Rebidding for the Supply of Manpower, Equipment and Supplies for Janitorial Services at PNOC Industrial Park Invitation to Bid (ITB)   Reference Number 11314774   Procuring Entity PHILIPPINE NATIONAL OIL COMPANY - MAIN OFFICE   Title Rebidding for the Supply of Manpower, Equipment and Supplies for Janitorial Services at PNOC Industrial Park   Area of Delivery Bataan   Printable Version Solicitation Number: 2024-10-150 Trade Agreement: Implementing Rules and Regulations Procurement Mode: Public Bidding Classification: Goods - General Support Services Category: Janitorial Supplies Approved Budget for the Contract: PHP 505,721.46 Contract Duration: 2 Month/s Client Agency: Contact Person: Eric G Vergara Supply Officer III PNOC Bldg. VI, Energy Ctr., Rizal Drive, Bonifacio Global City, Taguig City Metro Manila Philippines 1630 63-2-7897605 Ext.7605 63-2-8401440 rgvergara@pnoc.com.ph Status Active Associated Components Order Bid Supplements 0 Document Request List 0 Date Published 03/10/2024 Last Updated / Time 03/10/2024 12:00 AM Closing Date / Time 22/10/2024 10:00 AM Description 1. Contract Duration November 1, 2024 to December 31, 2024 Important: Employee wages and benefits must be in accordance in Philippine Labor Laws and existing Social Insurance issuances (SSS, Pag-ibig, PhilHealth, etc). Equipment and supplies necessary to perform the works stated in the contract must be provided by the contractor. 2. Scope of Work 3.1 The contractor shall provide manpower, equipment and consumables necessary to perform janitorial, grass cutting and other custodial services in compliance with the requirements of Philippine National Oil Company (PNOC) as specified in these Terms of Reference. 3.2 All works under this Terms of Reference (TOR) shall be performed under the direction of the Park Management Department thru its authorized representative or project proponent. Work performance shall be in accordance with this TOR, Schedule of Works and/or as per incorporated reference provided for by the Park Management Department. 3.3 Estimated quantities and the works to be performed are described herein. These quantities are approximate and are provided as information only to assist in the preparation of proposals. They are not guaranteed and the actual quantities may be more or less than shown. However, minimum manpower requirements are specified herein. With which, all prospective bidders are required to visit the work site prior to submission of formal bid to determine actual site condition and verify quantities specified under this TOR. Concerns and clarification shall be raised prior to submission of formal bid. Any necessary variation after submission of formal bid due to undiscovered site condition shall not be a justification to modify the contract or request for additional payment. 3.4 Monthly coordination meeting is scheduled every 4th Wednesday of the Month at 3:00 PM. Aside from the Contractor’s Lead/Safety Man, a representative duly authorized by the Contractor’s Managing Head or his representative is mandated to attend the meeting. Rescheduling of the meeting is subject for approval of Park Management Department and shall be requested a week prior to the scheduled monthly meeting. Contractor’s Authorized Representative must be submitted to PNOC proponent in formal writing. 4. Location of Work Works covered by this TOR shall be performed but not limited to the Industrial Park Common Areas and Jetty Port Facilities. PNOC will provide office for the lead/ safety man and tool room/ dressing area for the contractor. Power and water consumption will be charged to contractor. Housekeeping is a must for all work area. Security of the contractor’s tool room/ dressing room area provided by PNOC shall be their own responsibility, any damage to the tool room or loss of equipment/ materials shall not be the responsibility of PNOC. 5. Legal Requirements Compliance All works shall be performed in accordance to all applicable laws, regulations, codes or directives such as, but not limited to the Labor Code of the Philippines, Occupational Safety and Health Standards (OSH Standards), DENR regulations, etc. Failure of PNOC to specifically identify applicable legal requirement shall not excuse the contractor from complying with the legal requirement/s. 6. Safety Requirements 6.1 The contractor shall refer to the OSH Standards for all its compliance and to ensure safe performance of works required under this TOR. PNOC may prescribed implementation of safety measures pursuant to PNOC’s IMS policy but should not be less than required by the OSH Standards. 6.2 Medical report (drug testing and medical certificate/fit to work) of all personnel indicating that they are fit to work must be submitted to Proponent within seven (7) calendar days after receipt of the “Notice to Proceed”. Provision on surprise random drug testing to be done by PNOC at the expense/chargeable to contractor. 6.3 A daily toolbox meeting is required to be conducted by the Lead/Safety man to discuss precautions in the performance of assigned works and current safety issues. Minutes of the meetings, PPE inspection report and Safe Man Hours Worked report shall be submitted with the Monthly Accomplishment Report. 6.4 All personnel/workers must wear standard basic PPE at all times in their respective work places. Listed below are PPEs needed; • Hard hat • Safety goggles/spectacles, • Working Gloves • Face Shield • Apron (Leather) • Reflective Vest • Rain coat • Rain boots (steel toe) • Safety shoes (steel toe) • Uniforms 6.5 Contractor shall abide by PNOC-IP Permit to Work System (as indicated in Occupational Safety and Health Manual) prior to the execution of all daily activities. Only the Contractor Lead/Safety man is allowed to fill up the Permit to Work (PTW) form. In the absence of the Lead/Safety Man, no activities shall commence for both the grass cutters and manual laborers, unless otherwise an Alternate Lead/Safety Man with equivalent credentials and experience will be provided by the Contractor. 6.6 Non-compliance to safety requirement shall be ground for personnel or contract suspension or termination depending on the gravity of non-compliance to be determined by PNOC-IP HSSE Committee. Contractor personnel who are not allowed to perform works because of failure to secure PNOC-IP Permit to Work due to non-compliance of safety requirements shall be considered not chargeable to PNOC. 6.7 PNOC-IP and Locators properties shall not be damaged during the performance of works under this TOR. Service contractor shall be liable to damages incurred to PNOC-IP or Locators properties caused by Contractor personnel. 7. Manpower Requirements 7.1 Regular Manpower Requirement These regular manpower requirements shall be deployed in the Industrial Park within the duration of the contract to perform works specified in 9.0. The following are: Table 1. Regular Manpower Requirement Position Quantity Work Hours Lead/Safety Man 1 8AM to 5PM / Monday-Friday Janitor/Utility 1 7AM to 4PM / Monday-Friday Grass Cutters/Power Reapers 5 8AM to 5PM / Monday-Friday Manual Labor Workers 1 8AM to 5PM / Monday-Friday Manual Labor Workers 1 7AM to 4PM / Monday-Friday Total 9 Note: Working hours of contractor’s manpower can be adjusted subject to PNOC request and approval. Contractor shall screen the resumes of applicants for the required manpower and shall submit to PNOC within seven (7) calendar days upon Contractor’s receipt of the “Notice of Award”. Final interview of the Contractor’s applicants shall be scheduled by PNOC Management in coordination with the Contractor. 8. Specific Job Description and Qualification Manpower supplied by the contractor must be capable to perform works outlined hereunder and should pass the qualifications per craftsmen category. 8.1 Regular Manpower Requirement 8.1.1 Job Title : Lead/ Safety Man Report to : PNOC Project Proponent Position Overview This position performs direct supervision to the members of his team composed of Grass Cutters, Janitors and Manual Labor Workers in meeting PNOC requirements specified in 9.0. Special Functions • Overall, in-charge of the group. • Ensures works are accomplished on target per submitted weekly work plan. • Ensures safe performance and completion of all works. • Ensures compliance to HSSE policies and procedures of PNOC. • Submits daily activity progress/accomplishment reports to the proponent. • Submits Weekly Monitoring Report on all scheduled works. • Submits detailed Monthly Report in reference to the monthly work plan. • Performs other related work activities as required by PNOC. Other Functions • Leads group members in assisting Emergency Response Team (ERT) members particularly in clearing accumulated cut grass, preparing access/diversion road and securing of ERT equipment in the event of any grass fire and other emergency that requires grass cutting, clearing and support assistance. Maybe included in the ERT upon the discretion of the Emergency Controller, but shall be provided with the necessary training to be conducted by PNOC. Minimum Qualification • Graduate of any 4 years course with Diploma. • With at least two (2) years’ experience in the same capacity. • With BOSH / COSH Training • Computer literate, knowledgeable in Office applications. 8.1.2 Job Title : Janitor Report to : Contractor’s Lead / Safety Man Position Overview This position performs cleaning and maintenance not limited to PNOC Offices, warehouses, staging and operation area. Special Functions • Performs cleaning not limited to PNOC offices (Admin and R1 container vans), office lobby, comfort rooms, and parking area. • Clean and maintain internal and external walls of Admin Building and adjacent facilities. • Monthly cleaning of room air conditioner filters and covers. • Performs Messenger works. • Operates office equipment such as photo copying machine, laminating machine and other equipment use in janitorial works. • Performs once a month general cleaning of office area and comfort rooms • Performs other related works as required by PNOC. Other Functions • Assist ERT members in clearing accumulated cut grass, preparing access/diversion road and securing ERT equipment in the event of any grass fire and other emergency that required grass cutting, clearing and support assistance. Maybe included in the ERT upon the discretion of the Emergency Controller, but shall be provided with the necessary training to be conducted by PNOC. Minimum Qualification • High school graduate with good moral character. • With proven related experience in the same capacity. 8.1.3 Job Title : Grass Cutters Report to : Contractor’s Lead/ Safety Man Position Overview This position performs grass growth control using power reapers and related equipment to meet target accomplishments. Special Functions • Operates power reaper for grass cutting at least at the rate of 1,500m2 per day for light grasses (6” to 12”), and 1,000m2 per day for heavy grass. Heavy grasses may be manually cut if necessary. • Perform other related and/or manual labor works as required by PNOC. Other Functions • Assist ERT members in clearing accumulated cut grass, preparing access/diversion road and securing ERT equipment in the event of any grass fire and other emergency that required grass cutting, clearing and support assistance. Maybe included in the ERT upon the discretion of the Emergency Controller, but shall be provided with the necessary training to be conducted by PNOC. Minimum Qualification • Preferably high school graduate with good moral character. • Know how to operate power reapers at least with two (2) years’ experience. 8.1.4 Job Title : Manual Labor Workers Report to : Contractor’s Lead/ Safety Man Position Overview This position performs routine lawn maintenance, road sweeping and other manual labor works as per specified function. Special Functions • Performs weeding, digging and spreading soil accumulations. • Performs lawn preparation for planting activities. • Performs general lawn maintenance to preserve landscaped areas. • Performs cut grass and garbage piling, collection and dumping. • Performs manual de-silting and other cleaning activities. • Performs pruning or trimming of trees as needed. • Perform other related and/or manual labor works as required by PNOC. • Know how to operate chainsaw and with two (2) years proven experience. Other Functions • Assist ERT members in clearing accumulated cut grass, preparing access/diversion road and securing ERT equipment in the event of any grass fire and other emergency that required grass cutting, clearing and support assistance. Maybe included in the ERT upon the discretion of the Emergency Controller, but shall be provided with the necessary training to be conducted by PNOC. Minimum Qualification • Preferably high school graduate with good moral character. • With at least with two (2) years proven experience in the same capacity. Penalties: • Non provision of Lead/Safety Man shall be penalized in the amount of Php 1,000.00 per day. • Non provision of complete manpower shall be penalized in the amount of Php 500.00/ deficiency per day after 24hours the contractor was formally advised. Note: Penalties shall take effect after 3 days the contractor was formally advised of their deficiency. 9. Description and Requirements of Works The following schedules of work are pre-identified by the proponent as the minimum workload per location and shall be performed efficiently by the regular manpower requirements. 9.1 Janitorial General Scope: Cleaning and sanitizing Administration Building Offices and adjacent facilities including garbage removal and collection from building/offices and facilities. Janitorial Requirements: • The contractor shall ensure that all building/offices and facilities are clean, in proper working order, free of objectionable odors, and contain adequate supplies. • Inspect, deodorize, and clean all inside surfaces. Remove all insects, insect nests, and webs, from interior and exterior of the facility. All interior areas subject to wet or damp conditions shall be kept free of molds, mildew, fungi or other biological formations. • Maintain uninterrupted supply of bathroom/toilet tissue, hand soap and air fresheners. • In conjunction with cleaning of the building, all ground and facilities associated with the building shall be cleaned. Remove any graffiti that can be removed with commercially available cleansers or recommend repaint if necessary. • Remove the contents of garbage bins. Garbage bins shall be cleaned by pressure washing and/or scrubbing to prevent unpleasant odors. Approved insecticides shall be applied for insect control in, on, and around garbage bins. Labelled and color-coded garbage bin and color-coded trash bags are to be used. • Wastes segregation must also be practiced and schedule of garbage disposal will be identified by PNOC. Required Cleaning Equipment and Supplies: The listed equipment and supplies are the minimum requirements. Table 2. Required Cleaning Equipment and Supplies Description Cleaning Supplies Quantity per quarter 1. Soft Broom 2pieces 2. Stick Broom 6pieces 3. Mop Head with handle 3pieces 4. Toilet Bowl Brush 2pieces 5. Sponges 6pieces 6. Cleaning Towel (Pranela) 15pieces 7. Round Rags 3kilograms 8. Trash Bags 150pieces Equipment Supplies Quantity per year 9. Garbage Hand Cart 50kg Capacity 2units 10. Rake 2units 11. Shovel 2units Table 3. Required Consumables Description Quantity per quarter 1. Glass Cleaner, 500ml. 2bottles 2. Liquid Disinfectant, 500ml. 4bottles 3. Detergent Powder, 1kilo 3packs 4. Dish Washing Liquid, 500ml. 12bottles 5. Bathroom/ Toilet Tissue 120rolls 6. Hand Soap (liquid) 18bottles 7. Toilet Bowl cleaner/ disinfectant, 500ml. 6bottles 8. Air Freshener/ deodorizer Cake 9pieces 9. Air Freshener with Sprayer 6cans 10. Insecticide with sprayer, 500ml. 3cans 11. Metal Polish, 150ml. 2cans Consumables: Required consumables shall be delivered by 1st week of the month of each quarter to ensure continuous performance of janitorial works. 9.2 Grass Cutting General Scope: Grass growth control (trim and maintain) in identified locations. Power Reaper Equipped Grass Cutting: Grass cut as necessary based on growth. Remove all litter, trash, limbs, rocks and other debris from the area before grass cutting. Grass in the Common Areas and Operations Areas shall not exceed 6-inches in height. Grass on raw land areas shall not exceed 12-inches in height except on identified access road where 5-meters on both sides shall be maintained not to exceed 6-inches to serve as fire break. Areas that cannot be cut by machine shall be cut manually by hand. Trees, shrubbery, signs, buildings or other Industrial Park facilities shall not be damaged during the grass cutting operations. Manual Grass Cutting: Neatly trim grass around light poles, building walls, guardrails, trees, shrubs, barrier posts, etc. Trees/shrubs or structures shall not be damaged while trimming. Unwanted grass/weeds and tree seedlings in all landscaped areas, mulched areas around trees, expansion joints or cracks in sidewalks, walkways, curbing, slabs, steps, parking or roads and paved areas shall be removed and disposed of regularly. Manual grass cutting shall be done at approximately the same time with power reaper equipped grass cutting, but in no case shall they be further apart than one day. Cut Grass Cleanup: Remove cut grass clippings from roadways, sidewalks, etc., and leave the premises in a clean and neat condition. Cut grass hauling truck and dumpsite will be identified by PNOC. Below is a table summarizing approximate grass cutting areas and PNOC requirement. Contractor shall prepare and submit grass cutting plan with the formal bid for evaluation. See attached Location Map. Table 4. Summary of Grass Cutting Requirement Location Area Minimum Grass Growth Requirement Area 1 66,761 m2 Continuous maintenance not to exceed 6 inches Area 2 35,677 m2 Continuous maintenance not to exceed 6 inches Area 3 54,157 m2 Continuous maintenance not to exceed 6 inches Area 4 35,499 m2 Continuous maintenance not to exceed 6 inches Area 5 257,930 m2 Continuous maintenance not to exceed 12 inches, except the meters parallel on both sides of the access road which should not exceed 6 inches Area 6 156,700 m2 Continuous maintenance not to exceed 12 inches, except the meters parallel on both sides of the access road which should not exceed 6 inches Area 7 59,360 m2 Continuous maintenance not to exceed 12 inches, except the meters parallel on both sides of the access road which should not exceed 6 inches Area 8 150,000 m2 Continuous maintenance not to exceed 12 inches, except the meters parallel on both sides of the access road which should not exceed 6 inches Total Area 816,084 m2 Required Equipment: The listed equipment are the minimum requirements per proponent estimate. Supply of operational equipment shall be the contractor’s responsibility and shall be available for use to ensure uninterrupted performance of specified and outlined description of works for grass cutting. Other equipment necessary in the completion of PNOC requirement shall be supplied by the contractor at no cost to PNOC. Table 5. Required Equipment for Grass Cutting Description Quantity Remarks 1. Power Reaper with individual blade 5 units -Good working condition, with individual blade -Heavy Duty with Four (4) stroke engine -Billing must be based on actual utilization. -Must be always operational with gasoline and accessory. Any breakdown of the said equipment must be replaced within 24hrs immediately without any additional cost to PNOC. If not replaced, a penalty in the amount of Php 500.00/unit (five hundred pesos) per day of delay shall be imposed to the Contractor. -Contractor must have at least one (1) reserve working power reaper available at their field office without additional cost to PNOC. 2. Bolo 5pieces Brand-new heavy-duty units 3. Spare Blades 20pieces Continuous supply of efficient blades for the power reaper 4. Janitorial Service Vehicle with side car (Kolong-kolong) 1unit Provide service vehicle inside the PNOC Industrial Park Consumables: Required consumables shall be delivered by the contractor to ensure uninterrupted performance of specified and outlined description of works for grass cutting. Other consumables and materials needed for the maintenance of equipment supplied for the performance of works shall be the responsibility of the contractor. Table 6. Required Consumables for Grass Cutting Description Initial Requirement Remarks 1. Gasoline 220ltrs/mo. Continuous supply for the power reapers. - Weekly delivery of gasoline. - Actual consumption/deliveries of gasoline will be billed monthly. - Allocate 50ltrs/month for Janitorial Service Vehicle. 2. Nylon String \ 300 7kg Continuous supply for the power reapers. 10. Monitoring of Equipment and Supplies Contractor Lead/Safety Man shall be responsible in ensuring efficient use of equipment and supplies. Equipment and supplies described under this TOR shall only be used in performance of works specified under this TOR. Monitoring of equipment status and supplies inventory shall be the responsibility of the contractor Lead/ safety man, and shall device a monitoring procedure to ensure efficient use of equipment and supplies. An Equipment and Supplies Monitoring Report shall be submitted together with the Monthly Accomplishment Report to the proponent. Table 7. Required Personal Protective Equipment Description Qty Remarks 1. Hard Hat with chin strap 9 Brand new unit- to be delivered upon award of contract With approved certificate of OSH Center 2. Spectacles 9 Brand new unit- to be delivered upon award of contract With approved certificate of OSH Center 3. Work Gloves (Palm rubber coated) 252 Brand new unit- to be delivered upon award of contract 4. Face Shield (attached with hard hat) 5 Brand new unit- to be delivered upon award of contract 5. Apron (Leather) 5 Brand new unit- to be delivered upon award of contract 6. Reflective Vest 9 Brand new unit- to be delivered upon award of contract 7. Rain Coat 9 Brand new unit- to be delivered upon award of contract 8. Rain boots (Steel toe) 7 Brand new unit- to be delivered upon award of contract With approved certificate of OSH Center 9. Safety shoes (Steel toe) 2 Brand new unit- to be delivered upon award of contract With approved certificate of OSH Center 10. Uniform 27 Long sleeve shirt with SFI logo Note: • All PPE must be always in good condition, if found defective it must be replaced by the contractor without any additional cost to PNOC. 10. Contractor Eligibility/Qualification Contractor must have the following: • Certification of ISO 9001:2015 or has served client corporations/organizations which are ISO 9001:2015 certified.; • Registration of Certification of Department Order 174; and • Field office within 30km from the PNOC Industrial Park. Pre-bid Conference Date Time Venue 10/10/2024 9:00 AM PNOC Bldg. VI, Energy Ctr., Rizal Drive, Bonifacio Global City, Taguig City Other Information A complete set of Bidding Documents may be acquired by interested Bidders on October 3, 2024 from the given address below and upon payment of a non-refundable fee amounting to Five Hundred Pesos (PhP 500.00). The procuring entity shall allow the bidder to present its proof of payment for the fees in person, by facsimile, or through electronic means Created by Eric G Vergara Date Created 02/10/2024 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.       PHILIPPINE NATIONAL OIL COMPANY - MAIN OFFICE