Invitation to Bid

Procurement of Food and Accommodation for the
Kids’ Innovation Camp 2.0 and Kids’ Innovation Challenge 1.1

  1. The PHILIPPINE SCIENCE HIGH SCHOOL SYSTEM – OFFICE OF THE EXECUTIVE DIRECTOR (PSHSS-OED), intends to apply the sum of FOUR MILLION THREE HUNDRED FIFTY-ONE THOUSAND SIX HUNDRED and 00/100 PESOS (PhP 4,351,600.00) being the Approved Budget for the Contract (ABC) as payment for the food and accommodation of participants in the Kids’ Innovation Camp 2.0 and Kids’ Innovation Challenge 1.1 on 18-23 November 2019.  The PSHSS-OED now invites qualified hotels in Tagaytay, Cavite and Nasugbu, Batangas area to submit their bids for the above item with the following specifications:

Activity Venue Requirements

Venue Requirement Date and Time Physical Arrangement
One (1) Plenary Hall/ Exhibit Area November 17 to 21, 2019A

(Whole day)
  1. Half of the venue to be arranged by a booth contractor
  2. Half of the venue with round tables, 10 pax. per table
  3. With 10 long tables (for registration)
  4. With elevated platform as stage
  5. And the following Audio Visual package:
  • LED/ LCD wall size:  9 x 12 ft.
  • Lights and sound system (with at least 4 microphones, preferably wireless type)
One (1) Plenary Hall

Capacity:  400 – 500 pax.

 November 18, 19 and 22, 23, 2019

(Whole day)
  1. With round tables, 10 pax. per table
  2. With 10 long tables (for registration)
  3. With elevated platform as stage
  4. And the following Audio Visual package:
  • LED/ LCD wall size:  9 x 12 ft.
  • Lights and sound system (with at least 4 microphones, preferably wireless type)
One (1) function room

Capacity:  20 – 30 pax.

 November 18 to 22, 2019
  • Board room type arrangement
  • With LCD and projector screen
  • Additional tables for secretariat
One (1) function room

Capacity:  50 – 80 pax.

 November 19 and 20, 2019
  • Classroom type arrangement
  • 2 long tables (for registration)
  • With LCD and projector screen
  • With basic sound system with at least 3 wireless microphones
Two (2) function rooms

Capacity:  100 – 120 pax.

 November 19 to 22, 2019
  • With round tables, 10 pax. per table
  • 2 long tables (for registration)
  • With LCD and projector screen
  • With basic sound system with at least 3 wireless microphones
Team building facilities (and other related accessories)

Capacity:  200 pax.

 November 18, 2019  

A  November 17 and 21, ingress and egress of external booth contractor

  1. Strong Internet connectivity in the plenary hall and break-away rooms
  2. Provision of and assistance for electrical needs
  • Extension cords and HDMI Cables for the break-away rooms
  • Stand by technicians and sound system operators during sessions

Room Arrangements

For 242 pax.:

  • Check-In:  18 November 2019 at 2:00 P.M. or earlier
  • Check-Out:  23 November 2019

For 192 pax.:

  • Check-In:  18 November 2019 at 2:00 P.M. or earlier
  • Check-Out:  22 November 2019

Accommodation/ Sharing:

  • Quadruple sharing for students (309 pax.)
  • Triple sharing for Chaperones and Working Committee (85 pax.)
  • Twin sharing for PSHS officials (20 pax.)
  • Single Deluxe for executive officials of PSHS and DOST, guests, Resource Persons and Judges (20 pax.)
  • With private bathroom with hot and cold shower
  • With provision of work space/ area table and chairs in the hotel rooms
  • Preferably with internet connectivity in hotel rooms
  • Function room and hotel rooms should be within the vicinity of each other, no need to go out of the property and transfer to another location

Meal Requirements

  1. Able to serve lunch and dinner with the following composition:
  • 2 main dish (choice of pork, chicken, beef, and fish viand)
  • 1 vegetable dish
  • 1 rice
  • 1 dessert
  • 1 round of drinks
  1. Able to serve breakfast with the following composition:
  • 2 main dish (choice of pork, chicken, beef, and fish viand)
  • 1 rice
  • 1 fruit
  • Hot chocolate and water
  1. Able to serve A.M. and P.M. snacks within the day
  • Choice of Pastry/ Sandwich/ Pasta with Drinks
  1. Free-flowing coffee and drinking water in the plenary hall and meeting rooms starting from breakfast until dinner
  2. Meal schedule: 
Date / Day No. of pax. Meals to be served Special Instructions
18 November (Monday) 434 Lunch, PM snacks, Dinner None
19 November (Tuesday) 434 Breakfast, AM snacks, Lunch, PM snacks, Dinner None
20 November (Wednesday) 434 Breakfast, AM snacks, Lunch, PM snacks, Dinner None
21 November (Thursday) 242 Breakfast, AM snacks, Lunch, PM snacks, Dinner Packed AM snacks, Lunch, PM snacks
22 November (Friday) 192 Breakfast Packed*
22 November (Friday) 242 Breakfast, AM snacks, Lunch, PM snacks, Dinner Packed**
23 November (Saturday) 242 Breakfast Packed*

*  option of packed early morning breakfast for some of the participants
**  option of packed early morning breakfast for some of the participants (to be charged on the breakfast to be served on 23 November)

Others

  1. Function rooms and hotel rooms should be within the same vicinity/ property
  2. Provision of shuttle service from function room to hotel rooms
  3. Property should have ample parking space that can accommodate parking of around 10 coasters for the duration of the activity
  4. No subcontracting is allowed

  1. Bids received in excess of the ABC shall be automatically rejected at the bid opening.
  2. Procurement of food and accommodation services is required five (5) days upon Contract Signing and Notice to Proceed.  Bidders should have completed, within two (2) years from the date of submission and receipt of bids, a contract similar to the project.  The description of an eligible Bidder is contained in the Bidding Documents, particularly, in Section II – Instruction to Bidders.
  3. Bidding will be conducted through open competitive bidding procedures using non-discretionary “pass/fail” criteria as specified in the Implementing Rules and Regulations Part A (IRR-A) of Republic Act No. 9184 (R.A. 9184), otherwise known as the “Government Procurement Act”.
  4. Bidding is restricted to Filipino citizens, sole proprietorships, partnerships, 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 R.A. 5183 and subject to Commonwealth Act 138.
  5. The Philippine Science High School System – Office of the Executive Director will hold a Pre-Bid Conference on September 18, 2019, 10:00 A.M., at PSHS System Training and Administration Center, Agham Road, Diliman, Quezon City, which shall be open to prospective bidders.
  6. Interested bidders may obtain further information from the Philippine Science High School System and inspect the Bidding Documents at the address given below during workdays from 8:00 A.M. to 5:00 P.M.

A complete set of Bidding Documents may be purchased by interested bidders starting September 10 – 30, 2019 from the address below and upon payment of a non-refundable fee for the Bidding Documents in the amount of Php 5,000.00.

Bidding documents may also be downloaded free of charge from the website of the Philippine Government Electronic Procurement System (PhilGEPS) or the website of the Philippine Science High School System, provided that bidders shall pay the non-refundable fee for the Bidding Documents not later than the submission of their bids.

  1. Bids must be delivered to the address below on or before September 30, 2019, 10:00 A.M.  All bids must be accompanied by a bid security in any of the acceptable forms and in the amount stated in ITB Clause 18.
  2. Bid opening shall be on September 30, 2019, 10:00 A.M., at PSHS System Training and Administrative Building, Agham Road, Diliman, Quezon City.  Bids will be opened in the presence of the Bidders’ representatives who choose to attend at the address below.  Late bids shall not be accepted.
  3. The Philippine Science High School System – Office of the Executive Director reserves the right to reject any and all bids, declare a failure of bidding, or not award the contract at any time prior to contract award in accordance with Section 41 of R.A. 9184 and its IRR, without thereby incurring any liability to the affected bidder or bidders.

Below is the schedule of bid activities for this project:

Procurement Stage Date / Time / Venue
Pre-Bid Conference September 18, 2019, 10:00 A.M.

Office of the Executive Director, Philippine Science High School System, Agham Road, Diliman, Quezon City
Submission and Opening of Bids September 30, 2019, 10:00 A.M.

Office of the Executive Director, Philippine Science High School System, Agham Road, Diliman, Quezon City
Bid Evaluation October 1, 2019
Post Qualification October 2, 2019
Issuance of Notice of Award October 3, 2019
Contract Signing October 4, 2019
Approval of Higher Authority October 5, 2019
Issuance of Notice to Proceed October 6, 2019

EDMUND A. COLLADO
BAC Secretariat
Philippine Science High School System
Agham Road, Diliman, Quezon City
Telephone No.: (02) 939 7749 / (02) 939 0022

(Sgd.) DR. ROD ALLAN A. DE LARA
Chairperson, Bids and Awards Committee

Accompanying documents for the bidding process

Bid-Documents-Food-and-Accommodation-for-Kids-Innovation-Camp-(20190910).pdf