DOCUMENT NO.: DI-03-022-012; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 1 OF 1
BIDS AND AWARDS COMMITTEE (BAC)
REQUEST FOR QUOTATION
The PNOC RENEWABLES CORPORATION (PNOC RC) through its Bids and Awards Committee (BAC) invites interested suppliers/contractors to submit quotations for the following company requirements:
Project Number / Project Title PNOC RC APP
Item No. Bid Deadline
Approved Budget For the Contract
WOR 18-018
1. Lease of 2 units of Multi-Function
Machine
Note: Please see Terms of reference
98
03 Apr 2018
(12:00 nn)
Php367,000.00
TOTALAL Php367,000.00
Bidding documents shall be accessible to all interested parties at the PhilGEPS account of PNOC RC. Should there be any matter that needs clarification, please feel free to call us at Trunk line No. (02) 840-3080 loc. 8893 or Direct telefax No. (02) 812-0991 and look for Atty. Arolf C. Empino-Suyom or Mr. Dave E. Orlina or send us an email at [email protected].
In the interest of fair competition, PNOC RC ensures that the contents of all bid proposals submitted remain confidential until the bid deadline indicated above. In this regard, PNOC RC encourages the submission of bid proposals in one sealed envelope. The bid proposals shall be accepted until the bid deadline and dropped by the bidders in the bid boxes located in the PNOC RC Office.
PNOC RC reserves the right to accept or reject any or all bids or parts thereof, to waive formality the company.
PEDRO L. LITE, JR.
Chairperson Bids and Awards Committee
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 1 OF 24
Bids and Award Committee (BAC)
TERMS OF REFERENCE FOR GOODS & SERVICES (Small Value Procurement)
LEASE OF TWO (2) UNITS OF MULTI-FUNCTION MACHINE
SECTION 1: BACKGROUND
The PNOC Renewables Corporation (PNOC RC), is a government owned and controlled
corporation and a subsidiary of the Philippine National Oil Company (PNOC). It has identified
the necessity of leasing of two (2) units of multi-function copier machine.
Pursuant to the Revised Implementing Rules and Regulations (IRR) of RA 9184, procurement
of goods/services such as lease of two (2) units of multi-function machine with approved
budget for contract amounting to 1 MILLION PESOS (Php1,000,000.00) or less can be
done through small value procurement.
SECTION 2: PURPOSE/OBJECTIVES
PNOC Renewables Corporation is seeking proposals from competent and eligible external
providers for the lease of two (2) units of multi-function copier machine.
SECTION 3: QUALIFICATIONS
The following shall be eligible to participate in the bidding for the supply of goods/services:
a.) Duly licensed Filipino citizens/sole proprietorships;
b.) If a partnership, duly organized under the laws of the Philippines and of which at least
sixty percent (60%) of the interest belongs to citizens of the Philippines; and
c.) If a corporation, duly organized under the laws of the Philippines, and of which at least
sixty percent (60%) of the outstanding capital stock belongs to citizens of the
Philippines.
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 2 OF 24
SECTION 4: APPROVED BUDGET FOR THE CONTRACT (ABC)
The PNOC Renewables Corporation (PNOC RC) shall offer to all prospective external
providers for the lease of two (2) units of multi-function machine. The price quotation
shall not exceed the Approved Budget for the Contract (ABC) amounting to Three Hundred
Sixty-Seven Thousand Pesos, (Php367, 000.00) inclusive of 12% VAT and all other applicable
government taxes and charges. Any bid beyond ABC will automatically be disqualified.
SECTION 5: SCOPE OF WORK AND TECHNICAL SPECIFICATIONS
a) Equipment:
The equipment proposed shall meet or exceed the minimum performance
requirements set forth below. In addition:
1. Equipment shall be brand new or newly factory
remanufactured/non-surplus Multi-function Machine with:
i. Copier;
ii. Network Printer; and
iii. Network Scanner;
2. Quantity: Two (2) units;
3. The External Provider shall submit printed products (copies and printing) of
acceptable quality on the plain type of papers normally used for photocopying
and printing purposes in an office environment. Samples should be in A4, legal
and A3 sizes in both monochrome and full color which shall pass the
assessment of PNOC RC;
4. All prices shall include installation of equipment, consumable supplies and
training. The Contractor shall provide training to adequately instruct personnel
in the use of equipment throughout the term of the agreement. Training shall
also include orientation with the staff assisting with network setup at no
charge. A manual or manuals containing operating and service instructions for
the equipment shall be delivered with each unit. Necessary warnings and
safety precautions should be included; and
5. The External Provider shall state the cost per sheet in excess of the set
maximum number for mono and color (up to A3 size).
b) Maintenance/Service:
1. During the term of the lease the External Provider shall provide both remedial
and preventative service for all units, the cost for such being included in the
quotations. The External Provider shall provide on-call remedial service,
including replacement of all unserviceable parts.
2. The External Provider shall provide preventative service based upon the
manufacturer's recommended schedule, including lubrication, necessary
equipment adjustments and replacement of all unserviceable parts.
3. Service response for service repair calls shall be same day if reports were made
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 3 OF 24
before noon time. Should reports be made after noon time, the response
period should be morning the following day at the latest. All repairs should be
performed during normal working hours, 8:00 A.M. to 5:00 P.M., Monday -
Friday. Fully trained and qualified technicians shall perform all maintenance
service and shall be on site prepared to accomplish repairs within the required
response time.
4. Consumable supplies: The Maintenance Plan shall be a supply-inclusive
contract, in that it must include all toner, parts, labor, and preventative
maintenance calls. Paper shall be supplied by PNOC RC and is NOT to be
included in the Maintenance Plan contract. External Provider shall provide
shipping and handling of all included consumables at no charge.
c) Technical Specifications:
1. Printer #1 (minimum performance requirement):
Type Multi-Function Printer (Print/Copy/Scan)
Print Technology Laser
Color Full-Color
Control Panel: 7-inch electrostatic touch panel
Memory Capacity Minimum of 2GB
HDD Minimum of 250GB
Max Original Size A3 (11” x 17”)
Output Size Maximum of A3 to A6 Lengthwise
First Copy/Print Output Time
Colour Minimum of 6.0 sec
B/W Minimum of 4.8 sec
Copy Speed Colour Minimum of 45 ppm
B/W Minimum of 45 ppm
Scan/Copy Resolution Minimum of 600x600 dpi
Print/Copy/Scan Duplex
Paper Capacity 500 Sheets for Tray 1 and 2, 1500 sheets for Tray 3, 1000 sheets for Tray 4 and 150 sheets for bypass tray
Interface Ethernet (10BASE-T / 100BASE-TX / 1000BASE-T) USB 1.1, USB 2.0
Multiple Copy 1-9999 sheets
Multiple Print 1-9999 sheets
Power Consumption 220-240V / 50/60Hz
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 4 OF 24
2. Printer #2 (minimum performance requirement):
Type Multi-Function Printer (Print/Copy/Scan)
Print Technology Laser
Color Monochrome
Control Panel: 7-inch electrostatic touch panel
Memory Capacity Minimum of 2GB
HDD Minimum of 320GB
Max Original Size A4/Legal (297mm x 210mm)
Output Size A6-A4, Legal, Customized paper sizes
First Copy/Print Output Time
Colour Minimum of 8.5 sec
B/W Minimum of 8.5 sec
Copy Speed Colour Minimum of 40 ppm
B/W Minimum of 40 ppm
Copy/Scan Resolution Minimum 1200x1200dpi
Print/Copy/Scan Duplex
Paper Capacity Standard: 650 sheets Maximum: 2,300 sheets
Interface Ethernet 10-Base-T/100-Base-TX/1,000-Base-T; USB 1.1; USB 2.0
Multiple Copy 1-999 sheets
Multiple Print 1-999 sheets
Power Consumption 220-240V / 50/60Hz Less than 1.1 kW
d) Green Specifications
1. Energy Star Certified
2. Power Saving Mode: Automatic sleep mode when idle for 2 minutes
SECTION 6: SCHEDULE OF REQUIREMENTS
a) Number of copies/printing per year:
1. Monochrome – at least 312,000 copies, all sizes
2. Color – at least 18,000 copies, all sizes
b) Number of copies/printing per month:
1. Monochrome – at least 26,000 copies, all sizes
2. Color – at least 1,500 copies, all sizes
c) Unprinted copies per month either monochrome or colored can be allocated to the
preceding and succeeding months.
d) In the event that by end of the contract, PNOC RC has not consumed the total items
cited in Section 6(a), the External Provider shall allow the use of his machine for an
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 5 OF 24
extended period of 15 calendar days or until complete consumption of consumables
or until items 6(a) had been fully consumed;
e) The contract duration will be one (1) year from issuance of Notice to Proceed (NTP).
f) The start of delivery shall commence within (7) calendar days upon receipt of NTP.
g) The external provider shall quote for cost per sheet for both monochrome and color
printing in excess of total copies as stated in Section 6(a). This shall used as basis in
the event that extension of contract is necessary subject to the approval of the budget.
SECTION 7: SELECTION CRITERIA
The project shall be awarded to the Single/Lowest Calculated Responsive Quotation (S/LCRQ).
SECTION 8: SUBMISSION OF BID
A.) TECHNICAL AND ELIGIBILITY PROPOSAL
a.) Registration certificate from SEC, Department of Trade and Industry (DTI) for sole
proprietorship, or CDA for cooperatives;
b.) Mayor’s/Business permit issued by the city or municipality where the principal place
of business of the prospective external provider is located, or the equivalent
document for Exclusive Economic Zones or Areas; (In cases of recently expired
Mayor’s/Business permits, it shall be accepted together with the official receipt as
proof that the external provider has applied for renewal within the period prescribed
by the concerned local government unit, provided that the renewed permit shall be
submitted as a post-qualification requirement);
c.) Certificate of PhilGEPS Registration or Proof of PhilGEPS Registration;
d.) Compliance to Technical specifications, which may include production/delivery
schedule, manpower requirements, and/or after-sales service/parts, if applicable.
e.) Omnibus Sworn Statement
f.) Bid Security
B.) FINANCIAL PROPOSAL
a.) All quotation prices shall be quoted in Philippine Peso and inclusive of all applicable
taxes.
b.) Quotation Validity: Quotations shall remain valid for the period not exceed Forty Five
(45) calendar days from the date of the opening of quotations.
SECTION 9: BID SECURITY
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 6 OF 24
The bidder shall submit a bid securing declaration, or any form of bid security denominated
in Philippine Pesos and posted in favor of the PNOC RC with the following schedule:
a.) If cash or cashier’s/manager’s check issued by a Universal or Commercial Bank – in
an amount not less than two (2%) percent of the ABC;
b.) If 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) – in an amount not less than
five (5%) percent of the ABC; and,
c.) If through surety bond, callable upon demand issued by a surety or insurance
company duly certified by the Insurance Commission as authorized to issue such
security – in an amount not less than five (5%) percent of the ABC.
SECTION 10: PERFORMANCE SECURITY
Within ten (10) calendar days from receipt of the Notice of Award from the Procuring Entity
but in no case later than the signing of the contract by both parties, the successful external
provider shall furnish the performance security in any of the following forms:
Form of Performance Security Amount of Performance Security
(Equal to Percentage of the Total
Contract Price)
(a) Cash or cashier’s/manager’s check issued by a Universal or Commercial Bank.
Five percent (5%)
(b) Bank draft/guarantee or irrevocable Letter of credit issued by a Universal or Commercial Bank: Provided, however, that i t 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; and/or
Thirty percent (30%)
a. The Performance Security shall be valid for the entire duration of the contract.
b. The performance security posted in favor of the Procuring Entity shall be forfeited in
the event it is established that the winning external provider is in default in any of its
obligations under the contract.
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 7 OF 24
c. The performance security shall remain valid until issuance by the Procuring Entity of
the Certificate of Final Acceptance.
d. Failure of the successful External Provider to comply with the above-mentioned
requirement shall constitute sufficient ground for the annulment of the award and
forfeiture of the bid security, in which event the procuring entity shall initiate and
complete the post qualification of the second lowest calculated quotation. The
procedure shall be repeated until the Lowest Calculated Responsive Quotation is
identified and selected for contract award. However, if no external provider passed
post-qualification, the BAC shall declare the bidding a failure and conduct a re-bidding
with re- advertisement.
SECTION 11: LIQUIDATED DAMAGES
When the supplier fails to satisfactorily deliver goods under the contract within the specified
delivery schedule, inclusive of duly granted time extensions, if any, the supplier shall be liable
for damages for the delay an amount equal to one-tenth (1/10) of one percent (1%) of the
cost of the delayed goods/services scheduled for delivery for every day of delay until such
goods are finally delivered and accepted by PNOC RC. Such amount shall be deducted from
any money due or which may become due to the supplier.
SECTION 12: SCHEDULE OF PAYMENTS
First payment shall be made thirty (30) calendar days after receipt of goods, delivery receipt,
billing invoice/statement and other documentary requirements under the contract, subject
to two percent (2%) expanded withholding tax and 5% withholding VAT.
Succeeding payments shall be made thirty (30) calendar days after receipt billing
invoice/statement and other documentary requirements under the contract, subject to two
percent (2%) expanded withholding tax and 5% withholding VAT.
SECTION 13: PAYMENT TERMS AND CONDITIONS
a.) Payments shall be made promptly by PNOC RC.
b.) Fixed monthly billing of bid amount divided by twelve (12) months.
c.) Payments shall be according to the schedule in Section 12: Schedule of Payments.
d.) Payments shall be made only upon a certification by the Admin Head to the effect
that the goods and services have been rendered or delivered in accordance with
the terms of this contract and have been duly inspected and accepted.
e.) The external provider’s request(s) for payment shall be made to the PNOC RC in
writing, accompanied by an invoice describing, as appropriate, the Goods delivered
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 8 OF 24
and/or Services performed, and by submission of other required documents and
obligations stipulated in this Contracts.
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 9 OF 24
TECHNICAL COMPLIANCE FORM
Contract No: WOR No. 18-______ Date Prepared: _____________
Contract Title: Lease of two (2) units of Multi-function Machine
ITEM NO.
DESCRIPTION
STATEMENT OF
COMPLIANCE (Comply or
Not Comply)
A. Equipment
1. Equipment shall be brand new or newly factory
remanufactured/ non-surplus Multi-function Machine with:
i. Copier;
ii. Network Printer; and
iii. Network Scanner;
2. Quantity: Two (2) units;
3. The External Provider shall submit a sample printed products
(copies and printing) of acceptable quality on the plain type of
papers normally used for photocopying and printing purposes
in an office environment. Samples should be in A4, legal and A3
sizes in both monochrome and full color;
4. All prices shall include installation of equipment, consumable
supplies and training. The Contractor shall provide training to
adequately instruct personnel in the use of equipment
throughout the term of the agreement. Training shall also
include orientation with the staff assisting with network setup
at no charge. A manual or manuals containing operating and
service instructions for the equipment shall be delivered with
each unit. Necessary warnings and safety precautions should be
included;
5. The External Provider will state the cost per sheet in excess of
the set maximum number for mono and color (up to A3 size)
B. Maintenance/Service:
1. During the term of the lease the External Provider shall provide both remedial and preventative service for all units, the cost for such being included in the quotations. The External
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 10 OF 24
Provider will provide on-call remedial service, including replacement of all unserviceable parts
2. The Contractor shall provide preventative service based upon
the manufacturer's recommended schedule, including
lubrication, necessary equipment adjustments and
replacement of all unserviceable parts.
3. Service response for service repair calls shall be same day if
reports were made before noon time. If reports were made
after noon time the response will be morning the following
day. All repairs should be performed during normal working
hours, 8:00 A.M. to 5:00 P.M., Monday - Friday. Fully trained
and qualified technicians shall perform all maintenance service
and shall be on site prepared to accomplish repairs within the
required response time.
4. Consumable supplies: The Maintenance Plan shall be a supply-
inclusive contract, in that it must include all toner, parts, labor,
and preventative maintenance calls. Contractor is required to
include the cost of supplies inclusive of staples and other
consumable supplies (i.e.: toner) in the quoted monthly price.
Paper shall be supplied by PNOC RC and is NOT to be included
in the Maintenance Plan contract. Contractor shall provide
shipping and handling of all included consumables at no
charge.
C. Technical Specifications
1. Printer #1 (please state Brand name and Model)
Type: Multi-Function Printer (Print/Copy/Scan)
Color: Full Color
Full-Color: Minimum of 2GB
HDD: Minimum of 250GB
Max Original Size: A3 (11” x 17”)
Output Size: Maximum of A3 to A6 Lengthwise
First Copy/Print Output Time: 6.0 Sec
Copy Speed: Minimum of 45 ppm
Paper Capacity: 500 Sheets for Tray 1 and 2, 1500 sheets for Tray 3, 1000 sheets for Tray 4 and 150 sheets for bypass tray
Interface: Ethernet (10BASE-T / 100 BASE-TX / 1000BASE-T)
Multiple Copy: 1-9999 sheets
Multiple Print: 1-9999 sheets
Please provide the brochure
2. Printer #2 (please state Brand name and Model)
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 11 OF 24
Type: Multi-Function Printer (Print/Copy/Scan)
Color: Monochrome
Full-Color: Minimum of 2GB
HDD: Minimum of 320GB
Max Original Size: A4 (297mm x 210mm)
Output Size: Standard: 650 sheets / Maximum: 2,300 sheets
First Copy/Print Output Time: 8.5 Sec
Copy Speed: Minimum of 40 ppm
Paper Capacity: A6-A4, Legal, Customized paper sizes
Interface: Ethernet 10-Base-T/100-Base-TX/1,000-Base-T; USB 1.1; USB 2.0
Multiple Copy: 1-999 sheets
Multiple Print: 1-999 sheets
Please provide brochure
D. Green Specifications
1. Energy Star Certified
2. Power Saving Mode: Automatic sleep mode when idle for
2 minutes
NOTES:
1. External Providers must state under STATEMENT OF COMPLIANCE either
“Comply” or “Not Comply” against each of the individual parameters of each
Specification stating the corresponding performance parameter of the
equipment offered. Statements of “Comply” or “Not Comply” must be
supported by evidence in External provider’s Quotation and cross-referenced
to that evidence. Evidence shall be in the form of manufacturer’s un-amended
sales literature, unconditional statements of specification and compliance
issued by the manufacturer, samples, independent test data etc., as
appropriate. A statement that is not supported by evidence or is subsequently
found to be contradicted by the evidence presented will render the quotation
under evaluation liable for rejection. A statement either in the External
provider’s statement of compliance or the supporting evidence that is found
to be false either during Quotation evaluation, post-qualification or the
execution of the Contract may be regarded as fraudulent and render the
external provider or supplier liable for prosecution. In case of erasures, please
have it countersigned by your authorized representative.
2. The undersigned submits the foregoing quotation with full knowledge and
consent that PNOC RC has the right to reject any or all quotations and accept
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 12 OF 24
only those that are considered most advantageous to PNOC RC and / or the
government.
External Provider’s Name:
Authorized Representative:
Designation:
Signature:
Date:
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 13 OF 24
QUOTATION FORM
Date: ____________________
To: PNOC Renewables Corporation G/F PNOC Bldg. 5, Energy Center
Rizal Drive, BGC, Taguig City
Gentlemen and/or Ladies:
Having examined the Bidding Documents including Bid Bulletin Numbers [insert
numbers], the receipt of which is hereby duly acknowledged, we, the undersigned, offer to
[supply/deliver/perform] [description of the Goods] in conformity with the said Bidding
Documents for the sum of [total Bid amount in words and figures] or such other sums as may
be ascertained in accordance with the Schedule of Prices attached herewith and made part
of this Bid.
We undertake, if our Quotation is accepted, to deliver the goods in accordance with the
delivery schedule specified in the Schedule of Requirements.
If our Quotation is accepted, we undertake to provide a performance security in the
form, amounts, and within ten (10) calendar days after issuance of Notice of Award.
We agree to abide by this Quotation for the Quotation Validity Period specified in
Section 8: Submission of Quotation part B of the Financial Proposal and it shall remain binding
upon us and may be accepted at any time before the expiration of that period.
Until a formal Contract is prepared and executed, this Quotation, together with your
written acceptance thereof and your Notice of Award, shall be binding upon us.
We understand that you are not bound to accept the Lowest Calculated Quotation or
any Quotation you may receive.
We certify/confirm that we comply with the eligibility requirements as Section 8:
Submission of Quotation part A: Technical and Eligibility Proposal of the RFQ.
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 14 OF 24
We likewise certify/confirm that the undersigned, [for sole proprietorships, insert: as the
owner and sole proprietor or authorized representative of Name of external provider, has
the full power and authority to participate, submit the quotation, and to sign and execute the
ensuing contract, on the latter’s behalf for the Name of Project of the Name of the Procuring
Entity] [for partnerships, corporations, cooperatives, or joint ventures, insert: is granted full
power and authority by the Name of external provider, to participate, submit the quotation,
and to sign and execute the ensuing contract on the latter’s behalf for Name of Project of the
Name of the Procuring Entity].
We acknowledge that failure to sign each and every page of this Quotation Form,
including the attached Financial Quotation Form No. 1, shall be a ground for the rejection of
our bid.
Dated this ________________ day of ________________ 20______.
[signature] [in the capacity of]
Duly authorized to sign Bid for and on behalf of ____________________________
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 15 OF 24
FINANCIAL
QUOTATION FORM No. 1
Contract No: WOR No. 18-_____ Date Prepared: _____________
Contract Title: Lease of Two (2) units of Multi-Function Machine
ITEM
NO. DESCRIPTION
QTY
(A) UOM
UNIT PRICE
(B)
AMOUNT
(A*B)
1 Lease of Two (2) units of Multi-
function Machine
Grand Total
GRAND TOTAL (in words)
________________________________________________________________________
_______________________________________________________________________
________________________________________________________________________
Note: Quotation Price shall be inclusive of 12% VAT and all other applicable government taxes and charges.
External Provider’s Name:
Authorized Representative:
Designation:
Signature:
Date:
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 16 OF 24
FINANCIAL
QUOTATION FORM No. 2
Contract No: WOR No. 18-_____ Date Prepared: _____________
Contract Title: Lease of Two (2) units of Multi-Function Machine
ITEM
NO. DESCRIPTION UOM UNIT PRICE
1 Cost per sheet in excess of the set maximum number (up to A3 size)
a) Monochrome
b) Color
Note: Quotation Price shall be inclusive of 12% VAT and all other applicable government taxes and charges.
External Provider’s Name:
Authorized Representative:
Designation:
Signature:
Date:
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 17 OF 24
CHECKLIST OF ELIGIBILITY AND TECHNICAL REQUIREMENTS FOR EXTERNAL PROVIDERS (GOODS AND SERVICES)
EL IGIB IL ITY & TECHN IC AL D OCU M EN TS
DESCRIPTION AND REQUIREMENTS COMPLY?
(Y/N)
1 Registration certificate from SEC, Department of Trade and Industry (DTI) for
sole proprietorship, or CDA for cooperatives
2 Mayor’s/Business permit issued by the city or municipality where the
principal place of business of the prospective external provider is located, or
the equivalent document for Exclusive Economic Zones or Areas
3 Certificate of PhilGEPS Registration or Proof of PhilGEPS Registration
4 Compliance to Technical specifications, which may include
production/delivery schedule, manpower requirements, and/or after-sales
service/parts, if applicable; and
5 Multi-function Machine Brochures
6 Sample printed products (all sizes)
7 Financial Bid Proposal
a) Quotation Form
b) Quotation Form No. 1
c) Quotation Form No. 2
8 Omnibus Sworn Statement
9 Bid Security
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 18 OF 24
OMNIBUS SWORN STATEMENT
REPUBLIC OF THE PHILIPPINE)
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 External Provider] with office address at [address of Bidder];
If a partnership, corporation, cooperative, or joint venture: I am the duly authorized
and designated representative of [Name of Bidder] with office address at [address of
External Provider];
2. Select one, delete the other:
If a sole proprietorship: As the owner and sole proprietor, or authorized representative
of [Name of External Provider], 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], as shown in the attached duly notarized Special Power of Attorney;
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], as shown in the attached [state title of attached
document showing proof of authorization (e.g., duly notarized Secretary’s Certificate,
Board/Partnership Resolution, or Special Power of Attorney, whichever is
applicable;)];
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 19 OF 24
3. [Name of External Provider] 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 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 External Provider] 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 External
Provider] 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 External Provider] 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 External Provider] complies with existing labor laws and standards; and
8. [Name of External Provider] 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;
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 20 OF 24
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].
9. [Name of External Provider] 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
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 21 OF 24
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. ________ and his/her Community Tax Certificate No. _______ issued on ____ at ______.
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 _____
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 22 OF 24
BID SECURING DECLARATION FORM
REPUBLIC OF THE PHILIPPINES)
CITY OF _______________________) S.S.
x------------------------------------------------------x
BID SECURING DECLARATION
Request for Quotation: [Insert Reference number]
To: [Insert name and address of the Procuring Entity]
I/We1, the undersigned, declare that:
1. I/We understand that, according to your conditions, bids must be supported
by a Bid Security, which may be in the form of a Bid-Securing Declaration.
2. I/We accept that: (a) I/we will be automatically disqualified from bidding for
any contract with any procuring entity for a period of two (2) years upon
receipt of your Blacklisting order; and, (b) I/we will pay the applicable fine
provided under Section 6 of the Guidelines on the Use of Bid Securing
Declaration, within fifteen (15) days from receipt of the written demand by the
procuring entity for the commission of acts resulting to the enforcement of the
bid securing declaration under Sections 23.1(b), 34.2, 40.1 and 69.1, except
69.1(f), of the IRR of RA 9184; without prejudice to other legal action the
government may undertake.
3. I/We understand that this Bid Securing Declaration shall cease to be valid on
the following circumstances:
Select one and delete the other. Adopt the same instruction for similar terms throughout the document.
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 23 OF 24
(a) Upon expiration of the bid validity period, or any extension thereof
pursuant to your request;
(b) I am/we are declared ineligible or post-disqualified upon receipt of
your notice to such effect, and (i) I/we failed to timely file a request for
reconsideration or (ii) I/we filed a waiver to avail of said right;
(c) I am/we are declared the bidder with the Lowest Calculated Responsive
Bid, and I/we have furnished the performance security and signed the
Contract.
IN WITNESS WHEREOF, I/We have hereunto set my/our hand/s this ____ day of
[month] [year] at [place of execution].
[Insert NAME OF EXTERNAL PROVIDER’S AUTHORIZED REPRESENTATIVE]
[Insert Signatory’s Legal Capacity]
Affiant
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.
________ and his/her Community Tax Certificate No. _______ issued on ____ at ______.
Witness my hand and seal this ___ day of [month] [year].
DOCUMENT NO.: DI-03-022-007; EFFECTIVITY DATE: 20160725; VERSION:1; ISSUED BY: PUR PAGE 24 OF 24
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 _____