DA7-10-GASS-R-24-3089: Provision of Food and Accommodation for the General Assembly of DA-7 Employees and Recognition of Retirees for CY 2024 on December 5 or 12 or 13, 2024 in Uptown Cebu City/Mandau Notice for Negotiated Procurement   Reference Number 11358206   Procuring Entity DEPARTMENT OF AGRICULTURE - REGION VII   Title DA7-10-GASS-R-24-3089: Provision of Food and Accommodation for the General Assembly of DA-7 Employees and Recognition of Retirees for CY 2024 on December 5 or 12 or 13, 2024 in Uptown Cebu City/Mandau   Area of Delivery Cebu   Printable Version Solicitation Number: DA7-10-GASS-R-24-3089 Trade Agreement: Implementing Rules and Regulations Procurement Mode: Negotiated Procurement - Two Failed Biddings (Sec. 53.1) Classification: Goods Category: Hotel and Lodging and Meeting Facilities Approved Budget for the Contract: PHP 1,310,000.00 Delivery Period: 1 Day/s Client Agency: Contact Person: WILBERTO O. CASTILLO CHAIRPERSON, BAC 2 MES COmplex, Highway MAguikay Mandaue City Cebu Philippines 6014 63-32-3480032 wilbert_cast@yahoo.com Status Active Associated Components Order Bid Supplements 0 Document Request List 0 Date Published 15/10/2024 Last Updated / Time 15/10/2024 12:00 AM Closing Date / Time 28/10/2024 10:00 AM Description Negotiated Procurement-Two Failed Biddings for the Provision of Food and Accommodation for the General Assembly of DA-7 Employees and Recognition of Retirees for CY 2024 on December 5 or 12 or 13, 2024 in Uptown Cebu City/Mandaue City. 1. The Department of Agriculture-Regional Field Office 7, will conduct a negotiated procurement – two failed biddings through GAA 2024 and intends to apply the sum of One Million Three Hundred Ten Thousand Pesos (₱1,310,000.00) being the Approved Budget for the Contract (ABC) to payments under the contract for the Provision of Food and Accommodation. Bids received in excess of the ABC shall be automatically rejected at bid opening. 2. The Department of Agriculture-Regional Field Office 7 now invites bids for the Provision of Food and Accommodation with the following details/specifications: Live in *350 pax (Full Board) @ 2,200.00/pax Live out *300 pax (breakfast, am snacks, Lunch, pm snacks & Dinner) @ 1,800.00/pax Package Inclusions and Specifications: 1. Strategically located within uptown of Cebu City/Mandaue City; 2. All participants should be accommodated in one hotel venue (accommodation of live-in participants outside or other than the hotel venue is strictly not allowed); 3. Room accommodation in twin to triple sharing set-up, single bed preferred, if there is twin sharing, the bed should be big enough to accommodate 2 persons, double decker bed is not allowed, with CR per room; 4. High Ceiling, Spacious, Comfortable and well ventilated function room that can accommodate 650 participants; 5. With Complementary (free) 1 Room for Secretariat; 6. Duration of the Activity is 8:00 am to 10:00pm and can be extended upon request (free of charge); 7. With free use of chairs and tables, podium/rostrum; 8. No extra charges for laptops, portable printers, projector, LCD Screen and other portable electronic equipment/devices, free use of White Board with marker, Microphones and extension cords/wires; 9. Free use of 1 LED Wall 10. Audible and operational sound system with at least four (4) microphones (preferably wireless); 11. Free and strong/steady wifi/internet connection in the activity venue (minimum of 50Mbps); 12. With back-up generator; 13. With functional elevator (at least 2 elevators) for accessibility for PWD and Senior Citizen; 14. With ample (at least 30 vehicles) free parking space reserved within the hotel premises and with CCTV; 15. Standby waiter during the entire session; 16. Catering/food (BUFFET): location should be inside the main function room, with free-flowing coffee/tea, and Fruits in season be served every mealtime; 17. Can serve foods/drinks for Vegetarians, Pescetarians or non-Pork-eating participants (upon request); 18. Registration set-up at the function hall lobby; 19. Secretariat and VIP Speakers set-up; 20. Backdrop and Welcome tarpaulin; and 21. Free use of hotel amenities and facilities. Delivery of the Goods is required within December 5 or 12 or 13, 2024 days from the receipt of approved Notice to Proceed (NTP). Bidders should have completed, within five 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 (Instructions to Bidders). 3. The following eligibility requirements & other documents shall be submitted on or before October 28, 2024, 10:00 AM upon payment of applicable fee at DA7-CES Conference Room, Department of Agriculture RFO-7 Complex, Maguikay, Mandaue City: Eligibility Requirements: 1. Valid SEC/DTI/CDA Registration Certificate; 2. Valid Mayor’s/Business Permit (for a 2-year coverage Mayor’s/Business Permit specifically in Cebu City, attach Official Receipt (OR) as proof of payment for renewal. 3. Valid Platinum PhilGEPs Registration; 4. Valid BIR Tax Clearance; 5. Annual Income Tax Return of the preceding tax year; 6. Business/VAT Percentage Tax Return; 7. Omnibus Sworn Statement (Notarized)/Secretary’s Certificate (Notarized) (If there’s any); 8. Tax Exemption Certificate (if there’s any) 4. Pre-Negotiation Conference for the Negotiated Procurement with interested bidders/suppliers will be conducted on October 23, 2024, 2:00 PM at DA-7 CES Conference Room, Department of Agriculture RFO-7 Complex, Maguikay, Mandaue City. 5. A complete set of Canvass Form may be acquired by interested Bidders on October 15, 2024, from the address below and upon payment of non-refundable Bid Document Fee the amount of ₱5,000.00. 6. Bids must be duly received by the BAC Secretariat through manual submission at the office address indicated below on or before October 28, 2024, 10:00 AM. Late bids shall not be accepted. 7. The deadline of Submission and Opening of the Eligibility Requirements and Canvass/Bid Form (Best Offer) will be on October 28, 2024, 10:00 AM at DA7-CES Conference Room, Department of Agriculture RFO-7 Complex, Maguikay, Mandaue City. 8. The Department of Agriculture does not condone any form of solicitation on any prospective winning and losing bidders by any of our staff/employees or any other party. Any sort of this kind shall be reported immediately to the Office of the Secretary or the National Bureau of Investigation (NBI) for entrapment and proper investigation. 9. The Department of Agriculture Regional Field Office 7 (DA-RFO 7) 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 Sections 35.6 and 41 of the 2016 revised IRR of RA No. 9184, without thereby incurring any liability to the affected bidder or bidders. 10. For further information, please refer to: BAC 2 / PROCUREMENT SECTION Department of Agriculture Regional Field Office-7 Telefax No. 032-2682698 or 032-345-3483 October 15, 2024 ( SGD.) RTD WILBERTO O. CASTILLO, Ph.D. BAC Chairperson Pre-bid Conference Date Time Venue 23/10/2024 2:00 PM DA-RFO7 Compound, MC Briones St., Highway Maguikay Mandaue City Cebu Created by Joseph Cañas Hernani Date Created 14/10/2024 The PhilGEPS team is not responsible for any typographical errors or misinformation presented in the system. PhilGEPS only displays information provided for by its clients, and any queries regarding the postings should be directed to the contact person/s of the concerned party.       DEPARTMENT OF AGRICULTURE - REGION VII