bids and awards committee – head office invitation to … · stock belonging to citizens of the...

File/Ref. No. Cluster B of 2

Pro Form No. 02-002-01 • Version: 5 • Updated: 23 Jun 2017

BIDS AND AWARDS COMMITTEE – HEAD OFFICE

INVITATION TO BID

1. The Bangko Sentral ng Pilipinas (BSP), through its Bids and Awards Committee (BAC) – Head (HO), invites Bidders to apply for eligibility and to bid for the hereunder requirement:

Name of Requirement/Brief Description Approved Budget for the Contract (ABC), VAT inclusive

One (1) Lot – Operation and Maintenance Services of Air-conditioning System at ITIOD Data Center, BSP Head Office, as per BSP Terms of Reference

Php6,000,000.00 (Bids exceeding the ABC shall be

automatically rejected at bid opening)

Funding Source : BSP Corporate Funds Contract Duration: The service maintenance contract shall commence on the date

stipulated in the Notice to Proceed to be issued by Facilities Management and Engineering Department (FMED) and shall end on 31 December 2020

2. Bidders should have completed from Y2015 to present a contract similar to the requirement.

The Eligibility Check/Screening and Preliminary Examination of Bids shall use non-discretionary “pass/fail” criterion.

3. Bidding is restricted to Filipino citizens, sole proprietorship, partnership, corporation, cooperative or organizations 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 Rep. Act. No. 5183.

4. A complete set of Bidding Documents may be acquired by Prospective Bidders1 from the address below and upon payment of the Bidding Documents fee in the amount of Php10,000.00.2 It may also be downloaded free of charge from the websites of the Philippine Government Electronic Procurement System (www.philgeps.gov.ph) and the Bangko Sentral ng Pilipinas (www.bsp.gov.ph) provided that bidders shall pay the applicable fee for the Bidding Documents not later than the submission of their bids.

1 For new bidders, please submit clear photocopies of the following documents:

a) Business Registration with SEC/DTI/Other Government Agency, whichever is applicable; and b) BIR Certificate of Registration (BIR Form No. 2303), if applicable

2 See Items C and D of Clause 9.1 of the Bid Data Sheet re details of Payment Bid Fee and Payment Option/Instruction.

File/Ref. No. Cluster B of 2


5. All particulars and activities relative to Eligibility of Bidders, Bid Security, Performance Security, Pre-Bid Conference/s, Evaluation of Bids, Post-qualification and Award of Contract shall be governed by the 2016 Revised Implementing Rules and Regulations of Rep. Act No. 9184 (2016 Revised IRR).

Activities Schedule Venue/Contact Person/ Contact Number

a. Issuance of Bid Documents

Starting 16 June 2020 (from 9:00 A.M. to 2:00 P.M. only)

Gate 3, Bangko Sentral ng Pilipinas, A. Mabini corner P. Ocampo Sr. Sts., Malate, Manila

c. Pre-Bid Conference

22 June 2020, 2:00 P.M. MR2A Conference Room, 2nd Floor, 5-Storey Building, BSP Main Complex, Malate, Manila

d. Submission of Bids

08 July 2020, 2:00 P.M. Gate 3, Bangko Sentral ng Pilipinas, A. Mabini corner P. Ocampo Sr. Sts., Malate, Manila

e. Opening of Bids

08 July 2020, 2:00 P.M. MR2A Conference Room, 2nd Floor, 5-Storey Building, BSP Main Complex, Malate, Manila

f. All Written Requests

The Bids and Awards Committee (BAC) – Head Office Through: The BAC Secretariat Room 213, 2nd Flr. 5-Storey Bldg. A. Mabini and P. Ocampo Sts., Malate, Manila Tel Nos.: 5306-2798/5306-2800/8708-7173 Fax No.: 8708-7116 Email Address: [email protected] Note: All requests shall be in writing and addressed to the BAC

Secretariat.

6. The pre-bid conference shall be open to Prospective Bidders. In line with the Enhanced Community Quarantine in view of the COVID-19 pandemic, the conduct of pre-bid conference shall be through videoconferencing using the Webex platform of BSP.

7. The BSP assumes no responsibility whatsoever to compensate or indemnify any bidder for expenses incurred in the preparation of bid.

8. The BSP reserves the right to accept or reject any bid, to annul the bidding process and to reject all bids at any time prior to contract award in accordance with Section 41 of the 2016 Revised IRR of Rep. Act No. 9184, without thereby incurring any liability to affected bidder or bidders.

SGD.

BELLA S. SANTOS Chairperson

File/Ref. No.Cluster B

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BIDS AND AWARDS COMMITTEE – HEAD OFFICE

CHECKLIST OF REQUIREMENTS FOR BIDDERS

(Procurement of Goods/Services)

Title of Requirement : One (1) Lot – Operation and Maintenance Services of Air-

conditioning System at ITIOD Data Center, BSP Head Office, as per BSP Terms of Reference

Approved Budget for the Contract (ABC)

: Php6,000,000.00, VAT inclusive

Bidder

:

__________________________________________________

BIDDERS SHALL SUBMIT TWO (2) SETS (ORIGINAL & PHOTOCOPY) OF ENVELOPE NOS. 1 & 2.

ENVELOPE No. 1 - ELIGIBILITY AND TECHNICAL REQUIREMENTS ENVELOPE

The preliminary examination of bids shall use a non-discretionary “pass/fail” criterion. If a bidder submits the required document, it shall be rated “passed” for that particular requirement. In this regard, bids that fail to include any requirement or are incomplete or

patently insufficient shall be considered as “failed”. Otherwise, the BAC shall rate Envelope No. 1 as “passed”. (Rule IX, Section 30.1)

(To be filled-up by the BSP Evaluator during the Preliminary Examination of Bids)

CONTENTS OF DOCUMENT

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I. ELIGIBILITY DOCUMENTS

Class “A” Documents

1. Philippine Government Electronic Procurement

System (PhilGEPS) Platinum Membership: Current PhilGEPS Certificate of Registration -

Platinum Membership; and

Annex “A” showing the following documents: a. Registration Certificate; b. Y2020 Mayor’s/Business Permit or the

equivalent document for Exclusive

Economic Zones or Areas; c. Current1 Tax Clearance Certificate (TCC);2

AND

1 The TCC must be valid or effective (not expired) on the date of the opening of bids and must be valid for BIDDING PURPOSES. Once duly

filed with the BIR, the Tax Clearance shall be accepted upon submission for all biddings that will be undertaken within the period of

effectivity of the Tax Clearance. However, the Bidder shall still submit a photocopy of the Tax Clea rance and indicate therein that it has

already submitted the same to BSP as part of the Class “A” documents. 2 The TCC refers to the clearance issued by the Accounts Receivable Monitoring Division (ARMD) or appropriate office of the Bureau of

Internal Revenue, which is valid for bidding purposes, attesting that the taxpayer has no outstanding Final Assessment Not ice and/or

delinquent account. As with other bidding requirements, the BSP validates the TCC as against the BIR list of entities with validly issued

TCCs.


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d. Y2018, or Y2019, if available, Audited

Financial Statements.

Notes:

i. In case the bidder opted to submit their Class “A” Documents (Items 1a to 1d listed above), the Certificate of PhilGEPS Registration (Platinum

Membership) shall remain as a post-qualification requirement to be submitted in Envelope No. 3, in accordance with GPPB Resolution No. 26-2017.

ii. The documents listed under Annex “A” must be valid on bidding date. In case any of these documents have expired, a valid document/s

shall be attached to the PhilGEPS Certificate of Registration, otherwise bid shall be considered “failed”.

iii. The Bidder shall be allowed to submit the recently expired Mayor’s or Business Permit and the Official Receipt as proof of application and

payment for the renewal of the permit, subject to submission of the valid and current Mayor’s Permit after the award of contract but before payment (GPPB Resolution No. 09-2020);

iv. In line with Section 8.5.2 of the 2016 Revised Implementing Rules and Regulations of Rep. Act No. 9184 (The Government Procurement Law),

the Y2019 Mayor’s/Business Permit or its equivalent document may be substituted by the appropriate equivalent documents in English, if

any, issued by the country of the bidder concerned. Otherwise, it must be accompanied by a translation of the documents in English issued

by the relevant foreign government agency, the foreign government agency authorized to translate documents, or a registered translator in

the foreign bidder’s country; and shall be apostillized3 in apostille countries or authenticated by the appropriate Philippine foreign service establishment/post or the

equivalent office having jurisdiction over the foreign bidder’s affairs in the Philippines.

v. Original documents or documents containing

proper formalities, such as notarization (when

3 An apostille is a legal certification that makes a document from one country valid in another, provided that both are signato ries to

the 1961 Hague Convention abolishing the requirement for le galization for Foreign Public Documents (https://en.oxforddictionaries.com/definition/apostille ). Thus, equivalent public documents executed in Apostille -contracting

parties and territories (except for Austria, Finland, Germany and Greece) to be used in the Philippines, no longer have to be

authenticated by the Philippine embassy or consulate general once apostillized.

https://en.oxforddictionaries.com/definition/apostille


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applicable), shall be submitted after award of

contract but before payment (GPPB Resolution No. 09-2020).

vi. Submission of a consolidated AFS is allowed,

provided, that the data for the participating Bidder can be extracted to establish the financial capacity of the Bidder;

vii. If bidding as a Joint Venture (JV), all partners must submit the document.

2. Statement of the Bidder of all its ongoing government and private contracts as of 31 May 2020, including all contracts awarded but

not yet started, if any, whether similar or not similar in nature and complexity to the contract to be bid (Use BSP-prescribed form).

The statement shall include, for each contract, the following:

a. Name of the client and description of project; b. Contract reference and date; c. Amount of contract and percentage of

accomplishment; AND d. Value of outstanding contracts.

Notes:

a. Bidders shall include all ongoing contracts with the BSP, including all contract/s awarded but not yet

started for the said period, if any. b. If bidding as a JV, the statement shall be submitted

by any of the JV partners.

c. Existing Ordering Agreements, being mere option contracts between bidders and Procuring Entities, need not be declared in the Statement of all

ongoing government and private contracts as contracts contemplated thereunder refer to procurement contracts involving actual sale of goods and services. On the other hand, Delivery

Order Contracts (DOCs) issued pursuant to Ordering Agreements, constitute actual purchase by the Procuring Entity, and are considered

effecting and ongoing until the goods or equipment are fully delivered and, thus, should be included in the above Statement. If the DOC is fully

delivered, it becomes part of completed contract and therefore, not part of said Statement (see GPPB NPM No. 007-2018 dated 05 February

2018).


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d. If the bidder’s ongoing government and private

contracts are not covered by a Non-Disclosure Agreement (NDA), the bidder shall submit a duly accomplished Statement Form No. 1 (Use BSP-

prescribed form). e. If the bidder’s ongoing government and private

contracts are covered by a NDA, the bidder shall

submit a duly accomplished and notarized Statement Form No. 2 (Use BSP-prescribed form). The statement must include, for each contract, the

following: i. Indicative Aggregate Amount of the Contract; ii. Percentage of Accomplishment; and iii. Indicative Aggregate Value of Outstanding

Works/Undelivered Portion. f. Original documents or documents containing

proper formalities, such as notarization (when

applicable), shall be submitted after award of contract but before payment (GPPB Resolution No. 09-2020).

g. The bidder shall declare the project name and description, name of clients and contact details. However, it is mandatory for the bidder to declare

the indicative aggregate amount of the contracts and the value of its outstanding works/undelivered portion.

3. Statement of the Bidder’s Single Largest Completed Contract (SLCC) similar to the contract

to be bid. A similar contract refers to projects involving operation and maintenance services of a chiller precision air-conditioning system.

The SLCC shall be supported by the following documents:

a. Copy of SLCC completed from Y2015 to

present amounting to at least 50% of the

ABC. (Contract/Agreement can be any or all of the following: Contract/Job Order/Purchase Order/Notice of

Award/Notice to Proceed/ Sales Invoice/Official Receipt or any other duly executed document proving/showing the name/nature of project or project description

and contract cost); AND

b. Proof of Completion and Acceptance for the

aforesaid SLCC (Proof of completion and


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acceptance can be any or all of the

following: Official Receipt/Certificate of Completion/ Certificate of Acceptance/Certificate of Satisfactory

Performance/Sales Invoice/ Statement of Account showing payment/ Delivery Receipt duly acknowledged by the client).

Notes: a. The submitted document/s must show the

following mandatory information: i. Contract is similar to the requirement; ii. Contract cost is at least 50% of ABC; and iii. Contract must have been completed as of

date of bidding. b. If all details needed in items 3(a) and 3(b) can be

established in a single document, the same is

acceptable as submission for the two (2) items. c. If Sales Invoice/Official Receipt/Statement of

Account is submitted, it must reflect the full

payment of the contract price of aforesaid completed project.

d. If bidding as a JV, the statement shall be submitted

by any of the JV partners. e. A Filipino citizen/sole proprietorship, partnership,

corporation, or cooperative may submit a contract which it previously entered into in

partnership with another person/entity as a JV in compliance with the SLCC [Single Largest Completed Contract] requirement, provided that

such JV was unincorporated or contractual in nature. Otherwise, the contract of said JV shall not be considered as an individual experience of any of

the JV partners for purposes of complying with the above technical eligibility requirement.

f. If the bidder’s single largest completed contract

similar to the requirement is covered by a confidentiality agreement, it shall submit a certification from its client stating the following

details: i. Name of client;

ii. Contact information of client; iii. Nature/type of goods and services provided,

with the indicative amount of the contract; iv. The contract has been successfully completed

as of bidding date; and

v. A statement that the disclosure of the contract is restricted by a confidentiality agreement.


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4. Computation of Net Financial Contracting Capacity

(NFCC) which must be at least equal to the ABC, based on submitted AFS under item 1 (d) and list of ongoing project/s under item 2; [Refer to Bid Data

Sheet (BDS) Clause 5.5 for Computation]; OR

Committed Line of Credit issued by a Universal

Bank (UB) or Commercial Bank (KB), which must be at least equal to ten percent (10%) of the ABC; Provided, that if the same is issued by a foreign UB

or KB, it shall be confirmed or authenticated by a local UB or KB.

Note: If bidding as a JV, the document shall be

submitted by any of the JV partners provided, that the partner responsible to submit the NFCC shall likewise submit the

Statement of all ongoing contracts and AFS.

Class “B” Documents

5. If bidding as a FORMED Joint Venture (JV)

Valid JV Agreement (JVA) showing that Filipino ownership or interest of the JV concerned shall be at least 60%.

If bidding as a JV TO BE FORMED In the absence of a JVA, a NOTARIZED

statement(s) from each/all the potential JV

partners stating that they will enter into and abide by the provisions of the JVA in the instance that their bid is successful.

II. TECHNICAL DOCUMENTS

6. Original Bid Security

Any one of the following acceptable forms of Bid Security (refer to CLAUSE 18.1 of BDS for applicable amounts):

Cash or Cashier’s/Manager’s Check issued by a UB or KB;


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Bank draft/guarantee or irrevocable letter of

credit issued by a UB or KB: Provided, however, that it shall be confirmed or authenticated by a UB or KB, if issued by a foreign bank;

Surety Bond callable upon demand issued by a surety or insurance company duly authorized by the Insurance Commission to issue such

security; NOTARIZED Bid-Securing Declaration. (Use

GPPB-prescribed form)

Notes: a. If Cash is posted as bid security, it must be put in a

separate envelope with amount stated therein, sealed, and placed inside Envelope No. 1.

b. Original documents or documents containing

proper formalities, such as notarization (when applicable), shall be submitted after award of contract but before payment (GPPB Resolution No.

09-2020).

7. Omnibus Sworn Statement of the bidder containing the following: (Use BSP-suggested form or GPPB-prescribed form) a. Authority of the Designated

Representative; b. Non-inclusion in the Blacklist; c. Authenticity of the Submitted

Documents; d. Authority to Validate Submitted

Documents; e. Disclosure of No Relationship; f. Compliance with Labor Laws and

Regulations; g. Bidder’s Responsibilities; and h. Compliance with GPPB Resolution No.

22-2013 in relation to BSP’s “No Gift

Policy” under Office Order No. 0485, Series of 2014

Notes:

a. Omission of any of the aforesaid provisions in the Omnibus Sworn Statement shall be considered as “failed”;

b. The Bidder shall be allowed to submit an

unnotarized Omnibus Sworn Statement (OSS), subject to compliance therewith after award of contract but before payment (GPPB Resolution No.

09-2020); and c. If bidding as a JV, all partners must submit the

document.


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8. Applicable only to a foreign bidder: Certification from the relevant government

office of its country stating that Filipinos are allowed to participate in their government

procurement activities for the same item/product;

Copy of legislation from the country of the

bidder allowing foreign bidders to participate in their government procurement.

Note: Foreign Bidder refers to a citizen of a foreign

country or an entity where Filipino ownership or interest is less than sixty percent (60%) who is engaged in the manufacture or sale of the

merchandise or performance of the general services covered by his bid, as per Appendix 9 – Guidelines in the Determination of Eligibility

of Foreign Suppliers, Contractors, and Consultants to Participate in Government Procurement Projects, of the 2016 Revised

Implementing Rules and Regulations of Rep. Act No. 9184.

9. Proof of Appointment of Bidder’s Authorized Representative/s

NOTARIZED Certificate issued by the Corporate Secretary (for

Corporation/Cooperative/Joint Venture) or issued by the Managing Partner or President (for Partnership), attesting the appointment of

the bidder’s representative/s (Refer to Sample Form); OR

NOTARIZED Special Power of Attorney, for Sole Proprietorship (Refer to Sample Form).

Notes:

a. If bidding as a JV, which is already formed, JV can submit one NOTARIZED Certificate appointing bidder’s representative/s;

b. Original documents or documents containing proper formalities, such as notarization (when applicable), shall be

submitted after award of contract but before payment (GPPB Resolution No. 09-2020);

c. If JV is not yet formed, all partners must

submit the Notarized Certificate.


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10. Other Technical Documents

10.1 BSP Terms of Reference (TOR)

(11 pages);

Notes:

10.2

The above document must likewise be

signed/initialed by the bidder’s authorized representative on the appropriate portions and submitted as

part of the Technical Documents. Certification from the product manufacturer of the existing

airconditioning system stating the following:

a. That the prospective bidder is authorized to maintain and service the existing Chiller and Precision

airconditioning system; and b. That the prospective bidder is

authorized to supply the components,

spare parts, accessories and items related to Chiller and Precision Aircon.

Checked by: ________________________

Signature Above Name Date: _________________________


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ENVELOPE NO. 2 – FINANCIAL PROPOSAL ENVELOPE

EACH AND EVERY PAGE OF THE FINANCIAL BID FORM INCLUDING THE BID COST SHEET AND ANNEXES A and B SHALL BE SIGNED/INITIALED BY THE BIDDER OR BIDDER’S AUTHORIZED

REPRESENTATIVE/S. FAILURE TO DO SO SHALL BE A GROUND FOR REJECTION OF THE BID. In case one or more of the requirements in Envelope No. 2 is missing, incomplete or patently

insufficient, and/or if the submitted total bid price exceeds the ABC, the BAC shall rate the bid as “failed”. (Sec. 30.2, Rule IX, IRR) Bids not addressing or providing all the required items in the Bidding Documents including,

where applicable, Bid Cost Sheet, shall be considered non-responsive and, thus, automatically disqualified. In this regard, where a required item is provided, but no price is indicated, the same shall be considered as non-responsive, but specifying a “0” (zero) or “-”

(dash) for the said item would mean that it is being offered for free to the government, except those required by law or regulations to be provided for. (Sec 32.2.1(a), Rule IX, IRR) To ensure completeness of the bid, bidders must ensure that ALL items, columns or matrices in

the prescribed forms are appropriately filled-up and no item, column, or matrix is left blank.


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Financial Bid Form, two (2) pages (Use BSP-prescribed form)

Cost Breakdown consisting of the following (Use BSP-prescribed forms) : a. Bid Cost Sheet, one (1) page

b. Annex A – Labor Cost Breakdown, one (1)

page

c. Annex B – Spare Parts and Personal

Protective Equipment, one (1) page

Checked by: ________________________

Signature Above Name Date: _____________________________


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ENVELOPE No. 3 – DOCUMENTS REQUIRED FROM THE LOWEST CALCULATED BIDDER (LCB)

Documents must be submitted within five (5) calendar days from receipt of notice/advice from the BAC. The bidder may also opt to submit the documents on date of bidding.

SUBMITTED

NOT SUBMITTED

1. Y2018 Income Tax Returns (ITR) duly filed thru Electronic Filing and

Payment System (eFPS) of the BIR, as provided for under Executive Order (E.O.) No. 398 or Revenue Regulations (RR) 3-2005, together with the Filing and Payment References.

Note: If bidding as a JV, all partners must submit the document.

2. Business Tax Returns (Quarterly Value-Added Tax Form 2550-Q) for the quarter ending 31 December 2019 or 31 March 2020, if available, per RR 3-2005.


3. Company Profile indicating the following: a. Current composition of the Board of Directors;

b. Principal Officers; c. Principal Stockholders; and d. Line of works / services.


Additional requirement applicable only to a Bidder who/which is a previous/current supplier of BSP:

4. Certificate of Satisfactory Performance issued by the end-user

department for the following, if any: a. Most recent completed BSP project; and b. All ongoing BSP project/s with at least 20% accomplishment.


5. Current Philippine Government Electronic Procurement System (PhilGEPS) Platinum Membership, in case said document was not submitted in Envelope No. 1.


6. List of employee’s remittances of contributions to the Social Security System (SSS), Philippine Health Insurance Corporation (PhilHealth) and Home Development Mutual Fund (PAG-IBIG)

together with the corresponding Official Receipts covering the quarter ending 31 December 2019 or 31 March 2020, if available, or a Certification from SSS, PhilHEalth and PAG-IBIG certifying that

the bidder has remitted contributions covering the same quarter.

Received by: _______________________

Signature Above Name

Date: ___________________________

IMPORTANT NOTICE: In case of any inconsistency between the Checklist of Requirements for Bidders (Checklist) / BDS and the provisions in the Instructions to Bidders, the Checklist / BDS shall prevai l.

File/Ref. No. Cluster B

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PrO Form No. 02-014-01 • Version 8 • Updated: 23 Jun 2017

BID DATA SHEET

If no further instruction is indicated in the Bid Data Sheet, the applicable clause in the Instructions to Bidders (ITB) shall apply [Refer to Section II. ITB]

ITB Clause Supplemental Information / Requirements

1.1 The PROCURING ENTITY is BANGKO SENTRAL NG PILIPINAS.

The name of the Contract:

One (1) Lot – Operation and Maintenance Services of Air-conditioning System at ITIOD Data Center, BSP Head Office, as per BSP Terms of Reference

1.2 The lot and reference is:

One (1) Lot – Operation and Maintenance Services of Air-conditioning System at

ITIOD Data Center, BSP Head Office, as per BSP Terms of Reference

2.0 The Funding Source is: BSP Corporate Fund in the amount of Php6,000,000.00, VAT inclusive

3.1 No further instructions.


5.2 For foreign bidders eligible to participate under 5.2, the following must be submitted:

a. Certification issued from the relevant government office of its country stating that Filipinos are allowed to participate in their government procurement activities; OR

b. Copy of legislation from the country of the bidder allowing foreign bidders to

participate in their government procurement. Note: Foreign Bidder refers to a citizen of a foreign country or an entity where

Filipino ownership or interest is less than sixty percent (60%) who is engaged in the manufacture or sale of the merchandise or performance of the general services covered by his bid, as per Appendix 9 – Guidelines in the

Determination of Eligibility of Foreign Suppliers, Contractors and Consultants to Participate in Government Procurement Projects, of the 2016 Revised Implementing Rules and Regulations of Rep. Act No. 9184.


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5.4 Statement of the Bidder’s Single Largest Completed Contract (SLCC) similar to the contract to be bid. A similar contract refers to projects involving operation and

maintenance services of a chiller precision air-conditioning system.


a. Copy of SLCC completed from Y2015 to present amounting to at least 50% of the ABC (Contract/Agreement can be any or all of the following: Contract/Job

Order/Purchase Order/Notice of Award/Notice to Proceed/ Sales Invoice/Official Receipt or any other duly executed document proving/showing the name/nature of project or project description and contract cost).

AND b. Proof of Completion and Acceptance for the aforesaid SLCC (Proof of

completion and acceptance can be any or all of the following: Official

Receipt/Certificate of Completion/ Certificate of Acceptance/Certificate of Satisfactory Performance/Sales Invoice/Statement of Account showing payment/Delivery Receipt duly acknowledged by the client) .

Notes:

a. The submitted document/s must show the following mandatory information: i. SLCC is similar to the requirement; ii. Contract cost is at least 50% of ABC; and

iii. SLCC must be completed as of the date of bidding. b. If all details needed in items 3(a) and 3(b) can be established in a single official

document, the same is acceptable as submission for the two (2) items.

c. If Sales Invoice/Official Receipt/Statement of Account is submitted, it must reflect the full/final payment of the contract price of aforesaid completed project.

d. If bidding as a JV, the statement shall be submitted by any of the JV partners. e. A Filipino citizen/sole proprietorship, partnership, corporation, or cooperative

may submit a contract which it previously entered into in partnership with

another person/entity as a JV in compliance with the SLCC [Single Largest Completed Contract] requirement, provided that such JV was unincorporated or contractual in nature. Otherwise, the contract of said JV shall not be

considered as an individual experience of any of the JV partners for purposes of complying with the above technical eligibility requirement.

f. If the bidder’s single largest completed contract similar to the requirement is covered by a confidentiality agreement, it shall submit a certification from its

client stating the following details: i. Name of client; ii. Contact information of client;

iii. Nature/type of goods and services provided, with the indicative amount of the contract;

iv. The contract has been successfully completed as of bidding date; and

v. A statement that the disclosure of the contract is restricted by a confidentiality agreement.


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5.5 Computation of the Bidder’s Net Financial Contracting Capacity (NFCC) , based on its submitted Audited Financial Statements (AFS) specified under Item 1 (d) and list

of ongoing projects specified under Item 2, of the Checklist of Requirements for Bidders, as follows:

[(Current assets minus current liabilities) (15)] minus the value of all outstanding or uncompleted portions of the projects under ongoing contracts, including awarded contracts yet to be started, coinciding with the

contract to be bid.

Notes: a. The NFCC must be at least equal to the ABC, it must be duly supported by

pertinent documents, i.e., submitted AFS and list of ongoing project/s, including awarded contracts yet to be started, coinciding with the contract to be bid.

b. The values of the bidder’s current assets and current liabilities shall be based on the data, submitted to the BIR, through its Electronic Filing and Payment System (eFPS).

c. For purposes of computing the foreign bidder’s NFCC, the value of the current assets and current liabilities shall be based on their submitted AFS.

OR

Committed Line of Credit issued by a Universal Bank (UB) or Commercial Bank

(KB), which must be at least equal to ten percent (10%) of the ABC; Provided, that if the same is issued by a foreign UB or KB, it shall be confirmed or authenticated by a local UB or KB.

Note: If bidding as a JV, the document may be submitted by any of the JV partners; provided, that the partner responsible to submit the NFCC shall likewise submit the Statement of all ongoing contracts and Audited

Financial Statements.


8.1 Sub-contracting is not allowed.

8.2 Not applicable.


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9.1 The Date and Venue of the Pre-bid Conference is:

22 June 2020, 2:00 P.M. MR2A, 2nd Floor, 5-Storey Building, BSP Main Complex

A. Mabini corner P. Ocampo Sr. Streets, Malate, Manila Tel. No. 8708-7118/5306-2567 and Fax No. 8708-7115

In line with the Enhanced/Modified/General Community Quarantine in view of the COVID-19 pandemic, this Advisory/Quick Guide is being issued in relation to

the conduct of Procurement Activities by the Bids and Awards Committees of the BSP – Head Office.

With due observance of social distancing measures, when necessary, Pre-bid

Conferences, whenever scheduled, shall be conducted through online teleconferencing or videoconferencing at stated date, time and online platform, or through face-to-face meetings, if warranted.

A. A. CONDUCT OF PRE-BID CONFERENCE

1. The conduct of Pre-bid Conference/Pre-Eligibility/Preliminary Meeting shall be through videoconferencing using the CISCO WebEx platform. Please be guided by the following:

Date of Testing

Connection to WebEx Facility

Instructions to Participating

Suppliers/Bidders

One (1) day before the

scheduled date of Conference/Meeting

Time of Testing: 1:00 P.M.

Participating bidders are requested to submit their contact information and email addresses to be used for the

videoconferencing to [email protected], at least one (1) day before the scheduled testing date.

Only one (1) authorized representative from the participating bidder shall have access

privilege in the videoconference proceedings to easily monitor and facilitate the conduct of the activity.

A WebEx meeting invitation shall be sent by the BAC-Secretariat to the respective e-mail address of the authorized representatives for

the following:

a. For the testing

At least one (1) hour before the schedule of

testing


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b. For the

Conference/ Meeting Proper

At least thirty (30)

minutes before the conference/ meeting proper

The same email address submitted by the participating bidder during the testing shall be used by the BSP in sending the WebEx

meeting invitation for the Conference/ Meeting proper.

Participating bidders are highly encouraged

to conduct the testing of connection to the WebEx meeting room.

Note: In case the participating bidder/supplier was not able to submit its email to the BAC-

Secretariat in advance, it may still join the videoconferencing by submitting an email to the BAC-Secretariat at least thirty (30)

minutes before the time of the Pre-Bid Conference. Considering however that prior testing was not done, the participating bidder shall be responsible in ensuring that

it has the required WebEx application/capable facility/device to successfully connect to the WebEX Meeting

Room.

2. Representatives of the bidders shall be prepared to login and are advised to be

on standby at least twenty (20) minutes before the start of the Conference/Meeting to check if connection to WebEx is successful. Failure to join on the set date and time shall be marked as late and shall constitute as waiver to be present for the activities that have lapsed until he/she joined the

meeting. The bidder cannot question activities that were conducted in his/her absence.

3. Participating bidders are highly encouraged to download the bidding documents from the BSP or PhilGEPS websites.

4. For expedient conduct of the Conference/Meeting, the bidders shall be expected to have read and sufficiently understood the issued bidding documents and requirements prior to the scheduled Conference/Meeting.

Bidders may send their questions or requests for clarification in advance at least one (1) day prior to the date of Pre-bid Conference/Meeting to [email protected] and to [email protected]. Participating


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bidders may also use the online messaging facility during the meeting, which shall form part of the Minutes. The discussions will focus on the documentary

requirements that need emphasis, as deemed necessary, and on the queries/clarifications received from the prospective bidders.

5. Additional Reminders:

In order to properly acknowledge the bidders participating in the

Conference/Meeting for records purposes, bidders are advised at the start

of the activity to turn on the Video of the laptops or mobile devices being

used. After the BAC/BAC-Secretariat has completed the roll call,

participants to the videoconferencing will be requested to turn off the

Video to avoid possible lags in connection.

In joining the videoconferencing, prospective bidders are requested to

indicate their respective full/complete name and the company being

represented.

For orderly conduct of the conference, answering of queries/requests for

clarification will be done per bidder/supplier. In case there will be follow -

up queries, the same can be done after all the bidders/suppliers have been

called.

B.

B. CONNECTION TO WEBEX FACILITY

USING DESKTOP PC/LAPTOP

1. To join the WebEx session, click the link provided in the meeting invite. It will open a web browser and redirect you to CISCO WebEx website.

2. On the login page, enter your name and e-mail address then click “Join” 3. Click “Join from your browser” at the bottom page to redirect to online

meeting room. 4. Click the drop-down button at the bottom of the screen and choose “Use

computer for audio”.

5. Click “Join Meeting” to join the Webex meeting. If prompted with password, enter the password provided in the email.

USING SMART PHONE 1. To join the WebEx session, open Google Play Store (Android) or App Store

(iPhone). 2. Search and Install “Cisco WebEx Meetings”. 3. Once downloaded, tap “Open” to launch WebEx Meet application then tap

“Join Meeting”. 4. On the login page, enter the Meeting ID, your name and e-mail address.

Meeting ID will be provided by the host via email or message.

5. Click “Join” to join the WebEx meeting. If prompted with password, enter the password provided by the host.


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C. BIDDING DOCUMENTS FEE

A complete set of Bidding Documents may be acquired by Prospective Bidders1

from the address below and upon payment of the Bidding Documents fee in the amount of Php10,000.00. Prospective bidders are highly encouraged to pay the bid documents fee at least one (1) day before the deadline for submission

and opening of bids.

D. PAYMENT OPTIONS/INSTRUCTIONS

NOTE: PAYMENT SHALL BE MADE NOT LATER THAN THE DATE AND TIME OF BID

SUBMISSION AND OPENING.

STEP 1: Request for “Order of Payment” (OP) from the BAC Secretariat or the pertinent

Procurement Office personnel (emails as specified above), and indicate the following:

Company Name (Bidder)

Project Name (that the bidder will participate in)

STEP 2: Await for e-mail transmitting a copy of the OP. Verify all the details indicated therein.

STEP 3: Payment through:

1. UnionBank

Over-the-Counter at Branches (Bills Payment Slip)

Payment for: Bangko Sentral ng Pilipinas

Client Name: Indicate Company Name (Bidder)

Amount: As indicated in the Order of Payment

Reference Number: Indicate: 1. the “O.P. No.” as can be seen at the upper right portion of the

Order of Payment; and 2. short version of the Project Name the bidder is participating in

(e.g., “Office Furniture”)

Internet eBanking

Proceed to “Bills Payment”

1 For new bidders, please submit clear photocopies of the following documents:

a) Business Registration with SEC/DTI/Other Government Agency, whichever is applicable; and

b) BIR Certificate of Registration (BIR Form No. 2303), if applicable


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Choose the account where the payment will be deducted

Biller: Bangko Sentral ng Pilipinas

Name of Payor: Company Name (Bidder)

Order of Payment Number: “O.P. No.” as can be seen at the upper right portion of the Order of Payment

Indicate the required amount as indicated in the Order of Payment

Remarks: Indicate a short version of the Project Name the bidder is participating on (e.g., “Office Furniture”)

Mobile Banking

Proceed to “Pay Bills”

Choose “Bangko Sentral ng Pilipinas” as Biller

Name of Payor: Company Name (Bidder)

Order Payment Number: “O.P. No.” on the upper right portion of the Order of Payment

Choose the account where the payment will be deducted

Indicate the required amount as indicated in the Order of Payment

2. Via BSP Head Office’s CASH DEPARTMENT. For the duration of the community quarantine, prospective bidders/suppliers paying through the

BSP’s Cash Department are requested to inform the BAC, through the BAC-Secretariat and/or Procurement Office, at least two (2) days in advance to assist the bidders in the payment process.

Transaction Schedule: 9:00 AM – 2:00 P.M., Mondays to Fridays (Please allow time for possible queues including, but not limited to, the

precautionary and security measures being implemented in the BSP-Head Office in view of COVID-19)

STEP 4: Submit a copy of proof of payment (i.e., Bills Payment Slip, screenshot of proof of online/mobile payment, or copy of the Official Receipt) to the BAC Secretariat or

the Procurement Office personnel (emails as indicated above) prior to or together with the submission of bidding documents. E. OTHER REMINDERS

1. The BSP does not issue Certification on the conduct of Conferences/Meetings

and/or Submission and Opening of Bids for purposes of Checkpoint clearance.

Prospective bidders may print the Invitation to Bid/Bid Bulletins/ Advisories/Notices issued by the BSP showing the scheduled activities.

2. Additional queries, especially with regard to the procedures for the WebEx connection, may be submitted in advance to the BAC-Secretariat at [email protected], to allow BSP’s IT Group to respond

accordingly.


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9.1 (b) Not applicable.

10.1 The PROCURING ENTITY’s address is:

Bangko Sentral ng Pilipinas, A. Mabini corner P. Ocampo Sr. Streets, Malate, Manila Contact Details:

The Bids and Awards Committee (BAC) – Head Office

Through: The BAC Secretariat Room 213, 2nd Floor, 5-Storey Building A. Mabini corner P. Ocampo Streets, Malate, Manila

Tel. No. 5306-3075, 8708-7173 Fax No. 8708-7116 Email address: [email protected]

12.1(a)(i) a. In case the bidder opted to submit their Class “A” Documents (Items 1a to 1d in the Checklist of Requirements for Bidders), the Certificate of PhilGEPS Registration (Platinum Membership) shall remain as a post-qualification

requirement to be submitted in Envelope No. 3, in accordance with GPPB Resolution No. 26-2017.

b. The documents listed under Annex “A” must be valid on bidding date. In case any of these documents have expired, a valid document/s shall be attached to the PhilGEPS Certificate of Registration, otherwise bid shall be considered

“failed”.

b.1 The Bidder shall be allowed to submit the recently expired Mayor’s or

Business Permit and the Official Receipt as proof of application and payment for the renewal of the permit, subject to submission of the valid and current Mayor’s Permit after the award of contract but before

payment (GPPB Resolution No. 09-2020). b.2 In line with Section 8.5.2 of the 2016 Revised Implementing Rules and

Regulations of Rep. Act No. 9184 (The Government Procurement Law), the Y2019 Mayor’s/Business Permit or its equivalent document may be

substituted by the appropriate equivalent documents in English, if any, issued by the country of the bidder concerned. Otherwise, it must be accompanied by a translation of the documents in English issued by the

relevant foreign government agency, the foreign government agency authorized to translate documents, or a registered translator in the foreign bidder’s country; and shall be apostil lized in apostille countries or

authenticated by the appropriate Philippine foreign service establishment/post or the equivalent office having jurisdiction over the foreign bidder’s affairs in the Philippines.

b.3 Original documents or documents containing proper formalities, such as notarization (when applicable), shall be submitted after award of contract but before payment (GPPB Resolution No. 09-2020).

mailto:[email protected]


Page 10 of 20


12.1(a)(ii) Statement of the Bidder of all its ongoing government and private contracts as of 31 May 2020, including all contracts awarded but not yet started, if any, whether

similar or not similar in nature and complexity to the contract to be bid (Use BSP-prescribed form).

Notes: a. Bidders shall include all ongoing contracts with the BSP, including all contract/s

awarded but not yet started for the said period, if any.

b. If bidding as a JV, the statement shall be submitted by any of the JV partners. c. Existing Ordering Agreements, being mere option contracts between bidders

and Procuring Entities, need not be declared in the Statement of all ongoing

government and private contracts as contracts contemplated thereunder refer to procurement contracts involving actual sale of goods and services. On the other hand, Delivery Order Contracts (DOCs) issued pursuant to Ordering

Agreements, constitute actual purchase by the Procuring Entity, and are considered effecting and ongoing until the goods or equipment are fully delivered and, thus, should be included in the above Statement. If the DOC is fully delivered, it becomes part of completed contract and therefore, not part

of said Statement (see GPPB NPM No. 007-2018 dated 05 February 2018). d. If the bidder’s ongoing government and private contracts are not covered by a

Non-Disclosure Agreement (NDA), the bidder shall submit a duly accomplished

Statement Form No. 1 (Use BSP-prescribed form). e. If the bidder’s ongoing government and private contracts are covered by a

NDA, the bidder shall submit a duly accomplished and notarized Statement

Form No. 2 (Use BSP-prescribed form). The statement must include, for each contract, the following: i. Indicative Aggregate Amount of the Contract;

ii. Percentage of Accomplishment; and iii. Indicative Aggregate Value of Outstanding Works/Undelivered Portion.

f. Original documents or documents containing proper formalities, such as

notarization (when applicable), shall be submitted after award of contract but before payment (GPPB Resolution No. 09-2020).

g. The bidder shall declare the project name and description, name of clients and contact details. However, it is mandatory for the bidder to declare the

indicative aggregate amount of the contracts and the value of its outstanding works/undelivered portion;

AND

The Bidder’s Single Largest Completed Contract (SLCC) similar to the contract to be bid should have been completed from Y2015 to present as provided in the Invitation to Bid and Clause 5.4 of the Bid Data Sheet.

13.1 No additional requirements

13.1(b) No further instructions.


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13.1(c) See sample form identified as Financial Bid Form. Please attach the Bid Cost Sheet and Annexes A (Labor Cost Breakdown) and B (Spare Parts and Personal Protective

Equipment) using the BSP Prescribed Forms. Notes:

a. Bids not addressing or providing all the required items in the Bidding Documents including, where applicable, bid cost sheet, shall be considered non-responsive and, thus, automatically disqualified. In this regard, where a

required item is provided, but no price is indicated, the same shall be considered as non-responsive, but specifying a “0” (zero) or “-“ (dash) for the said item would mean that it is being offered for free to the government,

except those required by law or regulations to be provided for. [Sec. 32.2.1(a) of the 2016 Revised IRR];

b. Bidders are not allowed to revise the quantities/unit of measurement indicated

therein. However, during the conduct of bid evaluation, if quantities/unit of measurement are revised, the bid shall be recalculated based on the quantities/unit of measurement indicated in the final bid cost sheet. This is to ensure that all bids are evaluated on equal footing pursuant to Section 32.2.2 of

the 2016 Revised IRR.

13.2(a) The ABC is Php6,000,000.00, VAT inclusive. Any bid with financial proposal

exceeding the ABC shall not be accepted. Note: If two or more bidders submit the same financial proposal and have been

post-qualified as the Lowest Calculated and Responsive Bidders (LCRB), the procuring entity shall use “draw lots” to break the tie.

13.2(b) Not applicable.

15.4 (a) (iv) No incidental services are required.

15.4(b)

(i and ii)

Not applicable.

16.1(b) The bid prices shall be quoted in Philippine Peso.

16.3 Not applicable.

17.1 Bids shall remain valid for a period of one hundred twenty (120) calendar days from date of the opening of bids.


Page 12 of 20


18.1 The bid security shall be in any of the following acceptable forms:

Form of Bid Security Amount of Bid Security

(Not less than the required

percentage of the ABC)

a. Cash or cashier’s / manager’s check issued

by a Universal Bank (UB) or Commercial Bank (KB); Two percent (2%)

Php120,000.00

b. Bank draft/guarantee or irrevocable letter of credit issued by a UB or KB: Provided, however, that it shall be confirmed or

authenticated by a UB or KB, if issued by a foreign bank;

c. Surety Bond callable upon demand issued by a surety or insurance company duly authorized by the Insurance Commission to

issue such security.

Notes: 1. The surety company should be authorized

by the insurance commissioner to grant authority to private insurance companies to act as sureties in government

transactions in accordance with IC Circular No. 2014-24 dated 28 May 2014.

2. The surety company shall not be included

in the GPPB’s negative list of insurers pursuant to GPPB Guidelines for the Establishment of Negative List of Surety

and/or Insurance Companies [Appendix 29 of the 2016 Revised IRR].

3. The BSP shall not accept surety bond with limiting conditions.

4. The BSP hereby requests that the supplier obtain its surety from the attached list of evaluated surety companies (ANNEX “A”);

Five percent (5%) Php300,000.00

d. NOTARIZED Bid-Securing Declaration Form

(Use GPPB-prescribed form)

No rate

Notes:

1. Bid Security (in the form of Surety Bond) issued by a private insurance firm is acceptable provided that the said firm is duly authorized by the Insurance

Commission (IC) to issue Surety Bonds and has not been issued a cease or desist order from the IC or is currently not included in the blacklisted firms.

2. Furthermore, Surety Bond with the following or similar condition / phrase shall not be accepted:


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a. “In case of default by the Principal, this bond shall only answer for the difference in the bid price of the winning bidder and that of the next lowest

complying bidder or that the new winning bidder in case of re -bidding plus necessary expenses incurred by the Obligee in the re-bidding which liability shall in no case exceed the amount of the bond”; or

b. “That the amount of liability of the surety under this bond is limited to the actual loss or damage sustained and duly proven by the Obligee”; or

c. “It is hereby further agreed and understood that no action at law or equity

shall be brought against the Surety under this Bond unless the same is brought before a competent Court within one year from the date said written notice of any existing obligation is received by the Surety, as herein

stipulated.”

3. Original documents or documents containing proper formalities, such as notarization (when applicable), shall be submitted after award of contract but

before payment (GPPB Resolution No. 09-2020).

18.2 The Bid Security should be valid for a period of one hundred twenty (120) calendar

days from the date of the opening of bids. The BSP, should it become necessary, may request the bidder to extend the validity period of the bid security.

20.3 Bidders shall submit two (2) sets (Original and Photocopy) of Envelope Nos. 1 and 2.

21.0 The address for submission of bids is Gate 3, Bangko Sentral ng Pilipinas, A.

Mabini corner P. Ocampo Sr. Sts., Malate, Manila The deadline for submission of bids is on 08 July 2020, 2:00 P.M.

SUBMISSION OF BIDS: As precautionary measure, participating bidders are strongly advised to

wrap/enclose their respective bidding documents with plastic, preferably clear, to facilitate disinfection/sanitation and quick evaluation on the proper sealing and marking of bid envelopes.

(Note: Pursuant to Section 25.9 of the 2016 Revised IRR of RA No. 9184, Unsealed and/or Unmarked bids shall be rejected)

1. The schedule of the submission of bidding documents/eligibility documents/BAFO shall be on the date and time as indicated in the Invitation to Bid/Request for Expression of Interest or Bid Bulletins issued . Bidders are

advised to submit their documents at least thirty (30) minutes before the scheduled deadline of submission to allow time for possible queuing due to conduct of thermal scanning, and for sanitation of the bid envelope(s) and

transit of the documents to the designated bidding room.


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2. As social distancing measure, Bid Box(es) will be strategically placed at Gate 3 of BSP-HO for dropping/submission of bid documents.

3. The representative of the bidder or courier service provider shall fill -up the

Bid Submission Form available at the reception area at Gate 3 which shall be

attached to the bid documents to be submitted.

4. For inquiries on the submission and dropping of bids, the BAC-Secretariat may be

reached (632)(5)306-2798/2800/3075.

24.1 The place of bid opening is MR2A Conference Room, 2nd Floor, 5-Storey Building,

BSP Main Complex, Manila. The date and time of bid opening is on 08 July 2020, 2:00 P.M.

24.2 and 24.3

OPENING OF BIDS

1. The opening of bids/eligibility documents/BAFO shall immediately follow after the deadline for submission of bids/eligibility documents/BAFO.

2. The conduct of opening of bids/eligibility documents/BAFO shall be through

videoconferencing using the CISCO WebEx platform. Please be guided by the

following:

Date of Testing Connection to WebEx

Facility

Instructions to Participating Suppliers/Bidders

One (1) day before the

schedule of Opening of Bid Documents/Eligibility

Documents/BAFO

Time of Testing:

1:00 P.M.

Participating bidders are requested to submit

their contact information and email addresses to be used for the videoconferencing to [email protected], at least one

(1) day before the scheduled testing date. Only one (1) authorized representative from the

participating bidder shall have access privilege in the videoconference proceedings to easily monitor and facilitate the conduct of the

activity.

A WebEx meeting invitation shall be sent by the

BAC-Secretariat to the respective e-mail address of the authorized representatives for the following:

a. For the testing At least one (1) hour before the schedule of

testing


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b. For the

Opening Proper

At least thirty (30)

minutes before the opening of bids

The same email address submitted by the

participating bidder during the testing shall be used by the BSP in sending the WebEx meeting invitation for the Opening of Bids proper.

Participating bidders are highly encouraged to conduct the testing of connection to the WebEx meeting room.

Note: In case the participating bidder/supplier

was not able to submit its email to the

BAC-Secretariat in advance, it may still join the videoconferencing by submitting an email to the BAC-Secretariat at least

thirty (30) minutes before the time of the Opening of Bids. Considering however that prior testing was not done, the

participating bidder shall be responsible in ensuring that it has the required WebEx application/capable facility/

device to successfully connect to the WebEx Meeting Room.

3. Representatives of the bidders shall be prepared to login and are advised to be on standby at least twenty (20) minutes before the scheduled deadline and

opening of bids to check if connection to WebEx is successful. Failure to join on the set date and time shall be marked as late and shall constitute a waiver to be present for the activities that have lapsed until he/she joined the meeting.

The bidder cannot question activities that were conducted in his/her absence.

4. Once there is quorum, the BAC-Secretariat shall proceed with the roll call to

record the attendance and the names of the suppliers who submitted bids. Thereafter, the BAC/BAC-Secretariat shall officially announce the start of the bid opening.

CONNECTION TO WEBEX FACILITY USING DESKTOP PC/LAPTOP

1. To join the WebEx session, click the link provided in the meeting invite. It

will open a web browser and redirect you to CISCO WebEx website. 2. On the login page, enter your name and e-mail address then click “Join” 3. Click “Join from your browser” at the bottom page to redirect to online

meeting room.


Page 16 of 20


4. Click the drop-down button at the bottom of the screen and choose “Use computer for audio”.

5. Click “Join Meeting” to join the Webex meeting. If prompted with password, enter the password provided in the email.

USING SMART PHONE

1. To join the WebEx session, open Google Play Store (Android) or App Store (iPhone).

2. Search and Install “Cisco WebEx Meetings”. 3. Once downloaded, tap “Open” to launch WebEx Meet application then tap

“Join Meeting”.

4. On the login page, enter the Meeting ID, your name and e-mail address. Meeting ID will be provided by the host via email or message.

5. Click “Join” to join the WebEx meeting. If prompted with password, enter

the password provided by the host.

24.7 Each partner of the JVA shall submit the following:

1. Philippine Government Electronic Procurement System (PhilGEPS) Platinum Membership:

a. Current PhilGEPS Certificate of Registration - Platinum Membership; and b. Annex “A” showing the following documents:

i. Registration Certificate;

ii. Y2020 Mayor’s/Business Permit or the equivalent document for Exclusive Economic Zones or Areas;

iii. Current2 Tax Clearance Certificate (TCC);3 AND

iv. Y2018, or Y2019, if available, Audited Financial Statements.

Notes: a. In case the bidder opted to submit their Class “A” Documents [Items 1(b)(i) to

1(b)(iv) listed above], the Certificate of PhilGEPS Registration (Platinum Membership) shall remain as a post-qualification requirement to be submitted in Envelope No. 3, in accordance with GPPB Resolution No. 26-

2017. b. The documents listed under Annex “A” must be valid on bidding date. In case

any of these documents have expired, a valid document/s shall be attached to

the PhilGEPS Certificate of Registration, otherwise bid shall be considered “failed”.

2 The TCC must be valid or effective (not expired) on the date of the opening of bids and must be valid for BIDDING PURPOSES. Once duly filed with the BIR, the Tax Clearance shall be accepted upon submission for all biddings that will be undertaken within the period

of effectivity of the Tax Clearance. However, the Bidder shall still submit a photocopy of the Tax Clearance and indicate therein that it

has already submitted the same to BSP as part of the Class “A” documents. 3 The TCC refers to the clearance issued by the Accounts Receivable Monitoring Division (ARMD) or appropriate office of the Bureau of

Internal Revenue, which is valid for bidding purposes, attesting that the taxpayer has no outstanding Final Assessment Notice and/or delinquent account. As with other bidding requirements, the BSP validates the TCC as against the BIR list of entities with validly issued

TCCs.


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c. The Bidder shall be allowed to submit the recently expired Mayor’s or Business Permit and the Official Receipt as proof of application and payment

for the renewal of the permit, subject to submission of the valid and current Mayor’s Permit after the award of contract but before payment. (GPPB Resolution No. 09-2020).

d. In line with Section 8.5.2 of the 2016 Revised Implementing Rules and Regulations of Rep. Act No. 9184 (The Government Procurement Law), the Y2020 Mayor’s/Business Permit or its equivalent document may be

substituted by the appropriate equivalent documents in English, if any, issued by the country of the bidder concerned. Otherwise, it must be accompanied by a translation of the documents in English issued by the relevant foreign

government agency, the foreign government agency authorized to translate documents, or a registered translator in the foreign bidder’s country; and

shall be apostillized4

in apostille countries or authenticated by the appropriate

Philippine foreign service establishment/post or the equivalent office having jurisdiction over the foreign bidder’s affairs in the Philippines.

e. Original documents or documents containing proper formalities, such as notarization (when applicable), shall be submitted after award of contract but before payment (GPPB Resolution No. 09-2020).

f. Submission of a consolidated AFS is allowed, provided, that the data for the

participating Bidder can be extracted to establish the financial capacity of the Bidder.

g. If bidding as a Joint Venture (JV), all partners must submit the document.

2. All Documentary requirements under Envelope No. 3.

3. Omnibus Sworn Statement of each partner containing the following (Use BSP-suggested form or GPPB-prescribed form):

a. Authority of the Designated Representative; b. Non-inclusion in the Blacklist; c. Authenticity of Submitted Documents; d. Authority to Validate Submitted Document;

e. Disclosure of No Relationship; f. Compliance with Labor Laws and Regulations; g. Bidder’s Responsibilities; and

h. Compliance with GPPB Resolution No. 22- 2013 in relation to BSP’s No Gift Policy under Office Order No. 0485, Series of 2014.

Notes: i. Omission of any of the aforesaid provisions in the Omnibus Sworn Statement

shall be considered as “failed”.

4 An apostille is a legal certification that makes a document from one country valid in another, provided that both are signato ries to the 1961 Hague Convention abolishing the requirement for legalization for Foreign Public Documents

(https://en.oxforddictionaries.com/definition/apostille). Thus, equivalent public documents executed in Apostille-contracting parties and territories (except for Austria, Finland, Germany and Greece) to be used in the Philippines, no longer have to be authent icated by

the Philippine embassy or consulate general once apostillized.

https://en.oxforddictionaries.com/definition/apostille


Page 18 of 20


ii. The Bidder shall be allowed to submit an unnotarized Omnibus Sworn Statement (OSS), subject to compliance therewith after award of contract but

before payment (GPPB Resolution No. 09-2020). iii. If bidding as a JV, all partners must submit the document.

4. Proof of Appointment of Bidder’s Representative

a. NOTARIZED Certificate issued by the Corporate Secretary (for

Corporation/Cooperative/Joint Venture) or issued by the Managing Partner or President (for Partnership), attesting the appointment of the bidder’s representative (Refer to Sample Form);

OR b. NOTARIZED Special Power of Attorney, for Sole proprietorship (Refer to

Sample Form).

Notes: a. If bidding as a JV, which is already formed, JV can submit one NOTARIZED

Certificate appointing bidder’s representative/s;

b. Original documents or documents containing proper formalities, such as notarization (when applicable), shall be submitted after award of contract but before payment (GPPB Resolution No. 09-2020).

c. If JV is not yet formed, all partners must submit the Notarized Certificate. Submission of the following technical and financial documents by any of the JV

partners constitutes compliance: 1. Statement of the bidder of all its ongoing government and private contracts

as of 31 May 2020, including all contracts awarded but not yet started, if any, whether similar or not similar in nature and complexity to the contract to be bid. (Use BSP-prescribed form).

Statement of the Bidder’s Single Largest Completed Contract (SLCC) similar to the contract to be bid. A similar contract refers to projects involving operation and maintenance services of a chiller precision air-conditioning

system.


a. Copy of SLCC completed from Y2015 to present amounting to at least 50%

of the ABC (Contract/Agreement can be any or all of the following:

Contract/Job Order/Purchase Order/Notice of Award/Notice to Proceed/ Sales Invoice/Official Receipt or any other duly executed document proving/showing the name/nature of project or project description and contract cost);

AND

b. Proof of Completion and Acceptance for the aforesaid SLCC (Proof of

completion and acceptance can be any or all of the following: Official


Page 19 of 20


Receipt/Certificate of Completion/ Certificate of Acceptance/Certificate of Satisfactory Performance/Sales Invoice/Statement of Account showing

payment/Delivery Receipt duly acknowledged by the client).

2. Computation of Net Financial Contracting Capacity (NFCC) which must be at

least equal to the ABC, based on the submitted AFS and list of ongoing project/s;

OR

Committed Line of Credit issued by a Universal Bank (UB) or Commercial Bank (KB), which must be at least equal to ten percent (10%) of the ABC; Provided, that if the same is issued by a foreign UB or KB, it shall be confirmed or

authenticated by a local UB or KB.

Notes:

1. The partner responsible to submit the NFCC shall likewise submit its AFS

and Statement of all its ongoing contract/s; AND 2. The Joint Venture Agreement must state to which firm the BSP shall credit

all payments due to JV, stating the following details: a. Bank Name and Branch;

b. Bank Address; c. Account Name; and d. Account Number.


28.3 (a) Partial bid is not allowed. The goods are grouped in a single lot and the lot shall not be divided into sub-lots for the purpose of bidding, evaluation, and contract award.


29.2 Documentary requirements that shall be submitted by the Lowest Calculated Bidder within five (5) calendar days from receipt by the bidder of notice/advice

from the BAC:

1. Y2018 Income Tax Return (ITR) duly filed thru Electronic Filing and Payment System (eFPS) of the BIR as provided for under E.O. 398 or Revenue Regulations (RR) 3-2005 together with Filing and Payment

References. 2. Business Tax Returns (Quarterly Value-Added Tax Form 2550-Q) for the

quarter ending 31 December 2019 or 31 March 2020, if available, per RR

3-2005.

3. Company Profile indicating the following: i. Current composition of the Board of Directors;

ii. Principal Officers; iii. Principal Stockholders; and iv. Line of works / services.


Page 20 of 20


4. Additional requirement applicable only to a Bidder who/which is a previous/current supplier of BSP:

Certificate of Satisfactory Performance issued by the end-user department for the following, if any:

a. Most recent completed BSP project/s; and

b. All ongoing BSP project/s with at least 20% accomplishment.

5. Current Philippine Government Electronic Procurement System (PhilGEPS)

Platinum Membership, in case said document was not submitted in Envelope No. 1.

6. List of employee’s remittances of contributions to the Social Security System (SSS), Philippine Health Insurance Corporation (PhilHealth) and Home Development Mutual Fund (PAG-IBIG) together with the corresponding Official Receipts covering the quarter ending 31 December

2019 or 31 March 2020, if available, or a Certification from SSS, PhilHEalth and PAG-IBIG certifying that the bidder has remitted contributions covering the same quarter.

Failure of the bidder declared as the Lowest Calculated Bid to duly submit the requirements under this Clause or a finding against the veracity of such shall be

grounds for disqualification by the bidder for award. Provided, in the event of the finding against the veracity of any of the document submitted is made, it shall cause the forfeiture of the bid security in accordance of Section 69 of the 2016

Revised IRR of Rep. Act No. 9184.

32.4(f) Additional Document/s that shall form part of the contract:

a. BSP Terms of Reference; b. Bid Bulletin/s (if any); and c. Certification of Availability of Funds.

34.0 Contract Duration:

The service maintenance contract shall commence on the date stipulated in the Notice to Proceed to be issued by Facilities Management and Engineering

Department (FMED), to end 31 December 2020.

35.0 The step-by-step procedure in filing a protest is posted, and can be accessed, in

the BSP Website.

Pro Form No. 02-023-01 • Version: 3 • Updated: 23 Jun 2017)

File/Ref. No. Cluster B Page 1 of 6

SPECIAL CONDITIONS OF CONTRACT

If no further instruction is indicated in the Special Conditions of Contract, the applicable clause in the General Conditions of Contract (GCC) shall apply. [Refer to Section IV of the GCC]

One (1) Lot – Operation and Maintenance Services of Air-conditioning System at

ITIOD Data Center, BSP Head Office, as per BSP Terms of Reference

GCC

Clause

1.1(g) The PROCURING ENTITY is Bangko Sentral ng Pilipinas (BSP)

1.1(i) The Supplier is:

1.1(j) The Funding Source is: BSP Corporate Fund.

1.1(k) The Project Site is:

Bangko Sentral ng Pilipinas – Main Complex, A. Mabini corner P. Ocampo Sr. Streets, Malate, Manila


5.1 The BSP’s address for Notices is: Bangko Sentral ng Pilipinas – Main Complex, A. Mabini corner P. Ocampo Sr. Streets, Malate, Manila

The Supplier’s address for Notices is:

5.2 Any communication sent by BSP to the address/fax number/email address provided in the accomplished Financial Bid Form shall be deemed to have been duly received by your firm, on the date and time shown in the transmittal. Any

changes in the contact details shall be duly communicated in writing to the BSP end-user department provided under Clause 5.1 above.

6.2 Please refer to the BSP Terms of Reference.



7.2 Not applicable.

10.0 Payment shall be under the CHECKLESS PAYMENT SYSTEM, in the form of a direct

credit to the bank account of the payee (awardee) through the demand deposit account of bank maintained with the Bank (BSP) upon submission of the Authority to Credit Bank Account Form (use BSP-prescribed form) by the company.

10.3 Please refer to the BSP Terms of Reference.


10.5 Not applicable.

11.3 Maintain the GCC Clause.

13.1

and 13.3

The winning bidder is required, within ten (10) calendar days from receipt of the

Notice of Award,1 to submit its Performance Security in any of the following acceptable forms:

Acceptable Forms of Performance Security

Amount of Performance

Security (Not less than the required Percentage of the

Total Contract Price)

Validity Period

1. Cash or Cashier’s/Manager’s Check issued by a Universal Bank (UB) or Commercial Bank (KB).

Five Percent (5%)

NA

2. Bank draft / guarantee or irrevocable letter of credit issued by a UB or KB: Provided, however, that it shall be confirmed or authenticated by a UB or KB, if issued by a foreign bank (for a l ist of UBs/KBs, refer to http://www.bsp.gov.ph

Conditions: a. Must be valid until

issuance of the Certificate of Final Acceptance by the end-user department;

b. Must guarantee the faithful performance under the contract in accordance with the bidding documents;

c. Posted in favor of the Bangko Sentral ng Pilipinas (BSP); and

d. Shall be forfeited in case of default by the supplier in any of its

3. Surety Bond callable upon demand issued by a surety or insurance company duly authorized by the Insurance Commission (IC) to issue such security.

Notes: a. The surety company should be

authorized by the IC to grant authority to private insurance companies to act as sureties in government transactions.2

Thirty Percent (30%)

1 Important Notice: Section 37.2.1. of the 2016 Revised Implementing Rules and Regulations of Rep. Act No. 9184 (2016 Revised

IRR) requires the winning bidder to post the Performance Security and enter into a contract with the procuring entity within ten

(10) calendar days from receipt by the winning bidder of the Notice of Award. It also requires the procuring entity to enter into contract with the winning bidder within the same ten (10) day period, provided that all the documentary requirements are

complied with. To enable the winning bidder and the BSP to enter into contract within the ten (10) day period, the winning

bidder is requested to post the Performance Security not later than five (5) days from receipt thereof. The remaining five (5)

days shall be allotted for the execution of the Purchase/Job Order. 2

In accordance with IC Circular No. 2014-24 dated 28 May 2014.

http://www.bsp.gov.ph/



b. The surety company shall not be included in the Government Procurement Policy Board’s (GPPB) negative list of insurers.3

c. The BSP shall not accept surety bond with limiting conditions.4

d. The BSP requests the awardee to obtain its surety bond from any of the evaluated surety companies listed in the attached Annex “A”.

obligations under the contract.

4. NOTARIZED Performance Securing Declaration (PSD), as per GPPB Resolution No. 09-2020 dated 07 May 2020 (Use GPPB-prescribed form).

Notes: a. An unnotarized PSD may be accepted,

subject to submission of a notarized PSD before payment, unless the same is replaced with a performance security in any of the acceptable forms above.

b. The end-user may require the winning bidder to replace the submitted PSD with a performance security in any of acceptable forms above, upon lifting of the State of Calamity, or community quarantine or similar restrictions, as the case may be.

No Rate PSD shall cease to be valid upon: a. Issuance by the

Procuring Entity of the Certificate of Final Acceptance, subject to the following conditions: i. Procuring Entity

has no claims filed against the contract awardee;

ii. No claims for labor and materials was filed against the contractor; and

iii. Other terms of the contract; or

b. Replacement of the submitted PSD with a performance security in any of the prescribed forms under Section 39.2 of the 2016 Revised IRR, as required by the end-user department.

NOTES:

1. Performance Security (in the form of Surety Bond) issued by a private insurance firm is acceptable provided that the said firm is duly authorized by

the Insurance Commission (IC) to issue Surety Bonds and has not been issued a cease or desist order from the IC or is currently not included in the blacklisted firms.

3 Pursuant to GPPB Guidelines for the Establishment of Negative List of Surety and/or Insurance Companies [Appendix 29 of the

2016 Revised IRR]. 4 The BSP will not accept Surety Bond with conditions, such as, but not limited to the following:

a. “In case of default of the Principal, this bond shall only answer for the difference in the bid price of the winning bidder a nd

that of the next lowest complying bidder or that of the new winning bidder in case of re -bidding plus necessary expenses

incurred by the obligee in the re-bidding which liability shall in no case exceed the amount of the bond”; b. “That the amount of liability of the surety under this bond is limited to the actual loss or damage sustained and duly

proven by the obligee”; or

c. “It is hereby further agreed and understood that no action at law or equity shall be brought against the Surety under this

Bond unless the same is brought before a competent Court within one year from the date said written notice of any existing obligation is received by the Surety, as herein stipulated.”



2. Furthermore, Surety Bond with the following or similar condition/phrase shall not be accepted:

a. “In case of default of the Principal, this bond shall only answer for the difference in the bid price of the winning bidder and that of the next lowest complying bidder or that of the new winning bidder in case of re -bidding

plus necessary expenses incurred by the obligee in the re -bidding which liability shall in no case exceed the amount of the bond”;

b. “That the amount of liability of the surety under this bond is limited to the

actual loss or damage sustained and duly proven by the obligee”; or c. “It is hereby further agreed and understood that no action at law or equity

shall be brought against the Surety under this Bond unless the same is

brought before a competent Court within one year from the date said written notice of any existing obligation is received by the Surety, as herein stipulated.”

3. The contract awardee undertakes that, for its own account, it shall cause the extension of the validity of the performance security when the implementation of the awarded contract has not yet been accepted.

4. Original documents or documents containing proper formalities, such as

notarization (when applicable), shall be submitted after award of contract but before payment (GPPB Resolution No. 09-2020).

13.4(c) No further instructions.

16.1 Please refer to BSP Terms of Reference

17.3 Warranty: The Service Provider shall provide warranty of one (1) year for Chiller and Precision Aircon Spare Parts reckoned form the date of acceptance of the items.

The obligation for warranty shall be covered by, at the Supplier’s option, either Retention Money or a Special Bank Guarantee issued by a Universal or Commercial Bank, in an amount equivalent to at least one percent (1%) of the total contract

price. The said amounts shall only be released after the lapse of the warranty period: Provided, however, that the Supplies delivered are free from patent and latent defects and all the conditions imposed under the Contract have been fully

met. The Special Bank Guarantee shall reflect information such as but not limited to the

following:

Issuing Bank’s machine validation of bank name and amount of guarantee;

Purpose which is to assure that manufacturing defects shall be corrected by the supplier/manufacturer/ distributor after delivery;

Details of the purchase contract/agreement subject of guarantee; and

Maturity/expiration period of the guarantee.

For the Special Bank Guarantee, the preferred issuing Bank is the designated

depository bank in the Authority to Credit bank account executed by the contract



awardee under the BSP Checkless Payment System. Special Bank Guarantee issued by another bank shall be justified.

Replacement of form of warranty from retention money to special bank guarantee shall be allowed only subject to approval by the BSP official authorizing the

covering purchase contract/agreement and prior to payment. No substitution of form of warranty shall be allowed after payments have been made. (Section 62.1 of the 2016 IRR).

17.4 Please refer to BSP Terms of Reference

19.0 Subject to GCC Clauses 18 and 22, if the Supplier fails to satisfactorily deliver any

or all of the Goods and/or to perform the Services within the period(s) specified in

the Contract inclusive of duly granted time extensions, if any, the Procuring Entity shall, without prejudice to its other remedies under the Contract and under the applicable law, deduct from the Contract Price, as liquidated damages, the

applicable rate of one tenth (1/10) of one (1) percent of the cost of the unperformed portion for every day of delay until actual delivery or performance. Once the amount of liquidated damages reaches ten percent (10%), the Procuring Entity may rescind or terminate the Contract pursuant to GCC Clause 23, without

prejudice to other courses of action and remedies open to it. (Revised as per GPPB Resolution No. 07-2019 dated 08 March 2019).

20.4 In the case of a dispute between the BSP and the Supplier, the dispute shall be resolved in accordance with Republic Act 9285 (“R.A. No. 9285”), otherwise known as the “Alternative Dispute Resolution Act of 2004.”

21.1 In case of a joint venture, all partners to the joint venture shall be jointly and severally liable to the Procuring Entity.

23.1 The Procuring Entity may rescind or terminate a contract for default, without

prejudice to other courses of action and remedies available under the circumstances when, outside force majeure, the Supplier fails to deliver or

perform any or all of the Goods within the period(s) specified in the contract, or within any extension thereof granted by the Procuring Entity pursuant to a request made by the Supplier prior to the delay, and such failure amounts to at least ten

percent (10%) of the contract price; (Revised as per GPPB Resolution No. 07-2019 dated 08 March 2019).

23.2 The Procuring Entity may terminate the contract when, as a result of force

majeure, the Supplier is unable to deliver or perform any or all of the Goods,

amounting to at least ten percent (10%) of the contract price, for a period of not less than sixty (60) calendar days after receipt of the notice from the Procuring Entity stating that the circumstance of force majeure is deemed to have ceased (Revised as per GPPB Resolution No. 07-2019 dated 08 March 2019).

23.3 The Procuring Entity shall terminate the contract when the Supplier fails to

perform any other obligations under the Contract. (Revised as per GPPB Resolution No. 07-2019 dated 08 March 2019)



23.4 In the event the Procuring Entity terminates this Contract in whole or in part for

any of the reasons provided under GCC Clause 23 to 26, the Procuring Entity may procure, upon such terms and in such manner as it deems appropriate, Goods or Services similar to those undelivered, and the Supplier shall be liable to the

Procuring Entity for any excess costs for such similar Goods or Services. However, the Supplier shall continue performance of this Contract to the extent not terminated. (Revised as per GPPB Resolution No. 07-2019 dated 08 March 2019).

23.5 In case the delay in the delivery of the Goods and/or performance of the Services

exceeds a time duration equivalent to ten percent (10%) of the specified contract time plus any time extension duly granted to the Supplier, the Procuring Entity may terminate this Contract, forfeit the Supplier’s performance security and

award the same to a qualified Supplier. (Revised as per GPPB Resolution No. 07-2019 dated 08 March 2019).

Pro Form No. 02-015 • Version: 02 • Updated: 23 Jun 2017

File/Ref. No. Cluster B]

Page 1 of 2

FINANCIAL BID FORM

Date:

For: The BIDS AND AWARDS COMMITTEE – HEAD OFFICE Bangko Sentral ng Pilipinas A. Mabini and P. Ocampo Sr. Streets, Malate, Manila

We, the undersigned, declare that:

a. We have examined the Bidding Documents, including the issued Bid Bulletin/s, the

receipt of which is/are hereby duly acknowledged;

b. We submit the following bid:

Name of Requirement/ Brief Description

Approved Budget

for the Contract, VAT Inclusive

Total Bid Price, VAT Inclusive (in Figures and in Words)

One (1) Lot – Operation and Maintenance

Services of Air-conditioning System at ITIOD Data Center, BSP Head Office, as per BSP Terms of Reference

Php6,000,000.00

Php ____________________

(in figures) Php:*

________________________ ________________________ ________________________

(in words)

*As per attached Bid Cost Sheet, and Annexes A and B

c. We undertake, if our Bid is accepted, to deliver the goods in accordance with the delivery

schedule specified in the Bidding Documents;

d. We undertake, if our Bid is accepted, to provide a performance security in the form,

amounts, and within the times specified in the Bidding Documents;

e. We agree to abide by this Bid for the Bid Validity Period of One Hundred Twenty (120) calendar days from date of opening of bids and it shall remain binding upon us and may be accepted at any time before the expiration of that period, without prejudice to the

right of the BSP to request extension of the validity period of our bid security;

f. Until a formal Contract is prepared and executed, this Bid, together with your written

acceptance thereof and your Notice of Award, shall be binding upon us;

(Signature above Printed Name of Bidder’s Duly Authorized Representative)

Pro Form No. 02-015 • Version: 02 • Updated: 23 Jun 2017

File/Ref. No. Cluster B]

Page 2 of 2

g. We understand that you are not bound to accept the Lowest Calculated Bid or any Bid you may receive;

h. We likewise certify/confirm that the undersigned is the duly authorized representative of the bidder and granted full power and authority to do, execute, and perform any and all acts necessary to participate, submit the bid, and to sign and execute the ensuing

contract for the herein requirement of the BSP;

i. We acknowledge that failure to sign each and every page of this Financial Bid Form, shall be a ground for the rejection of our bid; and

j. We understand that any communication sent by BSP to the address/fax number/email address provided below shall be deemed to have been duly received by our firm, on the

date and time shown in the transmittal. Any change in contact details shall be duly communicated to the Bids and Awards Committee – Head Office, through its BAC Secretariat.

Name:

(Signature above Printed Name of

Bidder’s Duly Authorized Representative) Duly authorized to sign

Bid for and on behalf of:

(Name of Bidder)

Date:

Address:

No. & Street Building/Barangay City/Town//Province Postal/Zip Code

Telephone No.:

Fax No.:

Email Address:

ANNEX - A

Applicable Daily Rate x 313

12

where 313 days / year

299 ordinary working days

11 regular holidays

3 special days

Operation and Maintenance Services

Technician Rate per day = Php 1,012.38 (Maximum)

LABOR COST

a. Amount Payable to the Employees

Basic Pay (rate per day X 313/12)

Services Incentive Leave (rate per day X 5/12)

13th Month Pay (basic pay/12)

Sub Total:

b. Amount Payable to the Government

PAG-IBIG Contribution

SSS Contribution¹

Philhealth Contribution²

ECC³

Sub Total:

c. Total Paid to employee & Government (a + b)

d. Add: Overhead, Contingencies & Profit

e. Monthly Cost (c + d)

f. Add: VAT (12% of e)

g. Total Monthly Cost (e+f)

h. Total Labor Cost for the Contract, One (1) personnel (g x 5 months)

i. Total Labor Cost for the Contract, Three (3) personnel (h x 3)

j. Labor Cost per day (g x 12/313 days)

k. Labor Cost per hour (j/8 hours)

1

2

3

(personnel do not work and are not considered paid on Sundays or rest days)

EEMR

As indicated in the SSS Schedule of Contributions effective April 2019.

As indicated in the Philhealth New Contribution Schedule (PhilHealth Circular No. 2019-0009 published

on November 23, 2019)

Refer to SSS Schedule of Contributions (EC Column of the Table).

=

________________________________Signature above Printed Name ofBidder's Duly Authorized Representative

Item / DescriptionQty.

(a)Unit

Unit Cost (b)

Total Cost

a x b = (c)

1. Operation and Maintenance Service Technician (Labor cost for the

contract, see Annex-A)3 pax

(item h of Annex-A)

2. Monthly Preventive Maintenance of Air-conditioning Units for five (5)

months (multiply unit cost by 5)

2.1. 25TR Chilled Water Precision Aircon 6 Unit

2.2. 5TR Chilled Water Ceiling Concealed (Ducted) FCU 7 Unit

2.3. 5TR Chilled Water Floor Mounted Precision Aircon 4 Unit

2.4. 5TR DX Precision Aircon 1 Unit

2.5. 5TR DX Type Air-conditioning Units 10 Unit

3. Supply and delivery of Spare Parts and Personal Protective Equipment

(PPE) (see Annex-B)1 lot

Name of Contractor

Name of Authorized Representative

Date

BID COST SHEET

Project: Operation and Maintenance Services of Air-conditioning System at Data Center of ITIOD

Location: Information Technology Infrastructure and Operations Department (ITIOD), EDPC Building

TOTAL CONTRACT COST

FMED Form No. 03-002 * Version 2 * Updated 05 Apr 2013 Page 1 of 9

Facilities Management and Engineering Department

TERMS OF REFERENCE

For the Operation and Maintenance Services of

Air-conditioning System at Data Center of ITIOD

April 2020

RECOMMENDING APPROVAL:

REYMUNDO V. CRUZ

Deputy Director

Date: ___________

APPROVED:

GLENN C. DELA CRUZ

Director

Date: ___________

PREPARED BY:

REVIEWED BY:

FRANCIS ERNEST R. ANG

CRISPIN D. VICTORIO JR.

Bank Officer II Acting Manager

Date: __4/20/2020__

Date: __4/20/2020__

6 May 2020

06 May 2020

Ref.No. FMED-E-OD-010711

Operation and Maintenance Services of Air-conditioning System at Data Center of ITIOD FMED Form No. 03-002 * Version 2 * Updated 05 Apr 2013 Page 2 of 11


GENERAL SCOPE

Operation and Maintenance Services of Air-conditioning System at Data Center

of ITIOD

1 DESCRIPTION OF THE PROJECT

The Project covers the provision of technical personnel, materials, tools and equipment for the operation and maintenance services of Precision Chilled Water and Direct Expansion (DX) Air-conditioning Systems at the Information Technology Infrastructure and Operations Department (ITIOD), BSP Head Office.

2 GENERAL REQUIREMENT

2.1 Workmanship - All works/undertakings required shall be undertaken by the SERVICE PROVIDER in an orderly and workmanlike manner. Only qualified and skilled personnel with sufficient experience in similar works nominated by the SERVICE PROVIDER shall be allowed to undertake the same.

2.2 Inspection of site - The Bid is deemed to have been based on current data, including physical conditions at the site and equipment to be serviced. The SERVICE PROVIDER acknowledges and warrants that it has inspected and examined the site and its surroundings, and has satisfied itself by submitting its Bid as to the requirements of the work and materials necessary for the execution of the operation and maintenance works, and the means of access to the site, the accommodation it may require, and that it has obtained for itself, all necessary information as to risks, contingencies and other circumstances which may have influenced or affected its Bid. No increase in cost or extension of time will be considered for failure to familiarize, inspect and examine the site condition and equipment to be serviced.

2.3 Changes - The Bank, through FMED, reserves the right to make minor changes in details of works without additional cost to the Bank as it may deem necessary to fully implement the requirements of the scope of work and specifications.

2.4 Rejections - Materials, tools and equipment not in conformance with the provisions of the technical specifications and scope of work shall be rejected outright at any time during the contract period. The SERVICE PROVIDER shall ensure that all tools and equipment required in this contract are available for use at all times and that there will be no delays in the maintenance and repair works to be rendered due to lack of supplies or defective tools and equipment.

3 SERVICE PROVIDER’S RESPONSIBILITIES

3.1 The SERVICE PROVIDER shall ensure that personnel to be assigned at the BSP Head Office have been well screened, technically and professionally trained,


courteous, cooperative, efficient, reliable, trustworthy, cooperative, well-groomed, and are physically and mentally fit. For this purpose, the SERVICE PROVIDER shall furnish FMED with the corresponding proof of qualification for each personnel within seven (7) days after the issuance of the Notice of Award (NOA), for approval. Only personnel approved by the Bank shall be allowed to work in the project.

3.2 The SERVICE PROVIDER and its personnel must abide by the safety and security requirements of the BSP. They shall observe BSP House Rules and Regulations while inside the BSP premises and comply promptly with the directives, instructions and other existing rules and regulations of the BSP.

3.3 The SERVICE PROVIDER’s assigned personnel must undergo security and background investigation being implemented by the Bank. They shall subject themselves to security checks, but not limited to the examination of the person and/or his/her personal belongings.

3.4 The SERVICE PROVIDER must ensure that its personnel wear their proper company working uniform and are equipped with appropriate Personal Protective Equipment (PPE) and identification cards while inside the Bank’s premises. Loitering around and inside the BSP premises is not allowed.

3.5 The SERVICE PROVIDER must always provide a technician on duty (see section 14).

3.6 A random periodic drug testing will be conducted by the BSP for the employees of the service provider during the year. The service provider shall shoulder the cost for the drug testing of their employee.

3.7 The service provider shall provide/equip its workers with the tools/equipment during the course of the contract without any additional cost to the bank. No work shall be delay due to insufficient or lack of necessary tools needed in operation, maintenance and repair works.

3.7.1 The minimum tools/equipment and Personnel Protective Equipment (PPEs) required are, as follows:

3.7.1.1 Gauge Manifold for R-22, R-410a and R-134a. 3.7.1.2 Vacuum Pump 3.7.1.3 Fin Straightener 3.7.1.4 Adjustable wrench 3.7.1.5 Multi tester analogue 3.7.1.6 Clamp tester 3.7.1.7 Pliers and long nose 3.7.1.8 Philips and flat screwdriver

3.8 The SERVICE PROVIDER shall provide/equip its workers with facemask while inside

the Bank premises for the duration of the contract. No personnel shall be allowed to enter the bank without facemask.


3.9 The SERVICE PROVIDER shall properly schedule, coordinate and execute the service maintenance work and submit service reports to be validated by FMED representative as stated in the Scope of Work of the Terms of Reference (TOR).

3.10 The SERVICE PROVIDER shall haul and properly dispose all garbage outside the bank. The disposal of used oil and other hazardous waste shall be in accordance with the applicable guidelines and policies of the Department of Environmental and Natural Resources (DENR).

3.11 The SERVICE PROVIDER shall ensure that the area is clean and in its original condition after each repair and/or services has been made. Any damage/s caused by the SERVICE PROVIDER’s assigned personnel shall be restored/replaced by the SERVICE PROVIDER at no additional cost to the Bank.

3.12 All other items of work not specifically mentioned but are necessary to complete the works in accordance with the TOR and other related documents shall be provided by the SERVICE PROVIDER at no additional cost to the bank.

4 CONTRACT DURATION/ COMPLETION TIME

The service maintenance contract shall commence on the date stipulated in the Notice to Proceed to be issued by FMED and shall end on 31 December 2020.

5 SUBMITTALS

5.1 The SERVICE PROVIDER shall furnish FMED with the nominations and supporting documents for the technical personnel’s qualifications (for approval of FMED) within seven (7) calendar days from receipt of the Notice of Award (NOA) to be issued by the Procurement Office.

5.2 The SERVICE PROVIDER shall submit to FMED the following reports/checklist (format for approval of FMED) in hard and soft copies during implementation of the contract:

5.2.1 Daily

5.2.1.1 Chiller and Pump log sheet.

5.2.1.2 Precision Aircon log sheet.

5.2.2 End of Reference Period

5.2.2.1 Precision Aircon monthly, quarterly, semi-annual and annual preventive maintenance checklist.

5.2.2.2 Direct Expansion Air-conditioning Units monthly preventive maintenance checklist.

5.2.2.3 Chiller quarterly, semi-annual and annual preventive maintenance checklist.


Any noted findings/observations during the conduct of the daily operation and scheduled preventive maintenance works must be immediately reported to FMED.

6 COVID-19 PROVISIONS

6.1 The SERVICE PROVIDER shall not deploy personnel that exhibit symptoms associated

with COVID-19, or known to the Service Provider to have history of relevant travel or exposure to persons with a confirmed or probable case, whether symptomatic or asymptomatic.

6.2 The SERVICE PROVIDER shall ensure that all deployed personnel shall strictly observe precautionary measures implemented by BSP to keep the workplace free, and to prevent the transmission, of COVID-19/new-virus, e.g. physical distancing, frequent hand washing, wearing of face masks, and temperature checks at entry points, and other measures/guidelines that will be implemented/issued by the BSP

6.3 The SERVICE PROVIDER shall provide/equip its workers with facemask while inside the Bank premises for the duration of the contract. No personnel shall be allowed to enter the bank without facemask.

6.4 As may be directed by BSP, the SERVICE PROVIDER shall require its personnel to undergo COVID-19 tests to be carried out by a testing center accredited by the Department of Health

7 PAYMENTS

7.1 Payments to the SERVICE PROVIDER will be made only for the actual services rendered certified by the BSP as performed by the SERVICE PROVIDER in accordance with the TOR. Deductions in the monthly billings shall be made for any late/absent/undertime incurred as verified.

7.2 Only authorized overtime services shall be compensated, and no OT shall be allowed if tardiness is incurred for the day.

7.3 SERVICE PROVIDER shall follow the Premium payout of the Department of Labor and Employment (DOLE).

7.4 Payments shall be made on a monthly basis upon receipt of billings. The SERVICE PROVIDER shall support its billings with all applicable attachments required in Section 5.2 together with copies of Daily Time Record of personnel and the following:

7.4.1 Certified True Copy of signed payrolls for personnel and the corresponding deposit slip stamped-received by the designated depository bank for the ATM accounts of personnel or cash vouchers duly signed by employee evidencing receipt of payment may be submitted in lieu of payroll.


7.4.2 Certified True Copy of R-5 (SSS Employer Contributions Payment Return) for the corresponding month with the Contribution Collection List received by SSS or Certified True Copy of the SSS Upload Monthly Contribution List thru electronic payment.

7.4.3 Certified True Copy of Philhealth Agents Receipt (PAR) with contribution list for the current month being billed.

7.4.4 Certified True Copy of Pag-ibig Fund Receipt or File Upload Service thru electronic payment for HDMF (Pag-ibig) for the current month being billed.

7.5 All payments made herein shall be subject to the accounting and auditing rules/requirements of the Bank.

7.6 All consumable materials, spare parts, monthly preventive maintenance service of air-conditioning units shall be billed separately. Only delivered and accepted items/materials/services shall be paid. Amount to be paid shall not exceed the amount of the bid cost.

7.7 It is the responsibility of the SERVICE PROVIDER to ensure that their performance bond is valid until the expiration date of its service contract. The SERVICE PROVIDER shall submit the endorsement/amendments to FMED on extension or revisions to its validity, as maybe necessary, not later than seven (7) days before the expiration of the originally submitted Performance Bond. No payment shall be made unless the Performance Bond is updated.

7.8 All requests for payments including request for release of Performance Bond, etc. shall be signed by the authorized representative of the SERVICE PROVIDER as endorsed/approved by the Board of Directors and/or owner of the firm.

8 SIMILAR CONTRACT

A contract shall be considered “similar” to the contract to be bid if it involves operation and maintenance services of a chiller precision air-conditioning system.

9 PRICE ADJUSTMENT

The bid price shall be fixed and not subject to any escalation during the contract implementation regardless of an increase in the price of fuel, peso devaluation and other causes.

10 WARRANTY

The SERVICE PROVIDER shall provide warranty of one (1) year for Chiller and Precision Aircon Spare Parts reckoned from the date of acceptance of the items.


11 PRE-TERMINATION CLAUSE

11.1 The contract is effective on the date indicated in the NTP and shall remain in full until 31 December 2020 or terminated by either BSP or SERVICE PROVIDER subject to the applicable provisions on Contract Termination under the revised IRR of R.A. 9184.

11.2 The BSP reserves the right to pre-terminate the contract after thirty (30) calendar days written notice to the SERVICE PROVIDER if in BSP’s opinion, after due verification of facts, the SERVICE PROVIDER is not providing satisfactory services or is not complying with the Terms and Conditions of the Contract. The grounds for the termination of the SERVICE PROVIDER by the BSP include but shall not be limited to the following:

11.2.1 Violation/s in any of the Terms and Conditions of the Contract; and

11.2.2 Any other act of omission by the SERVICE PROVIDER or its service technicians which is detrimental or prejudicial to the interest of the BSP, its employee(s), member(s) or public.

----- END OF SECTION -----



SCOPE OF WORKS AND TECHNICAL SPECIFICATIONS

Operation and Maintenance Services of Air-conditioning System at Data Center of ITIOD

12 SCOPE OF WORKS

The SERVICE PROVIDER shall provide all the required labor, supervision, materials, tools and equipment necessary to the performance of the job in accordance with the standards and methodologies as herein stated. The works shall include but shall not be limited to the following:

12.1 SERVICE PROVIDER shall ensure that all equipment in the contract (section 13) are always operational and in good working condition. In case of any malfunction/fault on the equipment, the SERVICE PROVIDER shall conduct troubleshooting, repair and provide additional manpower at any time as deemed necessary to bring the equipment back to its normal operating condition. Upon notification, the additional manpower should be on site within two (2) hours. Submit service report immediately to FMED engineers.

12.2 Air Cooled Chillers and Pumps

12.2.1 Operate and regularly monitor chillers and pumps operating parameters.

12.2.2 Record the hourly operating conditions/parameters of the chiller and pumps being operated.

12.2.3 Inspect expansion tank and make up water tank, ensure correct maintaining pressure.

12.2.4 Replace defective parts of chilled water system, as necessary.

12.2.5 Maintain cleanliness of chiller area and its equipment.

12.2.6 Conduct preventive maintenance based on approved checklist.

12.2.7 Perform all other items of work not specifically mentioned but are necessary to ensure the continuous operation of the chillers and pumps at no additional cost to the bank.

12.3 Precision Air-conditioning Units

12.3.1 Operate and regularly monitor precision aircon operating parameters.

12.3.2 Record the hourly operating conditions/parameters of the precision aircon.


12.3.3 Check and clean condensate drain pan and pipe using vacuum cleaner.

12.3.4 Check and clean FCU filters.

12.3.5 Replace defective parts of precision aircon, as necessary.


12.3.7 Maintain cleanliness of equipment and its surrounding area.

12.3.8 Perform all other items of work not specifically mentioned but are necessary to ensure the continuous operation of the Precision Air-Conditioning Units at no additional cost to the bank.

12.4 Direct Expansion Air-conditioning Units

12.4.1 Operate and regular monitor DX Aircon operating parameters.

12.4.2 Check and clean condensate drain pan and drain line using vacuum cleaner.

12.4.3 Repair if any refrigerant leaks are found. Bank shall provide refrigerant.

12.4.4 Replace defective parts of DX aircon as necessary.


12.4.6 Maintain cleanliness of equipment and its surrounding area.

12.4.7 Perform all other items of work not specifically mentioned but are necessary to ensure the continuous operation of the Direct Expansion Air-Conditioning Units at no additional cost to the bank.

12.5 Monthly Preventive Maintenance (PM) of Air-conditioning System at ITIOD

12.5.1 Provide a minimum of three (3) personnel in conducting PM.

12.5.2 Clean air filters, fans/blowers, Fan Coil Unit (FCU) and Air-Cooled Condensing Unit (ACCU) coils with pressure washer. The washer gun must be positioned in such a way that the coil’s aluminum fins are not deformed.

12.5.3 Use fin straightener for front and back coils on deformed fins.

12.5.4 Clean condensate drain pan and drain line using vacuum cleaner.

12.5.5 Use soft brush, blower and vacuum cleaner in cleaning precision FCUs.

12.5.6 Ensure that the surrounding area and equipment will not be affected.

12.5.7 Maintain cleanliness of the surrounding area during and after PM.


12.5.8 Perform all other items of work not specifically mentioned but are necessary to ensure the continuous operation of the Air-Conditioning System at no additional cost to the bank.

13 EQUIPMENT SCHEDULE

The equipment that are included in the operation, maintenance and repair contract are, as follows:

Equipment / Description Qty Location

120 TR Air-cooled Oil Free Chiller 2 Roof Deck, EDPC Bldg

Chiller Pump 4 Roof Deck, EDPC Bldg

5TR Chilled Water Ceiling Concealed (Ducted) FCU 5 UPS Room, ITIOD, EDPC Bldg

5TR Chilled Water Ceiling Concealed (Ducted) FCU 2 Inverter Room, Roof Deck, EDPC Bldg.

25TR Chilled Water Precision Aircon 6 Data Center, EDPC Bldg

5TR Chilled Water Floor Mounted Precision Aircon 2 IT Chamber Room, EDPC Bldg

5TR Chilled Water Floor Mounted Precision Aircon 2 Library Room, EDPC Bldg

5TR DX Precision Aircon 1 IT Chamber Room, EDPC Bldg

DX Air-conditioning Units 10 ITIOD, EDPC Bldg

14 PERSONNEL REQUIRED AND WORK SCHEDULE

One (1) Technician Monday - Sunday 1st Shift 6:00AM - 2:30PM

One (1) Technician Monday - Sunday 2nd Shift 1:30PM - 10:00PM

One (1) Technician Monday - Sunday 3rd Shift 10:00PM - 6:30AM

Note: FMED reserves the right to make schedule amendment as needed.

14.1 SERVICE PROVIDER can provide a maximum of six (6) personnel in a pool of

technicians that will fill in the required shifting schedule.

14.2 Qualifications

14.2.1 Work Experience - At least five (5) years working experience in the operation of chilled water system, repair and maintenance of Precision Air-Conditioning Units (submit certification from employer).

14.2.2 Education - At least high school graduate (submit copy of diploma).

14.2.3 Certification - At least NC II in Refrigeration and Air-conditioning Servicing (RAC), submit certificate from TESDA. Service technician must be from an Authorized Service Partner of the manufacturer of existing chiller at EDPC building, submit certification from Schneider Electric.


14.3 The BSP shall have the right to require replacement of any personnel assigned to perform the services. Replacement shall be required upon verification by the BSP that the personnel violated provision/s of the contract or performed unsatisfactorily. The SERVICE PROVIDER, however, shall abide by the procedural and substantial requirements of the Labor Code of the Philippines regarding termination of workers/employees.

-----NOTHING FOLLOWS-----

Conforme:

Signature above Printed Name of Bidder’s Duly Authorized Representative

of 2

Pro Form No. 02-026 • Version: 0 • Updated: 29 June 2012

REPUBLIC OF THE PHILIPPINES ) CITY/MUNICIPALITY OF __________)

OMNIBUS SWORN STATEMENT

I, __________________________, of legal age, (civil status) , (nationality) and residing

at _____________________________ after having been duly sworn in accordance with law, do hereby depose and state that:

1. I am the authorized and designated representative/s of (Name of Bidder) with office address at ________________________ (hereafter “Bidder”), with full power and authority to do, execute and perform any and all acts necessary to participate, submit

the bid, and/or to sign and execute the ensuing contract, or to represent the bidder in the bidding as shown in the attached duly notarized Special Power of Attorney/Board/Partnership Resolution/or Secretary’s Certificate, whichever is applicable];

2. The Bidder is not “blacklisted” or barred from bidding by the Government of the

Philippines or any of its agencies, offices, corporations, or local government units;

3. Each of the documents submitted in satisfaction of the bidding requirements is an

authentic copy of the original, complete, and all statements and information provided

therein are true and correct;

4. The Bidder is authorizing the Head of the Procuring Entity or its duly authorized

representative(s) to verify all the documents submitted;

5. None of the officers, directors, and controlling stockholders of the firm/partnership/joint venture/corporation I represent for the bidding of the project is

related to the Head of the Procuring Entity, members of the BAC, the Technical Working Group, the BAC Secretariat, the head of the Project Management Office or the end-user unit, the project consultants or to any Procuring Entity officials who directly or

indirectly took part in the bidding process, by consanguinity or affinity up to the third civil degree;

6. The Bidder is aware of and has undertaken the following responsibilities: a. Carefully examined all of the Bidding Documents; b. Acknowledged all conditions, local or otherwise, affecting the implementation of

the contract; c. Made an estimate of the facilities available and needed for the contract to be

bid, if any, and have inspected the sites for the requirement, if applicable ;

d. Inquired or secured Supplemental/Bid Bulletin(s) issued for the project;

7. The Bidder complies with existing labor laws and standards; 8. The Bidder did not give or pay, directly or indirectly, any commission, amount, fee, or

any form of consideration, pecuniary or otherwise, to any person or official, personnel or representative of the government in relation to any procurement project or activity, pursuant to GPPB Resolution No. 22-2013, in relation to BSP’s No Gift Policy under BSP

Office Order No. 0485, Series of 2014;

of 2

Pro Form No. 02-026 • Version: 0 • Updated: 29 June 2012

IN WITNESS WHEREOF, I have hereunto set my hand this _____ day of __________________, 20____ at _____________, Philippines.

(Bidder’s Representative/Authorized Signatory) AFFIANT

SUBSCRIBED AND SWORN to before me this __ day of [month] [year] at [place of execution], Philippines. Affiant/s is/are personally known to me and was/were identified by me through competent evidence of identity. The Aff iant exhibi ted to me his/her [any

government-issued ID, please specify] , with his/her photograph and signature appearing thereon, with no. ______ issued on _______ at _________.

Witness my signature and seal this day of [month] [year] .

NAME OF NOTARY PUBLIC Serial No. of Commission

Notary Public for _ until Roll of Attorneys No. PTR No. , [date issued], [place issued] IBP No. , [date issued], [place issued]

Doc. No. _________ Page No. _________

Book No. __________ Series of __________

File/Ref. No.PrO-_________-Cluster __

Page 1 of 1

Pro Form No. 04-016-01 • Version: 2 • Updated: 01 Aug 2017

ANNEX “A”

THE FOLLOWING INSURERS ARE INCLUDED IN THE BSP’s TOP INSURERS BASED ON THE

INSURANCE COMMISSION’S DATA ON NET INCOME, NET WORTH, NET PREMIUMS WRITTEN, GROSS PREMIUMS WRITTEN, PREMIUMS EARNED, PAID-UP CAPITAL, ASSETS

AND INVESTED ASSESTS: 1

Rank Name of Insurance Company

1 Malayan Insurance Company, Inc.

2 Prudential Guarantee & Assurance, Inc.

3 BPI/MS Insurance Corp.

4 Standard Insurance Company, Inc.

5 Pioneer Insurance & Surety Corp.

6 MAA General Assurance Phils., Inc.

7 Pacific Cross Insurance, Inc. (Blue Cross Insurance, Inc.)

8 Commonwealth Insurance Company

9 UCPB General Insurance Company, Inc.

10 Card Pioneer Microinsurance, Inc.

11 Philippine First Insurance Company. Inc.

12 Stronghold Insurance Company, Inc.

13 Mapfre Insular Insurance Corp.

14 Alpha Insurance & Surety Company, Inc.

15 Cibeles Insurance Corp.

16 Alliedbankers Insurance Corp.

17 Mercantile Insurance Company, Inc.

18 Pacific Union Insurance Company

19 Asia Insurance (Philippines) Corp.

20 Travellers Insurance & Surety Corp.

21 People’s General Insurance Corp.

22 PGA Sompo Insurance Corp.

23 Corporate Guarantee & Insurance Company 24 Philippine British Assurance Company, Inc.

25 Asia United Insurance, Inc. 26 Western Guaranty Corp.

27 Liberty Insurance Corp. 28 Paramount Life & General Insurance Corp.

29 Milestone Guarantee & Assurance Corp. 30 Fortune General Insurance Corp.

1 This is not tantamount to an endorsement of the above surety companies and is not a conclusion that other

insurance companies not included in the above list are not authorized to issue surety bonds for government

transactions.