Lease of Venue with Meals and Accommodation for NBI’s 88th Founding Anniversary and Command Conference Request for Quotation (RFQ)   Reference Number 11396935   Procuring Entity NATIONAL BUREAU OF INVESTIGATION   Title Lease of Venue with Meals and Accommodation for NBI’s 88th Founding Anniversary and Command Conference   Area of Delivery   Printable Version Solicitation Number: 2024-10-011 Trade Agreement: Implementing Rules and Regulations Procurement Mode: Negotiated Procurement - Small Value Procurement (Sec. 53.9) Classification: Goods Category: Lease and Rental of Property or Building Approved Budget for the Contract: PHP 1,515,875.00 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 24/10/2024 Last Updated / Time 24/10/2024 12:00 AM Closing Date / Time 28/10/2024 9:30 AM Description REQUEST FOR QUOTATION ______________________________ RFQ No. 2024-10-011 PR No. 2024-09-1270 Date: October 22, 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 NBI’s 88th Founding Anniversary and Command Conference DATE: November 13 to November 16, 2024 APPROVED BUDGET FOR THE CONTRACT: One Million Five Hundred Fifteen Thousand Eight Hundred Seventy-Five Pesos Only (₱1,515,875.00) 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 28 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 13-16, 2024 2 Time: 8:30 am to 5:30 pm II. Location and Site Condition YES NO REMARKS 1 Within Metro Manila 2 One Hundred (100) 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. Function Room a. Available One (1) Function Room* b. Amenities include: - Secretariat's table (for 6 pax)* - Stage with Led wall and sufficient Lights - Microphone, at least Five (5) units* - Projector screen and table for LCD Projector* - Free and steady Wi-Fi connection* - Inclusive of electricity charges for use of laptops, projector and other equipment* c. Area should accommodate three hundred fifty (350) participants* d. 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. Ambience promotes camaraderie iii. 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. Day 1 - Meals composed of the following: a. Buffet breakfast* (175 pax) b. AM Snacks* (175 pax) c. Buffet lunch with the following inclusions:* (175 pax) - Salad/Soup* - Two main courses: variants of fish and meat (beef or chicken)* - Vegetables* - Rice* - Desserts* - Drinks (at least one round of iced tea or juice for lunch)* d. PM Snacks* (250 pax) e. Buffet dinner with the following inclusions:* (250 pax) - Salad/Soup* - Two main courses: variants of fish and meat (beef or chicken)* - Vegetables* - Rice* - Desserts* - Drinks (at least one round of iced tea or juice for lunch)* iii. Day 2 - Meals composed of the following: a. Buffet breakfast* (50 pax) b. AM Snacks* (50 pax) c. Buffet lunch with the following inclusions:* (50 pax) - Salad/Soup* - Two main courses: variants of fish and meat (beef or chicken)* - Vegetables* - Rice* - Desserts* - Drinks (at least one round of iced tea or juice for lunch)* d. PM Snacks* (250 pax) e. Buffet dinner with the following inclusions:* (250 pax) - Salad/Soup* - Two main courses: variants of fish and meat (beef or chicken)* - Vegetables* - Rice* - Desserts* - Drinks (at least one round of iced tea or juice for lunch)* iii. Provision of Free freely-flowing coffee* 6 Room Accommodation YES NO REMARKS Forty five (45) twin occupancy and ten (10) single occupancy for three (3) nights with full-board meals for 100 pax -in addition to the above-mentioned meals (November 13-16, 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 NBI’s 88th Founding Anniversary and Command Conference Approved Budget for the Contract (ABC): One Million Five Hundred Fifteen Thousand Eight Hundred Seventy-Five Pesos Only (₱1,515,875.00) 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) Day 1 Meals - Breakfast 175pax Meals – AM Snacks 175pax Meals – Buffet Lunch 175pax Meals – PM Snacks 250 pax Meals- Buffet Dinner 250 pax Day 2 Meals - Breakfast 50pax Meals – AM Snacks 50pax Meals – Buffet Lunch 50pax Meals – PM Snacks 250 pax Meals- Buffet Dinner 250 pax Accommodations: 1. Forty five (45) twin occupancy and ten (10) single occupancy for three (3) nights with full-board meals for 100 pax -in addition to the above-mentioned meals (November 13-16, 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 NBI’S 88TH FOUNDING ANNIVERSARY AND COMMAND CONFERENCE RATING FACTORS WEIGHT (%) RATING I. Availability 100 Date: Tentative Date: November 13-16, 2024 Time: 8:30 am to 5:30 pm - II. Location and Site Condition 100 1. Accessibility (50) Within Metro Manila 2. Parking space (50) One hundred (100) Free parking space reserved within the venue* - III. Neighborhood Data 100 1. Sanitation and health condition (50) Proper waste management system such as regular garbage collection and with Sanitary Permit for appropriate authority 2. Police and fire station (25) Proximity to Police and Fire Stations 3. Banking and Postal (25) Proximity to Banks, Postal, and Telecommunications service provider - IV. Venue 100 Structural Condition (20) - The foundation is made of concrete and structural steel materials or combinations of both. * Functionality (10) - a. Conference Room Available One (1) Function Room* Amenities includes: Secretariat's table (for 6 pax)* Stage with Led wall and sufficient Lights Projector screen and table for LCD Projector* Free and steady Wi-Fi connection* Inclusive of electricity charges for use of laptops, projector and other equipment* Area should accommodate three hundred (350) participants* Audible/Operational Sound System* b. Room arrangement (e.g., single, double, etc.) (5) Forty-five (45) twin occupancy and ten (10) single occupancy for three (3) nights with full-board meals for 100 pax in addition to the above-mentioned meals (November 13-16, 2024) c. Facilities a. Water supply and toilet (5) Continuous water supply and accessible comfort rooms* b. Elevators (5) At least one (1) Operational Elevator (24/7)* c. Fire escapes (5) Accessible emergency exit and alarm, and standby fire extinguisher or automatic sprinkler* d. Firefighting equipment (5) Compliance with the standards provided by the Building Code of the Philippines* e. Internet and Telecommunications (5) Available Telephone and/or Internet Connection within the premises of the building* d. Other requirements a. Maintenance (5) Provision of janitorial and maintenance services* b. Security (10) Adequate security service (24/7)* c. Catering Services (25) Location must be inside the Main Function Rooms and/or outside of, but near the Main Function Room* Day 1 - Meals composed of the following: Buffet breakfast* (175 pax) AM Snacks* (175 pax) Buffet lunch with the following inclusions:* (175 pax) - Salad/Soup* Two main courses: variants of fish and meat (beef or chicken)* Vegetables* Rice* Desserts* Drinks (at least one round of iced tea or juice for lunch)* PM Snacks* (250 pax) - Buffet dinner with the following inclusions:* (250 pax)* Salad/Soup* Two main courses: variants of fish and meat (beef or chicken)* - Vegetables* Rice* Desserts* Drinks (at least one round of iced tea or juice for dinner)* Day 2 - Meals composed of the following: Buffet breakfast* (50 pax) AM Snacks* (50 pax) Buffet lunch with the following inclusions:* (50 pax) Salad/Soup* Two main courses: variants of fish and meat (beef or chicken)* Vegetables* Rice* Desserts* Drinks (at least one round of iced tea or juice for lunch)* PM Snacks* (250pax) Buffet dinner with the following inclusions:* (250 pax)* Salad/Soup* Two main courses: variants of fish and meat (beef or chicken)* Vegetables* Rice* Desserts* Drinks (at least one round of iced tea or juice for dinner)* - Provision of free-flowing coffee* f. Client’s satisfactory rating* 100 - I. AVAILABILITY x (.5) - II. LOCATION AND SITE CONDITION x (.1) - III. NEIGHBORHOOD DATA x (.05) - IV. VENUE x (.35) - 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 23/10/2024 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