PHILIPPINE BIDDING DOCUMENTS

Procurement for the Services of an EventManagement Company for the 2nd Philippine
Education Tourism Conference 2022

Project Identification Number: DOT-BAC IB 2021-018

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Table of Contents
Glossary of Acronyms, Terms, and Abbreviations ………………………….3
Section I. Invitation to Bid……………………………………………………..6
Section II. Instructions to Bidders…………………………………………...10
1.
2.
3.
4.
5.
6.
7.
8.
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10.
11.
12.
13.
14.
15.
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17.
18.
19.
20.
21.

Scope of Bid ………………………………………………………………………. 11
Funding Information………………………………………………………………. 11
Bidding Requirements ……………………………………………………………. 11
Corrupt, Fraudulent, Collusive, and Coercive Practices
11
Eligible Bidders…………………………………………………………………… 11
Origin of Goods ………………………………………………………………….. 12
Subcontracts ……………………………………………………………………… 12
Pre-Bid Conference ………………………………………………………………. 12
Clarification and Amendment of Bidding Documents …………………………… 12
Documents comprising the Bid: Eligibility and Technical Components ………….12
Documents comprising the Bid: Financial Component …………………………... 13
Bid Prices …………………………………………………………………………. 13
Bid and Payment Currencies ………………………………………………………14
Bid Security ………………………………………………………………………. 14
Sealing and Marking of Bids ………………………………………………………14
Deadline for Submission of Bids …………………………………………………. 14
Opening and Preliminary Examination of Bids ………………………………….. 14
Domestic Preference ……………………………………………………………… 15
Detailed Evaluation and Comparison of Bids ……………………………………. 15
Post-Qualification ………………………………………………………………… 15
Signing of the Contract …………………………………………………………… 16

Section III. Bid Data Sheet …………………………………………………..17
Section IV. General Conditions of Contract ……………………...………..19
1.
2.
3.
4.
5.
6.

Scope of Contract ………………………………………………………………… 20
Advance Payment and Terms of Payment ……………………………………….. 20
Performance Security ……………………………………………………………. 20
Inspection and Tests ……………………………………………………………… 20
Warranty …………………………………………………………………………. 21
Liability of the Supplier ………………………………………………………….. 21

Section V. Special Conditions of Contract ………………………………….22
Section VI. Schedule of Requirements ……………………………………....26
Section VII. Technical Specifications …………………………………………29
Section VIII. Checklist of Technical and Financial Documents …………..432

Glossary of Acronyms, Terms, andAbbreviations
ABC – Approved Budget for the Contract.
BAC – Bids and Awards Committee.
Bid – A signed offer or proposal to undertake a contract submitted by a bidder in response to
and in consonance with the requirements of the bidding documents. Also referred to as
Proposal and Tender. (2016 revised IRR, Section 5[c])Bidder – Refers to a contractor, manufacturer, supplier, distributor and/or consultant who
submits a bid in response to the requirements of the Bidding Documents. (2016 revised IRR,
Section 5[d])Bidding Documents – The documents issued by the Procuring Entity as the bases for bids,
furnishing all information necessary for a prospective bidder to prepare a bid for the Goods,
Infrastructure Projects, and/or Consulting Services required by the Procuring Entity. (2016revised IRR, Section 5[e])BIR – Bureau of Internal Revenue.
BSP – Bangko Sentral ng Pilipinas.
Consulting Services – Refer to services for Infrastructure Projects and other types of projects
or activities of the GOP requiring adequate external technical and professional expertise thatare beyond the capability and/or capacity of the GOP to undertake such as, but not limited to:(i) advisory and review services; (ii) pre-investment or feasibility studies; (iii) design; (iv)construction supervision; (v) management and related services; and (vi) other technical services
or special studies. (2016 revised IRR, Section 5[i])CDA - Cooperative Development Authority.
Contract – Refers to the agreement entered into between the Procuring Entity and the Supplieror Manufacturer or Distributor or Service Provider for procurement of Goods and Services;
Contractor for Procurement of Infrastructure Projects; or Consultant or Consulting Firm for
Procurement of Consulting Services; as the case may be, as recorded in the Contract Formsigned by the parties, including all attachments and appendices thereto and all documents
incorporated by reference therein.
CIF – Cost Insurance and Freight.
CIP – Carriage and Insurance Paid.
CPI – Consumer Price Index.
DDP – Refers to the quoted price of the Goods, which means “delivered duty paid.”
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DTI – Department of Trade and Industry.
EXW – Ex works.
FCA – “Free Carrier” shipping point.
FOB – “Free on Board” shipping point.
Foreign-funded Procurement or Foreign-Assisted Project– Refers to procurement whose
funding source is from a foreign government, foreign or international financing institution as
specified in the Treaty or International or Executive Agreement. (2016 revised IRR, Section5[b]).
Framework Agreement – Refers to a written agreement between a procuring entity and a
supplier or service provider that identifies the terms and conditions, under which specificpurchases, otherwise known as “Call-Offs,” are made for the duration of the agreement. It is in
the nature of an option contract between the procuring entity and the bidder(s) granting the
procuring entity the option to either place an order for any of the goods or services identified
in the Framework Agreement List or not buy at all, within a minimum period of one (1) year
to a maximum period of three (3) years. (GPPB Resolution No. 27-2019)
GFI – Government Financial Institution.
GOCC – Government-owned and/or –controlled corporation.
Goods – Refer to all items, supplies, materials and general support services, except Consulting
Services and Infrastructure Projects, which may be needed in the transaction of publicbusinesses or in the pursuit of any government undertaking, project or activity, whether in thenature of equipment, furniture, stationery, materials for construction, or personal property of
any kind, including non-personal or contractual services such as the repair and maintenance ofequipment and furniture, as well as trucking, hauling, janitorial, security, and related or
analogous services, as well as procurement of materials and supplies provided by the Procuring
Entity for such services. The term “related” or “analogous services” shall include, but is not
limited to, lease or purchase of office space, media advertisements, health maintenanceservices, and other services essential to the operation of the Procuring Entity. (2016 revised
IRR, Section 5[r])GOP – Government of the Philippines.
GPPB – Government Procurement Policy Board.
INCOTERMS – International Commercial Terms.
Infrastructure Projects – Include the construction, improvement, rehabilitation, demolition,
repair, restoration or maintenance of roads and bridges, railways, airports, seaports,
communication facilities, civil works components of information technology projects,
irrigation, flood control and drainage, water supply, sanitation, sewerage and solid waste
management systems, shore protection, energy/power and electrification facilities, national

4buildings, school buildings, hospital buildings, and other related construction projects of thegovernment. Also referred to as civil works or works. (2016 revised IRR, Section 5[u])LGUs – Local Government Units.
NFCC – Net Financial Contracting Capacity.
NGA – National Government Agency.
PhilGEPS - Philippine Government Electronic Procurement System.
Procurement Project – refers to a specific or identified procurement covering goods,
infrastructure project or consulting services. A Procurement Project shall be described,
detailed, and scheduled in the Project Procurement Management Plan prepared by the agency
which shall be consolidated in the procuring entity's Annual Procurement Plan. (GPPB Circular
No. 06-2019 dated 17 July 2019)
PSA – Philippine Statistics Authority.
SEC – Securities and Exchange Commission.
SLCC – Single Largest Completed Contract.
Supplier – refers to a citizen, or any corporate body or commercial company duly organized
and registered under the laws where it is established, habitually established in business andengaged in the manufacture or sale of the merchandise or performance of the general services
covered by his bid. (Item 3.8 of GPPB Resolution No. 13-2019, dated 23 May 2019). Supplier
as used in these Bidding Documents may likewise refer to a distributor, manufacturer,
contractor, or consultant.
UN – United Nations.

5Section I. Invitation to Bid

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INVITATION TO BID FOR THE Procurement for the Servicesof an Event Management Company for the 2nd
Philippine Education Tourism Conference 2022
1.

The Department of Tourism (DOT), through the General Appropriation Act 2021
intends to apply the sum of Five Million Eight Hundred Twenty-Three Thousand
Pesos (PhP5,823,000.00) inclusive of applicable taxes, being the ABC to payments
under the contract for “Procurement for the Services of an Event Management
Company for the 2nd Philippine Education Tourism Conference 2022” (Project
Identification No. DOT-BAC IB 2021-018. Bids received in excess of the ABC shallbe automatically rejected at bid opening.

2.

The DOT now invites bids for the above Procurement Project. Delivery of the Goods
is required by Two (2) months upon receipt of the Notice to Proceed. Bidders shouldhave completed, within three (3) years from the date of submission and receipt of bids,
a contract similar to the Project. The description of an eligible bidder is contained in
the Bidding Documents, particularly, in Section II (Instructions to Bidders).

3.

Bidding will be conducted through open competitive bidding procedures using a nondiscretionary “pass/fail” criterion as specified in the 2016 revised Implementing Rules
and Regulations (IRR) of Republic Act (RA) No. 9184.
Bidding is restricted to Filipino citizens/sole proprietorships, partnerships, ororganizations with at least sixty percent (60%) interest or outstanding capital stock
belonging to citizens of the Philippines, and to citizens or organizations of a country
the laws or regulations of which grant similar rights or privileges to Filipino citizens,pursuant to RA No. 5183.

4.

Prospective Bidders may obtain further information from the DBM-Bids and Awards
Committee (BAC) Secretariat through the contact details given below and inspect the
Bidding Documents as posted on the websites of the DBM and the Philippine
Government Electronic Procurement System (PhilGEPS).

5.

A complete set of Bidding Documents may be acquired by interested Bidders from
November 16, 2021 to December 5, 2021 (8:00 a.m. to 5:00 p.m.) and December 6,2021 (until 9:00 a.m.) from the given address and website(s) below and upon paymentof the applicable fee for the Bidding Documents, pursuant to the latest Guidelines
issued by the GPPB, in the amount of Ten Thousand Philippine Pesos(PhP10,000.00) OR deposited to:
Account Name
Account Number
Beneficiary’s Bank

Department of Tourism-Regular Trust
00-0-05002-407-4
Development Bank of the Philippines (DBP)
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Bank Branch
Address

F. Zobel Branch
809 J.P Rizal corner F. Zobel St., Makati City, Philippines(Note: Pls. send copy of the Transaction report or any proof of payment at the email
address moalmazan@tourism.gov.ph
It may also be downloaded free of charge from the website of the Philippine
Government Electronic Procurement System (PhilGEPS) and the website of DOT,
provided that bidders shall pay the non-refundable fee for the Bidding Documents
not later than the submission of their bids.
6.

The DOT will hold a virtual Pre-Bid Conference on November 23, 2021 at 11:30 a.m.
using the Google Meet platform. The prospective bidders are advised to send their email
address to the DOT-BAC Secretariat official email at dot.bac@tourism.gov.ph/jpvillamin@tourism.gov.ph not later than 5:00 p.m. on November 22, 2021.

7.

Bids must be duly received by the BAC Secretariat through manual submission on or
before December 6, 2021 at 9:00 a.m. only at the office address indicated below. Latebids shall not be accepted.

8.

All Bids must be accompanied by a bid security in any of the acceptable forms and in
the amount stated in ITB Clause 14.

9.

Bid opening shall be on December 6, 2021 at 11:30 a.m. at the given address below
The Opening of Bids will be conducted through video conference using the Google
Meet platform on December 6, 2021 at 11:30 a.m.
Prospective bidders who are interested in joining the opening of bids must send thefollowing details to the BAC Secretariat via e-mail at dot.bac@tourism.gov.ph notlater than 5:00 p.m. of December 5, 2021.





10.

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

All documents shall be current and updated and any missing document in the checklist
is a ground for outright rejection of the bid. Bidder shall submit one (1) original andfive (5) photocopies of the first and second components of its bid in sealed envelope.
To facilitate the evaluation of the bids, bidders are advised to follow the arrangementin the checklist when placed in an Envelope, with documents bounded, tabbed andlabeled accordingly.

11.

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 Sections 35.6
and 41 of 2016 revised IRR of RA No. 9184, without thereby incurring any liability to
the affected bidder or bidders.

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12.

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: grmaldonado@tourism.gov.ph
Facsimile No.: 8459-5200 to 30 Loc. 425
Website Address: www.tourism.gov.ph
13. You may visit the following websites:
For downloading of Bidding Documents: www.tourism.gov.ph /www.philgeps.gov.ph(Original Signed)
OIC-USEC. REYNALDO L. CHING
DOT-BAC Chairperson
November 16, 2021

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Section II. Instructions to Bidders

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1.

Scope of Bid

I.

The Procuring Entity, Department of Tourism, wishes to receive Bids for theProcurement for the Services of an Events Management Company for the 2nd
Philippine Education Tourism Conference 2022with Project Identification Number DOT-BAC IB 2021-018.
The Procurement Project (referred to herein as “Project”) is composed of one (1) lot,the details of which are described in Section VII (Technical Specifications).

2.

3.

Funding Information
2.1.

The GOP through the source of funding as indicated below for FY 2021 in theamount of Five Million Eight Hundred Twenty-Three Thousand Pesos(PhP5,823,000.00). The period for the performance of the obligations under theContract shall not go beyond the validity of the appropriation for the Project.

2.2.

The source of funding is the FY 2021 General Appropriations Act.

Bidding Requirements
The Bidding for the Project shall be governed by all the provisions of RA No. 9184 andits 2016 revised IRR, including its Generic Procurement Manuals and associatedpolicies, rules and regulations as the primary source thereof, while the herein clauses
shall serve as the secondary source thereof.
Any amendments made to the IRR and other GPPB issuances shall be applicable only
to the ongoing posting, advertisement, or IB by the BAC through the issuance of a
supplemental or bid bulletin.
The Bidder, by the act of submitting its Bid, shall be deemed to have verified andaccepted the general requirements of this Project, including other factors that may affectthe cost, duration and execution or implementation of the contract, project, or work andexamine all instructions, forms, terms, and project requirements in the Bidding
Documents.

4.

Corrupt, Fraudulent, Collusive, and Coercive Practices
The Procuring Entity, as well as the Bidders and Suppliers, shall observe the highest
standard of ethics during the procurement and execution of the contract. They or
through an agent shall not engage in corrupt, fraudulent, collusive, coercive, andobstructive practices defined under Annex “I” of the 2016 revised IRR of RA No. 9184
or other integrity violations in competing for the Project.

5.

Eligible Bidders
5.1.

Only Bids of Bidders found to be legally, technically, and financially capable
will be evaluated.
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6.

5.2.

Foreign ownership limited to those allowed under the rules may participate inthis Project.

5.3.

Pursuant to Section 23.4.1.3 of the 2016 revised IRR of RA No.9184, the Bidder
shall have an SLCC that is at least one (1) contract similar to the Project thevalue of which, adjusted to current prices using the PSA’s CPI, must be at least
equivalent to at least fifty percent (50%) of the ABC.

5.4.

The Bidders shall comply with the eligibility criteria under Section 23.4.1 of the2016 IRR of RA No. 9184.

Origin of Goods
There is no restriction on the origin of goods other than those prohibited by a decisionof the UN Security Council taken under Chapter VII of the Charter of the UN, subject
to Domestic Preference requirements under ITB Clause 18.

7.

Subcontracts
7.1.

The Bidder may subcontract portions of the Project to the extent allowed by theProcuring Entity as stated herein, but in no case more than twenty percent (20%)
of the Project.
The Procuring Entity has prescribed that subcontracting is not allowed.

8.

Pre-Bid Conference
The Procuring Entity will hold a virtual pre-bid conference for this Project on
November 23, 2021 at 11:30 a.m. using the Google Meet platform as indicated inparagraph 6 of the IB.

9.

Clarification and Amendment of Bidding Documents
Prospective bidders may request for clarification on and/or interpretation of any part ofthe Bidding Documents. Such requests must be in writing and received by theProcuring Entity, either at its given address or through electronic mail indicated in theIB, at least ten (10) calendar days before the deadline set for the submission and receiptof Bids.

10. Documents comprising the Bid: Eligibility and Technical Components
10.1. The first envelope shall contain the eligibility and technical documents of the
Bid as specified in Section VIII (Checklist of Technical and Financial
Documents).
10.2. The Bidder’s SLCC as indicated in ITB Clause 5.3 should have been completed
within three (3) years prior to the deadline for the submission and receipt of
bids.

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10.3. If the eligibility requirements or statements, the bids, and all other documents
for submission to the BAC are in foreign language other than English, it mustbe accompanied by a translation in English, which shall be authenticated by theappropriate Philippine foreign service establishment, post, or the equivalent
office having jurisdiction over the foreign bidder’s affairs in the Philippines.
Similar to the required authentication above, for Contracting Parties to the
Apostille Convention, only the translated documents shall be authenticatedthrough an apostille pursuant to GPPB Resolution No. 13-2019 dated 23 May
2019. The English translation shall govern, for purposes of interpretation of thebid.

11. Documents comprising the Bid: Financial Component
11.1.

The second bid envelope shall contain the financial documents for the Bid as
specified in Section VIII (Checklist of Technical and Financial Documents).

11.2.

If the Bidder claims preference as a Domestic Bidder or Domestic Entity, acertification issued by DTI shall be provided by the Bidder in accordance with
Section 43.1.3 of the 2016 revised IRR of RA No. 9184.

11.3.

Any bid exceeding the ABC indicated in paragraph 1 of the IB shall not be
accepted.

11.4.

For Foreign-funded Procurement, a ceiling may be applied to bid prices
provided the conditions are met under Section 31.2 of the 2016 revised IRR of
RA No. 9184.

12. Bid Prices
12.1.

Prices indicated on the Price Schedule shall be entered separately in thefollowing manner:a.

b.

For Goods offered from within the Procuring Entity’s country:i.

The price of the Goods quoted EXW (ex-works, ex-factory, exwarehouse, ex-showroom, or off-the-shelf, as applicable);ii.

The cost of all customs duties and sales and other taxes alreadypaid or payable;iii.

The cost of transportation, insurance, and other costs incidental todelivery of the Goods to their final destination; andiv.

The price of other (incidental) services, if any, listed in e.

For Goods offered from abroad:i.

Unless otherwise stated in the BDS, the price of the Goods shallbe quoted delivered duty paid (DDP) with the place of destinationin the Philippines as specified in the BDS. In quoting the price,
the Bidder shall be free to use transportation through carriers
13registered in any eligible country. Similarly, the Bidder may
obtain insurance services from any eligible source country.
ii.

The price of other (incidental) services, if any, as listed in Section
VII (Technical Specifications).

13. Bid and Payment Currencies
13.1. For Goods that the Bidder will supply from outside the Philippines, the bid
prices may be quoted in the local currency or tradeable currency accepted by the
BSP at the discretion of the Bidder. However, for purposes of bid evaluation,
Bids denominated in foreign currencies, shall be converted to Philippine
currency based on the exchange rate as published in the BSP reference ratebulletin on the day of the bid opening.
13.2. Payment of the contract price shall be made in Philippine Pesos.

14. Bid Security
14.1. The Bidder shall submit a Bid Securing Declaration or any form of Bid Security
in the amount indicated in the BDS, which shall be not less than the percentageof the ABC in accordance with the schedule in the BDS.
14.2. The Bid and bid security shall be valid until April 5, 2022. Any Bid notaccompanied by an acceptable bid security shall be rejected by the Procuring
Entity as non-responsive.

15. Sealing and Marking of Bids
Each Bidder shall submit one copy of the first and second components of its Bid.
The Procuring Entity may request additional hard copies and/or electronic copies of the
Bid as indicated in paragraph 10 of the IB. However, failure of the Bidders to comply
with the said request shall not be a ground for disqualification.
If the Procuring Entity allows the submission of bids through online submission or any
other electronic means, the Bidder shall submit an electronic copy of its Bid, whichmust be digitally signed. An electronic copy that cannot be opened or is corrupted shallbe considered non-responsive and, thus, automatically disqualified.

16. Deadline for Submission of Bids
The Bidders shall submit on the specified date and time and either at its physical addressor through online submission as indicated in paragraph 7 of the IB.

17. Opening and Preliminary Examination of Bids
17.1.

The BAC shall open the Bids in public at the time, on the date, and at the place
specified in paragraph 9 of the IB. The Bidders’ representatives who are present
shall sign a register evidencing their attendance. In case videoconferencing,14webcasting or other similar technologies will be used, attendance of participants
shall likewise be recorded by the BAC Secretariat.
In case the Bids cannot be opened as scheduled due to justifiable reasons, therescheduling requirements under Section 29 of the 2016 revised IRR of RA No.
9184 shall prevail.
17.2. The preliminary examination of bids shall be governed by Section 30 of the2016 revised IRR of RA No. 9184.

18. Domestic Preference
The Procuring Entity will grant a margin of preference for the purpose of comparisonof Bids in accordance with Section 43.1.2 of the 2016 revised IRR of RA No. 9184.

19. Detailed Evaluation and Comparison of Bids
19.1. The Procuring BAC shall immediately conduct a detailed evaluation of all Bids
rated “passed,” using non-discretionary pass/fail criteria. The BAC shallconsider the conditions in the evaluation of Bids under Section 32.2 of the 2016
revised IRR of RA No. 9184.
19.2. If the Project allows partial bids, bidders may submit a proposal on any of thelots or items, and evaluation will be undertaken on a per lot or item basis, as thecase maybe. In this case, the Bid Security as required by ITB Clause 15 shall be
submitted for each lot or item separately.
19.3. The descriptions of the lots or items shall be indicated in Section VII (Technical
Specifications), although the ABCs of these lots or items are indicated in the
BDS for purposes of the NFCC computation pursuant to Section 23.4.2.6 of the2016 revised IRR of RA No. 9184. The NFCC must be sufficient for the totalof the ABCs for all the lots or items participated in by the prospective Bidder.
19.4. The Project shall be awarded as one project having several items that shall beawarded as one contract.
19.5. Except for bidders submitting a committed Line of Credit from a Universal orCommercial Bank in lieu of its NFCC computation, all Bids must include the
NFCC computation pursuant to Section 23.4.1.4 of the 2016 revised IRR of RA
No. 9184, which must be sufficient for the total of the ABCs for all the lots oritems participated in by the prospective Bidder. For bidders submitting thecommitted Line of Credit, it must be at least equal to ten percent (10%) of theABCs for all the lots or items participated in by the prospective Bidder.

20. Post-Qualification
Within a non-extendible period of five (5) calendar days from receipt by the
Bidder of the notice from the BAC that it submitted the Lowest Calculated Bid,
the Bidder shall submit its latest income and business tax returns filed and paid
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through the BIR Electronic Filing and Payment System (eFPS) and otherappropriate licenses and permits required by law and stated in the BDS.

21. Signing of the Contract
The documents required in Section 37.2 of the 2016 revised IRR of RA No. 9184 shallform part of the Contract. Additional Contract documents are indicated in the BDS.

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Section III. Bid Data Sheet

17Bid Data Sheet
ITB
Clause5.3

For this purpose, contracts similar to the Project shall be:a. Similar contracts shall refer in handling hybrid events.
b. completed within three (3) years prior to the deadline for the submission andreceipt of bids.

7.1

Subcontracting is not allowed.

12

Not applicable

14.1

The bid security shall be in the form of a Bid Securing Declaration, or any of thefollowing forms and amounts:
a. The amount of not less than PhP116,460.00, if bid security is in cash,
cashier’s/manager’s check, bank draft/guarantee or irrevocable letter ofcredit; orb. The amount of not less than PhP291,150.00 if bid security is in Surety
Bond.

19.3

No further instructions

20

No further instructions

21

No further instructions

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Section IV. General Conditions of Contract

19

1.

Scope of Contract
This Contract shall include all such items, although not specifically mentioned, that canbe reasonably inferred as being required for its completion as if such items wereexpressly mentioned herein. All the provisions of RA No. 9184 and its 2016 revised
IRR, including the Generic Procurement Manual, and associated issuances, constitutethe primary source for the terms and conditions of the Contract, and thus, applicable incontract implementation. Herein clauses shall serve as the secondary source for theterms and conditions of the Contract.
This is without prejudice to Sections 74.1 and 74.2 of the 2016 revised IRR of RA No.
9184 allowing the GPPB to amend the IRR, which shall be applied to all procurement
activities, the advertisement, posting, or invitation of which were issued after theeffectivity of the said amendment.
Additional requirements for the completion of this Contract shall be provided in theSpecial Conditions of Contract (SCC).

2.

3.

Advance Payment and Terms of Payment
2.1.

Advance payment of the contract amount is provided under Annex “D” of therevised 2016 IRR of RA No. 9184.

2.2.

The Procuring Entity is allowed to determine the terms of payment on the partial
or staggered delivery of the Goods procured, provided such partial payment
shall correspond to the value of the goods delivered and accepted in accordancewith prevailing accounting and auditing rules and regulations. The terms of
payment are indicated in the SCC.

Performance Security
Within ten (10) calendar days from receipt of the Notice of Award by the Bidder fromthe Procuring Entity but in no case later than prior to the signing of the Contract by bothparties, the successful Bidder shall furnish the performance security in any of the forms
prescribed in Section 39 of the 2016 revised IRR of RA No. 9184.

4.

Inspection and Tests
The Procuring Entity or its representative shall have the right to inspect and/or to test
the Goods to confirm their conformity to the Project specifications at no extra cost to
the Procuring Entity in accordance with the Generic Procurement Manual. In addition
to tests in the SCC, Section IV (Technical Specifications) shall specify whatinspections and/or tests the Procuring Entity requires, and where they are to be
conducted. The Procuring Entity shall notify the Supplier in writing, in a timely
manner, of the identity of any representatives retained for these purposes.
All reasonable facilities and assistance for the inspection and testing of Goods,
including access to drawings and production data, shall be provided by the Supplier tothe authorized inspectors at no charge to the Procuring Entity.
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5.

6.

Warranty
6.1.

In order to assure that manufacturing defects shall be corrected by the Supplier,a warranty shall be required from the Supplier as provided under Section 62.1of the 2016 revised IRR of RA No. 9184.

6.2.

The Procuring Entity shall promptly notify the Supplier in writing of any claims
arising under this warranty. Upon receipt of such notice, the Supplier shall,
repair or replace the defective Goods or parts thereof without cost to theProcuring Entity, pursuant to the Generic Procurement Manual.

Liability of the Supplier
The Supplier’s liability under this Contract shall be as provided by the laws of the
Republic of the Philippines.
If the Supplier is a joint venture, all partners to the joint venture shall be jointly andseverally liable to the Procuring Entity.

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Section V. Special Conditions of Contract

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Special Conditions of Contract
GCC
Clause1

Delivery and Documents –For purposes of the Contract, “EXW,” “FOB,” “FCA,” “CIF,” “CIP,” “DDP”
and other trade terms used to describe the obligations of the parties shall havethe meanings assigned to them by the current edition of INCOTERMS
published by the International Chamber of Commerce, Paris. The Delivery
terms of this Contract shall be as follows:
Delivery of the Goods shall be made by the Supplier in accordance with theterms specified in Section VI (Schedule of Requirements).
For purposes of this Clause the Procuring Entity’s Representative at the Project
Site is:Ms. Marissa A. Masangkay / Ms. Akiko Kate L. Sibug
Office of Product and Market Development
Email Addresses: marissa_masangkay@yahoo.com / alsibug@tourism.gov.ph
Incidental Services –The Supplier is required to provide all of the following services, including
additional services, if any, specified in Section VI. Schedule of Requirements:
a.
b.
c.

performance or supervision of on-site assembly and/or start-up of the
supplied Goods;
furnishing of a detailed operations and maintenance manual for eachappropriate unit of the supplied Goods;
performance or supervision or maintenance and/or repair of the
supplied Goods, for a period of time agreed by the parties, provided
that this service shall not relieve the Supplier of any warranty
obligations under this Contract; andThe Contract price for the Goods shall include the prices charged by the
Supplier for incidental services and shall not exceed the prevailing rates charged
to other parties by the Supplier for similar services.
Packaging –The Supplier shall provide such packaging of the Goods as is required to prevent
their damage or deterioration during transit to their final destination, as indicatedin this Contract. The packaging shall be sufficient to withstand, without
limitation, rough handling during transit and exposure to extreme temperatures,
salt and precipitation during transit, and open storage. Packaging case size andweights shall take into consideration, where appropriate, the remoteness of theGoods’ final destination and the absence of heavy handling facilities at all points
in transit.
23

The packaging, marking, and documentation within and outside the packages
shall comply strictly with such special requirements as shall be expressly
provided for in the Contract, including additional requirements, if any, specified
below, and in any subsequent instructions ordered by the Procuring Entity.
The outer packaging must be clearly marked on at least four (4) sides as follows:
Name of the Procuring Entity
Name of the Supplier
Contract Description
Final Destination
Gross weight
Any special lifting instructions
Any special handling instructions
Any relevant HAZCHEM classifications
A packaging list identifying the contents and quantities of the package is to beplaced on an accessible point of the outer packaging if practical. If not practical
the packaging list is to be placed inside the outer packaging but outside thesecondary packaging.
Transportation –Where the Supplier is required under Contract to deliver the Goods CIF, CIP,
or DDP, transport of the Goods to the port of destination or such other named
place of destination in the Philippines, as shall be specified in this Contract,shall be arranged and paid for by the Supplier, and the cost thereof shall be
included in the Contract Price.
Where the Supplier is required under this Contract to transport the Goods to a
specified place of destination within the Philippines, defined as the Project Site,transport to such place of destination in the Philippines, including insurance andstorage, as shall be specified in this Contract, shall be arranged by the Supplier,and related costs shall be included in the contract price.
Where the Supplier is required under Contract to deliver the Goods CIF, CIP or
DDP, Goods are to be transported on carriers of Philippine registry. In the eventthat no carrier of Philippine registry is available, Goods may be shipped by acarrier which is not of Philippine registry provided that the Supplier obtains andpresents to the Procuring Entity certification to this effect from the nearest
Philippine consulate to the port of dispatch. In the event that carriers ofPhilippine registry are available but their schedule delays the Supplier in its
performance of this Contract the period from when the Goods were first readyfor shipment and the actual date of shipment the period of delay will beconsidered force majeure.
The Procuring Entity accepts no liability for the damage of Goods during transit
other than those prescribed by INCOTERMS for DDP deliveries. In the case ofGoods supplied from within the Philippines or supplied by domestic Suppliers
24risk and title will not be deemed to have passed to the Procuring Entity until
their receipt and final acceptance at the final destination
Intellectual Property Rights –The Supplier shall indemnify the Procuring Entity against all third-party claimsof infringement of patent, trademark, or industrial design rights arising from useof the Goods or any part thereof.
2.2

4

Payment to the winning bidder shall be made upon completion of identified
milestones:
Milestone% of payment
Upon submission and approval of the Hybrid Conference30%
and Virtual B2B Management Plan
Upon submission and approval of the first sample of the30%
event collaterals
Upon submission and approval of the terminal report
40%
The deliverables shall be subject to the inspection and acceptance of the Project
Officer.

25Section VI. Schedule of Requirements

26

Section VI. Schedule of Requirements
Item
NumberDelivered,Weeks/Months
Procurement for the Services of an Event Management Company for the 2nd
Philippine Education Tourism Conference 2022
Description

Quantity

Total

1

Preliminary meeting with
Events supplier:identification of events
venue and landarrangements for DOT
Technical Working Group(TWG), and discussion of
the program and events flow

Last week ofDecember2

Invitation of the identified
speakers and exhibitors

1st week of January
2022

Booking of the landarrangements (Venue,
Accommodation,
Transportation, etc.)
Start of online registration
3

Submission of the Hybrid
Conference and Virtual
B2B Management Plan
Creation of the virtual
platformandothercollaterals/creatives
Event marketing blast tointernational and local
stakeholders

2nd week of January
2022

4

Submission of the firstsample of the event
collaterals

3rd week of January2022

Dry run of the virtual
platform
5Ingress

January 25, 2022

6

Hybrid event proper; Egress

January 26-27, 20227

Virtual B2B

January 28, 2022

27

8Submission of Terminal
ReportUntil 2nd week ofFebruary*More detailed service requirements and technical specifications are found under Section VII.
Technical Specifications. *Conforme:___________________________Name of Bidder’s/Representative___________________________
Signature___________________________
Date

28

Section VII. Technical Specifications

29

Technical Specifications
Item

Specification

Statement of Compliance[Bidders must state here either“Comply” or “Not Comply” against
each of the individual parameters ofeach Specification stating thecorresponding
performanceparameter of the equipment offered.
Statements of “Comply” or “Not
Comply” must be supported byevidence in a Bidders Bid and crossreferenced to that evidence. Evidence
shall be in the form of manufacturer’s
un-amended
sales
literature,
unconditional
statementsofspecification and compliance issued
by the manufacturer, samples,
independent test data etc., asappropriate. A statement that is notsupported by evidence or issubsequently found to be contradictedby the evidence presented will render
the Bid under evaluation liable forrejection. A statement either in the
Bidder's statement of compliance or
the supporting evidence that is foundto be false either during Bid
evaluation, post-qualification or the
execution of the Contract may be
regarded as fraudulent and render
the Bidder or supplier liable forprosecution subject to the applicablelaws and issuances.]

I. MINIMUM REQUIREMENTS
 Must be Philippine Government
Electronic Procurement System(PhilGEPS) registered as a Platinum
member;• Must have handled Events Management
for at least 1 international Tourism
Exhibition;30

• Must have handled at least 3 hybrid
events;• Must be willing to provide services on
a send-bill arrangement;• Must be a local agency or aninternational agency with an office in thePhilippines.
II. SCOPE OF WORK AND
DELIVERABLES
A. FUNCTION ROOM RENTALBALLROOM HALL RENTAL
 Provision of ballroom hall rental for theduration of the event proper (January
26 to 27, 2022) with the following
specifications:o The floor area must cover at least 260
sqm. including the ballroom and prefunction area;o Inclusive of general house lighting forthe duration of venue rental (January 26
to 27, 2022);
o Inclusive of air-conditioning for theduration of the conference proper(January 26 to 27, 2022);
o Inclusive of WIFI Internet Access withat least 20 Mbps speed for 100 users forthe duration of the conference proper(January 26 to 27, 2022);
o Inclusive of wired internet connectivity(2 lines) with at least 150 Mbps speed
exclusive for event live streaming for theduration of the conference proper(January 26 to 27, 2022);
o Inclusive of the services of 2 roving
security guards for the duration of theconference proper (January 26 to 27,
2022)

31

• Rental Schedule:o Ingress: January 25, 2022
o Conference Day 1: January 26, 2022
o Conference Day 2 and Egress: January
27, 2022
SECRETARIAT ROOM
 Provision of function room rental forthe duration of the conference proper(January 26 to 27, 2022) with thefollowing specifications:o Must be able to accommodate at least 8
persons following venue capacity
guidelines prescribed by DOT Advisory
No. 16 s. 2021 on Operational Guidelines
on Tourism-Related Activities for
Implementation of the Alert Levels
System for COVID-19 Response in the
Pilot Areas, particularly for MICE andsocial events venues;
o Inclusive of free-flowing coffee andwater• Rental Schedule:o Ingress: January 25, 2022
o Conference Day 1: January 26, 2022
o Conference Day 2 and Egress: January
27, 2022
MEDIA LOUNGE
 Provision of function room rental forthe duration of the conference proper(January 26 to 27, 2022) with thefollowing specifications:o Must be able to accommodate at least 8
persons following venue capacity
guidelines prescribed by DOT Advisory
No. 16 s. 2021 on Operational Guidelines
on Tourism-Related Activities for32

Implementation of the Alert Levels
System for COVID-19 Response in the
Pilot Areas, particularly for MICE andsocial events venues;
o Inclusive of free-flowing coffee andwater• Rental Schedule:o Ingress: January 25, 2022
o Conference Day 1: January 26, 2022
o Conference Day 2 and Egress: January
27, 2022
VIP HOLDING ROOM
 Provision of function room rental for theduration of the conference proper(January 26 to 27, 2022) with thefollowing specifications:o Must be able to accommodate at least 8
persons following venue capacity
guidelines prescribed by DOT Advisory
No. 16 s. 2021 on Operational Guidelines
on Tourism-Related Activities for
Implementation of the Alert Levels
System for COVID-19 Response in the
Pilot Areas, particularly for MICE andsocial events venues;
o Inclusive of free-flowing coffee andwater• Rental Schedule:o Ingress: January 25, 2022
o Conference Day 1: January 26, 2022
o Conference Day 2 and Egress: January
27, 2022
NOTE: All function rooms must bewithin one (1) DOT accredited hotel withDOT Safety Seal Certification and
WTTC Safe Travel Stamp located in
Clark, Pampanga.

33

B. OVERALL EXHIBITION
MANAGEMENT AND MANPOWER
SUPPORT• Work alongside the end-user infinalizing the overall theme and conceptaligned to position the Philippines as aworld-class education tourism
destination;• Work alongside the end-user infinalizing the overall event program andwebinar topics lists;• Enhancement of the script written by
the end-user;• Ensure stable internet connection withthe following speeds:✓ WIFI – at least 20 Mbps for exhibition
attendees✓ Wired Connection – at least 150 Mbps
(2 lines) for event live streaming;• Provide generator set to sustain theelectrical requirements of the exhibitionand ensure uninterruptible power supply;• Provide administrative support asfollows:✓ Prepare a work plan with thecorresponding timeline and provide
regular and timely feedback/status
reports to DOT;
✓ Coordinate with DOT on the overall
execution plan for the event and budget
allocation;✓ Handle the documentation of all
events/activities and maintain an efficientfiling and referencing system for all
documents;✓ Prepare terminal report covering all
event components with corresponding
statistics, attendee feedback, key

34

stakeholder quotes, and photo
documentation;• Handle all necessary logisticalrequirements of event management crewfor event implementation including landtransportation, accommodation, meals,
and COVID-19 antigen testing.
C. ACCOMMODATION• For DOT Technical Working Group –eight (8) single-occupancy rooms withbreakfast for three (3) days and two (2)nights (January 25-27, 2022) located in
the same venue.
D. MEALS• For DOT Technical Working Groupand talents:o Lunch bento box (full-course meal) and
one round of fruit juiceo Plated dinner: a choice of beef, pork, orfish with a side of vegetables and one
round of fruit juice;o Morning and afternoon snacks with one
round of fruit juice
E. TRANSPORTATION• First (1st) day – January 25, 2022
o DOT Technical Working Group (8pax) – three (3) vans (MNL-CRK)• Second (2nd) day – January 26, 2022
o Local speakers (2 pax) – one (1) van(MNL-CRK-MNL)
o Invited media (maximum of 9 pax) –one (1) van (MNL-CRK-MNL)• Third (3rd) day – January 27, 2022
o DOT Technical Working Group (8pax) – three (3) vans (CRK-MNL)

35

o Local speakers (2 pax) – one (1) van(MNL-CRK-MNL)
o Invited media (maximum of 9 pax) –one (1) van (MNL-CRK-MNL)• Must include the driver’s fee and food,toll fees, gasoline, and parking fees.
F. PRE-EVENT REQUIREMENTS• 4-hour technical rehearsal for thefollowing:o Lights and sound equipmento Cameraso Livestream
o Virtual speakers’ live and recorded
presentation• 4-hour event dry run for the following:o On-site speakers
o Talentso Hosts
o Event program flow
• Automated email and SMS notification
reminder for registered participants
G. ONSITE EVENT PROPER• 6 pcs 4m x 12m LED walls (where thevirtual audience will be shown)• 3 x Cam wireless full HD with JIB• 1 x Cam with JIB• 1 x Watchout• 2 x V40HD switcher• Full requirement of lights and sounds36

o 2 x IG3T Active column array speakersystemo 2 x Vi0 S118 Active subwoofer
speakero 1 x Booth monitor speakers
o 1 x Midas M32-32 channel digitalmixing consoleo 1 x Midas DL32 stage box
o 1 x Sound processoro 2 x RCF nx12 active wedge type stage
monitor speakero 1 x Pioneer DJM350
o 2 x Pioneer CDJ350 players
o 6 x Wireless Shure beta 58
o 8 x Eartec lite wireless communication
headsetso 1 x Pro-intercom wired com headset
o 1 x Avolites arenao 8 x Sharpy top 280 wideo 8 x Mac aurao 4 x Stormyo 12 x Spectrum RGBW led par lights
o 4 x Auto light fresnel with barn dooro 1 x Light sky TS 330 follow spoto 2 x 4-meter Vertical truss stando 2 x 3-meter Vertical truss stando 1 x Denyo 150kva Genset withgasoline37

H. VIRTUAL CONFERENCE AND
B2B NETWORKINGREQUIREMENTS• Manage the overall education tourism
conference and B2B Networking
program and event flow;• Prepare the digital layout of the B2B
Meeting Manual with the following
information:o Company details of participating
buyers and sellers;o Appointment setting
procedures/instructions• Provide manpower support for all
hybrid exhibition management
requirements including the following:o Assist in facilitation of participant
registration;o Oversee set up and implementation ofregistration and capacity management
system;o Oversee set up and implementation of
education tourism conference and panel
discussions;o Oversee set up and assist in theimplementation of the business-tobusiness (B2B) meeting program.
• Use of Virtual platform technology• Use of licensed meeting platform• Customized exhibit hall map or page
• Customized exhibitor’s hall page (30exhibitors)• Full concierge service and technicalmanagement of the event• Double-stream technology (Fail-safe
system) where the live broadcast willcontinue even if the computer of the38technical person crashes or loses internet
connection• A capacity of 750 registrants• The all-access key for moderators orclients
Branded main broadcast screen andreplay• Branded screen with DOT’s logo andcolor scheme• Ability to play intro video (OBB) andoutro video (CBB)• Instant replay access for those who
missed the event for 1 week
Moderator control center for Main Hall
• Access to the moderator control centerand easy management of audience
comments, questions, interactive
elements, etc.
• Ability to broadcast a message to allparticipants• Controlled comments and questions
where audience comments are only
visible to the moderator
Branded registration page
• Customized registration area
• Customized automated email and SMS
confirmation• Secure access link for registeredparticipants that cannot be reshared toother people
I. EDUCATION TOURISM
CONFERENCE AND PANELDISCUSSIONS• Manage the entire main stage programand ensure the smooth flow ofpresentations (at least 8 30-minute39

sessions) for the duration of theconference;• Devise a program script for the overall
Education Tourism Conference andPanel Discussions program that includes
speaker introduction, session overview,
and Q&A moderation to ensure a smoothtransition for each session;• Implement and manage live
stream/broadcast of the activities to theonline platform;• Prepare the layout of overlay graphics
to add relevant branding (official logos)
to live stream via a reliable live stream
software suite;• Conduct pre-event orientation and atechnical run-through, including soundand connection check and othernecessary pre-broadcast requirements foreach session;• Full recording of all sessions for
documentation and on-demand viewing
through the platform.
J. TALENT MANAGEMENT
Implement an appropriate budget toinvite, engage, and hire the professional
services of the following:• Invite the local and international
resource persons/speakers identified by
the end-user to provide updates andexpertise on education tourism in the
new normal, particularly, in the field of
voluntourism, gap year programs, digitalmarketing, aviation, and other products
to be developed and promoted by
OPMD;• 2 x hybrid conference program hostso Celebrity host/DJ (Male or female)o Co-host (Male or female with abackground in education tourism)40

• 1 x opening ceremony production
number relevant to the education tourism
industry;• 9 x local media representatives
K. EVENT COLLATERALSa. Item: PETC Tote bag
Quantity: 100 pieces
Specifications:• Color: To be determined based on
availability• Material: Non-woven Fabric• Size: At least 28 inches (W), 15.5
inches (H), and 5 inches (D)• Design/Print: PETC Logo (Silk Screen)b. Item: PETC Lanyard
Quantity: 100 pieces
Specifications:• Color: Black with printed logo of Study
Philippines on the top part and PETC
logo on its base
• Material: Non-woven Fabric• Size: At least 36 inches (L), 5/8 inches(W)c. Item: PETC USB Card
Quantity: 100 pieces
Specifications• Color: DOT color scheme• Storage: 4GB• Design: PETC logo on one side andStudy Philippines logo on another41

d. Item: Study Philippines polo shirt
Quantity: 10 pieces
Specifications• Color: black, white, teal, rusty orange,
and navy blue (2 of each color)• Material: Poly-cotton• Sizes: To follow• Design:
FRONT – Embroidered Study
Philippines logo on the upper left justbelow the collar
BACK – Embroidered IT’S MORE FUN
IN THE PHILIPPINES on top just below
the collar
L. POST-EVENT
DOCUMENTATION• Payment for the honorarium or
professional fees of all the talents after
the services have been rendered• Full recording of the event saved in atleast 1TB hard drive• Database of all registered participants• Full download of all questions andanswers, comments, and feedback forms• Terminal report

Conforme:___________________________Name of Bidder’s/Representative___________________________
Signature___________________________
Date

42

Section VIII. Checklist of Technical and
Financial Documents

43

Checklist of Technical and Financial Documents
I. TECHNICAL COMPONENT ENVELOPE
Class “A” Documents
Legal Documents⬜ (a) Valid PhilGEPS Registration Certificate (Platinum Membership) (all pages);or⬜ (b) Registration certificate from Securities and Exchange Commission (SEC),
Department of Trade and Industry (DTI) for sole proprietorship, or
Cooperative Development Authority (CDA) for cooperatives or its equivalent
document,and⬜ (c) Mayor’s or Business permit issued by the city or municipality where theprincipal place of business of the prospective bidder is located, or theequivalent document for Exclusive Economic Zones or Areas;and⬜ (d) Tax clearance per E.O. No. 398, s. 2005, as finally reviewed and approvedby the Bureau of Internal Revenue (BIR).
Technical Documents⬜ (e) Statement of the prospective bidder of all its ongoing 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; and⬜ (f) Statement of the bidder’s Single Largest Completed Contract (SLCC) similar
to the contract to be bid, except under conditions provided for in Sections
23.4.1.3 and 23.4.2.4 of the 2016 revised IRR of RA No. 9184, within therelevant period as provided in the Bidding Documents (Note: This statement
shall be supported with end-user’s acceptance or official receipt(s) or sales
invoice issued for the contract;and⬜ (g) Original copy of Bid Security. If in the form of a Surety Bond, submit also a
certification issued by the Insurance Commission;or
Original copy of Notarized Bid Securing Declaration; and⬜ (h) Conformity with the Technical Specifications, which may include
production/delivery schedule, manpower requirements, and/or aftersales/parts, if applicable; andOriginal duly signed Omnibus Sworn Statement (OSS);⬜ (i)and if applicable, Original Notarized Secretary’s Certificate in case of acorporation, partnership, or cooperative; or Original Special Power ofAttorney of all members of the joint venture giving full power and authority
to its officer to sign the OSS and do acts to represent the Bidder.
Financial Documents⬜ (j) The Supplier’s audited financial statements, showing, among others, theSupplier’s total and current assets and liabilities, stamped “received” by the
BIR or its duly accredited and authorized institutions, for the preceding44⬜ (k)⬜ (l)calendar year which should not be earlier than two (2) years from the date ofbid submission; andThe prospective bidder’s computation of Net Financial Contracting Capacity(NFCC);
or
A committed Line of Credit from a Universal or Commercial Bank in lieu of
its NFCC computation.
Class “B” Documents
If applicable, a duly signed joint venture agreement (JVA) in case the joint
venture is already in existence;or
duly notarized statements from all the potential joint venture partners statingthat they will enter into and abide by the provisions of the JVA in the instancethat the bid is successful.

II. FINANCIAL COMPONENT ENVELOPE⬜ (m) Original of duly signed and accomplished Financial Bid Form; and⬜ (n) Original of duly signed and accomplished Price Schedule(s).
Other documentary requirements under RA No. 9184 (as applicable)⬜ (o) [For foreign bidders claiming by reason of their country’s extension ofreciprocal rights to Filipinos] Certification from the relevant government
office of their country stating that Filipinos are allowed to participate ingovernment procurement activities for the same item or product.
⬜ (p) Certification from the DTI if the Bidder claims preference as a Domestic
Bidder or Domestic Entity.

45

46