ITB No.091.24- Foodstuffs Invitation to Bid (ITB)   Reference Number 11333578   Procuring Entity PHILIPPINE HEART CENTER   Title ITB No.091.24- Foodstuffs   Area of Delivery Metro Manila   Printable Version Solicitation Number: GEPS.091.24- ITB No.091.24- Foodstuffs Trade Agreement: Implementing Rules and Regulations Procurement Mode: Public Bidding Classification: Goods Category: Food Stuff Approved Budget for the Contract: PHP 65,162,262.00 Delivery Period: 10 Day/s Client Agency: Contact Person: Rachelle Henson Cortez Buyer V East Avenue, Diliman, Quezon City Metro Manila Philippines 1101 63-2-9252401 63-2-9252401 bac@phc.gov.ph Status Active Associated Components Order Bid Supplements 0 Document Request List 1 Date Published 09/10/2024 Last Updated / Time 09/10/2024 12:00 AM Closing Date / Time 30/10/2024 9:00 AM Description ITB No.091.24- Foodstuffs Item Specifications Project: Foodstuffs Statement of Compliance A. QUALIFICATIONS OF SUPPLIERS 1. Only the most competent, responsible, and duly accredited dealers/ suppliers are qualified to participate. 2. Dealers should submit, together with the proposal, assurance that the quantity/ quality called for in our Ordering Agreement List will be supplied in full and in time. 3. Previous contractors should have a satisfactory performance on the last 6 months to qualify for another bidding upon the evaluation by the end-user. B. GENERAL CONDITIONS 1. The duration of this contract shall be based on differing schedules on a per food category basis. 2. The supplier are to bid on a per line item per food category. The supplier are obliged to pay the corresponding amount of the bid documents according to their own preference to bid on a particular food category. Suppliers who did not purchase bid documents but participated in the bid for foodstuff outside the food category shall be declared as non-bidder. 3. All Suppliers are required to attend the pre-bid conference. 4. All price quotations per bidded items shall be in typewritten form. Any corrections made on the price quotations shall likewise be typewritten and shall be properly initialed before the same is reproduced or photo-copied (xerox). Non-compliance with this requirement shall cause automatic rejection of the bid offer. 5. If the supplier does not carry such bidded item, indicate. “NONE” in the corresponding space or cross the space. The exact packing or strength of bidded item shall be clearly indicated in the price quotation. 6. When applicable, reference to any manufacturer's brand is purely intended to describe the product bidded. 7. The unit price of each item must be TYPEWRITTEN. Corrections/ alterations shall be properly initialed by the authorized signatory before the same is reproduced or photocopied (xerox). 8. Only the page containing items to be bidded shall be submitted. 9. The price quoted shall be final and fixed for the period indicated per food category without any conditions and shall be inclusive of all applicable taxes. 10. The basis of quotation/pricing is the agency estimate, written in the official bid form. 11. All specifications shall be complied with by the dealer, a substitute may be quoted, indicating its brand, packing and other necessary information which shall be approved by the end user prior to delivery. 12. A contract shall be issued which shall be the basis for determining the amount of Performance Security that will be posted. 13. In cases where there are two (2) or more suppliers/bidders who won the bid, due to the same price quotation, a coin toss shall be conducted by the PHC-BAC to break the tie in order to determine the bid winner. 14. Bid prices shall be based on two decimal places only and shall be on per unit/piece basis. 15. The primary consideration for determining the winner of each bidded items shall be the Lowest Calculated and Responsive Bid (LCRB). 16. The quantity of food items to be procured from the winning Bidder shall be on the Ordering Agreement list basis on the actual demand and consumption of said products by the End-user. However, this may vary depending on the menu and the popularity of dishes to be served. C. DELIVERIES 1. Delivery of all items ordered shall be indicated in a Weekly Ordering Agreement List together with the specifications, quantities, date, and time of delivery. 2. All deliveries shall be subject to the following conditions: 2.1 All confirmed orders indicated in a Weekly Ordering Agreement List can only be altered or canceled by the Chief, NDD/Cafe 1475 or his/her authorized representative through a written notice a day before the scheduled delivery. 2.2 The Supplier or the authorized representative must be present personally every Friday morning at the NDD/Cafe 1475 office to get the Weekly Ordering Agreement List. The Supplier, therefore shall deliver the quantity and kind of foodstuffs specified on the dates indicated in the Ordering Agreement List. 2.3 All deliveries must be accompanied by the Supplier's Sales Invoice, serially numbered in the two (2) copies, stating correctly the name of the food items (as what appears in their contract) quantity, unit price and total cost. 2.4 Suppliers shall assure PHC of continuous supply of all items awarded. In the event, the Suppliers fail to deliver the items awarded, NDD/Cafe 1475 shall be free to buy its requirements from other sources or request for an open market purchase and price difference will be chargeable against the major awardee (based on the provisions on penalty). 2.5. Payment shall be based on actual deliveries. 2.6. Failure to effect delivery of items covered by this order within the period specified herein shall give the PHC the right to cancel this order, forfeit the performance security and impose administrative penalty under existing rules and regulations. 2.7. All invoices, bills and/or delivery receipts shall indicate: (A) The Philippine Heart Center as buyer; (B) The deliver order contract number.; and (C) Ordering Agreement No. 2.8. WARRANTY: Warranty valid for a period of 4 moths to commence upon acceptance of each delivery. D. TIME OF DELIVERIES 1. Unless otherwise specified, all deliveries shall be made on the following schedule: NDD -M-W-F and Cafe 1475 -T-Th-S. Fish, seafood products shall be delivered daily. 2. Additional items ordered and emergency purchase such as substitutes shall be delivered on: NDD -T-Th-S and Cafe 1475 -M-W-F. 3. The delivery schedule should be at 5:30 AM to 9:30 AM. E. INSPECTION OF DELIVERIES 1. All deliveries shall be subject to inspection & acceptance by the Chief, NDD/Cafe 1475 or the duly designated representative and the authorized specialized inspector. 2. In case of substitution by the supplier, a call must be made before 6:00 A.M.,of the same date of delivery of another item in place of the item ordered may be possible and accepted provided that the price of the substitute is equal or more than the price of the items that should be delivered and that the specifications are the same. Substitution is allowed only if the same is approved in writing by the NDD/Cafe 1475, or the designated representative. F. PENALTY 1. Failure of any Supplier to deliver foodstuffs in accordance with the specifications as to quantity and quality or to deliver at specified time and date shall be subjected to the following penalties: 1.1 Non-delivery -25% of the value of the item delivered 1.2 Rejection -20% of the value of the item rejected 1.3 Short delivery -15% of the value of the short delivery 1.4 Late delivery -10% of the total value of the invoice 2. In times of calamities which result to scarcity of food supply in the market, NDD/Cafe 1475 may accept deliveries which may deviate from the specifications. 3. In cases wherein item/s is/are urgently needed, an open market purchase will be made and the difference in price, if there is any, will not be chargeable against the defaulting Supplier in times of calamities, i.e., typhoons, etc., provided the Supplier has notified NDD/Cafe 14754 in advance. 4. All fines shall be deducted from the dealer's voucher prepared by the PHC's Accounting Division. Pre-bid Conference Date Time Venue 16/10/2024 9:00 AM Philippine Hear Center East Avenue, Quezon City 5th Floor, Old Chapel, Hospital Building, PHC Other Information Description ABC 1. Foodstuffs = P 65,162,262.00 Created by Rachelle Henson Cortez Date Created 08/10/2024 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 HEART CENTER