PHILIPPINE BIDDING DOCUMENTS

Procurement of Consulting Services
for the Davao Region Tourism Brand
Development Project (Phase 1)
Part I

Reference No.: DOT XI-BAC-REI NO. 2022-001

CHECKLIST OF ELIGIBILITY REQUIREMENTS
THE ELIGIBILITY ENVELOPE SHALL CONTAIN THE FOLLOWING:
1.

ELIGIBILITY DOCUMENTS SUBMISSION FORM (ANNEX A);

2.

Valid PhilGEPS Platinum Certificate of Registration and Membership in
accordance with Section 8.5.2 of the IRR.

TECHNICAL DOCUMENTS
3.

Statement of the perspective bidder of all its ongoing (ANNEX TD-1) andcompleted (ANNEX TD-2) government and private contracts, including contracts
awarded but not yet started, if any, whether similar or not similar in nature andcomplexity to the contract to be bid, within the last three (3) years. In case ofcompleted contract, please attach Certificate of Satisfactory Completion issued
by the client.

4.

Statement of the consultant specifying its nationality and confirming that those whowill actually perform the service are registered professionals authorized by theappropriate regulatory body to practice those professions and allied professions(ANNEX TD-3), including their respective curriculum vitae;

5.

Note:

CLASS ‘B” Documents:
Valid Joint Venture Agreement (JVA) (ANNEX JVA), in case a joint venture isalready in existence. In the absence of a JVA, duly notarized statements from all
the potential joint venture partners stating that they will enter into and abode by theprovisions of the JVA in the instance that he bid is successful, shall be included in
the bid. Failure to enter into a joint venture in the event of a contract award shallbe ground for the forfeiture of the bid security. Each partner of the joint venture
shall submit the PhilGEPS Certificate of Registration in accordance with theSection 8.5.2 of RA9184 and its IRR. The submission of technical and financial
documents by any of the joint venture partners constitutes compliance.

All documents shall be current and updated and any missing document in theabove-mentioned Checklist is a ground for outright rejection of the bid.
Bidders are required to submit one (1) original and five (5) photocopies of
their eligibility documents.
To facilitate the evaluation of the bids, bidders are advised to follow thearrangement in the above-mentioned checklist when placed in an Envelope,with documents tabbed and labeled accordingly.

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TABLE OF CONTENTSPART ISECTION I. REQUEST FOR EXPRESSION OF INTEREST .............................................................................4
SECTION II. ELIGIBILITY DOCUMENTS .........................................................................................................7
SECTION III. ELIGIBILITY DATA SHEET .................................................................................................... 143

Section I. Request for Expression of Interest

4REQUEST FOR EXPRESSION OF INTEREST FOR THE
Procurement of Consulting Services for the
Davao Region Tourism Brand Development Project(Phase 1)
1. The Department of Tourism XI (DOT XI), through the Tourism Promotion Board Funds
intends to apply the sum of One Million Seven Hundred Thousand Pesos(PhP1,700,000.00) being the Approved Budget for the Contract (ABC) to payments under
the contract for DOT XI-BAC-REI No. 2022-001. Bids received in excess of the ABC shallbe automatically rejected at the opening of the financial proposals.
2. The DOT XI now calls for the submission of eligibility documents for the Procurement ofConsulting Services for the Davao Region Tourism Brand Development Project (Phase1). Eligibility documents of interested consultants must be duly received by the BAC
Secretariat on or before July 23, 2022 until 12:00 noon only at the Department of Tourism
Regional Office XI, Unit 501 Landco Corporate Center, J.P. Laurel Avenue, Davao City.
Eligibility Check will be at 4:00PM on July 23, 2022 at Department of Tourism Regional
Office XI, Unit 501 Landco Corporate Center, J.P. Laurel Avenue, Davao City,
simultaneously thru Zoom Virtual platform. Applications for eligibility will be evaluatedbased on a non-discretionary “pass/fail” criterion.
3. Interested bidders may obtain further information from DOT XI and inspect the Bidding
Documents at the address given below between 8:00 a.m. and 5:00 p.m.
4. A complete set of Bidding Documents may be acquired by interested bidders on July 1622, 2022 (9:00 a.m. to 4:00 p.m.) from the address above.
It may also be downloaded free of charge from the website of the Philippine Government
Electronic Procurement System (PhilGEPS) and the website of the Procuring Entity.
5. The BAC shall draw up the short list of consultants from those who have submitted
Expression of Interest, including the eligibility documents, and have been determined as
eligible in accordance with the provisions of Republic Act 9184 (RA 9184), otherwise
known as the “Government Procurement Reform Act”, and its Implementing Rules andRegulations (IRR). The short list shall consist of three (3) prospective bidders who will beentitled to submit bids. The criteria and rating system for short listing are:


Applicable experience of the consultant and members in case of joint
ventures, considering both the overall experiences of the firms or, in the5case of new firms, the individual experiences of the principal and key
staff, including the times when employed by other consultants (60%);


Qualification of personnel who may be assigned to the job vis-à-vis extent
and complexity of the undertaking (20%); andCurrent workload relative to capacity (20%);
Passing Rate: 80%

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 theInstructions to Bidders.
8. The contract shall be for a period from September-December 20, 2022 to commence upon
the receipt of the Consultant of the Notice to Proceed;
9.

The DOT XI reserves the right to reject any and all bids, declare a failure of bidding, or
not award the contract at any time prior to contract award in accordance with Section 41 of
RA 9184 and its IRR, without thereby incurring any liability to the affected bidder orbidders.

10. For further information, please refer to:
MS. KAMILLE ARANETADOT XI-BAC Secretariat
Department of Tourism Regional Office XI
Unit 501 Landco Corporate Center
J.P. Laurel Avenue, Davao City
Telephone Nos. (082) 225-1940 / 237-9288
Email Addresses:
2021dotxi.procurement@gmail.com
dot11@tourism.gov.ph

JUDY LAGURA COLALJODOT XI - BAC Chairperson
6Section II. Eligibility Documents7

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 andof which at least sixty percent (60%) of the interest belongs tocitizens of the Philippines;(c)Corporations duly organized under the laws of the Philippines andof which 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 groupof two (2) or more persons/entities that intend to be jointly andseverally 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 based on the contributions of each of the members of thejoint 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
to participate only if they can establish that they (a) are legally andfinancially autonomous, (b) operate under commercial law, and (c) are notattached agencies 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
the eligibility check specified in the Request for Expression of Interest andClause 5 for purposes of determining eligibility of prospective bidders:

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(a)

Class “A” Documents –Legal Documents(i)

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

Technical Documents(ii)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 bebid, 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’s role (whether main
subconsultant, or partner in a JV)

consultant,(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;
(iii)

(b)

Statement of the consultant specifying its nationality andconfirming that those who will actually perform the service
are registered 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 fromall the potential joint venture partners in accordance with Section
24.1(b) of the IRR of RA 9184.

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3.

4.

2.2.

The eligibility requirements or statements, the bids, and all otherdocuments to be submitted to the BAC must be in English. If the eligibility
requirements or statements, the bids, and all other documents submitted to
the BAC are in foreign language other than English, it must be
accompanied by a translation of the documents in English. The documents
shall be translated by the relevant foreign government agency, the foreign
government agency authorized to translate documents, or a registeredtranslator in the foreign bidder’s country; and shall be authenticated by
the appropriate Philippine foreign service establishment/post or theequivalent office having jurisdiction over the foreign bidder’s affairs in thePhilippines. The English translation shall govern, for purposes ofinterpretation of the bid.

2.3.

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

Format and Signing of Eligibility Documents
3.1.

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

3.2.

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

3.3.

The Eligibility Documents Submission Form shall be signed by the duly
authorized representative/s of the Bidder. Failure to do so shall be a groundfor the 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 theprospective bidder.

Sealing and Marking of Eligibility Documents
4.1.

Prospective bidders shall enclose their original eligibility documents
described in 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”. These envelopes 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
indicated in the EDS shall be typed or written in ink and shall be signed by
the prospective bidder or its duly authorized representative/s.
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4.3.

All envelopes shall:(a)contain the name of the contract to be bid in capital letters;(b)bear the name and address of the prospective bidder in capitalletters;(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
for the opening of eligibility documents, in accordance with Clause
5.

4.4 Eligibility documents that are not properly sealed and marked, as requiredin 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.
5.

Deadline for Submission of Eligibility Documents
Eligibility documents must be received by the Procuring Entity’s BAC at theaddress and on or before the date and time indicated in the Request for Expressionof Interest and 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 openingof eligibility documents, the Bidder’s name, its representative and the time theeligibility 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 theProcuring Entity prior to the deadline specified in Clause 5. The
prospective bidder shall not be allowed to retrieve its original eligibility
documents, but shall be allowed to submit another set equally sealed,
properly identified, linked to its original bid marked as “ELIGIBILITY
MODIFICATION” and stamped “received” by the BAC. Modifications
received after the applicable deadline shall not be considered and shall be
returned to the prospective bidder unopened.

7.2.

A prospective bidder may, through a letter of withdrawal, withdraw its
eligibility documents after it has been submitted, for valid and justifiablereason; provided that the letter of withdrawal is received by the11Procuring Entity prior to the deadline prescribed for submission andreceipt of eligibility documents.
7.3.

8.

Eligibility documents requested to be withdrawn in accordance with thisClause shall be returned unopened to the prospective bidder concerned. A
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 whichshould reach and be stamped by the BAC before the deadline forsubmission and receipt of eligibility documents.

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,at the time, on the date, and at the place specified in the EDS. The
prospective bidders’ representatives who are present shall sign a register
evidencing their attendance.
In case the submitted eligibility envelopes cannot be opened as scheduled
due to justifiable reasons, the BAC shall take custody of the said envelopes
and reschedule the opening on the next working day or at the soonest
possible time through the issuance of a Notice of Postponement to be posted
in the PhilGEPS website and the website of the Procuring Entity concerned.

8.2.

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

8.3.

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

8.4.

(a)

the name of the prospective bidder;(b)whether there is a modification or substitution; and(c)

The presence or absence of each document comprising the eligibility
documents vis-à-vis a checklist of the required documents.

The eligibility of each prospective bidder shall be determined by examining
each bidder’s eligibility requirements or statements against a checklist ofrequirements, using non-discretionary “pass/fail” criterion, as stated in the
Request for Expression of Interest, and shall be determined as either“eligible” or “ineligible.” If a prospective bidder submits the specificeligibility document required, he shall be rated “passed” for that particularrequirement. In this regard, failure to submit a requirement, or an
incomplete or patently insufficient submission, shall be considered12

“failed” for the particular eligibility requirement concerned. If aprospective bidder is rated “passed” for all the eligibility requirements, heshall be considered eligible to participate in the bidding, and the BAC shallmark the set of eligibility documents of the prospective 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, the BAC chairperson or
his duly designated authority shall countersign the markings.
9.

10.

Short Listing of Consultants
9.1.

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

9.2.

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

9.3.

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

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

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Section III. Eligibility Data Sheet

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Eligibility Data Sheet
Eligibility
Documents
1.2

Procurement of Consulting Services for the Davao Region Tourism Brand
Development Project (Phase 1)

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 three (3) 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 ofcontract

4.2

Each prospective bidder shall submit one (1) original and five (5)photocopies of its eligibility documents.

4.3(e)

MS. JUDY LAGURA COLALJO, DOT XI-BAC Chairperson
c/o
Ms. Kamille Araneta DOT XI-BAC Secretariat, Department of Tourism
Regional Office XI, Unit 501 Landco Corporate Center, J.P. Laurel
Avenue, Davao City 8000

4.3(f)

Ref. No.: DOT XI-BAC-REI No. 2022-001

5

The address for submission of eligibility documents is the Department ofTourism Regional Office XI, Unit 501 Landco Corporate Center, J.P.
Laurel Avenue, Davao City 8000
The deadline for submission of eligibility documents is on or before 12:00
Noon only on July 23, 2022

8.1

The place of opening of eligibility documents is at the Department ofTourism Regional Office XI, Unit 501 Landco Corporate Center, andJ.P. Laurel Avenue, Davao City.
The Opening of Eligibility Documents will be conducted through videoconferencing using the Zoom Virtual platform on July 23, 2022 at 4:00
PM.
Prospective bidders who are interested in joining the opening of eligibility
documents must send the following details to the DOT XI BAC Secretariat
via e-mail at 2021dotxiprocurement@gmail.com no later than 5:00 p.m.
on July 22, 2022.
 Name of Representative(s) – maximum of two (2) Company Name and Contact Number15 Email Address
9.1

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

9.2
(a)

Applicable experience of the consultant and members in case of
joint ventures, considering both the overall experiences of thefirms or, in the case of new firms, the individual experiences ofthe principal and key staff, including the times when employedby other consultants (60%);(b)

Qualification of personnel who may be assigned to the job visà-vis extent and complexity of the undertaking (20%); and(c)Current workload relative to capacity (20%);
Passing Score: 80%

Please find below the Eligibility Check and Shortlisting Criteria
and Rating:

I.

II.

APPLICABLE EXPERIENCE OF THE CONSULTANT
Appropriateness of the agency for the assignment
Full-service Creative Agency
Public Relations Firm/Agency
Production House with PR services
Reach of the Agency
Nationwide reachRegional reach
Similar Projects Completed in the last 3 years
At least 4 completed marketing, advertising, or publicity campaigns
1-3 completed marketing, advertising or publicity campaigns
Years in Existence as Creative Agency, Public Relations Agency,
Production House
8 years and above

60%
15%
15%
10%
5%
15%

Below 5-7 years
Contract cost of Completed Projects in the last 3 years
At least three projects with contract cost equal or greater than PhP10M
each
One or two projects with contract cost equal or greater than PhP10M
each
No projects with contract cost equal or greater than PhP10M
QUALIFICATIN OF PERSONNEL WHO MAY BE ASSIGNEDTO THE JOB (Refer to IV. Minimum Required Personnel)
Required number and positions of personnel with minimum years ofexperience is exceeded by an additional 5 personnel following any ofthe profiles of the identified minimum required personnel withrespective minimum number of years of experience

5%
10%
10%

16

10%
10%
5%
10%
10%

5%
0%
20%
20%

III.

Required number and positions of personnel with minimum years ofexperience is met
CURRENT WORKLOAD RELATIVE TO CAPACITY
Number of ongoing similar and related projects relative to capacity
No projects with contract cost equal or greater than PhP10M each
4 or more projects with contract cost equal or greater than PhP10M
each
1-3 projects with contract cost equal or greater than PhP10M each

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15%
20%
5%
10%
20%