Invitation to Bid

Procurement of Food and Accommodation for the
2020 PSHS System Science Research Summit (SRS)

  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 NINE HUNDRED NINETY-TWO THOUSAND and 00/100 PESOS (PhP 3,992,000.00) being the Approved Budget for the Contract (ABC) as payment for the food and accommodation of participants in the 2020 PSHS System Science Research Summit on September 14-19, 2020.  The PSHSS-OED now invites qualified hotels in Cagayan de Oro City to submit their bids for the above item with the following specifications:

Activity Venue Requirements

Date and Time Venue Requirement Capacity Physical Arrangement
September 14-18, 2020
(6:00 A.M. – 9:00 P.M.)		 One (1) Plenary Hall 400 pax.
  1. Round tables, 10 pax. per table
  2. With 10 long tables
  3. With elevated platform as stage, good for holding 30 performers
  4. And the following Audio/ Visual package:
  • LED / LCD wall size: 9 x 12 ft
  • Lights and sound system (with at least 5 microphones, preferably wireless)
September 14-18, 2020
(6:00 A.M. – 9:00 P.M.)		 One (1) Plenary Hall / Exhibit Area 300 pax.
  1. With 50-65 exhibit tables
  2. With 10 long tables (for registration)
  3. With elevated platform as stage, good for holding 30 performers
  4. And the following Audio/ Visual package:
  • LED / LCD wall size: 9 x 12 ft
  • Lights and sound system (with at least 5 microphones, preferably wireless)
September 14 & 15, 2020
(1:00 – 5:00 P.M.)		 One (1) Function room 50-80 pax. per room Classroom type arrangement with LCD projector and sound system
September 14 & 15, 2020
(1:00 – 5:00 P.M.)		 Six (6) Breakout rooms 50-80 pax. per room Classroom type arrangement with LCD projector and sound system
September 14, 2020 One (1) covered court (or same sized covered area) 300 pax.
  1. With elevated platform as stage
  2. Basic lights and sound system
  3. 5-6 long tables
September 14-18, 2020
(6:00 A.M. – 9:00 P.M.)		 Three (3) Meeting/ Breakout rooms 30 pax.
  1. Board room type arrangement
  2. With LCD projector and screen

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

Room Arrangements

  1. Accommodation for 470 pax. with the following breakdown:

Needed hotel rooms with Check-In:  14 September 2020 at 2:00 P.M. or earlier;  Check-Out:  19 September 2020

  • Triple sharing (68 rooms)
  • Quadruple sharing (1 room), or commensurate combination of rooms depending on the sex of participants

Needed hotel rooms with Check-In:  15 September 2020 at 2:00 P.M. or earlier;  Check-Out:  19 September 2020

  • Single deluxe (1 room)
  • Twin sharing deluxe (21 rooms)
  • Triple sharing (46 rooms)
  • Quadruple sharing (5 rooms), or commensurate combination of rooms depending on the sex of participants

Needed hotel rooms with Check-In:  15 September 2020 at 2:00 P.M. or earlier;  Check-Out:  16 September 2020

  • Triple sharing (10 rooms), or commensurate combination of rooms depending on the sex of participants

Needed hotel rooms with Check-In:  15 September 2020 at 2:00 P.M. or earlier;  Check-Out:  16 September 2020

  • Single deluxe (1 room)
  • Triple sharing (10 rooms), or commensurate combination of rooms depending on the sex of participants
  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

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. Free-flowing coffee and drinking water in the plenary hall and meeting rooms starting from breakfast until dinner
  2. Meal schedule:
  • 14 September (Mon.) – Lunch, PM snacks, and Dinner for 208 pax.
  • 14-18 September (Tue.) – Breakfast, AM snacks, Lunch, PM snacks, and Dinner* for 469 pax.
  • 16 September (Wed.) – Breakfast, AM snacks, Lunch, PM snacks
  • 19 September (Sat.) – Breakfast** for 469 pax.

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

Others

  1. Function rooms and hotel rooms should be within the same vicinity/ property
  2. Property should have ample parking space that can accommodate around 10 coasters for the duration of the activity
  3. Subcontracting is allowed up to twenty percent (20%) of the contract cost
  • 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
  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 November 21, 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 November 21, 2019 to December 5, 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 December 5, 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 December 5, 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 November 21, 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 December 5, 2019, 10:00 A.M.

Office of the Executive Director, Philippine Science High School System, Agham Road, Diliman, Quezon City
Bid Evaluation December 6, 2019
Post Qualification December 9, 2019

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

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

Accompanying documents for the bidding process

Bid-Documents-Food-and-Accom-for-the-PSHS-SRS-2020-(20191113).pdf