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 NSCB Business Transactions

Bids, Quotations & Canvasses

GENERAL INSTRUCTIONS
FOR 2010 JANITORIAL SERVICES BIDS

The National Statistical Coordination Board (NSCB) through its Bids and Awards Committee (BAC), invites all interested parties to apply for eligibility and to bid for the provision of Janitorial Services (three janitorial staff) from 01 January 2010 to 31 December 2010. Application is open to all accredited security services agencies with a reliable pool of supervisors and responsible janitorial staffs and duly registered with the Securities and Exchange Commission (SEC). The proposed budget is Php 631,000.00

I. General Requirements

This document presents the instructions, minimum requirements, and prescribed forms for eligibility to bid.  All the documents like minimum requirements, and/or prescribed forms required for eligibility to bid should likewise be separated by appropriately labeled tabs. All Bidders/Proponents are required to follow the suggested format and presentation of the documents. All documents must be in A4 bond paper and must be placed in sealed long brown envelopes and labeled as follows:

Envelope  1  - Eligibility Requirements (securely fastened in long folder)
Envelope 2 -Technical Data (the folder should have the duly accomplished technical specifications and/or list of services)
Envelope  3 - Financial Data (the folder must contain the price quotations or bid for preferably three janitorial staff)

The Bidder/Proponent must first comply with the requirements listed below and provide documentary proof and/or certifications to support claims made.  These documents should be securely fastened in a long folder and placed in a sealed envelope labeled Eligibility Envelope. The basic documents must be separated by dividers, e.g., colored paper, cardboard, etc. with tabs as enumerated below:
    1. Incorporation papers from the Securities and Exchange Commission (SEC)
    2. Value-Added Tax (VAT)/Extended Value-Added Tax  (EVAT) Registration Certificate
    3. Company By-Laws
    4. Duly authenticated duplicate/photocopy of the Bidder/Proponent's latest General Information Sheet submitted to and received by the SEC, which contains data on the latest stock ownership, among others
    5. Institutional membership in relevant organizations.
    6. Bid security/Bid Bond
    7. Board Resolution/Special Power of Attorney authorizing the representative/signatory to sign and submit bid proposals and other documents
    8. Audited financial statements for 2007 to 2008
    9. List of clients (as of 30 October 2009)
    10. Latest income tax returns
    11. Performance security/bond
    12. Certificate of payment on employees premiums/claims to SSS, Philhealth, and Pag-ibig as of 1st Quarter of 2009

The Bidder must prepare and submit a conforme letter signed by the authorized representative/signatory expressing the Bidder/ Proponent's agreement/acceptance of the criteria, terms, and procedures prescribed by the NSCB Bids and Awards Committee and waiver of specific rights, the main contents of which are as follows:

  1. Accepts the eligibility criteria and bidding procedures established by the NSCB BAC; and

  2. Waives any right to seek and obtain a Writ of Injunction/Prohibition/ Restraining Order against the NSCB or to prevent/restrain eligibility evaluation process or any proceedings related thereto, negotiation and award of contract/s to successful proponent/s, and carrying out/implementation of awarded contract/s.

Bid bond or bid security shall be paid to the NSCB cashier, who will issue an official receipt. The receipt should be included in the Eligibility Envelope as part of the bidding documents. All bid bonds are non-interest bearing and shall be reimbursed to all non-winning bidders.  Each bidder must deposit an amount in any form as stated below:

Form of security
Minimum amount of approved
budget for contract
Cash, certified check, cashier's check, manager's check or bank draft or irrevocable letter of credit
One percent (1%)
Bank guarantee
One and a half percent (1.5%)
Surety bond
Two and a half percent (2.5%)

The Bidder must likewise submit a duly notarized conforme letter or performance security signed by the highest-ranking officer and authorized representative. The main contents are as follows:

    1. That the bidder shall guarantee, after receipt of the notice of award, the performance of services as stipulated on the date specified by NSCB, pending the signing of the contract and issuance of payments;

    2. That the bidder shall, in favor of the client, secure the faithful observance of the provisions of the duly signed and approved contract; and

    3. That bid security/bid bond shall form as partial payment of the total contract price.

The Bidder must provide complete and accurate information duly certified by the authorized representative/signatory and duly notarized.

II. General Evaluation Methods/Criteria

The BAC and the NSCB Chief Administrative Officer will initially evaluate the eligibility requirements submitted by each bidder based on the completeness of submitted documents. BAC members shall check for the completeness, organization, and accuracy of information provided. Envelopes 2 and 3 will only be opened on 7   December 2009 during the opening of bids. (See section III for the complete schedule).

The NSCB reserves the right to require additional documents/information as may be necessary to clarify certain observations.  In case clarifications or additional documents are needed, the NSCB-BAC members shall notify the Bidder/Proponent to submit to the Committee or to the NSCB Chief Administrative Officer the requirements. The NSCB Administrative Officer should receive the documents within 24 hours upon notification of the BAC.

Late or incomplete submission and/or inaccurate information shall automatically disqualify the Bidder/Proponent.

Only Bidders/Proponents with complete and accurate background information shall be evaluated based on the following:

  1. Legality of existence of the Bidder/Proponent, whether the Bidder/Proponent is a legitimate and duly authorized entity.

  2. Financial capability, whether the Bidder/Proponent is in good financial standing and is capable of financing the requirements of the contract.

  3. Service capability, whether the Bidder/Proponent has the organizational capability to deliver the services and to provide assistance/support.

  4. User acceptance of services or track record based on solicited feedback from selected clients served or accredited by the Bidder/Proponent; and

  5. Other criteria as may be recommended/prescribed by the BAC, and the Commission on Audit.

III. Schedule for the 2008 Janitorial Services Bids

06 November 2009              Posting of bids
12 November 2009              Pre-bid Conference (1:00 PM)
03   December 2009            Deadline for submission of
                                              requirements (5:00 PM)
07  December 2009             Opening of Bids  (1:00 PM)
08 -15 December 2009        Evaluation of Bids
22 December 2009              Awarding of Bid

Prior to the submission of bids, a pre-bid conference is scheduled on 12 November 2009 1:00 pm at the NSCB Operations Room, 5F Midland Buendia Building, 403 Sen Gil Puyat Ave., Makati City. All bidders are required to attend the meeting to discuss relevant issues pertaining to the bidding procedure as well as clarifications of eligibility requirements and other related matters. The opening of bids shall follow the procedure prescribed in RA 9184 and shall take place on 7 December 2009 1:00 pm at the same place described above. The NSCB reserves the right to accept or reject bids in favor of NSCB based on RA 9184.

IV. Availability and Submission of Bidding Forms

The bidding forms may be requested from the NSCB BAC Secretariat starting 06 November 2009. All documents to be submitted should be logged in by the Security Officer indicating the exact time of receipt. The NSCB Chief Administrative Officer, Mr. Romeo M. Nimeno, must receive all bid proposals not later than 5:00 PM (NSCB time) on 3 December 2009 addressed to Chairman, Director Candido J. Astrologo. Late bids shall not be accepted.

For further inquiries, please contact Mr. Romeo M. Nimeno at telephone numbers 895-7462 or email at rm.nimeno@nscb.gov.ph.

 

ROMEO M. NIMENO
Acting Chairman, NSCB Bids and Awards Committee

 

Noted By:

RAYMUNDO J. TALENTO
Officer In Charge
Office of the Secretary General

 

 

Related Link:

Invitation to Apply for Eligibility and to Bid for Janitorial Services

 

Posted: 04 November 2009

 

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