Invitation to Bid

Procurement of Food and Accommodation for the
2019 PSHS System National Teachers’ Convention – (REBIDDING)

  1. The PHILIPPINE SCIENCE HIGH SCHOOL SYSTEM – OFFICE OF THE EXECUTIVE DIRECTOR (PSHSS-OED), intends to apply the sum of THREE MILLION SIX HUNDRED FOURTEEN THOUSAND and 00/100 PESOS (PhP 3,614,000.00) being the Approved Budget for the Contract (ABC) as payment for the food and accommodation of participants in the 2019 PSHS System National Teachers’ Convention on July 21-26, 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

Date and Time Venue Requirement Capacity Physical Arrangement
July 21-25, 2019
(7:00 A.M. – 10:00 P.M.)		 One (1) Plenary Hall 400 pax.
  1. Round tables, 10 pax. per table
  2. With elevated platform as stage
  3. And the following Audio/ Visual package:
  • LED / LCD wall size: 9 x 12 ft or higher
  • Lights and sound system
  • Video recording and live feed
July 23-24, 2019
(8:00 A.M. – 12:00 N.N.)		 Two (2) Breakout rooms (Morning) 180-200 pax. per room Classroom type with LCD projector, extension cords and sound system per room
July 23-24, 2019
(1:00 – 5:00 P.M.)		 Four (4) Breakout rooms (Afternoon) 80-100 pax. per room Classroom type with LCD projector, extension cords and sound system per room
July 25, 2019
(8:00 A.M. – 12:00 N.N.)		 Four (4) Breakout rooms 80-100 pax. per room Classroom type with LCD projector, extension and sound system per room
July 21-23, 2019
(4:00 – 8:00 P.M.)		 Ten (10) Breakout areas 20 pax. per room Class room type with LCD projectors, extension cords per room
July 21-25, 2019
(7:00 A.M. – 10:00 P.M.)		 One (1) meeting room 20 pax. Board room / Meeting set-up with LCD projector, extension cords and additional secretariat table

  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 electrical technicians during sessions

Room Arrangements

  1. Check-In:  21 July 2019 at 2:00 P.M. or earlier;  Check-Out:  26 July 2019
  2. Accommodation for 350 pax. with the following breakdown:
  • Single deluxe (5 rooms)
  • Twin deluxe (10 rooms)
  • Triple sharing (55 rooms) and Quadruple sharing (40 rooms), or commensurate combination of rooms depending on the sex/ gender of participants
  • 1 secretariat room for storage of printers and other materials
  1. With private bathroom with hot and cold shower
  2. With provision of work space/ area table and chairs in the hotel rooms
  3. Preferably with internet connectivity in hotel rooms
  4. 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
  5. Subcontracting is not allowed

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
  1. Able to serve A.M. and P.M. snacks within the day
  • Choice of Pastry / Sandwich / Pasta with Drinks
  1. Able to serve pica-pica (nuts, candies, chips etc.) during workshop sessions:  Afternoon of July 21-23, 2019
  2. Free-flowing coffee and drinking water in the plenary hall and meeting rooms starting from breakfast until dinner
  3. Meal schedule:
  • 21 July (Sun.) – Lunch, PM snacks, pica-pica, Dinner
  • 22 July (Mon.) – Breakfast, AM snacks, Lunch, PM snacks, pica-pica, Dinner
  • 23 July (Tues.) – Breakfast, AM snacks, Lunch, PM snacks, pica-pica, Dinner
  • 24 July (Wed.) – Breakfast, AM snacks, Lunch, PM snacks, Dinner
  • 25 July (Thurs.) – Breakfast, AM snacks, Lunch, PM snacks, Dinner *
  • 26 July (Fri.) – Breakfast **

*  option of packed dinner for some of the participants
**  option of packed early morning breakfast for some of the participants

Others

  1. Distance of function rooms and hotel rooms should not be more than 200 meters and within the same vicinity/ property
  2. Property should have ample parking space that can accommodate parking of around 10 coasters/ mini bus for the duration of the activity
  3. With ample open space and or facilities for recreation of the participants that can be used after seminar-workshop sessions
  4. Easily accessible by public transportation
  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 June 27, 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 June 27, 2019 to July 9, 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 July 9, 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 July 9, 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 June 27, 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 July 9, 2019, 10:00 A.M.

Office of the Executive Director, Philippine Science High School System, Agham Road, Diliman, Quezon City
Bid Evaluation July 10, 2019
Post Qualification July 11, 2019
Issuance of Notice of Award July 12, 2019
Contract Signing July 13, 2019
Approval of Higher Authority July 14, 2019
Issuance of Notice to Proceed July 15, 2019

EDMUND A. COLLADO /
JOYCE ANN C. ACOSTA
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-PSHS-System-2019-NTC-Rebidding-(20190627).pdf