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NOTICE OF CONDUCT OF NEGOTIATED PROCUREMENT UNDER SECTION 53.1 (TWO FAILED BIDDINGS) FOR THE PROCUREMENT FOR THE IMMEDIATE REPAIR OF THE DFA COTTAGE IN BAGUIO

CITY

1. The Department of Foreign Affairs (DFA), through its Bids and Awards Committee, will conduct a negotiated procurement, after two consecutive failed biddings, pursuant to Section 53.1 of the revised Implementing Rules and Regulations of Republic Act No. 9184, for the procurement of the Immediate Repair of the DFA Cottage in Baguio City with the Approved Budget for the Contract (ABC) of One Million Seven Hundred Thousand Pesos (PhP1,700,000.00) only.

2. Interested/invited bidders may submit their offers (in sealed envelopes) for negotiations to the Bids and Awards Secretariat at the 12th Floor, DFA Building, on or before 3 June 2016, at 10:00 a.m. No submissions shall be accepted after this hour. Offers should, in no case, exceed the ABC (PhP1,700,000.00) for the project. Individual negotiations with the participating bidders will commence on the same date, at 10:30 a.m., in the order of their submissions.

3. After the initial negotiations, the interested/invited bidders shall submit their Best and Final Offer (in a sealed envelope) to the Bids and Awards Secretariat at the 12th Floor, DFA Building, on or before 7 June 2016, at 10:00 a.m. Opening of the sealed envelopes shall be on the same date at 10:30 a.m., in the same order as the submission of the initial offer. No submissions shall be accepted after this hour.

4. The Terms of Reference for the procurement contract are attached under Annex “A”. The eligibility requirements enumerated under Annex “B” shall be included in the submission of the Best and Final Offer.

5. The successful offer shall be selected on the basis of the compliance with the Terms of Reference and the best and final offer.

6. The DFA reserves the right to accept or reject any offer, to annul the negotiation process, and to reject all offers at any time prior to contract award, without incurring any liability to the affected participants.

7. For further information, please refer to:

DFA-BAC Secretariat Department of Foreign Affairs 12th Floor, DFA Main Building, 2330 Roxas Boulevard, Pasay City 1300 Tel. No. 834-4116; Fax no. 831-9584 Email address: bac.secretariat@dfa.gov.ph

(Sgd.) MARIA TERESA C. LEPATAN

Chairperson 26 May 2016, Pasay City. NP-IP-01-2016

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Annex “A”

TERMS OF REFERENCE IMMEDIATE REPAIR OF THE DFA BAGUIO COTTAGE ROOF

ITEM NO.

SPECIFICATIONS

STATEMENT OF COMPLIANCE

I.

Background The Department intends to undertake urgent repairs on the roof of and installation of canopies for the DFA cottage in Baguio City.

II. Objective The repairs will be made to avoid any further damage to the cottage roofing system from weathering.

III. Scope of Work This Project shall consist of:

Furnishing all plant, equipment, tools, materials and labour required to perform and complete the supply and installation of long span pre-painted colour roof metal sheet (galvanized iron) roofing tile span two-toned Royal Mediterranean type with insulation, soffit, ridge, gutters, hip rolls, valleys, flashings, wood tek screw and rivets and downspout.

Dismantling, hauling and disposal of existing wood, replacement of dilapidated wooden purlins, wood treatment and repairs.

Installation of window awnings same colour as roof design, variable in length offsetting about 0.60 meters from the wall and framed using base plate and angular bars.

IV. Technical Specifications and Requirements: The Contractor shall provide:

1. A company profile showing at least ten (10) years of experience in the field of building construction and a good track record in both government and private sector projects.

2. Technical manpower, tools, materials, and equipment for the completion of the project.

3. A Licensed Civil Engineer or Architect to supervise daily the work progress at the site and submit weekly progress/accomplishment reports with colored photographs to the DFA- Engineering Section, copy furnished the on-site representative. The said Engineer or Architect will be the Safety Officer to check, implement and monitor safety precautions during construction.

4. Detailed shop drawings and bill of materials of the Baguio Cottage roof upgrade signed by a licensed Engineer or

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Architect (soft copy and 2 hard copies) to be submitted to, reviewed and approved by the DFA-Engineering Section.

5. A project construction schedule, e.g. Project Evaluation and Review Technique (PERT) and Critical Path Method (CPM), to the DFA-Engineering Section.

6. Personal Protective Equipment (PPE), identification cards and uniforms for each worker during the construction period.

7. Sub-meter base for the electric and water consumption of the project, in coordination with the OAMSS-Engineering Section for tapping from the utility sources.

8. Ten-year warranty against materials and workmanship

The Contractor shall also:

1. Coordinate regularly with the Head of the DFA-Engineering Section and the on-site DFA representative.

2. Secure all necessary permits, licenses, clearances and other documents as required by the National Building Code and other related laws, rules and regulations, in connection with the Project and bear all costs, duties, fees and other charges thereof.

3. Pay the electric and water consumption incurred during the Project as billed by the Department based on the reading of the sub-meters.

4. Be liable for any direct or indirect loss or damage to the DFA as a result of gross negligence or wilful misconduct on the part of the Contractor, or on the part of any person or firm acting on behalf of the Contractor, in carrying out the roof upgrade of the DFA Baguio Cottage. The said Contractor shall be responsible for the repair, restoration and the charges, fees or costs incurred due to damages or loss.

5. Provide Public Liability Insurance to cover third party liability and injury during the period of the Project.

6. Comply with and strictly observe all laws on workers’ health and safety, welfare, compensation for injuries, minimum wages, working hours and other laws relative thereto.

7. Comply with the Project Requirements under Section 25.2 of the revised IRR of RA 9184, as follows: (a) Organizational chart for the contract to bid; (b) List of contractor’s personnel, to be assigned to the contract to be bid;

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(c) List of contractor’s equipment units, which are owned, leased, and/or under purchase agreements, supported by certification of availability of equipment from the equipment lessor/vendor for the duration of the project.

V. Material Specifications and Requirements: The Contractor shall comply with, and provide samples as required during the Post-Qualification Stage, the following:

1. All pre-painted metal sheet and roofing accessories shall be oven-baked painted true profiles as indicated by the end-user.

2. Pre-painted roofing sheets shall be fabricated from cold-rolled galvanized iron sheets specially pressed steel for extra strength and durability. It shall conform to the material requirements defined in the Philippine National Standards (PNS) 201:1990 (for galvanized steel sheets and coils, pre-painted).

3. Type of profile: two-toned Royal Mediterranean. Specifications:

Substrate: Cold-rolled Steel - complying with Japanese Industrial Standard (JIS) G 3141 SPCC coated with GALFAN, the eutectic mixture of zinc and aluminum (95/5), complying to ISO 14788, commercial quality.

Nominal Thickness: 0.6mm (Gauge 24)

Tensile Strength: Annealed = 40,000 psi or 275 MPa (minimum)

Nominal width: 1.070m

Effective Coverage: 0.995m

Paint coating system: 1. Conversion Coating, 2. Self Priming Coat, 3. Multicolor Top Coat, 4. Washcoat or Service Coat.

Paint is oil-free polyester, oven-baked to achieve full curing to satisfy the requirements of both PNS and JIS.

4. Gutters with span of 0.18m Spanish type gutter , (refer to plans

"spot detail" for the gutter design sheet no. A-3), valleys, flashings, hip and ridge roll fabricated from gauge 24 (0.60mm) thick cold-rolled plain galvanized iron sheets specially pressed steel.

5. Fastening hardware using Tek screw (2.5” x 8mm) and G.I. rivets (5/32 x 1”).

6. Window awnings with schedule 40 angular bars and base plate framing and consistent with the roofing design profile.

7. Two-sided, fire-resistant, non-toxic and water-proof insulation (12mm).

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VI. Construction Requirements:

1. The Contractor shall ascertain that the top face of the purlins is in proper alignment before roofing installation.

2. The Contractor shall coordinate with OAMSS-EMS to check the status of purlins, supports, and trusses on the site, and must submit a report to OAMSS, before commencing roof repairs.

3. Damaged or dilapidated purlins shall be repaired and replaced.

4. The Contractor shall ensure correct alignment in order to have the top faces of the purlins on an even plane.

5. The Contractor shall place and secure two-sided insulation between the purlins and the pre-painted metal sheet.

6. The Contractor shall comply with the manufacturer’s specifications and instruction manual in the installation of the roof to prevent damage.

7. For walling applications, follow the procedure for the roofing but

allow a minimum end lap of 10 cm for vertical walling.

8. Supply and install window awning frames using angular bars and base plate, securing it in place and installing pre-painted tile span roofing varying on length with 0.60 meter offset length from wall.

9. Anchorage. Pre-painted steel roofing sheets shall be fastened

to the wood purlins with tek screws and rivets.

10. For steel frame up to 4.5 mm thick or more, use threaded cutting screw no. 12 x 10 cm long expansion bolt with lock washer.

11. Valley fastened to lumber and for walling, use common wire nail (2”).

12. Power cutting or drilling to be done or carried out on pre-painted products already installed or laid in position in the area around holes or cuts shall be masked to shield the plain from hot filings.

13. Storage and Protection. Pre-painted steel roofing, walling products and accessories should be delivered to the job site in strapped bundles.

14. Sheets and/or bundles shall be neatly stacked on the ground and, if left in the open, shall be protected with loose tarpaulin.

VII. Schedule of requirements

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The project duration is for ninety (90) calendar days upon receipt by the Contractor of the Notice to Proceed (NTP).

VIII. Terms of Payment

1. Progress billing and payment shall be as follows: a. 15% of the Contract Price advance payment (mobilization

cost)

b. 35% of the Contract Price upon complete delivery of

materials

c. 40% of the Contract Price upon completion and

acceptance of the Project

d. 10% of the Contract Price retention money

Note: Bidder must state compliance to each of the provisions in the Terms of Reference/Technical Specifications, as well as to the Schedule to Requirements. The STATEMENT OF COMPLIANCE must be signed by the authorized representative of the Bidder, with proof of authority to sign and submit the bid for and in behalf of the Bidder concerned. If the Bidder is a joint venture, the representative must have authority to sign for and in behalf of the partners to the joint venture. Conformé: [Signature/s] [Name of Bidder’s Authorized Representative/s] [Position] [Date]

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A. ARCHITECTURAL

A-1. Perpective Site, Development Plan, Site Development Plan ...........................................................

A-2. Basement Floor Plan, Schedule of Floor Finishes, Detail Section of Exterior Wall Panel ....................................................................................................................................................

A-3. Second Floor Plan, Roof Plan, Spot Detail .......................................................................................

A-4. Ground Floor Reflected Ceiling Plan, Second Floor Reflected Ceiling Plan, Detail Section of Ceiling, Schedule of Ceiling Finishes .............................................................................

A-5. Schedule of Doors & Windows ..........................................................................................................

A-6. Front Elevation, Rear Elevation, Right Side Elevation, Left Side Elevation ..................................

A-7. Cross Section, Longitudinal Section ................................................................................................

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A-1. Perpective Site, Development Plan, Site Development Plan

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A-2. Basement Floor Plan, Schedule of Floor Finishes, Detail Section of Exterior Wall Panel

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A-3. Second Floor Plan, Roof Plan, Spot Detail

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A-4. Ground Floor Reflected Ceiling Plan, Second Floor Reflected Ceiling Plan, Detail Section of Ceiling, Schedule of Ceiling Finishes

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A-5. Schedule of Doors & Windows

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A-6. Front Elevation, Rear Elevation, Right Side Elevation, Left Side Elevation

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A-7. Cross Section, Longitudinal Section

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Note: Bidder must state compliance to each of the provisions in the Terms of Reference/Technical Specifications, as well as to the Schedule to Requirements. The STATEMENT OF COMPLIANCE must be signed by the authorized representative of the Bidder, with proof of authority to sign and submit the bid for and in behalf of the Bidder concerned. If the Bidder is a joint venture, the representative must have authority to sign for and in behalf of the partners to the joint venture. Conformé: [Signature/s] [Name of Bidder’s Authorized Representative/s] [Position] [Date]

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Annex “B”

DEPARTMENT OF FOREIGN AFFAIRS Bids and Awards Committee ELIGIBILITY DOCUMENTS

FOR NEGOTIATED PROCUREMENT (AFTER TWO FAILED BIDDINGS) (FOR GOODS OR GENERAL SUPPORT SERVICES)

ELIGIBILITY AND TECHNICAL DOCUMENTS TAB/LABEL

1

OMNIBUS SWORN STATEMENT (in the prescribed form, duly notarized in accordance with the 2004 Rules on Notarial Practice). In the case of a corporation, partnership, cooperative or joint venture, the Omnibus Sworn Statement shall be accompanied by a notarized Secretary’s Certificate (Authority of the Signatory).

A

A.1

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(any of the following)

SEC Certificate of Registration (for corporation or partnership) or

DTI Certificate of Business Name Registration (for sole proprietorship)

or

Registration Certificate from the Cooperative Development Authority (for cooperatives)

B

3 Valid and current mayor’s permit issued by the city/municipality where the principal place of business of the prospective bidder is located.

C

4 Current and Valid TAX Clearance (reviewed and approved by the BIR)

D

5 Statement of all its ongoing government and private contracts within the prescribed number of years, as indicated in the Invitation to Bid, including contracts awarded but not yet started, if any, as required in the Bidding Documents.

E

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Copy of the SINGLE LARGEST COMPLETED CONTRACT (SLCC) together with Certificate of Final Acceptance/Completion of the project from the bidder’s client (for government contracts) OR official receipt(s) of the bidder for the contract (for private contracts), as described and required in the Bidding Documents

F

7 Audited Financial Statements for the preceding calendar year, which should not be earlier than two (2) years from bid submissions; Stamped “received” by the Bureau of Internal Revenue (BIR) or its duly accredited and authorized institutions.

G

8 Net Financial Contracting Capacity (NFCC) that is at least equal to the Approved Budget for the Contract (ABC)

H

9 STATEMENT OF COMPLIANCE with all the Technical Specifications /Terms of Reference, as described, as well as the Schedule of Requirements. (As enumerated and specified in Sections VI and VII, respectively, of the Bidding Documents)

I

10 Current PhilGEPS Registration J

11 Latest Income Tax Return (ITR) K

N.B.

To facilitate the submission of the Best and Final Offer, bidders are requested to submit their eligibility documents in the order indicated above.

Please submit five (5) photocopies of the above-stated eligibility.

The photocopies of the eligibility documents shall be signed and each and every page thereof shall be initialed by the duly authorized representative/s of the Bidder.