PHILIPPINE BIDDING DOCUMENTS

Procurement of Security Services

Project Identification Number: DOT-BAC IB 2021-004

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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.
9.
10.
11.
12.
13.
14.
15.
16.
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 ……………………...………..20
1.
2.
3.
4.
5.
6.

Scope of Contract ………………………………………………………………… 21
Advance Payment and Terms of Payment ……………………………………….. 21
Performance Security ……………………………………………………………. 21
Inspection and Tests ……………………………………………………………… 21
Warranty …………………………………………………………………………. 22
Liability of the Supplier ………………………………………………………….. 22

Section V. Special Conditions of Contract ………………………………….23
Section VI. Schedule of Requirements ……………………………………....25
Section VII. Technical Specifications …………………………………………27
Section VIII. Checklist of Technical and Financial Documents …………..412

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 of Security
Services
1.

The Department of Tourism (DOT), through the General Appropriation Act 2021
intends to apply the sum of Five Million Three Hundred Ten Thousand Nine
Hundred Two Philippine Pesos and 23/100 (PhP5,310,902.23) inclusive of
applicable taxes, being the ABC to payments under the contract for “Procurement ofSecurity Services” (Project Identification No. DOT-BAC IB 2021-004. Bids received
in excess of the ABC shall be automatically rejected at bid opening.

2.

The DOT now invites bids for the above Procurement Project. Delivery of the Goods
is required by Six (6) months or 01 July to 31 December 2021. Bidders should havecompleted, within three (3) years from the date of submission and receipt of bids, acontract 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 May
08 to 28, 2021 (8:00 a.m to 5:00 p.m.) and May 31, 2021 (until 9:00 a.m.) from thegiven address and website(s) below and upon payment of the applicable fee for the
Bidding Documents, pursuant to the latest Guidelines issued by the GPPB, in theamount of Ten Thousand Philippine Pesos (PhP10,000.00) OR deposited to:
Account Name
Account Number
Beneficiary’s Bank
Bank Branch
Address

Department of Tourism-Regular Trust
00-0-05002-407-4
Development Bank of the Philippines (DBP)
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.ph7

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 notlater than the submission of their bids.
6.

The DOT will hold a virtual Pre-Bid Conference on May 17, 2021 at 10:00 a.m. using
the MS Teams 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 May 16, 2021.

7.

Bids must be duly received by the BAC Secretariat through manual submission on or
before May 31, 2021 at 9:00 a.m. only at the office address indicated below. Late bids
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 May 31, 2021 at 10:00 a.m at the given address below
The Opening of Bids will be conducted through video conference using the MS
Teams platform on May 31, 2021 at 10:00 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 May 30, 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.

12.

For further information, please refer to:8

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
12. You may visit the following websites:
For downloading of Bidding Documents: www.tourism.gov.ph /www.philgeps.gov.ph

OIC-USEC. ROBERTO P. ALABADO III
DOT-BAC Chairperson
May 8, 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 of the Security Services
with Project Identification Number DOT-BAC IB 2021-004.
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 Three Hundred Ten Thousand Nine Hundred Two
Philippine Pesos and 23/100 (PhP5,310,902.23). The period for the
performance of the obligations under the Contract shall not go beyond thevalidity 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 May 17,
2021 at 10:00 a.m. using the MS Teams platform as indicated in paragraph 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 ofbids.
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 must12

be 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
registered in any eligible country. Similarly, the Bidder may
obtain insurance services from any eligible source country.
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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 September 28, 2021. 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,
webcasting or other similar technologies will be used, attendance of participants
shall likewise be recorded by the BAC Secretariat.
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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
through the BIR Electronic Filing and Payment System (eFPS) and otherappropriate licenses and permits required by law and stated in the BDS.
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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. Provision of Security Services
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 PhP106,218.04 (2% of ABC), if bid security
is in cash, cashier’s/manager’s check, bank draft/guarantee or irrevocableletter of credit; orb. The amount of not less than PhP265,545.11 (5% of ABC), if bid security
is in Surety Bond.

15

Each Bidder shall submit one (1) original and five (5) copies of the firstand second components of its Bid.
Bidders shall enclose their original eligibility and technical documents
in one sealed envelope marked “ORIGINAL - TECHNICALCOMPONENT”, and the original of their financial component in anothersealed envelope marked “ORIGINAL - FINANCIAL COMPONENT”,
sealing them all in an outer envelope marked “ORIGINAL BID”.
Each copy of the first and second envelopes shall be similarly sealed duly
marking the inner envelopes as “COPY NO. ___ - TECHNICALCOMPONENT” and “COPY NO. ___ – FINANCIAL COMPONENT”
and the outer envelope as “COPY NO. ___”, respectively. Theseenvelopes containing the original and the copies shall then be enclosed
in one single envelope.
The original and the number of copies of the Bid shall be typed or written
in ink and shall be signed by the Bidder or its duly authorized
representative/s.
All envelopes shall:(a) contain the name of the contract to be bid in capital letters;(b) bear the name and address of the Bidder in capital letters;(c) be addressed to the Procuring Entity’s BAC;(d) bear the specific identification of this bidding process; and17
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(e) bear a warning “DO NOT OPEN BEFORE…” the date
and time for the opening of bids.

19.3

Bid envelopes 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 bid as submitted. The
BAC or the Procuring Entity shall assume no responsibility for the misplacementof the contents of the improperly sealed or marked bid, or for its premature
opening.
No further instructions

20.2

For purposes of Post-Qualification the following document(s) shall be required:
1. Proof of completion of the single largest contract as identified in the Statementof Single Largest Contract, which shall be copy of any verifiable document(s)such as but not limited to the following: (a) Contract/s or Purchase Order/s; (b)corresponding Sales Invoice/s; (c) Official Receipt/Cash Receipt/Collection
Receipt; and (d) Certificate of Satisfactory Completion.
2. Latest income and business tax returns filed and paid through the BIR
Electronic Filing and Payment System (eFPS)
3. DOLE, PNP, NBI Clearances
4. SSS, Philhealth and Pag-ibig Clearances
5. Valid and updated PhilGEPS Certificate of Registration (PlatinumMembership), if bidder opted to submit the eligibility documents under the
Certificate during opening of bids.

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6. List of Licensed Firearms
No further instructions

19Section IV. General Conditions of Contract

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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.
21

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.

22Section V. Special Conditions of Contract23

Special Conditions of Contract
GCC
Clause1

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 Mr. Rolando Bautista
Chief, General Services Division
rabautista@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.

Performance or supervision of the supplied Goods;

The 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.
2.2

Partial payment is not allowed.

4

The deliverables shall be subject to the inspection and acceptance of the Project
Officer.

24Section VI. Schedule of Requirements

25

Schedule of Requirements
Item
NumberDescription
Security Services

Quantity
1 lot

Total
5,310,902.23

Delivered,Weeks/Months
July 01 to December
31, 2021

The project site is at DOT, Makati City
*More detailed service requirements and technical specifications are found under Section VII.
Technical Specifications.*

Conforme:___________________________Name of Bidder’s/Representative___________________________
Signature____________________________
Date

26

Section VII. Technical Specifications

27

Technical Specifications
Item

Specification

Statement of Compliance[Bidders must state here either “Comply” or“Not Comply” against each of the individual
parameters of each Specification stating thecorresponding performance parameter of theequipment offered. Statements of “Comply” or“Not Comply” must be supported by evidence ina 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 andcompliance 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 theevidence 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 supplierliable for prosecution subject to the applicablelaws and issuances.]

28

I.

QUALIFICATIONS
OF BIDDER

1. The Service Provider shallbe a wholly-owned Filipino
private security agency andholder of a regular license
to operate issued by thePhilippine National PoliceSecurity Agencies andGroup Supervision Division(PNP-SAGSD);
2. The Service Provider must
be engaged/experienced inproviding security services
for at least three (3) years;
3. The Service Provider must
be a member of thePhilippine Association of
Detective and Protective
Agency Operators(PADPAO), Inc;
4. The Service Provider must
be compliant with the
PADPAO rates indetermining its
administrative costs;
5. The Service Provider musthave a financial capability
to advance thecompensation (e.g. wages,
overtime, additional
benefits) of security
personnel in relation to theirassignment with DOT for atleast three (3) months;
6. The Service Provider shallassume responsibility withregards to compliance with
the New Labor Code, theSocial Security Act andother laws pertaining to theemployer-employee
relationship, therefore, acopy of an updated proof of
payment or receipts of29

payment (last 6 months
from the date of bid
submission) for the SSS,
Philhealth, Pag-Ibig mustbe submitted as postqualification documents;
7. The Service Provider must
be capable of deploying
twenty-one (21) trained,
equipped and qualified
security personnel that canrender twelve (12) hours of
security service per shift
daily, including Saturdays,
Sundays and holidays toguard and protect the
DOT’s properties, premises,
personnel and clientsaround and within the DOT
premises. Posting
assignment as follows:

No. of
Guards

1
1
1
2
2
1
1
2
2
1
1
1
1
1
1
2

Duty Shift (12-hrs)
Day ShiftNight Shift

Post
Detachment Commander
Assistant Detachment Commander
Shift-in-Charge
Roving Guards
Basement Parking
Jupiter Ramp (Entrance/Exit)
Jupiter Parking
Jupiter Entrance Lobby
Main Entrance Lobby
Main Entrance Lobby Counter
Bundy Clock & Cash Section
Second Floor Lobby
Third Floor Lobby
Fourth Floor Lobby
Fifth Floor Lobby
Penthouse
Total
8.The Service Provider shallprovide the Basic
Equipment of a security
guard which shall bemandatory and ready for
his/her use while
performing his/her duties;

30

1
1
1
1
1
1
1
1
1
1
1
1
1
1
1
15

1
1
1
1
1

1
6

Equipment Requirements:
Equipment
Licensed/registered Service Firearms- 9mm/38 caliber- Shotgun
Ammunition- 9mm/38 caliber- Shotgun
Metal Detector (Portable) for Buendia Entrance
Communication Radio (VHF hand radio)Nightstick/Baton
Flashlight (with supply of bulbs and batteries)
WhistleFirst-Aid Kit (with clinical advice for contents of kit)
Handcuffs
Tear gas
Other Requirements (to beprovided/supplied by the Security
Agency/Service Provider):√ Prescribed Basic Uniform (TypeA and Barong)√ Desktop Computer and Printer(3-in-1) – 1 set√ Office Supplies (e.g. logbook,bond paper, ballpen, envelopes,
letter envelopes, folders, stapler,etc.)√ 2 pieces reflectorized vest
√ 2 pieces hand-held stop sign (forguards to man traffic at vehicle
entrance and exit)√ Regular provision/supply ofcomplete PPEs to all Security
Guard Personnel while on-duty (i.e.
Alcohol, Face Mask, Face Shieldetc.)
9. The Service Provider shallprovide the following:
5 pieces - Golf Umbrella
5 pairs - Rubber Boots
5 pieces - Raincoat
10. The Service Provider shallprovide one (1) motorcycle in goodrunning condition to be parked at
the DOT premises 24/7 (whichshould be readily available for use
anytime). The fuel for the said
motorcycle shall be at the cost of
the service provider;

31

Unit/Piece
15
1
11 rounds/each
12 rounds
1
16
21
21
21
21
21
21

11. The Service Provider must
submit a Certificate of Satisfactory
Performance from at least three(3) completed contracts from agovernment or a private
corporation for the last three (3)years;
12. The Service Provider shallabsorb at least sixty percent (60%)
of the qualified personnel of the
DOT’s present provider;
13. The Service Provider must
submit a copy of certification that
their security personnel has
proper knowledge or underwent
with the following training for thelast 2-years:
 Use and care of fire
extinguishers; Role and function of security
personnel and patrolling
procedures; Access control procedures, Radioand Telephone procedures 
Emergency procedures (bombthreats, evacuation, fire, medical,
demonstrations, unruly behavior,etc);
 Basic First Aid;
 Incident reporting procedures; Safe Gun Handling Rules.
14. The Service Provider must
submit a copy of its Operations
Manual on the provision of security
services to the client.

II. Personnel Requirement/
Qualifications
Detachment Commander/
Assistant Detachment
Commander/Shift-in-Charge:√ Good moral character andreputation, and without any
criminal, police or derogatory
record;√ Physically and mentally fit;32

√ At least five and six inches (5’6”)in height;√ Not less than thirty-five (35)years old and not more thanfifty (50) years old;
√ Graduate of Criminology or any
related course or at least 2ndyear college;√ Certified Security Professionals;√ Two (2) years of relevantsupervisory experience;√ Duly licensed and trained as aprofessional security guard andmust possess clearance fromthe NBI, PNP, and from the
Court and Prosecutors Office;√ Must have passed a drug test,
neuro-psychiatric andpsychological examination andevaluation at least six (6)months prior to assumption of
duty;√ Must have knowledge/certifiedin performing basic first-aid;√ Attended the Safe Gun HandlingRules Seminar/Gun Safety
Seminar;√ In possession of such otherqualifications as required by
the provision of R.A. No. 5487
or The Private Security Agency
Law.
Security Guards√ Good moral character andreputation, and without any
criminal, police or derogatory
record;√ Physically and mentally fit;
√ At least five feet and five inches(5’5”) in height for male; female
security guards, at least fivefeet and two inches (5’2”) tall;√ Not less than twenty-five (25)years old and not more thanfifty (50) years old;
√ Should be earned 72 units incollege or at least high school
graduate;√ Certified Security Professionals;√ At least two (2) years of security
job experience;33√ Duly licensed and trained as aprofessional security guard andmust possess clearance fromthe NBI, PNP, and from the
Court and Prosecutors Office;√ Must have passed a drug test,
neuro-psychiatric andpsychological examination andevaluation at least six (6)month prior to assumption of
duty;√ Must have knowledge/certifiedin performing basic first-aid;√ Attended the Safe Gun HandlingRules Seminar/Gun Safety
Seminar;√ In possession of such otherqualifications as required by
the provision of R.A. No. 5487
or The Private Security Agency
Law.

III.

Duties/Responsibilities

Security Agency
1. The Security Agency shallprotect the DOT and theproperties and assets against
theft, pilferage, robbery,damage, or loss, malicious
mischief, trespass, assault,arson, or other unlawful anddestructive acts by strangers or
third persons, as well as toprovide general security to the
DOT officers, employees andclients, while they are within
the premises and its immediate
vicinity, or outside of thepremises, when requested by
DOT, when there are threats,
intimidation or acts ofharassment or terrorism madeupon the persons of theemployees arising from theexercise of their official duties
and responsibilities;
2. The Security Agency shallhave the exclusive and absoluteright to reshuffle, reassign,
suspend, lay off, terminate

34and/or impose disciplinary
measures, direct and control theservices and determine thewages, salaries andcompensation of the security
guards who are assigned to
DOT, provided that thereshuffle, reassignment,
suspension, lay off, termination
and/or disciplinary measures
imposed shall not affect theperformance or obligations of
the Agency in the day-to-day
operation of the DOT. Likewise,
the Security Agency must first
inform the DOT in writing ofsuch action at least one weekprior thereto;
3. The Security Agency shallperiodically submit thefollowing statements/reports:
a. A monthly statement signedby the agency’s duly authorized
representative that it has paid
all wages, salaries,
compensation, contribution andother benefits due to theassigned security guards,
together with proof ofremittances and/or payments
and that such remittances andpayments were all made inaccordance with the law; andb. A copy of the dulyaccomplished forms signed by
the agency’s representative ofthe quarterly SSS remittance
together with thecorresponding proof of
payment.
4. The Security Agency shallappoint a DOT Detachment
Commander who shallsupervise in coordination with
DOT’s authorized
representative/s;
5. The Security Agency shallensure that the security guards
to be deployed/posted in the35

DOT are properly equippedwith a firearm, in proper
uniform, with valid and current
security license and has acovering Duty Detail Oder
(DDO). Likewise, the Security
Agency is also responsible forreplenishment and maintenanceof the equipment and supplies
provided;
6. The Security Agency’s
security force shall ensure thatthe security needs of the DOT,
as well as the security needs oftheir respective properties,
officers, personnel and guests,
are being properly andadequately serviced;
7. The Security Agency shall be
responsible and liable for any
loss or damage to property
resulting from any act,omission, negligence or fault of
the security guard. The Security
Agency shall restore, indemnify
or pay the DOT for such loss ordamage;8. The Security Agency shallprovide/present security planor communication plan toensure successful managementof the contract;
9. The Security Agency must beable to provide replacement
guards on short notice;
10. The Security Agency may
allow his/her security
personnel assigned to attend
seminars as required by the
DOT relative to the quality ofservice to be rendered.
11. The Security Agency shallensure that the security guards
to be deployed/posted in the
DOT premises shall monitor theobservance of the safety
protocol due to the COVID-19
pandemic.
36

12. The Security Agency mustassign a security guard on 24/7
basis, on an alternate schedule,
to monitor the CCTV installed in
the DOT.
13. The Security Agency shallensure that the equipment andmaterials of the security guards
to be deployed/posted in the
DOT premises are not expiredof their effectiveness.
14. The Security Agency shallensure that the security guards
to be deployed/posted in the
DOT premises must haveundergone an RTPCR tests andhas a negative result.
Detachment Commander/
Assistant Commander
1. The Detachment Commander
shall be held responsible for thestrict compliance andimplementation of the DOT
Security Rules and Regulations;2. The Detachment Commander
shall be accountable for all
instructions/communications
which may be relayed by the
DOT or its authorized
representatives for proper
action;3. The Detachment Commander
shall submit weekly the daily
attendance and summary of themonitoring report in which theagency has rendered security
services;
4. The Detachment Commander
shall have the command
responsibility over all fielded
security guards and shall be incharge of the preparation of asecurity program. Any violationby the Detachment Commanderof the DOT Security Rules andRegulations, which provide for37his duties and responsibilities,
or instructions of DOT, shall bea ground for his replacementand disqualification from thepost.
5. The Detachment Commander
shall attend meetings conductedby the DOT Emergency
Response Team (ERT) and shallinstruct his security guards toparticipate in the activities
conducted by the ERT.
Security Guard
1. Security Guard shall perform
access control functions on
24/7 basis listed but not limited
to below:a. Control all the entry/exit
points and ensure adequate
security of the DOT’s premises
as per issued policies andprocedures. No visitors areallowed to access the building
from the rear service access or
emergency access;b. Ensure that all visitors areproperly screened andregistered and when required
issue with adequate building
passes, (visitors, contractors,
etc);c. Ensure that routine patrols
are conducted within the DOT
premises and they are properly
documented;
d. Control the vehicle accessinto and out of the compoundparking facilities;
e. Ensure that vehicles entering
the parking space are parked in
the appropriate space assigned;
f. Ensure that the vehicles
parked in the parking spacebelong to the DOT officials,
employees, and guests and38

assisted to that effect by theguards;g. Maintain control of theparking access;h. Log all movements ofequipment in/out of the DOT
Agency premises;
i. Ensure that All DOT
equipment and/or properties tobe used outside of the DOT
premises shall be accompanied
by an approved Gate
Pass/proper documentation
issued by the General Services
Division;j. Investigate and report all
incidents on the DOT premisesthat involve a breach of safety,
security procedures, injuries,
and theft within 24 hours;k. Security Guard assigned in
the areas must maintaincontinual surveillance against
fire, water leakage and anyother action which could
damage the DOT premises or
injure its personnel;l. Intervene personally toresolve problems or refer them
immediately to the Supervisor;m. Respond to personnel andtelephone inquiries and provide
appropriate information orsuggest alternative sources of
information;n. Provide emergency
assistance and assist staff andvisitors during contingencies;o. Assist staff, visitors andguests in the DOT premises as acourtesy and service;p. Open and close buildings,
offices, etc.;39

q. Check that all office machines,
computers, air conditioners,
lights, etc. are turned off afterworking hours.
r. During meetings, the security
guards must open the meetingrooms fifteen (15) minutes
before the start of the meeting.
s. To monitor the DOT
Employees and Visitors
temperature and compliance to
DOT Health and Safety
Protocols.
t. Perform other related
security duties outlined in theContract and/or as required by
the DOT;

Note: Submit the
Breakdown of Standard
Computation

Conforme:___________________________Name of Bidder’s/Representative___________________________
Signature___________________________
Date

40

Section VIII. Checklist of Technical and
Financial Documents

41

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 preceding42⬜ (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.

43

44