1st Re-Bidding for the Design, Supply, Delivery, Installation, Including Dismantling and Restoration of the Existing Ceiling for the Installation of AC Ducting at 7th Floor Expansion Area Request for Quotation (RFQ)   Reference Number 11315585   Procuring Entity DEPARTMENT OF HUMAN SETTLEMENT AND URBAN DEVELOPMENT - QUEZO   Title 1st Re-Bidding for the Design, Supply, Delivery, Installation, Including Dismantling and Restoration of the Existing Ceiling for the Installation of AC Ducting at 7th Floor Expansion Area   Area of Delivery Metro Manila   Printable Version Solicitation Number: 2024-10-0578 Trade Agreement: Implementing Rules and Regulations Procurement Mode: Negotiated Procurement - Small Value Procurement (Sec. 53.9) Classification: Goods Category: Airconditioning and Airconditioning Systems Approved Budget for the Contract: PHP 900,000.00 Delivery Period: 30 Day/s Client Agency: Contact Person: Dr. Abrian Joy B Orencia Officer-In-Charge (OIC) 8th floor DHSUD Bldg, Kalayaan Avenue cor. Mayaman Street, Diliman Quezon City Metro Manila Philippines 63-2-84244080 Ext.1833 procurement@dhsud.gov.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 08/10/2024 9:00 AM Description The Department of Human Settlements and Urban Development (DHSUD) would like to invite your company to submit a quotation or proposal for the following procurement activity: Request for Quotation No. RFQ No. 10-0578, s. 2024 Procurement Activity 1st Re-Bidding for the Design, Supply, Delivery, Installation, Including Dismantling and Restoration of the Existing Ceiling for the Installation of AC Ducting at 7th Floor Expansion Area Mode of Procurement Negotiated Procurement – Small Value Procurement (Section 53.9) Approved Budget for the Contract (ABC) Nine Hundred Thousand Pesos (Php900,000.00), inclusive of all existing and appropriate government taxes and charges. Deadline for The Receipt of Quotations or Bid Proposal On or before October 8, 2024, at 9:00 a.m. Delivery Schedule The contract period is for thirty (30) calendar days upon receipt of the Purchase Order (PO). The minimum technical specifications for the said activities are as follows: TECHNICAL SPECIFICATIONS I. SCOPE OF WORK The Service Provider/Contractor shall provide the following services: 1. General Requirements a. Mobilization/demobilization. b. Installation of protective sheet at adjacent room/office c. Submission of sample materials for approval prior to installation d. Housekeeping at work area at the end of every work day. e. Disposal of debris. 2. Scope of Works 2.1 Expansion Room No. 1 a. Dismantling of existing ceiling tiles and T-runners. b. Chipping and restoration of concrete wall above ceiling to be used as pass through for the new AC ducting, from tapping point at expansion room no. 1 c. Installation of main duct going to expansion area no. 2 (to be connected to the existing duct at expansion room no. 1, size to be determined prior to duct fabrication). d. Restoration of ceiling T-runners and ceiling tiles at expansion room no. 1 (damaged tiles and tee runners to be replaced by the contractor at his own expense). 2.2. Expansion Room No. 2 a. Dismantling of existing ceiling tiles and T-runners. b. Chipping of concrete wall above ceiling along hallway to be used as open return (return air vent) for the AC system. c. Installation of main duct, branch duct and fifteen (15) pcs of 4-way AC diffuser to be divided equally at the expansion area. AC diffuser size, 30 cm x 30 cm with oppose blade and volume damper in powder coated white finish. d. Installation of return vent, size 50mm x 50 mm x 5 mm dia. welded mesh wire on 1500 mm (L) x 500mm (W) x 6 mm thk. angle bar frame in epoxy enamel gray finish. e. Installation of ceiling return vent, size 600 mm (L) x 250mm (W) in powder coated white finish. 2.3 Expansion Room No. 1 and 2 a. The contractor shall submit the design and layout of the proposed AC ducting subject for approval by the Undersecretary for Administrative and Finance Services upon recommendation of GSD. b. Installation of hangers and supports for the new AC ducting. c. Installation of one (1) inch thick duct insulation using all-purpose contact cement. Insulation shall be provided with plastic strap for additional support. d. Air balancing of the AC system including the existing units at expansion room no. 1. II. DUTIES AND RESPONSIBILITIES OF THE SERVICE PROVIDER 1. Coordinate all installation works to the General Services Division (GSD) of the Administrative Service. Drilling activities and other noisy work shall be done after office hours. 2. Disposal of debris and housekeeping at work area at the end of every work shift. Provide pictures and approved gate pass for every pullout/disposal. 3. Submit as-built plan of the new AC ducting duly signed and sealed by a Professional Mechanical Engineer. 4. The contractor shall submit a weekly progress report to the Undersecretary for Administrative and Finance Services through the GSD of the Administrative Service. 5. Submission of the air balancing report duly signed by a Professional Mechanical Engineer to the Undersecretary of Administrative and Finance Services. III. TECHNICAL SPECIFICATIONS See AC diffuser layout and existing ducting at adjacent room, Annex “A”. IV. SAFETY, HEALTH, AND SECURITY 1. All construction personnel shall wear temporary ID provided by the Department while inside the work area at all times. 2. The contractor shall ensure that firefighting equipment (fire extinguishers) are available at the work area. 3. First aid kits sufficient to the number of workers shall be made available at the work area. 4. Smoking and loitering are strictly prohibited inside the building premises. Workers shall go directly to their work area and limit themselves within the assigned area while inside the building. 5. Wearing of slippers, sleeveless shirts, short pants, and other inappropriate clothing shall not be allowed while inside the building. 6. The contractor shall provide the appropriate safety equipment and apparel to their personnel. 7. Construction personnel shall not be allowed to enter or remain within the building before 7:00 a.m. or after 10:00 p.m. respectively, except in case of emergency or prior written permission from the Undersecretary for Administrative and Finance Services. 8. All construction personnel shall observe the minimum health protocols while inside the work area. 9. Power supply source for small tools shall be coordinated to the AS-GSD prior to tapping or connection. V. WARRANTY The contractor shall provide a six (6) months warranty from the date of completion of work on the materials, workmanship, service, and installation rendered. Any defect or damage found during the inspection of the AC ducting and the affected ceiling and walls shall be replaced or repaired at the expense of the contractor. VI. TERMS OF PAYMENT The contractor shall be paid under the following terms and conditions: Payment Scheme % Weight Terms and Conditions of Payment 1st payment 15% Within fifteen (15) calendar days from the receipt of the Notice to Proceed (NTP) 2nd payment 50% Upon submission of the progress picture report and progress billing reflecting 50% completion. Billing shall be validated and signed by the end-user. 3rd and final payment 35% Upon issuance of the Final Certificate of Inspection and Acceptance that the project has been fully completed or 100% complete, and the receipt of a Certificate of Satisfactory Service by the DHSUD There shall be a deduction of a ten (10%) percent retention fee/money from every progress payment. It shall be released to the winning bidder not later than six (6) months upon inspection and acceptance of the TWG and the final acceptance of the work by the Undersecretary for Administrative and Finance Services. VI. QUALIFICATIONS OF THE SERVICE PROVIDER The prospective bidders shall possess the following minimum qualifications: 1. The Contractor must be at least three (5) years in business. 2. The Contractor must be registered with the Philippine Government Electronic Procurement System (PhilGEPS). 3. The contractor shall have a Philippine Contractors Accreditation Board (PCAB) license, General Engineering or General Building category. VII. DOCUMENTARY REQUIREMENTS 1. PhilGEPS Registration Number / Certificate of PhilGEPS Membership. 2. 2024 Mayor’s Permit/Business Permit. (Note: In case the permit has recently expired, please submit the old permit and attach the official receipt for the renewal application thereof.) 3. SIGNED Omnibus Sworn Statement (OSS) (Annex “B”). Note: A Notarized Omnibus Sworn Statement (OSS) shall be submitted by the LCRB or SCRB prior to the processing of payment. If the authorized representative listed on the reply slip is not the same person who executed the Omnibus Sworn Statement (OSS) kindly attach a copy of the notarized Special Power of Attorney (SPA) together with the valid government-issued identification card of both signatories. 4. Income / Business Tax Returns duly received by the BIR. 5. Supporting Authorization Documents (as may be applicable): For sole proprietorships – DTI Business Name Registration; For partnerships or corporations - a Notarized Special Power of Attorney, or a Notarized Secretary’s Certificate, whichever is applicable] 6. Other Documents as required by the End-User. a. Document proving that the company is at least three (5) years in business. b. Philippine Contractors Accreditation Board (PCAB) license Terms and Conditions: 1. Payment shall be made upon completion of service/delivery and submission of the supporting documents (e.g., delivery receipt, sales invoice, billing statement, warranty certificate if applicable, and other documents as may be required in the technical specifications); 2. Kindly accomplish the attached reply slip correctly and accurately. Please do not alter the contents of the form in any way; 3. All technical specifications are mandatory. Failure to comply with any of the said requirements shall be a cause for the disqualification of your quotation; 4. The Department shall have the right to inspect the goods to check its conformity with the required minimum technical specifications; 5. Issuance of Official Receipts (OR) or Sales Invoice (SI) in the name of the Department of Human Settlements and Urban Development (DHSUD) is mandatory. The supplier shall bear the cost of mailing the ORs or SIs. The supplier shall be responsible for bearing any bank charges and/or service charges that may be incurred by the Department in case of payment requests via check deposit; 6. Please submit the LATEST copy or e-copy of the following documentary requirements: a. PhilGEPS Registration Number / Certificate of PhilGEPS Membership; b. 2024 Mayor’s Permit/Business Permit; (Note: In case the permit has recently expired, please submit the old permit and attach the official receipt for the renewal application thereof.) c. SIGNED Omnibus Sworn Statement (OSS) (Annex “B”); Note: A Notarized Omnibus Sworn Statement (OSS) shall be submitted by the LCRB or SCRB prior to the processing of payment. If the authorized representative listed on the reply slip is not the same person who executed the Omnibus Sworn Statement (OSS) kindly attach a copy of the notarized Special Power of Attorney (SPA) together with the valid government-issued identification card of both signatories. d. Supporting Documents (as may be applicable): For sole proprietorships – DTI Business Name Registration; For partnerships or corporations - a Notarized Special Power of Attorney, or a Notarized Secretary’s Certificate, whichever is applicable e. Income / Business Tax Returns duly received by the BIR. (Bidders with previously submitted eligibility requirements, provided they are current and updated, are no longer required to submit the said documents.) Your quotation or bid proposal must be submitted together with the attached reply slip and the above mentioned documentary requirements through personal delivery, and in a SEALED ENVELOPE, to the Procurement Division located at the 8th Floor, DHSUD Building, Kalayaan Avenue corner Mayaman Street, Diliman, Quezon City, OR through electronic mail at procurement@dhsud.gov.ph. The DHSUD Bids and Awards Committee (BAC), through the concerned end-user unit and the BAC Secretariat, shall recommend the award of the contract to the Head of the End-User Unit or Implementing Office, of the service provider with the Single/Lowest Calculated and Responsive Quotation SLRQ/(LCRQ) pursuant to Section 53.10 of the 2016 Revised IRR of RA 9184. With the end view of obtaining the contract most advantageous to the government pursuant to Sec. 41 of the 2016 Revised IRR of RA 9184, DHSUD reserves the right to reject any and all quotations/bids, to annul the procurement process, to declare a failure of bidding, to reject all quotations/bids at any time prior to contract award, or not to award the contract, without thereby incurring any liability to the affected bidder/s. For questions and/or clarifications, please contact the Procurement Division at telephone number 8424-4080 (local 1833). (original signed) DR. ABRIAN JOY B. ORENCIA OIC, Procurement Division Created by Dr. Abrian Joy B Orencia 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.       DEPARTMENT OF HUMAN SETTLEMENT AND URBAN DEVELOPMENT - QUEZO