Invitation to Bid

Procurement of Food and Accommodation
for the PSHS System Science Research Summit

  1. The PHILIPPINE SCIENCE HIGH SCHOOL SYSTEM – OFFICE OF THE EXECUTIVE DIRECTOR (PSHSS-OED), intends to apply the sum of THREE MILLION TWO HUNDRED NINETY-NINE THOUSAND and 00/100 PESOS (PhP 3,299,000.00) being the Approved Budget for the Contract (ABC) as payment for the food and accommodation of participants in the 2018 PSHS System Science Research Summit on September 20 – 24, 2018.  The PSHSS-OED now invites qualified hotels in Puerto Princesa, Palawan to submit their bids for the above item with the following specifications:
  1. Activity Venue Requirements
Date & Time Room Requirement Capacity Physical Arrangement
Sep. 20 – 24, 2018
7:00 A.M. – 10:00 P.M.		 One (1) Plenary Hall 500 pax.
  1. Round tables, 8 pax. per table
  2. Audio Visual package
  • LED wall size: 9 x 12 ft
  • Lights and sound system
  • Video recording and live feed
Sep. 20 – 24, 2018 Three (3) break-out rooms 50 pax. per room Conference type with LCD projectors and sound system
Sep. 22, 2018 Nine (9) break-out rooms 50 pax. per room Classroom type with LCD projectors and sound system

  • Strong internet connectivity in the plenary hall and break-away rooms
  • Provision of, and assistance in electrical needs
  • Extension cords and HDMI cables for the break-away rooms
  • Stand-by electrical technicians during sessions
  1. Room Arrangements
Date Type of Room Quantity
Sep. 20 – 24, 2018 Triple sharing 80 rooms
Sep. 21 & 22, 2018 Triple sharing 6 rooms
Sep. 21 & 22, 2018 Twin sharing 12 rooms
Sep. 20 – 24, 2018 Twin sharing 8 rooms
Sep. 21 – 24, 2018 Single deluxe 4 rooms

  • Single beds in triple and twin sharing type of rooms
  • Strong internet connectivity in bedrooms
  • With private bathroom with hot and cold shower
  • Sub-contracting is allowed to a maximum of 20% of the contract cost.  In the event that the bidder has insufficient capacity to accommodate all participants, the bidder may outsource the rooms subject to the following conditions:
  • The rooms are of equal quality or better than the rooms provided by the main facility
  • The bidder shall shoulder the cost of transport to and from the outsourced facility
  • The outsourced facility shall not be more than 1 km. from the main facility
  1. Meal Requirements
  • Able to serve 3 meals (breakfast, lunch, & dinner) 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.)
  • Choice of pastry / sandwich / pasta foods with drinks.
  • Meal Schedule
Meals Sep. 20
(Thur.)		 Sep. 21
(Fri.)		 Sep. 22
(Sat.)		 Sep. 23
(Sun.)		 Sep. 24
(Mon.)		 Sep. 25
(Tue.)
Breakfast — 305 346 346 305 305
A.M. Snacks — 305 416 375 * 305 —
Lunch 305 376 416 375 * 305 —
P.M. Snacks 305 376 416 375 * 305 ** —
Dinner 305 376 346 305 305 —
Socials — 346 — — — —

*  in pack, to be delivered in separate venue
**  in pack, to be distributed before leaving the hotel 

  • Free-flowing coffee, tea, and water in the plenary hall and break-out rooms
  1. Transportation
  • Provision of local transfer from hotel to airport, and vice versa, of all participants

  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 ten (10) 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.
  3. 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”.
  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 and 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 August 3, 2018, 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 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 July 27 to the opening of bid from the address below and upon payment of a non-refundable fee for the Bidding Documents in the amount of FIVE THOUSAND and 00/100 PESOS (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 August 15, 2018, 9:45 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 August 15, 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.
  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 August 3, 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 August 15, 2018 (10:00 A.M.)

Office of the Executive Director, Philippine Science High School System, Agham Road, Diliman, Quezon City
Bid Evaluation August 16, 2018

Office of the Executive Director, Philippine Science High School System, Agham Road, Diliman, Quezon City
Post Qualification August 17, 2018

  1. 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

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

Accompanying documents for the bidding process

Bid-Documents-Food-and-Accommodation-for-the-PSHS-SRS.pdf

Bid-Bulletin-01-Food-and-Accommodation-for-the-PSHS-SRS.pdf