PHILIPPINE BIDDING DOCUMENTS

Procurement of a PR and Social
Media Management Retainer for
Dive Philippines(2nd Posting)

Reference No.: DOT-BAC-REI NO. 2020-003

TABLE OF CONTENTSPART ISECTION I. REQUEST FOR EXPRESSION OF INTEREST .........................................3
SECTION II. ELIGIBILITY DOCUMENTS................................................................6
SECTION III. ELIGIBILITY DATA SHEET ........................................................... 132

Section I. Request for Expression ofInterest3Request for Expression of Interest for theProcurement of a PR and Social Media Management
Retainer for Dive Philippines
1.

The Department of Tourism (DOT), through the General Appropriations Act 2020
intends to apply the sum of Three Million Philippine Pesos (PhP3,000,000.00) being theApproved Budget for the Contract (ABC) to payments under the contract for the DOTBAC-REI No. 2020-003 (2nd Posting). 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 ofa PR and Social Media Management Retainer for Dive Philippines. Eligibility
documents of interested consultants must be duly received by the BAC Secretariat onor before 22 July 2020 (until 9:00 a.m only) at the Procurement Management
Division, 4th Floor, DOT Bldg., No. 351 Sen. Gil Puyat Avenue, Makati City.
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 5:00 p.m.

4.

A complete set of Bidding Documents may be acquired by interested Bidders on 15 to 17
and 20-21 July 2020 (8:00 a.m. to 5:00 p.m.) 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 shortlist 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:•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 (70%);•

Qualification of personnel who may be assigned to the job vis-à-vis extent andcomplexity of the undertaking (20%); and•Current workload relative to capacity (10%);

4

Passing Rate: 75%
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
the Instructions to Bidders.

8.

The contract shall be completed until December 31, 2020.

9.

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
Procurement Management Division
4th Floor, DOT Bldg.
351 Sen. Gil Puyat Ave., Makati City
Telephone Nos. 8459-5200 to 30 Loc. 425
Email Address: dot.bac@tourism.gov.ph
grmaldonado@tourism.gov.ph
Website Address: www.tourism.gov.ph

ASEC. ROBERTO P. ALABADO III
DOT-BAC Chairperson

5Section II. Eligibility Documents

6

Eligibility Documents
1.

Eligibility Criteria
1.1.

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 group 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 basedon 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 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:7(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 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’srole(whethersubconsultant, 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;main

consultant,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.

8

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, sub-consultants 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.

4.3.

All envelopes shall:

9

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 capital letters;(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 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 5 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
Entity prior to the deadline prescribed for submission and receipt 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
10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.

8.

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.

(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 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
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,11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.

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Section III. Eligibility Data Sheet

13

Eligibility Data Sheet
Eligibility
Documents
1.2
1.3
2.1(a)(ii)

2.1(a)(ii.7)
4.2
4.3(e)

4.3(f)
5

8.1

Procurement of a PR and Social Media Management Retainer for Dive
Philippines (2nd Posting)No further Instructions
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.
Certificate of Satisfactory Service or any other proof of completion ofcontracts.
Each prospective bidder shall submit one (1) original and five (5) photocopies of the original of its eligibility documents.
ASEC. ROBERTO P. ALABADO III, DOT-BAC Chairperson
c/o Ms. Maria Alma O. Almazan,
DOT-BAC Secretariat, 4th Floor, DOT Bldg., No. 351 Sen. Gil Puyat
Ave., Makati City
Ref. No.: DOT-BAC-REI No. 2020-003 (2nd Posting)
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 22 July 2020
The place of opening of eligibility documents is at the Multi-Purpose
Hall, 6th Floor, DOT Bldg., No. 351 Sen. Gil Puyat Ave., Makati City.
The date and time of opening of eligibility documents is 22 July 2020
at 11:30 a.m.
The Opening of Eligibility Documents will be conducted through videoconference using the MS Teams platform on 22 July 2020 at 11:30 a.m.
Prospective bidders who are interested in joining the opening of
eligibility documents must send the following details to the BAC
Secretariat via e-mail at dot.bac@tourism.gov.ph not later than 5:00
p.m. of 21 July 2020
•
•
•
•

9.1

Name of Representative(s) - Maximum of two (2)Company Name:
Email Address:
Contact No.

Similar contracts shall refer to the same nature as the project to be bid

9.2
(a)

Applicable experience of the consultant and members incase of joint ventures, considering both the overall
14experiences of the firms or, in the case of new firms, theindividual experiences of the principal and key staff,
including the times when employed by other consultants(70%);(b)

Qualification of personnel who may be assigned to the job
vis-à-vis extent and complexity of the undertaking (20%);
and

(c)

Current workload relative to capacity (10%);
Passing Score : 75%

Please find below the Eligibility Check and Shortlisting Criteria
and Rating:I.
A.

APPLICABLE EXPERIENCE
Appropriateness of the company for the assignment
Bidder is a Full Service Agency offering Public Relations
Management, Events Management, Social MediaManagement, Digital Marketing, Content
Development/Creation, and Advertising services
1 Bidder offers Public Relations Management and Social
Media Management services only
Bidder offers Public Relations Management services orSocial Media Management services only.
Years in existence
15 years or more
1 10 to 14 years
Less than 10 years

70

10
8
5

B.

15
8
5

C.

Similar projects completed in the last three (3) years
Public Relations (PR) Management
Bidder has completed at least 3 contracts that include
1 Public Relations (PR) Management services.
Bidder has completed less than 3 (but not 0) contracts that
include Public Relations (PR) Management services.
Social Media Management
Bidder has completed at least 3 contracts that include
2 Social Media Management services.
Bidder has completed less than 3 (but not 0) contracts that
include Social Media Management services.
3 Content Development/Creation
15

10
5

10
5

Bidder has completed at least 3 contracts that include
Content Development/Creation services.
Bidder has completed less than 3 (but not 0) contracts that
include Content Development/Creation services.
Contract Cost of Completed Projects in the last 3 years
At least 3 of the completed contracts/campaigns had acontract cost equal or greater than 50% of the ABC (ABC:3,000,000.00)
1
Less than 3 of the completed contracts had a contract costequal or greater than 50% of the ABC (ABC:3,000,000.00)

5
0

D.

QUALIFICATION OF PERSONNEL WHO MAY BE
II. ASSIGNED TO THE JOB
A. Team / Personnel Requirements
Required number and positions of personnel exceed theminimum amount by at least 25% (2 additional personnel
1 with at least 3 years of experience)
Required number and positions of personnel withminimum years of experience is met.
CURRENTWORKLOAD
RELATIVE
TO
III. CAPACITY
Number of On-Going Similar and Related Projects
A. Relative to Capacity
No on-going similar and related projects (scope must
include Public Relations Management, Social MediaManagement, and Content Development) with contract
cost equal or greater than the ABC (PhP 3,000,000.00)
1 to 2 on-going similar and related projects (scope must
include Public Relations Management, Social Media
1
Management, and Content Development) with contract
cost equal or greater than the ABC (PhP 3,000,000.00)
3 or more on-going similar and related projects (scopemust include Public Relations Management, Social MediaManagement, and Content Development) with contract
cost equal or greater than the ABC (PhP 3,000,000.00)
Total

16

20

10

20

20
10

10

10

8

5
100