compliance issued by the manufacturer, samples,
independent test data etc., as appropriate. A statement that is not supported by evidence or issubsequently found to be contradicted by the evidence presented will render the Bid underevaluation liable for rejection. A statement either in the Bidder's statement of compliance or
the supporting evidence that is found to be false either during Bid evaluation, post-qualificationor the execution of the Contract may be regarded as fraudulent and render the Bidder or
supplier liable for prosecution subject to the applicable laws and issuances.
Item

Specification
I.

Project Name: Procurement of Service Provider for thePhysical Warehousing / Storage Requirements of theDepartment of Tourism

II. Objectives
To acquire the services of a third-party service provider
for the insured storage space which will house all thenon-current and permanent/archival DOT records as wellas the Arrival/Departure (A/D) Cards.
III. Location
The storage space must be located within the cities ofParanaque, Pasay, Makati or Manila
IV. General Requirements
 The SERVICE PROVIDER must be an ISO 9001:2015
certified.
 The SERVICE PROVIDER should specialize providing
storage solutions and transportation.
 The SERVICE PROVIDER should have operated for atleast 5 years in storage management.
 The SERVICE PROVIDER must be willing to provide alist of past clientele, details of work done, and contact
details of their clientele for verification purposes.
 The SERVICE PROVIDER shall secure adequate
insurance for the warehouse, including all the boxes andtheir content stored therein including during transit,against fire, theft, and acts of God for the duration of thecontract.

Statement ofComplianceANNEX “B”

ItemSpecification
 The SERVICE PROVIDER must be fully outfitted withequipment to protect the records of DOT and A/D cards
from disasters, and in such a case, has recovery
mechanisms to ensure that no further unnecessary
damage shall be suffered by stored documents.
 The SERVICE PROVIDER shall have a warehouse withsteel racks, handling equipment, and environmental andthermal control system for proper storage of documents.
 The SERVICE PROVIDER must comply with 24/7
roving security guard/s and stationary security guards,
24/7 CCTV cameras and Fire Protection System which
includes sufficient number of fire extinguishers,
automatic fire alarm system or smoke detector/s The SERVICE PROVIDER shall at all times keep all thedocuments, records and files placed under its care secureand confidential. For this purpose, no storage boxes shallbe opened, inspected or tampered with in any form by theSERVICE PROVIDER without the written consent ofDOT.
 The SERVICE PROVIDER shall have a barcode system
for tracking and inventory of documents and generating
electronic reports. It shall provide barcode stickers forevery box stored therein.
 The SERVICE PROVIDER shall provide standard andcustomizable boxes for document storage.
 The transfer/pick-up of boxes from Existing Provider
must be shouldered by the Winning Bidder free of charge.
V. Scope of Services / Service Requirements
1. Warehouse/Storage of Non-Current andPermanent/Archival DOT Recordsa.

To provide the following services: Provision of storage box sizes (16” x 13” x13”) and (L24” x W15” x H10”)
 Storage spaces that can accommodate aminimum of 1,053 pieces of boxes
 Barcoding On-site Access for Retrieval of Boxes Retrieval/Pull-out of Records/Boxes by theDOT Pick-up of new boxes from DOT for storageto Service Provider
 Provision of Inventory ReportStatement ofComplianceANNEX “B”

ItemSpecificationb.

Facility and Vicinity
 Exclusive walled compound/ ownedwarehouse Perimeter wall must be at least 6-12 feet highabove street level Fully insulated warehouse- Temperature maintained between 15-25°
C (59-77° F)- Humidity maintained between 35-65%
RH
 Flood-free facility, with no prior flood
history With monthly regular pest control
 Industrial strength racking system With dedicated facility for storage of hard
copy records and for electronic files

Particulars
Storage Rental
Type A Box (L16” x W13” x H13”)959 boxes x 12 months
Type B Box (L24” x W15” x H10”)454 boxes x 12 months
Additional New Boxes to replace the Old Boxes
Type A Box (L16” x W13” x H13”)853 boxes
Type B Box (L24” x W15” x H10”)454 boxes
Retrieval of 537 boxes (On-site access or Delivery toDOT Office)Pick-up of 897 boxes from DOT office to PhysicalWarehouse/Storage
Barcoding of 360 New Boxes
2.

Warehouse/Storage od Arrival/Departure (A/D)
Cards
a. To provide temporary storage requirements for
the Arrival/Departure (A/D) cards such as:Statement ofComplianceANNEX “B”

ItemSpecification



Provide an off-site hard copy document
archiving/storage that is safe, secured,equipped with a 24-hour camera recording
system for the A/D Cards;
Provide tracking database software which
generates real-time transaction andinventory reports;
Provision of Type A storage boxes for theA/D cards;
Barcoding;
Provision of materials for sealing andpackaging of the cards;
Provide a systematized service for retrievalof arrival/departure cards from theArrival/Departure Cards Processing Center(ADCPC) to the off-site storage and back tothe ADCPC for encoding;
Provision of slot for ADCPC staff, to andfrom, ADCPC who will supervise thetransfer of cards;
Provide a systematized service for deliveryof encoded A/D cards from ADCPC to theBureau of Immigration (BI).

b. Treat the data contained in the Arrival/Departure
cards as confidential; disclosure of data /information by the company could be ground fortermination of contract without prejudice to thefiling of criminal charges against the company
by the DOT and/or the BI.
c. Submit monthly summary reports,
accomplishment reports for billings to DOT
VI.

Billing/Mode of Payment
The service provider shall charge DOT on a monthly
basis to include the following transactions: Storage charges


Handling charges (retrieval, delivery, pick-upand barcoding)Statement ofComplianceANNEX “B”

Item

Statement ofCompliance

Specification
Packaging materials or purchase of carton/box

Permanent Retrieval

Billing invoice must be accompanied with Work Order
Request Form and Transaction Receipts.
VII. Contract Duration: Twelve (12) Months
VIII. Approved Budget for the Contract (ABC):
Item No. 1 – PhP933,300.00
Item No. 2 – PhP361,116.00
TOTAL – PhP1,294,416.00* NOTE: The prospective bidder should indicate the unit price per item.

Conforme:___________________________Name of Bidder’s/Representative___________________________
Signature_______________
Date