Invitation to Bid

Procurement of Food and Accommodation for the
Kids’ Innovation Camp 3.0 and Kids’ Innovation Challenge 2.1 – (Rebidding)

1. The PHILIPPINE SCIENCE HIGH SCHOOL SYSTEM – OFFICE OF THE EXECUTIVE DIRECTOR (PSHSS-OED), through the F.Y. 2020 National Expenditure Program (NEP), intends to apply the sum of THREE MILLION FIVE HUNDRED SEVENTY-TWO THOUSAND and 00/100 PESOS (PhP 3,572,000.00) being the Approved Budget for the Contract (ABC) as payment for the food and accommodation of participants in the Kids’ Innovation Camp 3.0 and Kids’ Innovation Challenge 2.1 on 16-21 November 2020.  The PSHSS-OED now invites qualified hotels in Cebu City 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 Capacity:  800 – 1,000 pax.	Day 0A November 15, 2020 (Whole day)	Half of the venue to be arranged by a booth contractor Half of the venue with round tables, 10 pax. per table With 10 long tables (for registration) With elevated platform as stage 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.	Day 1 and 2 (Mon. and Tues.) November 16 – 17, 2020 (Whole day)	With round tables, 10 pax. per table With 10 long tables (for registration) With elevated platform as stage 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.	Day 1 to 5 (Mon. – Fri.) November 16 – 20, 2020	Board room type arrangement With LCD and projector screen Additional tables for secretariat
One (1) function room Capacity:  50 – 80 pax.	Day 2 and 3 (Tues. and Wed.) November 17 – 18, 2020	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.	Day 2 to 5 (Tues. – Fri.) November 17 – 20, 2020	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.	Day 1 (Mon.) November 16, 2020

^A  Day 0:  Ingress of external booth contractor

1. Strong Internet connectivity in the plenary hall and other function 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:  Day 1, 16 November 2020 (Mon.) at 2:00 P.M. or earlier
• Check-Out:  Day 6, 21 November 2020 (Sat.)

For 192 pax.:

• Check-In:  Day 1, 16 November 2020 at 2:00 P.M. or earlier
• Check-Out:  Day 4, 21 November 2020 (Thurs.)

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

2. 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

3. Able to serve A.M. and P.M. snacks within the day

• Choice of Pastry/ Sandwich/ Pasta with Drinks

4. Free-flowing coffee and drinking water in the plenary hall and meeting rooms starting from breakfast until dinner
5. Meal schedule: 

Date / Day	No. of pax.	Meals to be served	Special Instructions
Day 1 (Monday)	434	Lunch, PM snacks, Dinner	None
Day 2 (Tuesday)	434	Breakfast, AM snacks, Lunch, PM snacks, Dinner	None
Day 3 (Wednesday)	434	Breakfast, AM snacks, Lunch, PM snacks, Dinner	None
Day 4 (Thursday)	192	Breakfast	Packed*
	242	Breakfast, AM snacks, Lunch, PM snacks, Dinner	None
Day 5 (Friday)	242	Breakfast, AM snacks, Lunch, PM snacks, Dinner	Packed**
Day 6 (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 21 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. Ample parking space for multiple coasters and vans
4. Subcontracting is allowed up to 20% of contract cost subject to the following criteria:

• In case of subcontracting, majority of hotel rooms should be in the main hotel together with the plenary hall, exhibit area, and breakout rooms.
• The hotel rooms to be subcontracted should be of equal quality or better than the rooms provided in the main hotel.
• The outsourced facility/ subcontracted hotel room shall not be more than 1 km from the main venue.
• The bidder shall shoulder the cost of transport to and from the main venue and the outsourced facility.

2. Bids received in excess of the ABC shall be automatically rejected at the bid opening.
3. 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.
4. 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”.
5. 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.
6. The Philippine Science High School System – Office of the Executive Director will hold a Pre-Bid Conference on December 13, 2019, 8:00 A.M., at PSHS System Training and Administration Center, Agham Road, Diliman, Quezon City, which shall be open to prospective bidders.
7. 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 December 6 – 26, 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.

8. Bids must be delivered to the address below on or before December 26, 2019, 8:00 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.
9. Bid opening shall be on December 26, 2019, 8:00 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.
10. 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	December 13, 2019, 8:00 A.M. Office of the Executive Director, Philippine Science High School System, Agham Road, Diliman, Quezon City
Submission and Opening of Bids	December 26, 2019, 8:00 A.M. Office of the Executive Director, Philippine Science High School System, Agham Road, Diliman, Quezon City
Bid Evaluation	December 27, 2019
Post Qualification	December 28, 2019

EDMUND A. COLLADO
BAC Secretariat
Philippine Science High School System
Agham Road, Diliman, Quezon City
Telephone No.: (02) 8939 7749 / (02) 8939 0022

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Accompanying documents for the bidding process

Bid-Documents-Food-and-Accom-for-Kids-Innovation-Camp-2020-(20191206).pdf