PHILIPPINE BIDDING DOCUMENTS

Procurement of Full Service Agencyfor the Philippine-South Korea 70
Years of Diplomatic Relations
Celebrations

Reference No.: DOT-BAC-REI NO. 2019-021

TABLE OF CONTENTSPART ISECTION I. REQUEST FOR EXPRESSION OF INTEREST .........................................3SECTION II. ELIGIBILITY DOCUMENTS................................................................6SECTION III. ELIGIBILITY DATA SHEET ........................................................... 122

Section I. Request for Expression ofInterest3Procurement of Full Service Agency for the Philippine-South Korea 70
Years of Diplomatic Relations Celebration(DOT-BAC REI No. 2019-021)
1.

The Department of Tourism (DOT), through the General Appropriations Act 2019intends to apply the sum of Thirty-Five Million Philippine Pesos (PhP35,000,000.00)
being the Approved Budget for the Contract (ABC) to payments under the contract for
the Procurement of Full Service Agency for the Philippine-South Korea 70 years ofDiplomatic Relations Celebration with reference no. DOT-BAC-REI No. 2019-021.
Bids received in excess of the ABC shall be automatically rejected at the opening of thefinancial proposals.

2.

The DOT now calls for the submission of eligibility documents for the Procurement ofFull Service Agency for the Philippine-South Korea 70 Years of Diplomatic Relations
Celebration. Eligibility documents of interested consultants must be duly received by
the BAC Secretariat on or before 12 September 2019 (until 9:00 a.m only) at theProcurement Management Division, 4th Floor, DOT Bldg., No. 351 Sen. Gil Puyat
Avenue, Makati City. Applications for eligibility will be evaluated based on a nondiscretionary “pass/fail” criterion.

3.

Interested bidders may obtain further information from DOT and inspect the Bidding
Documents at the address given below during 8:00 a.m. to 5:00 p.m.

4.

A complete set of Bidding Documents may be acquired by shortlisted Bidders on 17
September 2019 to 4 October 2019 (8:00 a.m. to 5:00 p.m.) and 7 October 2019 (until
9:00 a.m.) from the address below and upon payment of the applicable fee for theBidding Documents, pursuant to the latest Guidelines issued by the GPPB, in theamount of Twenty-five Thousand Pesos (PhP25,000.00).
It may also be downloaded free of charge from the website of the Philippine Government
Electronic Procurement System (PhilGEPS) and the website of the Procuring Entity,
provided that Bidders shall pay the applicable fee for the Bidding Documents not later
than the submission of their bids.

5.

The BAC shall draw up the short list of consultants from those who have submitted
Expression of Interest, including the eligibility documents, and have been determined aseligible in accordance with the provisions of Republic Act 9184 (RA 9184), otherwise
known as the “Government Procurement Reform Act”, and its Implementing Rules andRegulations (IRR). The short list shall consist of five (5) prospective bidders who will beentitled to submit bids. The criteria and rating system for short listing are:
CRITERIA
I. APPLICABLE EXPERIENCE OF THE CONSULTANT
A. Appropriateness of the agency for the assignment
B. Extent of network of the agency
4

Numerical
Weight60%
20%10%

Numerical
Weight10%10%
10%

CRITERIA

C. Similar Projects Completed in the last 3 years
D. Years in Existence
E. Contract cost of Completed Projects in the last 3 years
II. QUALIFICATION OF PERSONNEL WHO MAY BE
20%ASSIGNED TO THE JOB
III. CURRENT WORKLOAD RELATIVE TO CAPACITY
20%
Number of on-going similar and related projects relative to20%
capacity
TOTAL
100%
Minimum score is 80%.
Note: Detailed criteria breakdown is found in the Eligibility Data Sheet (EDS)
6.

Bidding will be conducted through open competitive bidding procedures using nondiscretionary “pass/fail” criterion as specified in the IRR of RA 9184.
Bidding is restricted to Filipino citizens/sole proprietorships, cooperatives, andpartnerships or organizations with at least sixty percent (60%) interest or outstanding
capital stock belonging to citizens of the Philippines.

7.

The Procuring Entity shall evaluate bids using the Quality Based Evaluation (QBE)procedure. The criteria and rating system for the evaluation of bids shall be provided in
the Instructions to Bidders.

8.

The contract shall be completed for a period of two (2) months.

9.

The DOT reserves the right to reject any and all bids, declare a failure of bidding, or notaward the contract at any time prior to contract award in accordance with Section 41 ofRA 9184 and its IRR, without thereby incurring any liability to the affected bidder orbidders.

10.

For further information, please refer to:
Mr. GODOFREDO R. MALDONADO, JR.
DOT-BAC Head Secretariat
4th Floor, DOT Bldg., No. 351 Sen. Gil Puyat Ave., Makati CityTelephone Nos. 459-5200 to 30 Loc. 425
dotbac.secretariat@yahoo.com
www.tourism.gov.ph
grmaldonado@tourism.gov.ph

ASEC. ROBERTO P. ALABADO III
DOT-BAC Chairperson

5Section II. Eligibility Documents
1.

Eligibility Criteria
1.1.

2.

The following persons/entities shall be allowed to participate in the bidding
for Consulting Services:(a)

Duly licensed Filipino citizens/sole proprietorships;(b)Partnerships duly organized under the laws of the Philippines and ofwhich at least sixty percent (60%) of the interest belongs to citizens ofthe Philippines;(c)Corporations duly organized under the laws of the Philippines and ofwhich at least sixty percent (60%) of the outstanding capital stock
belongs to citizens of the Philippines;(d)

Cooperatives duly organized under the laws of the Philippines; or(e)Persons/entities forming themselves into a joint venture, i.e., a group of
two (2) or more persons/entities that intend to be jointly and severally
responsible or liable for a particular contract: Provided, however, That
Filipino ownership or interest thereof shall be at least sixty percent(60%). For this purpose, Filipino ownership or interest shall be basedon the contributions of each of the members of the joint venture as
specified in their JVA.

1.2.

When the types and fields of Consulting Services involve the practice ofprofessions regulated by law, those who will actually perform the services
shall be Filipino citizens and registered professionals authorized by theappropriate regulatory body to practice those professions and allied
professions specified in the EDS.

1.3.

If the Request for Expression of Interest allows participation of foreign
consultants, prospective foreign bidders may be eligible subject to theconditions stated in the EDS.

1.4.

Government owned or –controlled corporations (GOCCs) may be eligible toparticipate only if they can establish that they (a) are legally and financiallyautonomous, (b) operate under commercial law, and (c) are not attachedagencies of the Procuring Entity.

Eligibility Requirements
2.1.

The following eligibility requirements, together with the Eligibility
Documents Submission Form, shall be submitted on or before the date of theeligibility check specified in the Request for Expression of Interest and Clause
5 for purposes of determining eligibility of prospective bidders:

6

(a)

Class “A” Documents –Legal Documents(i)

PhilGEPS Certificate of Registration and Membership inaccordance with Section 8.5.2 of the IRR, except for foreignbidders participating in the procurement by a Philippine
Foreign Service Office or Post, which shall submit theireligibility documents under Section 24.1 of the IRR, provided,that the winning Consultant shall register with PhilGEPS inaccordance with Section 37.1.4 of the IRR;

Technical Documents
(ii)

(iii)

(b)

Statement of the prospective bidder of all its ongoing andcompleted government and private contracts, including
contracts awarded but not yet started, if any, whether similar or
not similar in nature and complexity to the contract to be bid,within the relevant period provided in the EDS. The statement
shall include, for each contract, the following:(ii.1)

the name and location of the contract;(ii.2)

date of award of the contract;(ii.3)

type and brief description of consulting services;(ii.4)

consultant’srole(whethersubconsultant, or partner in a JV)(ii.5)

amount of contract;(ii.6)

contract duration; and(ii.7)

certificate of satisfactory completion or equivalent
document specified in the EDS issued by the client, inthe case of a completed contract;main

consultant,Statement of the consultant specifying its nationality andconfirming that those who will actually perform the service areregistered professionals authorized by the appropriate
regulatory body to practice those professions and allied
professions in accordance with Clause 1.2, including theirrespective curriculum vitae.

Class “B” Document –If applicable, the Joint Venture Agreement (JVA) in case the joint
venture is already in existence, or duly notarized statements from all
the potential joint venture partners in accordance with Section 24.1(b)of the IRR of RA 9184.

7

3.

4.

2.2.

The eligibility requirements or statements, the bids, and all other documents tobe submitted to the BAC must be in English. If the eligibility requirements orstatements, the bids, and all other documents submitted to the BAC are inforeign language other than English, it must be accompanied by a translationof the documents in English. The documents shall be translated by the relevant
foreign government agency, the foreign government agency authorized totranslate documents, or a registered translator in the foreign bidder’s country;
and shall be authenticated by the appropriate Philippine foreign service
establishment/post or the equivalent office having jurisdiction over the foreignbidder’s affairs in the Philippines. The English translation shall govern, forpurposes of interpretation of the bid.

2.3.

Prospective bidders may obtain a full range of expertise by associating withindividual consultant(s) and/or other consultants or entities through a JV orsubcontracting arrangements, as appropriate. However, sub-consultants may
only participate in the bid of one short listed consultant. Foreign Consultants
shall seek the participation of Filipino Consultants by entering into a JV with,or subcontracting part of the project to, Filipino Consultants.

Format and Signing of Eligibility Documents
3.1.

Prospective bidders shall submit their eligibility documents through their dulyauthorized representative on or before the deadline specified in Clause 5.

3.2.

Prospective bidders shall prepare an original and copies of the eligibility
documents. In the event of any discrepancy between the original and thecopies, the original shall prevail.

3.3.

The Eligibility Documents Submission Form shall be signed by the duly
authorized representative/s of the Bidder. Failure to do so shall be a ground forthe rejection of the eligibility documents.

3.4.

Any interlineations, erasures, or overwriting shall be valid only if they are
signed or initialed by the duly authorized representative/s of the prospectivebidder.

Sealing and Marking of Eligibility Documents
4.1.

Prospective bidders shall enclose their original eligibility documents describedin Clause 2.1, in a sealed envelope marked “ORIGINAL – ELIGIBILITY
DOCUMENTS”. Each copy thereof shall be similarly sealed duly marking
the envelopes as “COPY NO. ___ - ELIGIBILITY DOCUMENTS”. Theseenvelopes containing the original and the copies shall then be enclosed in one
single envelope.

4.2.

The original and the number of copies of the eligibility documents as indicatedin the EDS shall be typed or written in ink and shall be signed by theprospective bidder or its duly authorized representative/s.

4.3.

All envelopes shall:

84.4

5.

(a)

contain the name of the contract to be bid in capital letters;(b)bear the name and address of the prospective bidder in capital letters;(c)be addressed to the Procuring Entity’s BAC specified in the EDS;(d)bear the specific identification of this Project indicated in the EDS; and(e)bear a warning “DO NOT OPEN BEFORE…” the date and time forthe opening of eligibility documents, in accordance with Clause 5.

Eligibility documents that are not properly sealed and marked, as required in
the bidding documents, shall not be rejected, but the bidder or its duly
authorized representative shall acknowledge such condition of the documents
as submitted. The BAC shall assume no responsibility for the misplacement of
the contents of the improperly sealed or marked eligibility documents, or for
its premature opening.

Deadline for Submission of Eligibility Documents
Eligibility documents must be received by the Procuring Entity’s BAC at the address
and on or before the date and time indicated in the Request for Expression of Interestand the EDS.

6.

Late Submission of Eligibility Documents
Any eligibility documents submitted after the deadline for submission and receipt
prescribed in Clause 5 shall be declared “Late” and shall not be accepted by theProcuring Entity. The BAC shall record in the minutes of submission and opening ofeligibility documents, the Bidder’s name, its representative and the time the eligibility
documents were submitted late.

7.

Modification and Withdrawal of Eligibility Documents
7.1.

The prospective bidder may modify its eligibility documents after it has been
submitted; provided that the modification is received by the Procuring Entity
prior to the deadline specified in Clause 5. The prospective bidder shall not beallowed to retrieve its original eligibility documents, but shall be allowed tosubmit another set equally sealed, properly identified, linked to its original bid
marked as “ELIGIBILITY MODIFICATION” and stamped “received” by theBAC. Modifications received after the applicable deadline shall not be
considered and shall be returned to the prospective bidder unopened.

7.2.

A prospective bidder may, through a letter of withdrawal, withdraw its
eligibility documents after it has been submitted, for valid and justifiablereason; provided that the letter of withdrawal is received by the Procuring
Entity prior to the deadline prescribed for submission and receipt of eligibility
documents.

7.3.

Eligibility documents requested to be withdrawn in accordance with thisClause shall be returned unopened to the prospective bidder concerned. A9

prospective bidder that withdraws its eligibility documents shall not be
permitted to submit another set, directly or indirectly, for the same project. A
prospective bidder that acquired the eligibility documents may also express its
intention not to participate in the bidding through a letter which should reachand be stamped by the BAC before the deadline for submission and receipt ofeligibility documents.

8.

Opening and Preliminary Examination of Eligibility Documents
8.1.

The BAC will open the envelopes containing the eligibility documents in thepresence of the prospective bidders’ representatives who choose to attend, atthe time, on the date, and at the place specified in the EDS. The prospective
bidders’ representatives who are present shall sign a register evidencing theirattendance.
In case the submitted eligibility envelopes cannot be opened as scheduled due
to justifiable reasons, the BAC shall take custody of the said envelopes andreschedule the opening on the next working day or at the soonest possible timethrough the issuance of a Notice of Postponement to be posted in thePhilGEPS website and the website of the Procuring Entity concerned.

8.2.

Letters of withdrawal shall be read out and recorded during the opening of
eligibility documents and the envelope containing the corresponding
withdrawn eligibility documents shall be returned unopened to thewithdrawing prospective bidder.

8.3.

The eligibility documents envelopes and modifications, if any, shall be opened
one at a time, and the following read out and recorded:

8.4.

(a)

the name of the prospective bidder;(b)whether there is a modification or substitution; and(c)the presence or absence of each document comprising the eligibility
documents vis-à-vis a checklist of the required documents.

The eligibility of each prospective bidder shall be determined by examiningeach bidder’s eligibility requirements or statements against a checklist ofrequirements, using non-discretionary “pass/fail” criterion, as stated in theRequest for Expression of Interest, and shall be determined as either “eligible”
or “ineligible.” If a prospective bidder submits the specific eligibility
document required, he shall be rated “passed” for that particular requirement.
In this regard, failure to submit a requirement, or an incomplete or patently
insufficient submission, shall be considered “failed” for the particulareligibility requirement concerned. If a prospective bidder is rated “passed” forall the eligibility requirements, he shall be considered eligible to participate in
the bidding, and the BAC shall mark the set of eligibility documents of theprospective bidder concerned as “eligible.” If a prospective bidder is rated“failed” in any of the eligibility requirements, he shall be considered ineligible
to participate in the bidding, and the BAC shall mark the set of eligibility
documents of the prospective bidder concerned as “ineligible.” In either case,10the BAC chairperson or his duly designated authority shall countersign themarkings.

9.

10.

Short Listing of Consultants
9.1.

Only prospective bidders whose submitted contracts are similar in nature andcomplexity to the contract to be bid as provided in the EDS shall beconsidered for short listing.

9.2.

The BAC shall draw up the short list of prospective bidders from thosedeclared eligible using the detailed set of criteria and rating system to be used
specified in the EDS.

9.3.

Short listed consultants shall be invited to participate in the bidding for thisproject through a Notice of Eligibility and Short Listing issued by the BAC.

Protest Mechanism
Decision of the Procuring Entity at any stage of the procurement process may bequestioned in accordance with Section 55 of the IRR of RA 9184.

11Section III. Eligibility Data Sheet
Eligibility
Documents
1.2

Procurement of Full Service Agency for the Philippine-South Korea 70
Years of Diplomatic Relations Celebration

1.3

No further Instructions

2.1(a)(ii)

The statement of all ongoing and completed government and private
contracts shall include all such contracts within five (5) years prior to thedeadline for the submission and receipt of eligibility documents.

2.1(a)(ii.7)

Certificate of Satisfactory Service or any other proof of completion ofcontracts.

4.2

Each prospective bidder shall submit one (1) original and six (6)photocopies of its eligibility documents.

4.3(c)

ASEC. ROBERTO P. ALABADO III, DOT-BAC Chairperson
c/o Ms. Maria Alma O. Almazan, DOT-BAC Secretariat,
4th Floor, DOT Bldg., No. 351 Sen. Gil Puyat Ave., Makati City
Ref. No.: DOT-BAC-REI No. 2019-021

4.3(d)
5The address for submission of eligibility documents is at the ProcurementManagement Division, 4th Floor, DOT Bldg., No. 351 Sen. Gil Puyat
Ave., Makati City
The deadline for submission of eligibility documents is on or before 9:00a.m. only of 12 September 2019.

8.1

The place of opening of eligibility documents is at the 4th Floor
Conference Room, DOT Bldg., No. 351 Sen. Gil Puyat Ave., Makati City
The date and time of opening of eligibility documents is 12 September
2019 at 10:00 a.m.

9.1

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

9.2

CRITERIA
I. APPLICABLE EXPERIENCE OF THE
CONSULTANT
A. Appropriateness of the agency for the assignment



60%
20%

200

Creative Agency or Production Agency
OthersB. Extent of network of the agency

Numerical Weight

10%

10International12

5Domestic

C. Similar Projects Completed in the last 3 years

Five (5) or more television commercials
produced and aired

At least four (4) television commercials
produced and aired
No AVPs made

D. Years in Existence



10
5010%

1005 years & above
Below 5 years

E. Contract cost of Completed Projects in the last 3years

10%10%

More than one (1) project with contract costequal or greater than 5M

10At least one project with contract costequal or greater than 5M
Projects cost less than 5M

50II. QUALIFICATION OF PERSONNEL WHO
MAY BE ASSIGNED TO THE JOB



20%

Required number and positions of
personnel is exceeded with minimum yearsof experience
Required number and positions of
personnel is met with minimum years ofexperience
Required number and positions of
personnel is not met

20100III. CURRENT WORKLOAD RELATIVE TOCAPACITY
Number of on-going similar and related projects
relative to capacity

20%20%

3 or more projects with contract cost equalor greater than PHP Seventeen Million
Five Hundred (PHP 17,500,000)

20

1-2 projects with contract cost equal orgreater than PHP Seventeen Million Five
Hundred (PHP 17,500,000)

10

No on-going projects with contract costequal or greater than PHP Seventeen
Million Five Hundred (PHP 17,500,000)

0TOTAL%
Minimum Passing Rate:

100%13