SUPPLEMENTAL / BID BULLETIN NO. 1
This Supplemental/Bid Bulletin is issued to all prospective bidders to clarify, modify
and/or amend items in the Bidding Documents as discussed and agreed during the Prebid Conference held on 14 September 2020 for the Procurement of Consulting
Services for the Online Public Consultations on the Updating of the PCSSD
Implementing Rules and Regulations (IRR) (Luzon, Visayas and Mindanao)(DOT-BAC-REI No. 2018-006).
This shall form an integral part of the Bidding Documents.
I. Clarification on the Bidding Documents
1.

On Section II. Instruction to Bidders


On Item 15.1 (a) Cash or cashier’s/manager’s check issued by a
Universal or Commercial Bank.
2.

If the bidder will post a Cashier’s or Manager’s Check,actual/original Cashier’s/Manager’s check should be placed inside
the Technical Bid Envelope (First Envelope)On Section IV. General Conditions of the Contract


On Item 25 Force Majeure The bidding documents clearly define a “Force Majeure” as provided
under Section 25.1 of the General Conditions of the Contract, towit:“For purposes of this Contract the terms “force majeure” and “fortuitousevent” may be used interchangeably. In this regard, a fortuitous event orforce majeure shall be interpreted to mean an event which the Consultant
could not have foreseen, or which though foreseen, was inevitable. It shallnot include ordinary unfavorable weather conditions; and any other cause
the effects of which could have been avoided with the exercise of reasonablediligence by the Consultant.”
3.

On Section VI. Terms of Reference
OLD PROVISION
III. Background and Objective
Target number of participants
per area: 30 pax

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NEW PROVISION
III. Background and Objective
Target number of participants
per area: minimum of 20 pax

4.

OLD PROVISION
V. Scope of Work and Deliverables:
On Pre-EventNEW PROVISION
V. Scope of Work and Deliverables:
On Pre-event:• Advise and work xxx;
• Design and execute xxx;

• Advise and work xxx;
• Design and execute xxx;
• Invite participants for the
public consultations via e-mail(PCSSD to provide accrediteddatabase)

On Section VII. Bidding Forms


TPF 3. - Comments and Suggestions of Consultant on the Terms ofReference and on Data, Services, and Facilities to be provided by theProcuring Entity

TPF 7. - Time Schedule for Professional PersonnelThe bidder should indicate clearly the estimated duration in termsof person-months or man-months.

The bidder needs to indicate the number of days which the key
personnel may be involved in the project and the duration.

Under column for reports due/activities, the bidder/consultant
must place the monthly accomplishment report, post-activity
report, and other reports which may be required in the TOR or
deemed necessary in the implementation of the services.

TPF 8. – Activity (Work) ScheduleThe bidder should submit a workplan showing in graphical format(bar chart) the timing of major activities, anticipated coordination
meetings, and deliverables such as reports required under theTOR.

FPF 2. – Summary of Costs

II.

The bidder may simply indicate “no comment or not applicable” if
the consultant/s or bidder/s has no comments or suggestions.

The bidder should indicate the breakdown of the total costs.

Response to Queries received by the BAC

On the Background1.

Aside from the laws stated as the premise for the rules, regulations,standards and operating procedures in line with the mandate of the Philippine
Commission on Sports SCUBA Diving (PCSSD), why did the proponent
request and bid out the project? Are there specific expectations from theproject consultant to capture, facilitate, design and recommend?
- The project was bidded out as it is a follow-through of the focus group
discussion (FGD) and workshop on the IRR held last October 2019, with thePage 2 of 6

participation of the PCSSD Commissioners and key dive stakeholders. From
this workshop, the output was a draft updated IRR, which now needs to be
consulted with and validated by dive stakeholders around the country.
Additionally, the public consultation has to be conducted professionally andwith full transparency, so as the new IRR will be accepted by the public.
- The project consultant is expected run the consultations and process theresults professionally by effectively gathering, collating, and integrating all
the inputs of the participants during the public consultations. The service
provider must also handle the moderation and facilitation of the project, fromthe invitation of attendees, designing a mode of gathering the inputs (e.g.
breaking the participants into smaller groups to further discuss sections ofthe draft IRR), to moderating and documenting the whole public consultation.
2.

What preparatory work has the project proponent done?
- Conduct of the FGD and workshop on October 2019, and resulting draft
updated IRR which will be the subject of the public consultation.

On Objectives and Components
3.

Are there other project
incorporated in the TOR?

objectivesandcomponents

thatshouldbe- None.
4.

Are there specific project end-users and their role in project implementation?
- PCSSD Board of Trustees or Commissioners:
To act as resource persons as may be needed, during the publicconsultations.
- PCSSD Staff:
To coordinate with the winning bidder to ensure that project is being
implemented according to the deliverables on the TOR.

5.

Are there particular end-user’s expectations or references for the intended
revised and processed IRR? Or does the Consultant have reasonable latitude
in defining the project?
- We expect the revised or processed IRR to be taken from the context of thedraft October 2019, and the inputs of the Commissioners. However, theconsultant will also be provided some latitude in defining the project, as longas these are valid points that are within the objectives stated, and with thedirection of the Commission and the Board.

On Milestones and Deliverables:
6.

Other than the timelines mentioned in the TOR, are there specificconsiderations regarding the project’s timetable, such as particular nationalor local events before which the report should be finished? Are there specificcircumstances that dictate the timetable in light of the General Community
Quarantine?
- There are no other specific considerations regarding the project’s timetable.
There is no particular event that requires the report to be finished earlier; thebidder must ensure that the report, and other deliverables are submitted onPage 3 of 6the deadline indicated in the TOR or within the year of 2020 for the IRR totake effect in 2021. The timetable dictated is in view of the need to also
incorporate in the IRR the new normal and community quarantine guidelines
governing dive establishments, and the new accreditation guidelines, and toensure that these are in place in time for the eventual reopening of tourism.
7.

Can the consultant reschedule/suspend the project timetable, such as when
the client is reviewing project outputs, or when the difficulty of coordinating
meetings and consultations results in delays?
- The consultant may do so provided that the timetable is adjusted within thecontract duration, and deadline is complied with as indicated in the TOR on 7
December 2020, and subject to the Project Officer’s concurrence.

8.

How will the consultant and client communicate during project
implementation? Who will be the points of contact and preferred means ofcommunication? Can meetings or consultations be handled over Skype orsimilar technologies?
- The bidder and end-user may communicate via email, Viber, or videoconference, skype and similar technologies.
- The following are the PCSSD point persons for the project:
Ms. Anne Barnuevo – anne.barnuevo@divephilippines.com.ph
Ms. Rachelle Yoro – rachelle.yoro@divephilippines.com.ph

9.

How will other government agencies and stakeholders be involved in theproject?
- Government agencies, such as the DOT Office of Tourism Standards andRegulations (OTSR), DOT Regional Offices (RO), and MARINA, are to beinvited as resource speakers should there be questions or clarifications on theIRR that involves said offices’ accreditation and/or mandate.

10.

For documentation purposes, is there a specific format the entity will require
the consultant to use? Or will the Consultant be free to design and strategize
its packaging?
- The consultant is given leeway to design and strategize the packaging anddocumentation, as long as the format is easily readable by general computerprograms.

11.

Regarding the final compilation, in what manner does the end-user expect
the final deliverable to be bound? Will a digital copy suffice?
- The bidder may opt to create a hard copy for the appreciation of theCommission. However, the final required deliverable is in digital copy to besubmitted via email, and in a flash drive.

On Project Cost and Milestones:
12.

What are included in the project cost? Is it understood that the Consultant
will shoulder all costs for professional fees, logistics, consultation, printing,among others?

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- The project cost includes all items mentioned. The cost also includes the feefor the video conferencing program, venue for the secretariat, and internet
source and/or back-up, including applicable taxes.
13.

Can the proponent or the end-user assist the consultant with logistics? Islogistics part of the project cost?
- The end-user may assist the consultant with the logistics (e.g. contact forservice provider of transportation going to and from the venue)- The logistics is part of the project cost (e.g. transportation going to andfrom the venue)

On the Consultant:
14.

Can the listed experts be substituted between the expression of interest andthe actual bid?
-The list of key personnel is actually part of the Technical Bid Proposal andis submitted on or before the deadline for the submission and opening oftechnical bids.

-As a rule, after the deadline for the submission of Technical Bid Proposal,
the key personnel may not be replaced. Section 27.3 of the Philippine
Bidding Documents – Instructions to Bidders provides that, “having
selected the Consultant on the basis of, among other things, anevaluation of the proposed key professional staff, the Procuring Entity
expects to negotiate a contract on the basis of the experts named in thebid. Before contract negotiations, the Procuring Entity shall require
assurances that the experts shall be actually available. The Procuring
Entityshallnotconsider
substitutions
duringcontract
negotiations except for justifiable reason as may be determinedby the Procuring Entity, such as illness, death, or resignation,
unless both parties agree that undue delay in the selection
process makes such substitution unavoidable or that such changes
are critical to meet the objectives of the Project. If this is not thecase and if it is established that key staff were offered in the bid without
confirming their availability, the Consultant may be disqualified.”-Section 27.3 of the Instructions to Bidders further provides that “once thecontract has been awarded, no replacement shall be allowed until
after fifty percent (50%) of the personnel’s man-months havebeen served, except for justifiable reasons as may be determinedby the Procuring Entity. Violators shall be fined an amount equal to therefund of the replaced personnel’s basic rate, which should be at least
fifty percent (50%) of the total basic rate for the duration of theengagement.”

On Payment and Fees:
15.

How will payment be made? Can particular payment channels be arranged
ahead of time?
-Payment is on a send-bill arrangement. Processing of payment shall beinitiated upon certification by the end-user of the satisfactory completionof services and the issuance of a billing statement by the service provider.

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- Prospective bidders/consultants are highly encourage to have an accountwith the Land Bank of the Philippines to facilitate release of payments
instead of issuing check/s. Other banks may be used but it is subject tobank transactional fees.
III. Changes on the Schedule of Procurement Activities:
OLD PROVISIONNEW PROVISION
Issuance of Supplemental/Bid
Bulletin – 25 September
2020
2. Deadline of Submission andReceipt of Bids – 02 October 2020
(9:00 a.m.)
3. Opening of Technical Proposal 02 October 2020 (10:00 a.m.)1.

1.
IssuanceofSupplemental
Bid/Bulletin - 21 September 2020
2. Deadline of Submission andReceipt of Bids – September 28,2020 (9:00 a.m.)
3. Opening of Technical ProposalSeptember 28, 2020 (10:00 am.)

The Opening of Technical Bids willbeconducted
through
video
conference using the MS Teams
platform on 02 October at 10:00 a.m.
The Shortlisted bidder who areinterested in joining the opening oftechnical bids must send thefollowing details to the BAC
Secretariat
viae-mailat
dot.bac@tourism.gov.ph not later
than 5:00 p.m. of 01 October 2020.
Name of Representative(s) Maximum of two (2)Company Name:
Email Address:
Contact No.

The unamended portion of the bidding documents shall remain the same.
Attached is a copy of the revised Terms of Reference.
For the guidance and information of all concerned.

ASEC. ROBERTO P. ALABADO III
DOT-BAC Chairperson
25 September 2020

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