Invitation to Bid

Procurement of Food and Accommodation
for the PSHS System National Teachers’ Convention

1. The PHILIPPINE SCIENCE HIGH SCHOOL SYSTEM – OFFICE OF THE EXECUTIVE DIRECTOR (PSHSS-OED), intends to apply the sum of FOUR MILLION THREE HUNDRED TWENTY THOUSAND and 00/100 PESOS (PhP 4,320,000.00) being the Approved Budget for the Contract (ABC) as payment for the food and accommodation of 480 participants in the PSHS System National Teachers’ Convention 2018 on July 16-20, 2018.  The PSHSS-OED now invites qualified hotels in Subic, Zambales to submit their bids for the above item with the following specifications:

1. Activity Venue Requirements

• Spacious plenary hall that can accommodate 480 pax (National Teachers’ Convention Group) on July 16-20 2018.  Physical arrangement with round tables, 8 pax per table.  With additional work space for the secretariat team.
• Break-away rooms

• Fifteen (15) rooms for 5 days (July 17-20, 2018) that can accommodate at least 30 persons per room.  Physical arrangement, Classroom type.  Use of break-away rooms at 8:00 A.M. to 8:00 P.M.
• One (1) additional function room for 4 days (July 17-20, 2018) that can accommodate two hundred fifty (250) persons.  Physical arrangement with round tables, 8 pax per table.

• Strong internet connectivity (preferably Wi-fi) in the function rooms.
• Free provision of and assistance in electrical needs.

• LCD projectors (minimum of 10 units)
• Audio system in the plenary hall and function room (250 persons)
• Extension cords (15 units with 5-6 outlets)

2. Room Arrangements

• Bedrooms that can accommodate:

• Three (3) persons per room (152 rooms, with 3 individual beds)
• Two (2) persons per room (12 rooms, with 2 individual beds)
• One (1) deluxe room

• Strong internet connectivity in the rooms.
• With private bathroom with hot and cold shower.

3. Meal Requirements

• Able to serve 3 meals (breakfast, lunch, and dinner) for 480 pax with the following compositions:

• 1 pork or chicken dish
• 1 fish dish
• 1 vegetable dish
• 1 rice
• 1 dessert
• 1 juice

• Able to serve 2 snacks (A.M. and P.M.) for 480 pax

• Choice of pastry / sandwich / pasta foods with drinks.

• Free-flowing coffee, tea, and water in the activity venue during the duration of the sessions / workshops.

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 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 trough open competitive bidding procedures using non-discretionary “pass/fail” criterion as specified in the Implementing Rules and Regulations Part A (IRR-A) of Republic Act (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 and 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 March 27, 2018, 10:00 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 PSHS System and inspect the Bidding Documents at the address given below on workdays, from 8:00 A.M. to 5:00 P.M.

A complete set of Bidding Documents may be purchased by interested bidders starting March 21 to April 10, 2018 from the address below and upon payment of a non-refundable fee for the Bidding Documents in the amount of FOUR THOUSAND THREE HUNDRED TWENTY and 00/100 PESOS (PhP 4,320.00).

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 April 10, 2018, 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.
9. Bid opening shall be on April 10, 2018, 10:00 A.M., at the PSHS System Training and Administration Center, 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	March 27, 2018 (10:00 A.M.) Office of the Executive Director, Philippine Science High School System, Agham Road, Diliman, Quezon City
Submission and Opening of Bids	April 10, 2018 (10:00 A.M.) Office of the Executive Director, Philippine Science High School System, Agham Road, Diliman, Quezon City
Bid Evaluation	April 11, 2018 Office of the Executive Director, Philippine Science High School System, Agham Road, Diliman, Quezon City
Post Qualification	April 13, 2018

11. For further information, please refer to:

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

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Accompanying documents for the bidding process

Bid-Documents-Food-and-Accommodation-for-PSHS-System-NTC-(20180320).pdf

Bid-Bulletin-01-Food-and-Accommodation-for-PSHS-System-NTC-(20180320).pdf

Bid-Bulletin-02-Food-and-Accommodation-for-PSHS-System-NTC-(20180320).pdf