Lease of Venue with Meals and Accommodation for Deepening Session on Gender Sensitivity for the Newly Reconstituted GAD Focal Point Systems Members Request for Quotation (RFQ)   Reference Number 11351965   Procuring Entity NATIONAL BUREAU OF INVESTIGATION   Title Lease of Venue with Meals and Accommodation for Deepening Session on Gender Sensitivity for the Newly Reconstituted GAD Focal Point Systems Members   Area of Delivery   Printable Version Solicitation Number: 2024-05-010 Trade Agreement: Implementing Rules and Regulations Procurement Mode: Negotiated Procurement - Small Value Procurement (Sec. 53.9) Classification: Goods Category: Catering Services Approved Budget for the Contract: PHP 598,500.00 Delivery Period: 0 Day/s Client Agency: NATIONAL BUREAU OF INVESTIGATION Contact Person: Charlotte Mae P Magumcia Procurement Management Section Vtech Tower Quezon City Metro Manila Philippines 1004 63-992-4365862 procurement.nbi@gmail.com 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 29/10/2024 9:30 AM Description REQUEST FOR QUOTATION ______________________________ RFQ No. 2024-05-010 PR No. 2024-08-1005 Date: October 11, 2024 Name of Company: ________________________________________________________________ Address: _________________________________________________________________ Name of Hotel/Establishment: _____________________________________________________ Address: _________________________________________________________________________ The National Bureau of Investigation (NBI) through its Special Bids and Awards Committee, undertakes the Alternative Mode of Procurement in accordance with Section 53.10 of the Implementing Rules and Regulations of Republic Act No. 9184, hereby invites all interested suppliers/distributors to quote their lowest price on the items listed below, subject to the conditions stated herein: NAME OF THE PROJECT: Lease of Venue with Meals and Accommodation for Deepening Session on Gender Sensitivity for the Newly Reconstituted GAD Focal Point Systems Members DATE: November 19 to November 22, 2024 APPROVED BUDGET FOR THE CONTRACT: Five Hundred Ninety-Eight Thousand Five Hundred Pesos Only (₱598,500.00) TERMS OF REFERENCE: Please see attached Lessors of known qualifications are invited to submit their sealed quotations/proposals manually, signed by them or their authorized representative, not later than 29 October 2024, 09:30 A.M. at the National Bureau of Investigation, 3rd Floor PMS/SBAC office V-Tech Tower G. Araneta corner Maria Clara Street, Quezon City subject to the Terms and Conditions provided in this RFQ. The following documentary requirements are required to be submitted: 1. PhilGEPS Registration Number; 2. Latest Income/Business Tax Return; 3. Current Mayor’s/Business Permit or similar documents; 4. Duly accomplished Request for Quotation and Financial Offer; and 5. Statement of Compliance with the Technical Specifications. For any clarification, you may contact us at email address nbibacsec@gmail.com or at Telephone No. 8523-2441. Atty. ANTONIO M. PAGATPAT Chairperson, Special Bids and Awards Committee TECHNICAL SPECIFICATIONS: INSTRUCTIONS: 1 Accomplish this RFQ correctly and accurately. 2 Do not alter the contents of this form in any way. 3 Technical specification with asterisks (*) are mandatory. Failure to comply with any of the mandatory requirements will disqualify your quotation. 4 Failure to follow these instructions will disqualify your entire quotation. After having carefully read and accepted the Terms and Conditions, I/we submit our quotation/s for the item/s as follows: TECHNICAL SPECIFICATIONS: YES NO REMARKS I. Availability 1 Tentative Date: November 19-22, 2024 2 Time: 8:00 am to 5:00 pm II. Location and Site Condition YES NO REMARKS 1 Within Metro Manila 2 At least twenty (20) Free parking space reserved within or near venue* III. Neighborhood Data YES NO REMARKS 1 Proper waste management system such as regular garbage collection and with Sanitary Permit for appropriate authority 2 Proximity to Police and Fire Stations 3 Proximity to Banks, Postal, and Telecommunications service provider IV. Venue YES NO REMARKS 1 Structural Condition YES NO REMARKS The foundation is made of concrete and structural steel materials or combinations of both.* 2 Functionality YES NO REMARKS i. Conference Room a. Available One (1) Conference Room* b. Classroom type table set-up for at least fifty (50) participants* c. No obstructing pillars d. Amenities include: - Secretariat's table (for 4 pax)* - Lecturer's table (for 1 pax)* - Microphone, at least Three (3) units* - Projector screen and table for LCD Projector* - Free pads, pencils and candies - Free and steady Wi-Fi connection* - Inclusive of electricity charges for use of laptops, projector and other equipment* e. Area should accommodate fifty (50) participants with social distancing* f. Audible/Operational Sound System* 3 Facilities: YES NO REMARKS i. Continuous water supply and accessible comfort rooms* ii. Compliance with the standards provided by the Building Code of the Philippines* iii. At least one (1) Operational Elevator (24/7)* iv. Accessible emergency exit and alarm, and standby fire extinguisher or automatic sprinkler* v. Available Telephone and/or Internet Connection within the premises of the building* 4 Other Requirements: YES NO REMARKS i. Provision of janitorial and maintenance services* ii. Adequate security service (24/7)* 5 Catering Services YES NO REMARKS i. Location must be inside the Main Function Rooms and/or outside of, but near the Main Function Room* ii. Round type table set-up for at least fifty (50) participants* a. Breakfast* b. AM Snack c. Set lunch composed of the ff:* - Salad/Soup* - Two main courses (2) variants of Meat or seafood* - Vegetables* - Rice* - Desserts* - Drinks (at least one round of iced tea/juice for lunch)* c. PM Snacks* d. Set dinner composed of the ff:* - Salad/Soup* - Two main courses one (2) variants of Meat or seafood* - Vegetables* - Rice* - Desserts* - Drinks (at least one round of iced tea/juice for lunch)* iii. Provision of Free freely-flowing coffee and tea* 6 Room Accommodation YES NO REMARKS Twenty-five (25) twin sharing room occupancy for 3 nights with breakfast (November 19-22, 2024)* V. Client's satisfactory rating based on online hotel reviews Terms of Payment: Payment shall be made through Land Bank's LDDAP-ADA/Bank Transfer facility, within thirty (30) days after Submission of Billing and User Acceptance of the product. Bank Transfer fee shall be charged against the creditor's account. Payment Details: Banking Institution: Account Number: Account Name: Branch: _______________________________________ Signature over Printed Name _______________________________________ Designation _______________________________________ Office Telephone No. / Mobile Telephone No. _______________________________________ Email Address/es   FINANCIAL OFFER Please quote your best offer for the items below. The information stated below shall be the basis for the evaluation and calculation of your total quotation, and does not reflect the guaranteed price. The final number of participants shall be confirmed at least Five (5) days prior to the scheduled function date, which shall be the basis for the contract price. Please do not leave any blank items. Indicate “0” if item is being offered for free. Lease of Venue with Meals and Accommodation for Deepening Session on Gender Sensitivity for the Newly Reconstituted GAD Focal Point Systems Members Approved Budget for the Contract (ABC): Five Hundred Ninety-Eight Thousand Five Hundred Pesos (₱598,500.00) Offered Quotations: ITEM A1 Please fill in your Offered Rate (Php) B1 Maximum number of pax C1 Maximum number of Meals A1 x B1 x C1 SUBTOTAL Functionality: Function Room: (Name of Function room) N/A Meals – AM Snacks 50pax 2 Meals – Buffet Lunch 50pax 2 Meals – PM Snacks 50 pax 2 Meals- Buffet Dinner 50 pax 2 Accommodations: 1. At least Twenty-five (25) twin sharing room occupancy for 3 nights with breakfast included (November 19 – November 22, 2024) (Name of twin sharing room) Total Offered Quotation ______________________________________ Signature over Printed Name _______________________________________ Designation _______________________________________ Office Telephone No. / Mobile Telephone No. _______________________________________ Email Address/es   TABLE OF RATING FACTORS FOR LEASE OF VENUE WITH MEALS AND ACCOMMODATION FOR DEEPENING SESSION ON GENDER SENSITIVITY FOR THE NEWLY RECONSTITUTED GAD FOCAL POINT SYSTEMS MEMBERS RATING FACTORS WEIGHT (%) RATING I Availability Date: Tentative Date: November 19-22, 2024 Time: 8:00 am to 5:00 pm 100 - II. Location and Site Condition Within Metro Manila 50 At least twenty (20) Free parking space reserved within or near venue* 50 100 - III. Neighborhood Data Proper waste management system such as regular garbage collection and with Sanitary Permit for appropriate authority 40 Proximity to Police and Fire Stations 30 Proximity to Banks, Postal, and Telecommunications service provider 30 100 - IV. Venue Structural Condition 10 - The foundation is made of concrete and structural steel materials or combinations of both. * Functionality 20 - Conference room / Events Venue a. Available One (1) Conference Room (November 19-22, 2024) b. Classroom type table set-up for at least fifty (50) participants* c. No obstructing pillars d. Amenities include: - Secretariat's table (for 4 pax) - Lecturer's / Facilitator's table (for 1 pax) - Microphone, at least Three (3) units - Projector screen and table for LCD Projector - Free pads, pencils and candies - Free and steady Wi-Fi connection - Inclusive of electricity charges for use of laptops, projector and other equipment e. Area should accommodate fifty (50) people f. Audible/Operational Sound System Facilities: 10 - Continuous water supply and accessible comfort rooms* Compliance with the standards provided by the Building Code of the Philippines* At least one (1) Operational Elevator (24/7) Accessible emergency exit and alarm, and standby fire extinguisher or automatic sprinkler* Available Telephone and/or Internet Connection within the premises of the building* Other Requirements: 10 - Provision of janitorial and maintenance services* Adequate security service (24/7) * Catering Services 25 - Location must be inside the Main Function Rooms and/or outside of, but near the Main Function Room* Round type table set-up for at least fifty (50) participants* Meals for 50 people composed of the following: a. Breakfast b. AM Snacks* c. Set lunch composed of the ff:* - Salad/Soup* - Two Main courses (2) variants of Meat and Seafood* - Vegetables* - Rice* - Desserts* - Drinks (at least one round of iced tea/juice for lunch)* d. PM Snack* e. Buffet Dinner - Salad/Soup* - Two main courses three (2) variants of Meat/Seafood* - Vegetables* - Rice* - Desserts* - Drinks (at least one round of iced tea/juice for dinner) * Provisions of Free-Flowing coffee or tea Room Accommodation 25 - Twenty-five (25) twin sharing room occupancy for 3 nights with breakfast (November 19-22, 2024)* 100 - I. AVAILABILITY x (.3) - II. LOCATION AND SITE CONDITION x (.1) - III. NEIGHBORHOOD DATA x (.1) - IV. VENUE x (.5) - FACTOR VALUE - Note: Passing rate is 85% TERMS AND CONDITIONS 1. Bidders shall provide correct and accurate information required in this form. 2. The Procuring Entity requests bidders to submit additional two (2) hard copies of the Request Quotation Forms and other documentary requirements. However, failure of the Bidders to comply with the said request shall not be a ground for disqualification 3. Price Quotation/s must be valid for a period of Thirty (30) calendar days from the date of submission. 4. Price Quotation/s, to be denominated in Philippine peso shall include all taxes, duties, and/or levies payable. 5. Quotations exceeding the Approved Budget for the Contract shall be rejected. 6. Award of contract shall be made to the lowest quotation which complies with the Technical Specifications, and other terms and conditions stated herein. 7. Any interlineations, erasures, or overwriting shall be valid only if they are signed or initiated by you or any of your duly authorized representative/s. 8. The item/s shall be delivered on the date/s indicated in the Technical Specification. 9. The National Bureau of Investigation shall confirm the final number of the rooms and participants at least Five (5) days prior to the scheduled function date. This shall be the basis for the contract price. 10. In case of two or more bidders are determined to have submitted the Lowest Calculated Quotation/Lowest Calculated and Responsive Quotation, the National Bureau of Investigation shall adopt and employ “draw lots” as the tie-breaking method to finally determine the single winning provider in accordance with GPPB Circular 06-2005. 11. The submitted quotation shall provide a 10% allowance for the scheduled meals as per the final number of participants in each function for the increase in attendance. If the actual attendance exceeds the 1% allowance, additional persons shall be charged the same as quoted. 12. The charge for the additional persons shall be contained in Amendment to Contract. 13. The National Bureau of Investigation shall have the right to inspect and/or to test the goods to confirm their conformity to the technical specifications. 14. The National Bureau of Investigation shall prefer send bill arrangements for payment. Other Information For any clarification, you may contact us at email address nbibacsec@gmail.com or at Telephone No. 8523-2441. Created by Charlotte Mae P Magumcia 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.       NATIONAL BUREAU OF INVESTIGATION