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NOTICE FOR NEGOTIATED PROCUREMENT

DESIGN,CONSTRUCTION,MAINTENANCE AND DISMANTLING OF TPB BOOTH FOR

MADRID FUSION MANILA 2017

1. The Tourism Promotions Board (TPB), through the Corporate Budget Fy 2017, intends

to apply the sum of Two Million Three Hundred Thousand Pesos (Php 2,300,000.00 )

being the Approved Budget for the Contract (ABC) to payments under the contract for the

Design,Construction, Maintenance and Dismantling of TPB Booth for Madrid Fusion

Manila 2017. Offers received in excess of the ABC shall be automatically rejected at bid

opening.

2. The TPB – Bids and Awards Committee (BAC) now calls for the submission of best

offers for Design,Construction, Maintenance and Dismantling of TPB Booth for

Madrid Fusion Manila 2017. The TPB may hold a meeting on 22 March 2017, 10:00

a.m., at TPB Boardroom,4/F Legaspi Towers 300 Roxas Blvd., Manila for interested

bidders. Said bidders must have a minimum of Five (5) years of experience and with

proven track record to deliver the required booth as described in the Terms of Reference

(Annex D). Bidders must submit their best offers in a sealed and properly-labeled

envelope on or before 24 March 2017 at 10:00 a.m. at the address given below (please

indicate name of project: DESIGN,CONSTRUCTION,MAINTENANCE AND

DISMANTLING OF TPB BOOTH FOR MADRID FUSION MANILA 2017:

Address to: MS. JANET W. CANOY

Chairperson, Bids and Awards Committee

TOURISM PROMOTIONS BOARD

4th Floor Legaspi Towers 300, Roxas Boulevard

Manila, Philippines, 1004

3. Bidders are required to submit one (1) original and two (2) copies of their bidding

documents. The following is the schedule of activities:

Activities Schedule and Venue

i. Meeting with bidders 10:00 a.m., 22 March 2017

TPB Boardroom

4th Flr. Legaspi Towers 300, Roxas, Blvd. Manila

ii. Submission and Receipt of Bids Up to 10:00a.m. of 24 March 2017

BAC Secretariat – Administrative Department

Tourism Promotions Board

4th Flr. Legaspi Towers 300, Roxas, Blvd. Manila

iii. Opening of Bids 3:30 p.m., 24 March 2017

Department of Tourism

351 Sen. Gil Puyat, Makati City

iv. Presentation of bidders (right after the opening of best offers )

24 March 2017, DOT

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4. The TPB-BAC shall evaluate offers using the Quality-Cost Based Evaluation (QCBE)

procedure. The weights allocated are eighty-five percent (85%) for the Technical Proposal

and fifteen percent (15%) for the Financial Proposal and on the bidder’s compliance with

all the requirements for bidding as specified in the Checklist (Annex A), relevant

experience (Annex B), Omnibus Sworn Statement (Annex C), Terms of Reference

(Annex D), Financial Proposal (Annex E). The forms for Annexes A, B, C, and E may be

downloaded from these websites: www.tpb.gov.ph and www.philgeps.gov.ph. Offers

received with financial proposal in excess of the ABC mentioned in Paragraph No. 1 shall

automatically be rejected.

5. The successful bidder will be notified thru a Notice of Award and will post Performance

Security in the amount not less than the required percentage of the total contract price in

accordance with the following schedule within ten (10) calendar days from receipt of the

Notice of Award.

Form of Performance Security Amount of Performance Security (Not less

than the required percentage of the Total

Contract Price)

a) Cash or cashier’s/manager’s check

issued by a Universal or Commercial

Bank

Goods and Consulting Services- Five

percent (5%)

Infrastructure Projects-Ten percent (10%) b) Bank draft/guarantee or irrevocable

letter of credit issued by a Universal

or Commercial Bank; Provided,

however, That it shall be confirmed

or authenticated by a Universal or

Commercial Bank, if issued by a

foreign bank

c) Surety bond callable upon demand

issued by a surety or insurance

company duly certified by the

Insurance Commission as authorized

to issue such security

Thirty percent (30%)

6. The TPB-BAC reserves the right to reject any or all offer, declare a Failure of Bidding at

any time prior to the contract award or not to award the contract, without thereby

incurring any liability and make no assurance that a contract shall be entered into as a

result of the negotiation. Likewise, the TPB-BAC may waive any minor defect therein

and accept the offer most advantageous to the government. Further, the TPB-BAC

assumes no responsibility whatsoever to compensate or indemnify bidders for any

expenses incurred in the preparation of the offer.

7. For further information, please refer to:

MR. NILO C. ABON/MS. MARIVIC SEVILLA

BAC Secretariat, Administrative Department

TOURISM PROMOTIONS BOARD

4/F Legaspi Towers 300 Roxas Boulevard, Manila 1004

Telephone nos. (+632)525-7312 and (+632) 525-9318 lo. 208/270

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Fax: 526-5971

Email Add: bac_sec@tpb.gov.ph

17 March 2017

JANET W. CANOY

Chairperson

Bids and Awards Committee

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Checklist of Eligibility Requirements

a) Class “A” Documents

Legal Documents

Registration certificate from Securities and Exchange Commission (SEC), Department

of Trade and Industry (DTI) for sole proprietorship, or Cooperative Development

Authority (CDA) for cooperatives, or any proof such registration as stated in the

Eligibility Data Sheet (EDS);

Mayor’s permit issued by the city or municipality where the principal place of business

of the prospective bidders is located;

Tax Clearance per Executive Order 398, Series of 2005, as finally reviewed and

approved by the BIR

Technical Documents

Statement of all ongoing and completed government and private contracts, including

contracts awarded but not yet started, if any, whether similar or not similar in nature to

the contract to be bid, within the last five (5) years (Annex A)

Statement of the consultant’s specifying its nationality and confirming that those who

will actually perform the service are registered professionals authorized by the

appropriate regulatory body to practice those professions and allied professions in

accordance with Clause 1.2.

Financial Document

Audited Financial Statement, stamped, received by the BIR or its duly accredited

and authorized institutions, for the immediately preceeding calendar year, showing

among others the total assets and liabilities.

b) Class “B” Documents

Valid Joint Venture Agreement (JVA) (ANNEX JVA), in case a joint venture is already

in existence. In the absence of a JVA, duly notarized statements from all the potential

joint venture partners stating that they will enter into and abide by the provisions of the

JVA in the instance that the bid is successful, shall be included in the bid. Failure to

enter into a joint venture in the event of a contract award shall be ground for the

forfeiture of the bid security. Each partner of the joint venture shall submit the legal

ANNEX A

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eligibility documents. The submission of technical and financial documents by any of the

joint venture partners constitutes compliance

Note: As per Revised IRR for R.A 9184 otherwise known as the Government Procurement

Reform Act effective October 28, 2016, bidders may submit PhilGEPS Certificate of

Registration (Platinum Membership) in lieu of “Class A” Eligibility Documents during

the bid submission.

All documents shall be current and updated and any missing document in the above-

mentioned Checklist is a ground for outright rejection of the bid. All pages of the documents

shall be signed / initialed by the bidder or by his / her authorized representative. Bidders are

required to submit one (1) original and two (2) copies of their eligibility documents.

To facilitate the evaluation of the bids, bidders are advised to follow the arrangement in the

above-mentioned checklist when placed in an Envelope, with documents tabbed and labeled

accordingly.

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Name of the Procuring Entity: Tourism Promotions Board

Name of the Project: DESIGN, CONSTRUCTION, MAINTENANCE AND DISMANTLING OF THE TPB BOOTH FOR MFM 2017

List of all Government & Private Contracts within the last five (5) years including ongoing contracts and contracts awarded but not yet started

Business Name : ___________________________________________________

Business Address : ___________________________________________________

Name of Contract/

Project Cost

a. Owner’s Name

b. Address

c. Telephone Nos.

Nature of Work

Bidder’s Role a. Date Awarded

b. Date Started

c. Date of

Completion

% of

Accomplishment

Value of

Outstanding

Works /

Undelivered

Portion

Description

% Planned Actual

Government Private

Note: This statement shall be supported with: Total Cost 1 Proof of Award`

nd/or Contract

Submitted by : ___________________________________________________

(Printed Name & Signature)

Designation : ___________________________________________________

Date : ___________________________________________________

ANNEX B

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OMNIBUS SWORN STATEMENT

REPUBLIC OF THE PHILIPPINES )

CITY/MUNICIPALITY OF ______ ) S.S.

A F F I D A V I T

I, [Name of Affiant], of legal age, [Civil Status], [Nationality], and residing at [Address

of Affiant], after having been duly sworn in accordance with law, do hereby depose and state

that:

1. Select one, delete the other:

If a sole proprietorship: I am the sole proprietor or authorized representative of

[Name of Consultant] with office address at [address of Consultant];

If a partnership, corporation, cooperative, or joint venture: I am the duly authorized

and designated representative of [Name of Consultant] with office address at [address

of Consultant];

2. Select one, delete the other:

If a sole proprietorship: As the owner and sole proprietor or authorized representative

of [Name of Consultant], I have full power and authority to do, execute and perform

any and all acts necessary to participate, submit the bid, and to sign and execute the

ensuing contract for [Name of the Project] of the [Name of the Procuring

Entity][insert “as shown in the attached duly notarized Special Power of Attorney”

for authorized representative];

If a partnership, corporation, cooperative, or joint venture: I am granted full power

and authority to do, execute and perform any and all acts necessary to participate,

submit the bid, and to sign and execute the ensuing contract for [Name of the Project]

of the [Name of the Procuring Entity], accompanied by the duly notarized Special

Power of Attorney, Board/Partnership Resolution, or Secretary’s Certificate,

whichever is applicable;

3. [Name of Consultant] is not “blacklisted” or barred from bidding by the Government

of the Philippines or any of its agencies, offices, corporations, or Local Government

Units, foreign government/foreign or international financing institution whose

ANNEX C

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blacklisting rules have been recognized by the Government Procurement Policy

Board;

4. Each of the documents submitted in satisfaction of the bidding requirements is an

authentic copy of the original, complete, and all statements and information provided

therein are true and correct;

5. [Name of Consultant] is authorizing the Head of the Procuring Entity or its duly

authorized representative(s) to verify all the documents submitted;

6. Select one, delete the rest:

If a sole proprietorship: The owner or sole proprietor is not related to the Head of the

Procuring Entity, members of the Bids and Awards Committee (BAC), the Technical

Working Group, and the BAC Secretariat, the head of the Project Management Office

or the end-user unit, and the project consultants by consanguinity or affinity up to the

third civil degree;

If a partnership or cooperative: None of the officers and members of [Name of

Bidder] is related to the Head of the Procuring Entity, members of the Bids and

Awards Committee (BAC), the Technical Working Group, and the BAC Secretariat,

the head of the Project Management Office or the end-user unit, and the project

consultants by consanguinity or affinity up to the third civil degree;

If a corporation or joint venture: None of the officers, directors, and controlling

stockholders of [Name of Consultant] is related to the Head of the Procuring Entity,

members of the Bids and Awards Committee (BAC), the Technical Working Group,

and the BAC Secretariat, the head of the Project Management Office or the end-user

unit, and the project consultants by consanguinity or affinity up to the third civil

degree;

7. [Name of Consultant] complies with existing labor laws and standards; and

8. [Name of Consultant] is aware of and has undertaken the following responsibilities as

a Bidder:

a) Carefully examine all of the Bidding Documents;

b) Acknowledge all conditions, local or otherwise, affecting the implementation of

the Contract;

c) Made an estimate of the facilities available and needed for the contract to be bid,

if any; and

d) Inquire or secure Supplemental/Bid Bulletin(s) issued for the [Name of the

Project].

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9. [Name of Bidder] did not give or pay directly or indirectly, any commission, amount,

fee, or any form of consideration, pecuniary or otherwise, to any person or official,

personnel or representative of the government in relation to any procurement project

or activity.

IN WITNESS WHEREOF, I have hereunto set my hand this __ day of ___, 20__ at

____________, Philippines.

______________________________________

[Bidder’s Representative/Authorized Signatory]

SUBSCRIBED AND SWORN to before me this __ day of [month] [year] at [place of

execution], Philippines. Affiant/s is/are personally known to me and was/were identified by

me through competent evidence of identity as defined in the 2004 Rules on Notarial Practice

(A.M. No. 02-8-13-SC). Affiant/s exhibited to me his/her [insert type of government

identification card used], with his/her photograph and signature appearing thereon, with no.

______.

Witness my hand and seal this ___ day of [month] [year].

NAME OF NOTARY PUBLIC

Serial No. of Commission ___________

Notary Public for ______ until _______

Roll of Attorneys No. _____

PTR No. __, [date issued], [place issued]

IBP No. __, [date issued], [place issued]

Doc. No. ___

Page No. ___

Book No. ___

Series of ____.

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MADRID FUSION MANILA 2017 SMX Convention Center

April 06 – 08, 2017

TERMS OF REFERENCE

FOR THE DESIGN, CONSTRUCTION, MAINTENANCE AND DISMANTLING OF

THE

TOURISM PROMOTIONS BOARD (TPB) BOOTH FOR MADRID FUSION

MANILA 2017

I. Specification

Size of the Stand : 144 sq. m.

Configuration : 2 sides open

Dimension : 8.00 m x 18.00 m

Location : SMX CONVENTION CENTER

Budget for Concept/Design & Construction : Php 2,300,000.00 inclusive of all

applicable

taxes and management fee (if

applicable)

II. Purpose/Objectives

The Philippine Tourism Promotions Board (TPB) is in need of the services of a

Philippine-based company engaged in the business of designing and constructing of

country booth / stand / pavilion for its participation in the Madrid Fusion Manila 2017

Exhibits.

The construction of the aforementioned booth aims to attain the following objectives:

1. Create an atmosphere that reflects a modern Philippines claiming its position as one of

the “premiere” destinations in Asia;

2. Incorporate in the over-all design the Tourism Banner Campaign for 2017 and the

country’s top tourism destinations;

4. Attract and promote to the Madrid Fusion Manila 2017 delegates, exhibitors, officials,

press and other guests and visitors to visit the Philippine booth and know more about

the various must-visit destinations in the country, at the same time learn of the

Pilipinos’ rich culinary heritage, thus encourage all to travel within the country,

experience and participate in a year-long calendar of events and activities nationwide;

ANNEX D

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5. Provide a highly functional, interactive yet visually appealing area for provision of

Philippine tourism information, product updates, audio visual presentations, and other

promotional activations;

6. Showcase cross promotion of Philippine tourism and trade products (furniture,

furnishings, food/culinary, the likes)

7. Total Design Approach should include the various fabrics / weave design that is

endemic to Filipino culture.

To be able to achieve the above-mentioned objectives, bidders shall submit a proposal

design and layout for the aforementioned stand.

III. Eligibility Requirements:

1. Company must be Filipino owned, operated and a legally registered exhibition and

event services company under Philippine laws.

2. The Company must be able to coordinate and supervise the construction of the

Philippine pavilion in MFM 2017 in close coordination with its Filipino design team

and the TPB-MARCOM;

3. The company must have the capability to recommend furniture designers for the lease

and/or purchase of furniture and accent pieces (at cost purchase) needed to complete

the Philippine experience through its pavilion design;

4. Must be accredited with the Philippine Government Electronic Procurement Systems

(PHILGEPS)

5. Must have a minimum of 5 years’ experience in booth design and construction of large

scale events, particularly in tourism trade fairs either locally, regionally or globally;

IV. Technical Eligibility Documents:

1. Company Profile

2. Philgeps Accreditation Paper

3. List of large scale local/international events serviced in the past (past 5 years)

4. Company Financial Statement (audited and recent)

V. Guidelines/Layout

1. The TPB stand should have the following:

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1 General Reception Area (information counter)

1 VIP reception area

LED Bar counter with appropriate preparation and equipment tables, pantry and

nearby storage

Enough cocktail tables strategically located within the TPB booth

Area for video presentations (equipped with audio-visual and technical facilities)

6ft x 6ft LED Panel with sound system / high voltage and sleek speakers and wireless

microphones

Walk-in Storage area

Photographic images (back-lighted) of various tourism destinations

Appropriate number of green LED PAR lights and trusses that will serve as hanging

points.

2. General Stand Theme: Revolve around the main design inspiration, which is nature,

capturing the promise of a more progressive Philippines that can be found in the

images, use of designer furniture, accent pieces, food and beverage served. However,

the supplier will be given the chance to propose a theme such as that of this year’s

MFM 2017 “TOWARDS A SUSTAINABLE GASTRONOMIC PLANET” or an

alternative theme.

The company may, at the option of TPB, subcontract a Filipino design team who will

serve as their consultant in the over-all design preparation of the Philippine booth.

At the same time, the Company should be able to get a “caterer” – subject to approval

of TPB – to manage and operate the Bar counter for the whole duration of the event.

3. Specific Stand Requirements:

Stand Construction includes of backlit walls, storage, lockers for personal

belongings, Pantry, VIP area, possible animation area

Printing of appropriate backdrop visuals / overhead ceiling banners / interior

décor as appropriate, fresh plants and flowers, sufficient lighting to convey a

mood setting complementing the overall design and other decorative elements

following the general theme as a tropical destination

Elevated carpeted flooring to conceal the electrical wiring and connections

Main information Counter should have the following: at least 2 chairs, power

outlet, lockable cabinets, brochure racks, appropriate visuals and accessories

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Operation and management of a Bar area to include supply of food and beverage

for the duration of the trade exhibit, barista/s, servers, serving utensils and

paraphernalia, coffee equipment, freezer/refrigeration, microwave oven, the likes,

as the need arises

VIP reception areas should have the following: lounge chairs, center table and

buffet table or console

LED Panels (minimum of 6ft x 6ft) complete with sound system and sleek

speakers, appropriate lighting accessories.

LED Bar counter with preparation and equipment table/s, appropriate nearby

storage spaces and pantry;

Use of designer furniture and accent pieces in the VIP area on rental basis.

All exhibition venue connections and fees (ample supply of electricity,

suspensions and permits)

Sufficient power outlets and lighting

Drinking water dispenser with water gallon stock for refill

Other accents needed to achieve the desired theme

Stand construction and dismantling supervision and stand maintenance for the

duration of the event

Daily cleaning of the stand

WIFI internet connection

DOT and TPB signages/logo

4. Construction and installation of the aforementioned booth while strictly following the

rules and

regulations set forth by the event organizers.

5. Dismantling, to include storage/disposal of the aforementioned booths/parts and egress

on the dates designated by the event organizers.

VI. Contract of Service/Financial Proposal

A Memorandum of Agreement (MOA) will be drawn by and between TPB and the

contractor.

The contractor should submit the breakdown of the proposed construction cost detailing

materials used (rental and/or outright purchase)

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FPF 1. FINANCIAL PROPOSAL SUBMISSION FORM

[Date]

[Name and address of the Procuring Entity]

Ladies/Gentlemen:

We, the undersigned, offer to provide the consulting services for [Title of Project] in

accordance with your Bidding Documents dated [insert date] and our Bid (Technical and

Financial Proposals). Our attached Financial Proposal is for the sum of [amount in words and

figures]. This amount is exclusive of the local taxes, which we have estimated at [amount(s)

in words and figures].

Our Financial Proposal shall be binding upon us subject to the modifications resulting

from Contract negotiations, up to expiration of the bid validity period, i.e., [Date].

In accordance with GCC Clause 51, we acknowledge and accept the Procuring

Entity’s right to inspect and audit all records relating to our Bid irrespective of whether we

enter into a contract with the Procuring Entity as a result of this Bid.

We confirm that we have read, understood and accept the contents of the Instructions

to Bidders (ITB), the Bid Data Sheet (BDS), General Conditions of Contract (GCC), Special

Conditions of Contract (SCC), Terms of Reference (TOR), the provisions relating to the

eligibility of Consultant and the applicable guidelines for the procurement rules of the

Funding Source, any and all Bid bulletins issued and other attachments and inclusions

included in the Bidding Documents sent to us.

We understand you are not bound to accept any Bid you receive.

We remain,

Yours sincerely,

Authorized Signature:

Name and Title of Signatory:

Name of Firm:

Address

ANNEX E