Lease of Photocopying Machines for 12 Months Invitation to Bid (ITB)   Reference Number 11382168   Procuring Entity PRESIDENTIAL MANAGEMENT STAFF   Title Lease of Photocopying Machines for 12 Months   Area of Delivery   Printable Version Solicitation Number: PMSBAC-PB- 2024-041 Trade Agreement: Implementing Rules and Regulations Procurement Mode: Public Bidding Classification: Goods Category: Information Technology Approved Budget for the Contract: PHP 1,100,000.00 Delivery Period: 0 Day/s Client Agency: Contact Person: Jennefer C. Gemudiano Administrative Officer III PMS Building Arlegui Street, San Miguel Manila Metro Manila Philippines 1005 63-2-7343971 Ext.152 jenn.gemudiano@pms.gov.ph Status Active Associated Components Order Bid Supplements 0 Document Request List 0 Date Published 21/10/2024 Last Updated / Time 21/10/2024 12:00 AM Closing Date / Time 11/11/2024 10:00 AM Description Invitation to Bid Lease of Photocopying Machines for 12 Months PB No. PMSBAC-PB- 2024-041 (Early Procurement Activity) 1. The Office of the President – Presidential Management Staff (OP-PMS), through the National Expenditure Procurement (NEP) for Fiscal Year 2025, intends to apply the sum of One Million One Hundred Thousand Pesos (PhP1,100,000.00), which is the Approved Budget for the Contract (ABC) for the Lease of Photocopying Machines for 12 Months. Bids received in excess of the ABC shall be automatically rejected at bid opening. The award of the contract is based upon the enactment of the General Appropriations Act (GAA) for Fiscal Year 2025. 2. The OP-PMS now invites bids for the above Procurement Project. The delivery of goods is provided under Section VI. Schedule of Requirements. Bidders should have completed, within five (5) years from the date of submission and receipt of bids, a contract similar to the Project. The description of an eligible bidder is contained in the Bidding Documents, particularly, in Section II (Instructions to Bidders). 3. Bidding shall be conducted through open competitive bidding procedures using a non-discretionary “pass/fail” criterion as specified in the 2016 revised Implementing Rules and Regulations (IRR) of Republic Act (RA) No. 9184. Bidding is restricted to Filipino citizens/sole proprietorships, partnerships, or organizations with at least sixty percent (60%) interest or outstanding capital stock belonging to citizens of the Philippines, and to citizens or organizations of a country the laws or regulations of which grant similar rights or privileges to Filipino citizens, pursuant to RA No. 5183. 4. Prospective Bidders may obtain further information from OP-PMS BAC Secretariat and inspect the Bidding Documents at the address given below from 10:00AM to 6:00PM. 5. A complete set of Bidding Documents is downloadable, free of charge, from the given address and online platforms , however, a participating bidder is required to pay the Bidding Documents, pursuant to the latest Guidelines issued by the GPPB, in the amount of PhP5,000.00. The payment for the bidding documents shall be in: a. Cash through the OP-PMS Cashier located at the PMS Bldg., Arlegui St., San Miguel, Manila; or b. Over the counter payment at any LandBank branch nationwide: o Prospective bidder may request the account details via bac@pms.gov.ph o Prospective bidder must email the copy of the validated deposit slip to the BAC Secretariat at bac@pms.gov.ph, official receipt will be prepared by the OP-PMS cashier once confirmed that the deposit slip has been credited to the OP-PMS bank account. 6. The OP-PMS shall hold a pre-bid conference on 28 October at 11:00 AM through video conferencing via Microsoft Teams, which shall be open to prospective bidders. Interested bidders must accomplish a form to be given a link to virtually join the Pre-bid conference. Kindly click this link: https://forms.office.com/r/56fdmUDdLK 7. Bids must be duly received by the OP-PMS BAC Secretariat through online or electronic submission via bac@pms.gov.ph on or before 11 November 2024 at 10:00 AM. Late bids shall not be accepted. The submission shall contain the following: a. Bidders shall submit their bid proposal in a clear PDF format: 1 zip folder (password protected) containing the First/Technical Component of the Bid; and 1 zip folder (password protected) containing the Second/Financial Component of the Bid. In case the total file size of the bid proposal is more than the allowable size of email attachment, the bidder may upload the bid proposal in google drive and send the link to the BAC Secretariat. Bidders are strictly advised not to include the passwords in the emailed bid proposals. Passwords to access bid submissions shall be disclosed during the opening of bids. The BAC Secretariat shall access the bid submissions with a maximum of five attempts, after which, the inaccessible bid proposal shall no longer be considered. b. All pages must be either digitally signed, or manually signed and scanned, and is arranged/ numbered accordingly based on the Eligibility Checklist using standard file name. Note: It is the responsibility of the bidders to ensure that their respective submissions are fully compliant with all bid submission requirements and are duly received by the OP-PMS BAC Secretariat prior to the deadline of submission and receipt of their bids. Bid proposals submitted along with their corresponding passwords and/or not in compressed folders and not password protected, shall be rejected. 8. All Bids must be accompanied by a bid security in any of the acceptable forms and in the amount stated in ITB Clause 14. 9. The bid opening shall be on 11 November 2024 at 11:00 AM through video conferencing via Microsoft Teams. Bids shall be opened in the presence of the bidders’ representatives who choose to attend the activity. 10. The OP-PMS reserves the right to reject any and all bids, declare a failure of bidding, or not award the contract at any time prior to contract award in accordance with Sections 35.6 and 41 of the 2016 revised IRR of RA No. 9184, without thereby incurring any liability to the affected bidder or bidders. 11. For further information, please refer to: The PMS BAC Secretariat PMS Building, Arlegui St. cor. Aguado St. Malacañang Compound, San Miguel, Manila Contact No.: 0917 804 8069 bac@pms.gov.ph https://www.pms.gov.ph/ 12. You may visit the following websites: For downloading of Bidding Documents: • https://www.pms.gov.ph/index.php/transseal/procurement/applan/40-app/2884-procurement-2 • https://notices.philgeps.gov.ph/ For online bid submission: bac@pms.gov.ph 21 October 2024 Sgd. WILBURN L. TAN, JR. Chairperson, Bids and Awards Committee and Assistant Secretary for Legal Affairs Pre-bid Conference Date Time Venue 28/10/2024 11:00 AM The OP-PMS shall hold a pre-bid conference on 28 October at 11:00 AM through video conferencing via Microsoft Teams, which shall be open to prospective bidders. Interested bidders must accomplish a form to be given a link to virtually join the Pre-bid con Other Information I. Scope of Work 1. The Service Provider (SP) shall bid for the lease of 30 photocopying machines with sorter, automatic back-to-back copying (black & white), network printer and scanner (full color scanner), automatic feeder, and not older than three years. 2. Estimated number of copies per year is 780,000. Bid shall be on a per copy basis. 3. These 30 units shall be broken down as follows: a. Four fully functional heavy-duty machines with a speed of at least 55 copies per minute (cpm); b. 25 fully functional machines with a speed of at least 35 cpm: and c. One fully functional heavy-duty back-up unit of at least 35 cpm. 4. The contract shall be for 12 months. The PMS may terminate the contract if the service provider is found to have failed to deliver its obligations. Created by Jennefer C. Gemudiano Date Created 18/10/2024 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.       PRESIDENTIAL MANAGEMENT STAFF