Meals and Snacks with free use of Venue for the GSIS General Santos’ Seminar Workshop on Service Record Preparation Request for Quotation (RFQ)   Reference Number 11351397   Procuring Entity GOVERNMENT SERVICE INSURANCE SYSTEM - GENERAL SANTOS CITY   Title Meals and Snacks with free use of Venue for the GSIS General Santos’ Seminar Workshop on Service Record Preparation   Area of Delivery South Cotabato   Printable Version Solicitation Number: GSN2024-10-06 Trade Agreement: Others Procurement Mode: Negotiated Procurement - Small Value Procurement (Sec. 53.9) Classification: Goods Category: Catering Services Estimated Budget for the Contract: PHP 105,000.00 Delivery Period: 1 Day/s Client Agency: Contact Person: Hannah Korina F. Ompoco Staff Officer Llido Bldg., Santiago Blvd., General Santos City South Cotabato Philippines 9500 63-063-09171267168 hakfompoco@gsis.gov.ph Status Active Associated Components Order Bid Supplements 0 Document Request List 0 Date Published 12/10/2024 Last Updated / Time 12/10/2024 12:00 AM Closing Date / Time 21/10/2024 1:00 AM Description TECHNICAL SPECIFICATIONS 1. Project Title Meals and Snacks with free use of Venue for the GSIS General Santos’ Seminar Workshop on Service Record Preparation. 2. Total Budget The total budget for the project amounts to Php 105,000.00. Said budget is included in the Corporate Budget for CY 2024. 3. Brief discussion why the goods and services to be procured are necessary Every year, GSIS General Santos management meets with Human Resource Personnel from various agencies to discuss and review the preparation and management of service records. This annual meeting ensures that records are accurate and up-to-date, addresses any issues, and aligns standards across agencies. 4. Scope of the project Date: November 28, 2024 from 8:00 am to 1:00 pm No. of participants: 150 1. AM Snacks 2. Lunch Meal inclusion • 1 Soup • 2 Main Courses • 1 Vegetable or Noodles • 1 dessert • Rice • 1 drink ❖ Free use of venue from 8:00 am to 1:00 pm ❖ Free flowing coffee & mineral water ❖ PA Sound System with Microphones ❖ Pads and Pencils ❖ LCD Projector with widescreen ❖ Preferably with LED Wall ❖ Lobby Directional Signage 5. Detailed specifications of the items, materials, equipment/hardware/software, accessories and/or services to be procured FACILITIES AND ACCOMODATION • The venue should easily accommodate 150 participants on November 28, 2024 from 8:00 am to 1:00 pm. • The Function room should have a complete set-up for the Seminar (i.e. PA sound system, projector, LED Wall etc.) as well as venue personnel to assist during the activity. • The Function room should have tables & chairs enough to accommodate 150 participants. 6. Manpower requirements The Service Provider shall provide competent personnel and staff who will give technical, logistical & manpower assistance during the Orientation The supplier must assign a Point Person who will handle/facilitate the requests for the supply and delivery of the services/items/equipment/venue. Contact details of the Point Person must be given to the GSIS General Santos BO Personnel in-charge of the activity upon commencement of the project. 7. Support service requirements The service provider through the designated Point Person must accomplish the GSIS Supplier Registration Information Sheet (SRIS) and submit the documentary requirements for vendor registration. The service provider must be able to provide back-up equipment in the event of technical problem during the activity. The Point Person is required to be present on the date and venue of the event. 8. Warranty and after-sales service requirements The Supplier warrants that the meals supplied under the Contract is clean, safe and not hazardous to health of the consumer and the venue is comfortable. 9. Clear statement of the required standards of workmanship, materials and performance of the goods and services to be procured “Not applicable in this project” 10. Brand and specifications of the existing items, materials, equipment/hardware/ software and accessories, if the former are related to the goods and services to be procured “Not applicable in this project” 11. Drawings/Plans and other necessary information “Not applicable in this project”. 12. Schedule and place of delivery Schedule of the activity: November 28, 2024 morning only 8:00 am to 1:00 pm (150pax) Place of Delivery: within General Santos City 13. Terms of Payment a. Payment shall be made upon completion of delivery and upon submission of the supporting documents for payment processing (e.g., delivery receipt, sales invoice, billing statement, warranty certificate if applicable, and other documents required in this technical specifications). b. Payment shall be subject to applicable taxes, auditing and accounting rules and regulations and existing rules and regulations of GSIS relative to payment of procurement contracts. 14. Responsibilities of the End-User Unit during project implementation The OBM shall perform its duties and responsibilities stated in this Technical Specifications. 15. Penalty for Delay When the winning bidder fails to satisfactorily deliver goods under the contract within the specified delivery schedule, inclusive of duly granted time extensions, if any, the supplier shall be liable for damages for the delay and shall pay GSIS liquidated damages, not by way of penalty, an amount equal to one-tenth (1/10) of one percent (1%) of the cost of the delayed goods scheduled for delivery for every day of delay until such goods are finally delivered and accepted by GSIS (Section 3.1 & 3.2 Liquidated Damages of RIRR – Annex D). GSIS need not prove that it has incurred actual damages to be entitled to liquidate damages. Such amount shall be deducted from any money due or which may become due to the supplier, or collected from any securities or warranties posted by the supplier, whichever is convenient to the procuring entity concerned. In no case shall the total sum of liquidated damages exceed ten percent (10%) of the total contract price, in which event the procuring entity concerned may rescind the contract and impose appropriate sanctions over and above the liquidated damages to be paid. 16. Documentary Requirements The supplier must comply with the DBM GPPB Non-Policy Matter No. 045-2017, if applicable. “DBM GPPB Non-Policy Matter No. 045-2017, "The GPPB recently approved amendments (effective 5 December 2017) to the documentary requirements for Negotiated Procurement under the Small Value Procurement modality per Appendix A, Annex “H” of the 2016 Revised IRR. Thus, Income or Business Tax Returns shall be required for procurement projects with Approved Budget for the Contract (ABC) above ₱ 500,000.00 and the Omnibus Sworn Statement shall be required only for procurement projects with ABC above ₱50,000.00.” The above mentioned documentary requirement shall be submitted by the winning vendor before the issuance of the Notice of Award (NOA) / Purchase Order (PO) / Contract. 17. Data Privacy The winning bidder/supplier must comply with all the provisions of Republic Act No. 10173, known as the “Data Privacy Act of 2012” and its Implementing Rules and Regulations. 18. Non-Disclosure Agreement The winning bidder/supplier shall protect Confidential Information about the GSIS, and to use it only for purposes of complying with its tasks and obligations under the Official Bid Document/Contract/Purchase Order. It shall not disclose any Confidential Information about the GSIS project or procurement to a third party without the consent of the GSIS. “Confidential Information” refers to information concerning the affairs of the GSIS which are not available to the public which, if disclosed, may compromise the security of the System. The winning bidder/supplier shall not disclose any Confidential Information acquired during its engagement with GSIS even after the expiration or termination of the Contract. IMPORTANT REMINDER The Government Service Insurance System (GSIS) warns the public/bidders of unscrupulous individuals and groups posing as officers/employees of the GSIS soliciting money for alleged aid for whatever purpose. Do not give anything to these unscrupulous individuals and groups. GSIS is fully compliant with the NO SOLICITATION AND GIFT POLICY. In this regard, GSIS officials and employees are prohibited from “directly or indirectly soliciting gifts, favors or benefits from stakeholders and directly or indirectly soliciting, accepting or receiving any gift, favor or benefits from any party which may influence the performance of their official functions or which may be perceived as influencing their past, present and future official functions. We thus enjoin the cooperation of the public/vendors/suppliers to report these individuals/groups to GSIS through the Office of the Vice-President, General Services Office at (02) 7976-4900 local 4971 and Materials Management Department (MMD) at (02) 7976-4900 local 3608. Created by Hannah Korina F. Ompoco Date Created 11/10/2024 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.       GOVERNMENT SERVICE INSURANCE SYSTEM - GENERAL SANTOS CITY