OFFICE OF THE OMBUDSMAN

PB 2017-14

“PUBLIC BIDDING FOR THE ONE (1) YEAR

JANITORIAL, MAINTENANCE AND
OTHER SERVICES REQUIREMENT
(115 PERSONNEL INCLUDING SUPPLIES
AND MATERIALS) FOR THE
OFFICE OF THE OMBUDSMAN”

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 TABLE OF CONTENTS

SECTION I. INVITATION TO BID 3

SECTION II. INSTRUCTIONS TO BIDDERS 5
SECTION III. BID DATA SHEET 35
SECTION IV. GENERAL CONDITIONS OF CONTRACT 40
SECTION V. SPECIAL CONDITIONS OF CONTRACT 56
SECTION VI. SCHEDULE OF REQUIREMENTS 66
SECTION VII. TECHNICAL SPECIFICATIONS 67
Section VIII. Bidding Forms 93

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 PB-2017-14

Republic of the Philippines

OFFICE OF THE OMBUDSMAN
Agham Road, Diliman, Quezon City

INVITATION TO BID
“PUBLIC BIDDING FOR THE ONE (1) YEAR JANITORIAL, MAINTENANCE AND OTHER
SERVICES REQUIREMENT (115 PERSONNEL INCLUDING SUPPLIES
AND MATERIALS) FOR THE OFFICE OF THE OMBUDSMAN”

1. The Office of the Ombudsman through the General Appropriations Act for CY 2017 intends to
apply the sum of Twenty Eight Million Two Hundred Sixty One Thousand Six Hundred Sixty Five
Pesos and Fifty Six Centavos (P28,261,665.56), being the Approved Budget for the Contract (ABC) to
payments of the procurement of One (1) Year Janitorial, Maintenance and Other Services Requirement
(115 Personnel including Supplies and Materials) for the Office of the Ombudsman (PB 2017-14).
Bids received in excess of the ABC shall be automatically rejected at bid opening.

2. The Office of the Ombudsman now invites bids for the One (1) Year Janitorial, Maintenance and Other
Services Requirement (115 Personnel including Supplies and Materials) for the Office of the
Ombudsman consisting of the following:

OBJECT OF BIDDING Bidding Fee

(Non-Refundable)
Unit Particulars Approved Budget for the
Contract (ABC)
One (1) (a) Janitorial, Maintenance and Other P 26,329,992.36
Lot Services
(b) Supplies and Materials P 1,931,673.20
Total ABC P 28,261,665.56 P 25,000.00

Delivery of goods and services is required for the period of one year and shall commence thirty (30)
calendar days upon receipt of the Notice to Proceed. Bidders should have completed, within five (5) years
from the date of submission and receipt of bids, a contract similar to the Project, equivalent to at least fifty
percent (50%) of the ABC. The description of an eligible bidder is contained in the Bidding Documents,
particularly, in Section II, Instructions to Bidders.

3. Bidding will be conducted through open competitive bidding procedures using a non-discretionary “pass/fail”
criterion as specified in the Revised Implementing Rules and Regulations (IRR) of Republic Act (RA) 9184,
otherwise known as the “Government Procurement Reform Act”.

Bidding is restricted to Filipino citizens/sole proprietorships, partnerships, or organizations with at least sixty
percent (60%) interest or outstanding capital stock belonging to citizens of the Philippines, and to citizens or
organizations of a country the laws or regulations of which grant similar rights or privileges to Filipino
citizens, pursuant to RA 5183 and subject to Commonwealth Act 138. Interested bidders should be enrolled
in the Electronic Filing and Payment System (eFPS) program of the Bureau of Internal Revenue (BIR),
pursuant to Executive Order No. 398, RR 3-2005, and must be registered under the Philippine Government
Electronic Procurement System (PhilGEPS).

4. A complete set of Bidding Documents may be acquired by interested Bidders starting

September 05, 2017 to September 26, 2017 from the address below and upon payment of the
applicable fee for the Bidding Documents.

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 It may also be downloaded free of charge from the website of the Philippine Government Electronic
Procurement System (PhilGEPS) and Office of the Ombudsman, provided that Bidders shall pay the
applicable fee for the Bidding Documents not later than the submission of their bids.

5. The Office of the Ombudsman will hold a Pre-Bid Conference on September 14, 2017 at 2:30 p.m.
at the Hearing Room, Ground Floor, Ombudsman Building, Agham Road, Quezon City which shall
be open to all interested parties.

6. Bids must be delivered to the address below on or before September 26, 2017, 1:30 p.m. All Bids
must be accompanied by a bid security in any of the acceptable forms and in the amount stated in
ITB Clause 18.

Bid opening shall be on September 26, 2017, 1:30 p.m. at the Hearing Room, Ground Floor,
Ombudsman Building, Agham Road, Quezon City. Bids will be opened in the presence of the
Bidder’s representatives who choose to attend at the address stated below. Late bids shall not be
accepted.

7. Please refer to the table below for the cost of the bidding documents and summary of
bidding activities:
COST OF BIDDING DOCUMENTS P 25,000.00
(Non-refundable fee)
INSPECTION/SELLING PERIOD OF BIDDING September 05, 2017 to September 26, 2017
DOCUMENTS BAC Secretariat Office, Ground Floor, Ombudsman
Building, Agham Road, Quezon City
PRE-BID CONFERENCE September 14, 2017 at 2:30 p.m.
Hearing Room, Ground Floor, Ombudsman Building,
Agham Road, Quezon City
DEADLINE OF SUBMISSION OF BIDS On or before September 26, 2017, 1:30 p.m.
(Late bids shall not be accepted) BAC Secretariat Office, Ground Floor, Ombudsman
Building, Agham Road, Quezon City
OPENING OF BIDS September 26, 2017, 1:30 p.m.
Ombudsman Hearing Room, Ground Floor, Ombudsman
Building, Agham Road, Quezon City

8. The Office of the Ombudsman reserves the right to reject any and all bids, declare a failure of
bidding, or not award the contract at any time prior to contract award in accordance with Section
41 of RA 9184 and its IRR, without thereby incurring any liability to the affected bidder or
bidders.

For further information, please refer to:

BIDS AND AWARDS COMMITTEE SECRETARIAT (CENTRAL)
Ground Floor Ombudsman Building,
Agham Road North Triangle, Diliman Quezon City 1104
 (02)479-73-00 loc. 2206
 bac@ombudsman.gov.ph / bac.ombudsman@hotmail.com
 www.ombudsman.gov.ph

MARILOU B. ANCHETA-MEJICA
Assistant Ombudsman, PAMO II
Chairperson, Bids and Awards Committee

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 Section II. Instructions to Bidders
TABLE OF CONTENTS
A. GENERAL..........................................................................................................7
1. Scope of Bid...............................................................................................................7
2. Source of Funds..........................................................................................................7
3. Corrupt, Fraudulent, Collusive, and Coercive Practices............................................7
4. Conflict of Interest......................................................................................................8
5. Eligible Bidders........................................................................................................10
6. Bidder’s Responsibilities..........................................................................................11
7. Origin of Goods........................................................................................................13
8. Subcontracts..............................................................................................................13
B. CONTENTS OF BIDDING DOCUMENTS............................................................14
9. Pre-Bid Conference..................................................................................................14
10. Clarification and Amendment of Bidding Documents.............................................14
C. PREPARATION OF BIDS...................................................................................15
11. Language of Bid.......................................................................................................15
12. Documents Comprising the Bid: Eligibility and Technical Components................15
13. Documents Comprising the Bid: Financial Component...........................................17
14. Alternative Bids........................................................................................................18
15. Bid Prices..................................................................................................................18
16. Bid Currencies..........................................................................................................20
17. Bid Validity..............................................................................................................20
18. Bid Security..............................................................................................................20
19. Format and Signing of Bids......................................................................................23
20. Sealing and Marking of Bids....................................................................................23
D. SUBMISSION AND OPENING OF BIDS..............................................................24
21. Deadline for Submission of Bids..............................................................................24
22. Late Bids...................................................................................................................24
23. Modification and Withdrawal of Bids......................................................................24
24. Opening and Preliminary Examination of Bids........................................................25
E. EVALUATION AND COMPARISON OF BIDS......................................................27
25. Process to be Confidential........................................................................................27
26. Clarification of Bids.................................................................................................27

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 27. Domestic Preference.................................................................................................27
28. Detailed Evaluation and Comparison of Bids..........................................................28
29. Post-Qualification.....................................................................................................29
30. Reservation Clause...................................................................................................30
F. AWARD OF CONTRACT...................................................................................31
31. Contract Award.........................................................................................................31
32. Signing of the Contract.............................................................................................32
33. Performance Security...............................................................................................33
34. Notice to Proceed......................................................................................................34
35. Protest Mechanism…………………………………………………………………34

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 General

1. Scope of Bid
1.1. The Procuring Entity named in the BDS invites bids for the supply and
delivery of the Goods as described in Section VII. Technical Specifications.

1.2. The name, identification, and number of lots specific to this bidding are
provided in the BDS. The contracting strategy and basis of evaluation of lots
is described in ITB Clause 28..

2. Source of Funds
The Procuring Entity has a budget or has received funds from the Funding Source
named in the BDS, and in the amount indicated in the BDS. It intends to apply part of
the funds received for the Project, as defined in the BDS, to cover eligible payments
under the contract.

3. Corrupt, Fraudulent, Collusive, and Coercive Practices

3.1. Unless otherwise specified in the BDS, the Procuring Entity as well as
the bidders and suppliers shall observe the highest standard of ethics during
the procurement and execution of the contract. In pursuance of this policy, the
Procuring Entity:

(a) defines, for purposes of this provision, the terms set forth below as
follows:

(i) “corrupt practice” means behavior on the part of officials in the

public or private sectors by which they improperly and unlawfully enrich
themselves, others, or induce others to do so, by misusing the position in
which they are placed, and includes the offering, giving, receiving, or
soliciting of anything of value to influence the action of any such official in
the procurement process or in contract execution; entering, on behalf of the
government, into any contract or transaction manifestly and grossly
disadvantageous to the same, whether or not the public officer profited or will
profit thereby, and similar acts as provided in RA 3019.

(ii) “fraudulent practice” means a misrepresentation of facts in

order to influence a procurement process or the execution of a contract to the
detriment of the Procuring Entity, and includes collusive practices among
Bidders (prior to or after bid submission) designed to establish bid prices at
artificial, non-competitive levels and to deprive the Procuring Entity of the
benefits of free and open competition.

(iii) “collusive practices” means a scheme or arrangement between

two or more Bidders, with or without the knowledge of the Procuring Entity,
designed to establish bid prices at artificial, non-competitive levels.

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 (iv) “coercive practices” means harming or threatening to harm,
directly or indirectly, persons, or their property to influence their participation
in a procurement process, or affect the execution of a contract;

(v) “obstructive practice” is

(aa) deliberately destroying, falsifying, altering or

concealing of evidence material to an administrative
proceedings or investigation or making false statements
to investigators in order to materially impede an
administrative proceedings or investigation of the
Procuring Entity or any foreign government/foreign or
international financing institution into allegations of a
corrupt, fraudulent, coercive or collusive practice;
and/or threatening, harassing or intimidating any party
to prevent it from disclosing its knowledge of matters
relevant to the administrative proceedings or
investigation or from pursuing such proceedings or
investigation; or

(bb) acts intended to materially impede the exercise of the

inspection and audit rights of the Procuring Entity or
any foreign government/foreign or international
financing institution herein.

(b) will reject a proposal for award if it determines that the Bidder
recommended for award has engaged in any of the practices mentioned in this
Clause for purposes of competing for the contract.

3.2. Further, the Procuring Entity will seek to impose the maximum civil,
administrative, and/or criminal penalties available under applicable laws on
individuals and organizations deemed to be involved in any of the practices
mentioned in ITB Clause (a).

3.3. Furthermore, the Funding Source and the Procuring Entity reserve the
right to inspect and audit records and accounts of a bidder or supplier in the
bidding for and performance of a contract themselves or through independent
auditors as reflected in the GCC Clause 3..

4. Conflict of Interest
4.1. All Bidders found to have conflicting interests shall be disqualified to
participate in the procurement at hand, without prejudice to the imposition of
appropriate administrative, civil, and criminal sanctions. A Bidder may be
considered to have conflicting interests with another Bidder in any of the
events described in paragraphs (a) through (c) below and a general conflict of
interest in any of the circumstances set out in paragraphs (d) through (g)
below:

(a) A Bidder has controlling shareholders in common with another Bidder;

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 (b) A Bidder receives or has received any direct or indirect subsidy from any
other Bidder;

(c) A Bidder has the same legal representative as that of another Bidder for
purposes of this bid;

(d) A Bidder has a relationship, directly or through third parties, that puts
them in a position to have access to information about or influence on the bid
of another Bidder or influence the decisions of the Procuring Entity regarding
this bidding process;

(e) A Bidder submits more than one bid in this bidding process. However,
this does not limit the participation of subcontractors in more than one bid;

(f) A Bidder who participated as a consultant in the preparation of the

design or technical specifications of the Goods and related services that are the
subject of the bid; or

(g) A Bidder who lends, or temporarily seconds, its personnel to firms or

organizations which are engaged in consulting services for the preparation
related to procurement for or implementation of the project, if the personnel
would be involved in any capacity on the same project.

4.2. In accordance with Section 47 of the IRR of RA 9184, all Bidding

Documents shall be accompanied by a sworn affidavit of the Bidder that it is
not related to the Head of the Procuring Entity (HoPE), members of the Bids
and Awards Committee (BAC), members of the Technical Working Group
(TWG), members of the BAC Secretariat, the head of the Project Management
Office (PMO) or the end-user unit, and the project consultants, by
consanguinity or affinity up to the third civil degree. On the part of the
Bidder, this Clause shall apply to the following persons:

(a) If the Bidder is an individual or a sole proprietorship, to the Bidder

himself;

(b) If the Bidder is a partnership, to all its officers and members;

(c) If the Bidder is a corporation, to all its officers, directors, and controlling
stockholders;

(d) If the Bidder is a cooperative, to all its officers, directors, and controlling
shareholders or members; and

(e) If the Bidder is a joint venture (JV), the provisions of items (a), (b), (c),
or (d) of this Clause shall correspondingly apply to each of the members of the
said JV, as may be appropriate.

Relationship of the nature described above or failure to comply with this

Clause will result in the automatic disqualification of a Bidder.

5. Eligible Bidders

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5.1. Unless otherwise provided in the BDS, the following persons shall be
eligible to participate in this bidding:

(a) Duly licensed Filipino citizens/sole proprietorships;

(b) Partnerships 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;

(c) Corporations 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;

(d) Cooperatives duly organized under the laws of the Philippines; and

(e) Persons/entities forming themselves into a Joint Venture (JV), i.e., a

group of two (2) or more persons/entities that intend to be jointly and severally
responsible or liable for a particular contract: Provided, however, that Filipino
ownership or interest of the JV concerned shall be at least sixty percent (60%).

5.2. Foreign bidders may be eligible to participate when any of the

following circumstances exist, as specified in the BDS:

(a) When a Treaty or International or Executive Agreement as provided in

Section 4 of RA 9184 and its IRR allow foreign bidders to participate;

(b) Citizens, corporations, or associations of a country, the laws or

regulations of which grant reciprocal rights or privileges to citizens,
corporations, or associations of the Philippines;

(c) When the Goods sought to be procured are not available from local
suppliers; or

(d) When there is a need to prevent situations that defeat competition or

restrain trade.

5.3. Government owned or –controlled corporations (GOCCs) may be

eligible to participate only if they can establish that they (a) are legally and
financially autonomous, (b) operate under commercial law, and (c) are not
attached agencies of the Procuring Entity.

5.4. Unless otherwise provided in the BDS, the Bidder must have completed
a Single Largest Completed Contract (SLCC) similar to the Project and the
value of which, adjusted, if necessary, by the Bidder to current prices using the
Philippine Statistics Authority (PSA) consumer price index, must be at least
equivalent to a percentage of the ABC stated in the BDS.

For this purpose, contracts similar to the Project shall be those described in the
BDS, and completed within the relevant period stated in the Invitation to Bid
and ITB Clause 12.1(a)(ii).

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 5.5. The Bidder must submit a computation of its Net Financial Contracting
Capacity (NFCC), which must be at least equal to the ABC to be bid,
calculated as follows:

NFCC = [(Current assets minus current liabilities) (15)] minus the value of
all outstanding or uncompleted portions of the projects under ongoing
contracts, including awarded contracts yet to be started, coinciding with
the contract to be bid.

The values of the domestic bidder’s current assets and current liabilities shall
be based on the latest Audited Financial Statements submitted to the BIR.

For purposes of computing the foreign bidders’ NFCC, the value of the current
assets and current liabilities shall be based on their audited financial
statements prepared in accordance with international financial reporting
standards.

If the prospective bidder opts to submit a committed Line of Credit, it must be

at least equal to ten percent (10%) of the ABC to be bid. If issued by a foreign
universal or commercial bank, it shall be confirmed or authenticated by a local
universal or commercial bank.

6. Bidder’s Responsibilities
6.1. The Bidder or its duly authorized representative shall submit a sworn
statement in the form prescribed in Section VIII. Bidding Forms as required in
ITB Clause 12.(iii).

6.2. The Bidder is responsible for the following:

(a) Having taken steps to carefully examine all of the Bidding Documents;

(b) Having acknowledged all conditions, local or otherwise, affecting the

implementation of the contract;

(c) Having made an estimate of the facilities available and needed for the
contract to be bid, if any;

(d) Having complied with its responsibility to inquire or secure

Supplemental/Bid Bulletin(s) as provided under ITB Clause 10.4..

(e) Ensuring that it is not “blacklisted” or barred from bidding by the GOP
or any of its agencies, offices, corporations, or LGUs, including foreign
government/foreign or international financing institution whose
blacklisting rules have been recognized by the GPPB;

(f) Ensuring that 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;

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(g) Authorizing the HoPE or its duly authorized representative/s to verify all
the documents submitted;

(h) Ensuring that the signatory is the duly authorized representative of the
Bidder, and granted full power and authority to do, execute and perform
any and all acts necessary and/or to represent the Bidder in the bidding,
with the duly notarized Secretary’s Certificate attesting to such fact, if
the Bidder is a corporation, partnership, cooperative, or joint venture;

(i) Complying with the disclosure provision under Section 47 of RA 9184

and its IRR in relation to other provisions of RA 3019;

(j) Complying with existing labor laws and standards, in the case of
procurement of services; Moreover, bidder undertakes to:

(i) Ensure the entitlement of workers to wages, hours of work,

safety and health and other prevailing conditions of work as
established by national laws, rules and regulations; or collective
bargaining agreement; or arbitration award, if and when
applicable.

In case there is a finding by the Procuring Entity or the DOLE

of underpayment or non-payment of workers’ wage and wage-
related benefits, bidder agrees that the performance security or
portion of the contract amount shall be withheld in favor of the
complaining workers pursuant to appropriate provisions of
Republic Act No. 9184 without prejudice to the institution of
appropriate actions under the Labor Code, as amended, and
other social legislations.

(ii) Comply with occupational safety and health standards and to

correct deficiencies, if any.

In case of imminent danger, injury or death of the worker,

bidder undertakes to suspend contract implementation pending
clearance to proceed from the DOLE Regional Office and to
comply with Work Stoppage Order; and

(iii) Inform the workers of their conditions of work, labor clauses

under the contract specifying wages, hours of work and other
benefits under prevailing national laws, rules and regulations;
or collective bargaining agreement; or arbitration award, if and
when applicable, through posting in two (2) conspicuous places
in the establishment’s premises; and

(k) Ensuring that it 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.

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 Failure to observe any of the above responsibilities shall be at the risk of the
Bidder concerned.

6.3. The Bidder is expected to examine all instructions, forms, terms, and
specifications in the Bidding Documents.

6.4. It shall be the sole responsibility of the Bidder to determine and to

satisfy itself by such means as it considers necessary or desirable as to all
matters pertaining to the contract to be bid, including: (a) the location and the
nature of this Project; (b) climatic conditions; (c) transportation facilities; and
(d) other factors that may affect the cost, duration, and execution or
implementation of this Project.

6.5. The Procuring Entity shall not assume any responsibility regarding
erroneous interpretations or conclusions by the prospective or eligible bidder
out of the data furnished by the procuring entity. However, the Procuring
Entity shall ensure that all information in the Bidding Documents, including
bid/supplemental bid bulletin/s issued, are correct and consistent.

6.6. Before submitting their bids, the Bidder is deemed to have become
familiar with all existing laws, decrees, ordinances, acts and regulations of the
Philippines which may affect this Project in any way.

6.7. The Bidder shall bear all costs associated with the preparation and
submission of his bid, and the Procuring Entity will in no case be responsible
or liable for those costs, regardless of the conduct or outcome of the bidding
process.

6.8. The Bidder should note that the Procuring Entity will accept bids only
from those that have paid the applicable fee for the Bidding Documents at the
office indicated in the Invitation to Bid.

7. Origin of Goods
Unless otherwise indicated in the BDS, there is no restriction on the origin of goods
other than those prohibited by a decision of the United Nations Security Council taken
under Chapter VII of the Charter of the United Nations, subject to ITB Clause 27.1..

8. Subcontracts
8.1. Unless otherwise specified in the BDS, the Bidder may subcontract
portions of the Goods to an extent as may be approved by the Procuring Entity
and stated in the BDS. However, subcontracting of any portion shall not
relieve the Bidder from any liability or obligation that may arise from the
contract for this Project.

8.2. Subcontractors must submit the documentary requirements under ITB

Clause 12 and comply with the eligibility criteria specified in the BDS. In the
event that any subcontractor is found by the Procuring Entity to be ineligible,
the subcontracting of such portion of the Goods shall be disallowed.

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 8.3. The Bidder may identify the subcontractor to whom a portion of the
Goods will be subcontracted at any stage of the bidding process or during
contract implementation. If the Bidder opts to disclose the name of the
subcontractor during bid submission, the Bidder shall include the required
documents as part of the technical component of its bid.

Contents of Bidding Documents

9. Pre-Bid Conference
9.1. (a) If so specified in the BDS, a pre-bid conference shall be held at the
venue and on the date indicated therein, to clarify and address the Bidders’
questions on the technical and financial components of this Project.

(b) The pre-bid conference shall be held at least twelve (12) calendar days
before the deadline for the submission and receipt of bids, but not earlier than
seven (7) calendar days from the posting of the invitation to bid/bidding
documents in the PhilGEPS website. If the Procuring Entity determines that,
by reason of the method, nature, or complexity of the contract to be bid, or
when international participation will be more advantageous to the GOP, a
longer period for the preparation of bids is necessary, the pre-bid conference
shall be held at least thirty (30) calendar days before the deadline for the
submission and receipt of bids, as specified in the BDS.

9.2. Bidders are encouraged to attend the pre-bid conference to ensure that
they fully understand the Procuring Entity’s requirements. Non-attendance of
the Bidder will in no way prejudice its bid; however, the Bidder is expected to
know the changes and/or amendments to the Bidding Documents as recorded
in the minutes of the pre-bid conference and the Supplemental/Bid Bulletin.
The minutes of the pre-bid conference shall be recorded and prepared not later
than five (5) calendar days after the pre-bid conference. The minutes shall be
made available to prospective bidders not later than five (5) days upon written
request.

9.3 Decisions of the BAC amending any provision of the bidding documents shall
be issued in writing through a Supplemental/Bid Bulletin at least seven (7)
calendar days before the deadline for the submission and receipt of bids.

10. Clarification and Amendment of Bidding Documents

10.1. Prospective bidders may request for clarification on and/or
interpretation of any part of the Bidding Documents. Such request must be in
writing and submitted to the Procuring Entity at the address indicated in the
BDS at least ten (10) calendar days before the deadline set for the submission
and receipt of Bids.

10.2. The BAC shall respond to the said request by issuing a

Supplemental/Bid Bulletin, to be made available to all those who have
properly secured the Bidding Documents, at least seven (7) calendar days
before the deadline for the submission and receipt of Bids.

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 10.3. Supplemental/Bid Bulletins may also be issued upon the Procuring
Entity’s initiative for purposes of clarifying or modifying any provision of the
Bidding Documents not later than seven (7) calendar days before the deadline
for the submission and receipt of Bids. Any modification to the Bidding
Documents shall be identified as an amendment.

10.4. Any Supplemental/Bid Bulletin issued by the BAC shall also be posted
in the PhilGEPS and the website of the Procuring Entity concerned, if
available, and at any conspicuous place in the premises of the Procuring Entity
concerned. It shall be the responsibility of all Bidders who have properly
secured the Bidding Documents to inquire and secure Supplemental/Bid
Bulletins that may be issued by the BAC. However, Bidders who have
submitted bids before the issuance of the Supplemental/Bid Bulletin must be
informed and allowed to modify or withdraw their bids in accordance with
ITB Clause 23..

Preparation of Bids

11. Language of Bids

The eligibility requirements or statements, the bids, and all other documents to be
submitted to the BAC must be in English. If the eligibility requirements or statements,
the bids, and all other documents submitted to the BAC are in foreign language other
than English, it must be accompanied by a translation of the documents in English.
The documents shall be translated by the relevant foreign government agency, the
foreign government agency authorized to translate documents, or a registered
translator in the foreign bidder’s country; and shall be authenticated by the
appropriate Philippine foreign service establishment/post or the equivalent office
having jurisdiction over the foreign bidder’s affairs in the Philippines. The English
translation shall govern, for purposes of interpretation of the bid.

12. Documents Comprising the Bid: Eligibility and Technical

Components
12.1. Unless otherwise indicated in the BDS, the first envelope shall contain the
following eligibility and technical documents:

(a) Eligibility Documents –

Class “A” Documents:

(i) PhilGEPS Certificate of Registration and Membership in

accordance with Section 8.5.2 of the 2016 IRR, except for
foreign bidders participating in the procurement by a Philippine
Foreign Service Office or Post, which shall submit their
eligibility documents under Section 23.1 of the IRR, provided,
that the winning bidder shall register with the PhilGEPS in
accordance with section 37.1.4 of the IRR.

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 (ii) Statement of all its ongoing government and private contracts,
including contracts awarded but not yet started, if any, whether
similar or not similar in nature and complexity to the contract
to be bid; and

Statement of the Bidder’s SLCC similar to the contract to be

bid, in accordance with ITB Clause 5.4, within the relevant
period as provided in the BDS.

The two statements required shall indicate for each contract the
following:

(ii.1) name of the contract;

(ii.2) date of the contract;

(ii.3) contract duration;

(ii.4) owner’s name and address;

(ii.5) kinds of Goods;

(ii.6) For Statement of Ongoing Contracts - amount of

contract and value of outstanding contracts;

(ii.7) For Statement of SLCC - amount of completed

contracts, adjusted by the Bidder to current prices using
PSA’s consumer price index, if necessary for the
purpose of meeting the SLCC requirement;

(ii.8) date of delivery; and

(ii.9) end user’s acceptance or official receipt(s) or sales

invoice issued for the contract, if completed, which
shall be attached to the statements.

(iii) NFCC computation in accordance with ITB Clause 5.5 or a

committed Line of Credit from a universal or commercial bank.

Class “B” Document:

(iv) If applicable, the Joint Venture Agreement (JVA) in case the

joint venture is already in existence, or duly notarized
statements from all the potential joint venture partners in
accordance with Section 23.1(b) of the IRR.

(b) Technical Documents –

(i) Bid security in accordance with ITB Clause 18.. If the Bidder
opts to submit the bid security in the form of:

16
 (i.1) a bank draft/guarantee or an irrevocable letter of credit
issued by a foreign bank, it shall be accompanied by a confirmation from a
Universal or Commercial Bank; or

(i.2) a surety bond, it shall be accompanied by a certification

by the Insurance Commission that the surety or insurance company is
authorized to issue such instruments;

(ii) Conformity with technical specifications, as enumerated and

specified in Sections VI and VII of the Bidding Documents; and

(iii) Sworn statement in accordance with Section 25.3 of the IRR of

RA 9184 and using the form prescribed in Section VIII. Bidding Forms.

(iv) For foreign bidders claiming eligibility by reason of their

country’s extension of reciprocal rights to Filipinos, a certification from the
relevant government office of their country stating that Filipinos are allowed
to participate in their government procurement activities for the same item or
product.

13. Documents Comprising the Bid: Financial Component

13.1. Unless otherwise stated in the BDS, the financial component of the bid
shall contain the following:

(a) Financial Bid Form, which includes bid prices and the applicable Price
Schedules, in accordance with ITB Clauses 15.1. and 15.4.;

(b) If the Bidder claims preference as a Domestic Bidder, a certification

from the DTI issued in accordance with ITB Clause 27., unless otherwise
provided in the BDS; and

(c) Any other document related to the financial component of the bid as
stated in the BDS.

13.2. (a) Unless otherwise stated in the BDS, all bids that exceed the ABC
shall not be accepted.

(b) Unless otherwise indicated in the BDS, for foreign-funded

procurement, a ceiling may be applied to bid prices provided the
following conditions are met:

(i) Bidding Documents are obtainable free of charge on a freely

accessible website. If payment of Bidding Documents is required
by the procuring entity, payment could be made upon the
submission of bids.

(ii) The procuring entity has procedures in place to ensure that the
ABC is based on recent estimates made by the responsible unit of
the procuring entity and that the estimates reflect the quality,
supervision and risk and inflationary factors, as well as prevailing

17
 market prices, associated with the types of works or goods to be
procured.

(iii) The procuring entity has trained cost estimators on estimating

prices and analyzing bid variances.

(iv) The procuring entity has established a system to monitor and

report bid prices relative to ABC and engineer’s/procuring
entity’s estimate.

(v) The procuring entity has established a monitoring and evaluation

system for contract implementation to provide a feedback on
actual total costs of goods and works.

14. Alternative Bids

14.1 Alternative Bids shall be rejected. For this purpose, alternative bid is an offer
made by a Bidder in addition or as a substitute to its original bid which may be
included as part of its original bid or submitted separately therewith for
purposes of bidding. A bid with options is considered an alternative bid
regardless of whether said bid proposal is contained in a single envelope or
submitted in two (2) or more separate bid envelopes.

14.2 Each Bidder shall submit only one Bid, either individually or as a partner in a
JV. A Bidder who submits or participates in more than one bid (other than as
a subcontractor if a subcontractor is permitted to participate in more than one
bid) will cause all the proposals with the Bidder’s participation to be
disqualified. This shall be without prejudice to any applicable criminal, civil
and administrative penalties that may be imposed upon the persons and
entities concerned.

15. Bid Prices

15.1. The Bidder shall complete the appropriate Schedule of Prices included
herein, stating the unit prices, total price per item, the total amount and the
expected countries of origin of the Goods to be supplied under this Project.

15.2. The Bidder shall fill in rates and prices for all items of the Goods
described in the Schedule of Prices. Bids not addressing or providing all of
the required items in the Bidding Documents including, where applicable,
Schedule of Prices, shall be considered non-responsive and, thus,
automatically disqualified. In this regard, where a required item is provided,
but no price is indicated, the same shall be considered as non-responsive, but
specifying a zero (0) or a dash (-) for the said item would mean that it is being
offered for free to the Government, except those required by law or
regulations to be accomplished.

15.3. The terms Ex Works (EXW), Cost, Insurance and Freight (CIF), Cost
and Insurance Paid to (CIP), Delivered Duty Paid (DDP), and other trade
terms used to describe the obligations of the parties, shall be governed by the

18
 rules prescribed in the current edition of the International Commercial Terms
(INCOTERMS) published by the International Chamber of Commerce, Paris.

15.4. Prices indicated on the Price Schedule shall be entered separately in the
following manner:

(a) For Goods offered from within the Procuring Entity’s country:

(i) The price of the Goods quoted EXW (ex works, ex factory, ex
warehouse, ex showroom, or off-the-shelf, as applicable);

(ii) The cost of all customs duties and sales and other taxes already
paid or payable;

(iii) The cost of transportation, insurance, and other costs incidental

to delivery of the Goods to their final destination; and

(iv) The price of other (incidental) services, if any, listed in the

BDS.

(b) For Goods offered from abroad:

(i) Unless otherwise stated in the BDS, the price of the Goods
shall be quoted DDP with the place of destination in the Philippines as
specified in the BDS. In quoting the price, the Bidder shall be free to use
transportation through carriers registered in any eligible country. Similarly,
the Bidder may obtain insurance services from any eligible source country.

(ii) The price of other (incidental) services, if any, listed in the

BDS.

(c) For Services, based on the form which may be prescribed by the
Procuring Entity, in accordance with existing laws, rules and regulations

15.5. Prices quoted by the Bidder shall be fixed during the Bidder’s
performance of the contract and not subject to variation or price escalation on
any account. A bid submitted with an adjustable price quotation shall be
treated as non-responsive and shall be rejected, pursuant to ITB Clause 24..

All bid prices for the given scope of work in the contract as awarded shall be
considered as fixed prices, and therefore not subject to price escalation during
contract implementation, except under extraordinary circumstances. Upon the
recommendation of the Procuring Entity, price escalation may be allowed in
extraordinary circumstances as may be determined by the National Economic
and Development Authority in accordance with the Civil Code of the
Philippines, and upon approval by the GPPB. Nevertheless, in cases where the
cost of the awarded contract is affected by any applicable new laws,
ordinances, regulations, or other acts of the GOP, promulgated after the date
of bid opening, a contract price adjustment shall be made or appropriate relief
shall be applied on a no loss-no gain basis.

16. Bid Currencies

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 16.1. Prices shall be quoted in the following currencies:

(a) For Goods that the Bidder will supply from within the Philippines, the
prices shall be quoted in Philippine Pesos.

(b) For Goods that the Bidder will supply from outside the Philippines, the
prices may be quoted in the currency(ies) stated in the BDS. However, for
purposes of bid evaluation, bids denominated in foreign currencies shall be
converted to Philippine currency based on the exchange rate as published in
the Bangko Sentral ng Pilipinas (BSP) reference rate bulletin on the day of the
bid opening.

16.2. If so allowed in accordance with ITB Clause 16.1., the Procuring Entity
for purposes of bid evaluation and comparing the bid prices will convert the
amounts in various currencies in which the bid price is expressed to Philippine
Pesos at the foregoing exchange rates.

16.3. Unless otherwise specified in the BDS, payment of the contract price
shall be made in Philippine Pesos.

17. Bid Validity

17.1. Bids shall remain valid for the period specified in the BDS which shall
not exceed one hundred twenty (120) calendar days from the date of the
opening of bids.

17.2. In exceptional circumstances, prior to the expiration of the bid validity

period, the Procuring Entity may request Bidders to extend the period of
validity of their bids. The request and the responses shall be made in writing.
The bid security described in ITB Clause 18 should also be extended
corresponding to the extension of the bid validity period at the least. A Bidder
may refuse the request without forfeiting its bid security, but his bid shall no
longer be considered for further evaluation and award. A Bidder granting the
request shall not be required or permitted to modify its bid.

18. Bid Security

18.1. The Bidder shall submit a Bid Securing Declaration or any form of Bid
Security in the amount stated in the BDS, which shall be not less than the
percentage of the ABC in accordance with the following schedule:

Amount of Bid Security

Form of Bid Security (Not Less than the Percentage of the
ABC)
(a) Cash or cashier’s/manager’s Two percent (2%)
check issued by a Universal or
Commercial Bank.

For biddings conducted by

20
 LGUs, the Cashier’s/Manager’s
Check may be issued by other
banks certified by the BSP as
authorized to issue such
financial instrument.

(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.

For biddings conducted by

LGUs, Bank Draft/Guarantee, or
Irrevocable Letter of Credit may
be issued by other banks
certified by the BSP as
authorized to issue such
financial instrument.

(c) Surety bond callable upon

demand issued by a surety or
insurance company duly certified Five percent (5%)
by the Insurance Commission as
authorized to issue such security.

The Bid Securing Declaration mentioned above is an undertaking which

states, among others, that the Bidder shall enter into contract with the
procuring entity and furnish the performance security required under ITB
Clause 33.2, within ten (10) calendar days from receipt of the Notice of
Award, and commits to pay the corresponding amount as fine, and be
suspended for a period of time from being qualified to participate in any
government procurement activity in the event it violates any of the conditions
stated therein as provided in the guidelines issued by the GPPB.

18.2. The bid security should be valid for the period specified in the BDS.
Any bid not accompanied by an acceptable bid security shall be rejected by
the Procuring Entity as non-responsive.

18.3. No bid securities shall be returned to Bidders after the opening of bids
and before contract signing, except to those that failed or declared as post-
disqualified, upon submission of a written waiver of their right to file a request
for reconsideration and/or protest, or upon the lapse of the reglementary period
to file a request for reconsideration or protest. Without prejudice on its
forfeiture, bid securities shall be returned only after the Bidder with the
Lowest Calculated Responsive Bid (LCRB) has signed the contract and

21
furnished the performance security, but in no case later than the expiration of
the bid security validity period indicated in ITB Clause 18.2..

18.4. Upon signing and execution of the contract pursuant to ITB Clause 32.,
and the posting of the performance security pursuant to ITB Clause 33., the
successful Bidder’s bid security will be discharged, but in no case later than
the bid security validity period as indicated in the ITB Clause 18.2..

18.5. The bid security may be forfeited:

(a) if a Bidder:

(i) withdraws its bid during the period of bid validity specified in
ITB Clause 17.;

(ii) does not accept the correction of errors pursuant to ITB Clause
(b);

(iii) has a finding against the veracity of any of the documents

submitted as stated in ITB Clause 29.2;

(iv) submission of eligibility requirements containing false

information or falsified documents;

(v) submission of bids that contain false information or falsified

documents, or the concealment of such information in the bids in order to
influence the outcome of eligibility screening or any other stage of the public
bidding;

(vi) allowing the use of one’s name, or using the name of another
for purposes of public bidding;

(vii) withdrawal of a bid, or refusal to accept an award, or enter into

contract with the Government without justifiable cause, after the Bidder had
been adjudged as having submitted the LCRB;

(viii) refusal or failure to post the required performance security

within the prescribed time;

(ix) refusal to clarify or validate in writing its bid during post-

qualification within a period of seven (7) calendar days from receipt of the
request for clarification;

(x) any documented attempt by a Bidder to unduly influence the

outcome of the bidding in his favor;

(xi) failure of the potential joint venture partners to enter into the
joint venture after the bid is declared successful; or

(xii) all other acts that tend to defeat the purpose of the competitive
bidding, such as habitually withdrawing from bidding, submitting late Bids or

22
 patently insufficient bid, for at least three (3) times within a year, except for
valid reasons.

(b) if the successful Bidder:

(i) fails to sign the contract in accordance with ITB Clause 32.; or

(ii) fails to furnish performance security in accordance with ITB

Clause 33..

19. Format and Signing of Bids

19.1. Bidders shall submit their bids through their duly authorized
representative using the appropriate forms provided in Section VIII. Bidding
Forms on or before the deadline specified in the ITB Clauses 21. in two (2)
separate sealed bid envelopes, and which shall be submitted simultaneously.
The first shall contain the technical component of the bid, including the
eligibility requirements under ITB Clause 12.1., and the second shall contain
the financial component of the bid. This shall also be observed for each lot in
the case of lot procurement.

19.2. Forms as mentioned in ITB Clause 19.1. must be completed without

any alterations to their format, and no substitute form shall be accepted. All
blank spaces shall be filled in with the information requested.

19.3. The Bidder shall prepare and submit an original of the first and second
envelopes as described in ITB Clauses 12. and 13.. In addition, the Bidder
shall submit copies of the first and second envelopes. In the event of any
discrepancy between the original and the copies, the original shall prevail.

19.4. Each and every page of the Bid Form, including the Schedule of Prices,
under Section VIII hereof, shall be signed by the duly authorized
representative/s of the Bidder. Failure to do so shall be a ground for the
rejection of the bid.

19.5. Any interlineations, erasures, or overwriting shall be valid only if they

are signed or initialed by the duly authorized representative/s of the Bidder.

20. Sealing and Marking of Bids

20.1. Bidders shall enclose their original eligibility and technical documents
described in ITB Clause 12. in one sealed envelope marked “ORIGINAL -
TECHNICAL COMPONENT”, and the original of their financial component
in another sealed envelope marked “ORIGINAL - FINANCIAL
COMPONENT”, sealing them all in an outer envelope marked “ORIGINAL
BID”.

20.2. Each copy of the first and second envelopes shall be similarly sealed
duly marking the inner envelopes as “COPY NO. ___ - TECHNICAL
COMPONENT” and “COPY NO. ___ – FINANCIAL COMPONENT” and
the outer envelope as “COPY NO. ___”, respectively. These envelopes

23
 containing the original and the copies shall then be enclosed in one single
envelope.

20.3. The original and the number of copies of the Bid as indicated in the
BDS shall be typed or written in ink and shall be signed by the Bidder or its
duly authorized representative/s.

20.4. All envelopes shall:

(a) contain the name of the contract to be bid in capital letters;

(b) bear the name and address of the Bidder in capital letters;

(c) be addressed to the Procuring Entity’s BAC in accordance with ITB

Clause 1.1.;

(d) bear the specific identification of this bidding process indicated in the
ITB Clause 1.2.; and

(e) bear a warning “DO NOT OPEN BEFORE…” the date and time for the
opening of bids, in accordance with ITB Clause 21..

20.5. Bid envelopes that are not properly sealed and marked, as required in
the bidding documents, shall not be rejected, but the Bidder or its duly
authorized representative shall acknowledge such condition of the bid as
submitted. The BAC or the Procuring Entity shall assume no responsibility for
the misplacement of the contents of the improperly sealed or marked bid, or
for its premature opening.

Submission and Opening of Bids

21. Deadline for Submission of Bids

Bids must be received by the Procuring Entity’s BAC at the address and on or before
the date and time indicated in the BDS.

22. Late Bids

Any bid submitted after the deadline for submission and receipt of bids prescribed by
the Procuring Entity, pursuant to ITB Clause 21., shall be declared “Late” and shall
not be accepted by the Procuring Entity. The BAC shall record in the minutes of bid
submission and opening, the Bidder’s name, its representative and the time the late
bid was submitted.

23. Modification and Withdrawal of Bids

23.1. The Bidder may modify its bid after it has been submitted; provided
that the modification is received by the Procuring Entity prior to the deadline
prescribed for submission and receipt of bids. The Bidder shall not be allowed
to retrieve its original bid, but shall be allowed to submit another bid equally
sealed and properly identified in accordance with ITB Clause 20, linked to its

24
 original bid marked as “TECHNICAL MODIFICATION” or “FINANCIAL
MODIFICATION” and stamped “received” by the BAC. Bid modifications
received after the applicable deadline shall not be considered and shall be
returned to the Bidder unopened.

23.2 A Bidder may, through a Letter of Withdrawal, withdraw its bid after it has
been submitted, for valid and justifiable reason; provided that the Letter of
Withdrawal is received by the Procuring Entity prior to the deadline
prescribed for submission and receipt of bids. The Letter of Withdrawal must
be executed by the duly authorized representative of the Bidder identified in
the Omnibus Sworn Statement, a copy of which should be attached to the
letter.

23.3. Bids requested to be withdrawn in accordance with ITB Clause 23.1.

shall be returned unopened to the Bidders. A Bidder, who has acquired the
bidding documents, may also express its intention not to participate in the
bidding through a letter which should reach and be stamped by the BAC
before the deadline for submission and receipt of bids. A Bidder that
withdraws its bid shall not be permitted to submit another bid, directly or
indirectly, for the same contract.

23.4. No bid may be modified after the deadline for submission of bids. No
bid may be withdrawn in the interval between the deadline for submission of
bids and the expiration of the period of bid validity specified by the Bidder on
the Financial Bid Form. Withdrawal of a bid during this interval shall result in
the forfeiture of the Bidder’s bid security, pursuant to ITB Clause 18.5., and
the imposition of administrative, civil and criminal sanctions as prescribed by
RA 9184 and its IRR.

24. Opening and Preliminary Examination of Bids

24.1. The BAC shall open the bids in public, immediately after the deadline
for the submission and receipt of bids, as specified in the BDS. In case the
Bids cannot be opened as scheduled due to justifiable reasons, the BAC shall
take custody of the Bids submitted and reschedule the opening of Bids on the
next working day or at the soonest possible time through the issuance of a
Notice of Postponement to be posted in the PhilGEPS website and the website
of the Procuring Entity concerned.

24.2. Unless otherwise specified in the BDS, the BAC shall open the first bid
envelopes and determine each Bidder’s compliance with the documents
prescribed in ITB Clause 12., using a non-discretionary “pass/fail” criterion. If
a Bidder submits the required document, it shall be rated “passed” for that
particular requirement. In this regard, bids that fail to include any requirement
or are incomplete or patently insufficient shall be considered as “failed”.
Otherwise, the BAC shall rate the said first bid envelope as “passed”.

25
24.3. Unless otherwise specified in the BDS, immediately after determining
compliance with the requirements in the first envelope, the BAC shall
forthwith open the second bid envelope of each remaining eligible bidder
whose first bid envelope was rated “passed”. The second envelope of each
complying bidder shall be opened within the same day. In case one or more of
the requirements in the second envelope of a particular bid is missing,
incomplete or patently insufficient, and/or if the submitted total bid price
exceeds the ABC unless otherwise provided in ITB Clause 13.2., the BAC
shall rate the bid concerned as “failed”. Only bids that are determined to
contain all the bid requirements for both components shall be rated “passed”
and shall immediately be considered for evaluation and comparison.

24.4. Letters of Withdrawal shall be read out and recorded during bid
opening, and the envelope containing the corresponding withdrawn bid shall
be returned to the Bidder unopened.

24.5. All members of the BAC who are present during bid opening shall
initial every page of the original copies of all bids received and opened.

24.6. In the case of an eligible foreign bidder as described in ITB Clause 5.,
the following Class “A” Documents may be substituted with the appropriate
equivalent documents, if any, issued by the country of the foreign Bidder
concerned, which shall likewise be uploaded and maintained in the PhilGEPS
in accordance with Section 8.5.2 of the IRR:

(a) Registration certificate from the Securities and Exchange Commission

(SEC), Department of Trade and Industry (DTI) for sole proprietorship, or
CDA for cooperatives;

(b) Mayor’s/Business permit issued by the local government where the

principal place of business of the bidder is located; and

(c) Audited Financial Statements showing, among others, the prospective

bidder’s total and current assets and liabilities stamped “received” by the
Bureau of Internal Revenue or its duly accredited and authorized
institutions, for the preceding calendar year which should not be earlier
than two years from the date of bid submission.

24.7. Each partner of a joint venture agreement shall likewise submit the
requirements in ITB Clause 12.1(a)(i). Submission of documents required
under ITB Clauses 12.1(a)(ii) to 12.1(a)(iii) by any of the joint venture
partners constitutes compliance.

24.8. The Procuring Entity shall prepare the minutes of the proceedings of the
bid opening that shall include, as a minimum: (a) names of Bidders, their bid
price (per lot, if applicable, and/or including discount, if any), bid security,
findings of preliminary examination, and whether there is a withdrawal or
modification; and (b) attendance sheet. The BAC members shall sign the
abstract of bids as read.

26
 24.8 The bidders or their duly authorized representatives may attend the opening of
bids. The BAC shall ensure the integrity, security, and confidentiality of all
submitted bids. The Abstract of Bids as read and the minutes of the bid
opening shall be made available to the public upon written request and
payment of a specified fee to recover cost of materials.

24.9 To ensure transparency and accurate representation of the bid submission, the
BAC Secretariat shall notify in writing all bidders whose bids it has received
through its PhilGEPS-registered physical address or official e-mail address.
The notice shall be issued within seven (7) calendar days from the date of the
bid opening.

Evaluation and Comparison of Bids

25. Process to be Confidential

25.1. Members of the BAC, including its staff and personnel, as well as its
Secretariat and TWG, are prohibited from making or accepting any kind of
communication with any bidder regarding the evaluation of their bids until the
issuance of the Notice of Award, unless otherwise allowed in the case of ITB
Clause 26.

25.2. Any effort by a bidder to influence the Procuring Entity in the

Procuring Entity’s decision in respect of bid evaluation, bid comparison or
contract award will result in the rejection of the Bidder’s bid.

26. Clarification of Bids

To assist in the evaluation, comparison, and post-qualification of the bids, the
Procuring Entity may ask in writing any Bidder for a clarification of its bid. All
responses to requests for clarification shall be in writing. Any clarification submitted
by a Bidder in respect to its bid and that is not in response to a request by the
Procuring Entity shall not be considered.

27. Domestic Preference

27.1. Unless otherwise stated in the BDS, the Procuring Entity will grant a
margin of preference for the purpose of comparison of bids in accordance with
the following:

(a) The preference shall be applied when the lowest Foreign Bid is lower
than the lowest bid offered by a Domestic Bidder.

(b) For evaluation purposes, the lowest Foreign Bid shall be increased by
fifteen percent (15%).

(c) In the event that the lowest bid offered by a Domestic Bidder does not
exceed the lowest Foreign Bid as increased, then the Procuring Entity shall
award the contract to the Domestic Bidder at the amount of the lowest Foreign
Bid.

27
 (d) If the Domestic Bidder refuses to accept the award of contract at the
amount of the Foreign Bid within two (2) calendar days from receipt of
written advice from the BAC, the Procuring Entity shall award to the bidder
offering the Foreign Bid, subject to post-qualification and submission of all
the documentary requirements under these Bidding Documents.

27.2. A Bidder may be granted preference as a Domestic Bidder subject to

the certification from the DTI that the Bidder is offering unmanufactured
articles, materials or supplies of the growth or production of the Philippines, or
manufactured articles, materials, or supplies manufactured or to be
manufactured in the Philippines substantially from articles, materials, or
supplies of the growth, production, or manufacture, as the case may be, of the
Philippines.

28. Detailed Evaluation and Comparison of Bids

28.1. The Procuring Entity will undertake the detailed evaluation and
comparison of bids which have passed the opening and preliminary
examination of bids, pursuant to ITB Clause 24., in order to determine the
Lowest Calculated Bid.

28.2. The Lowest Calculated Bid shall be determined in two steps:

(a) The detailed evaluation of the financial component of the bids, to

establish the correct calculated prices of the bids; and

(b) The ranking of the total bid prices as so calculated from the lowest to the
highest. The bid with the lowest price shall be identified as the Lowest
Calculated Bid.

28.3. The Procuring Entity’s BAC shall immediately conduct a detailed

evaluation of all bids rated “passed,” using non-discretionary pass/fail criteria.
The BAC shall consider the following in the evaluation of bids:

(a) Completeness of the bid. Unless the BDS allows partial bids, bids not
addressing or providing all of the required items in the Schedule of
Requirements including, where applicable, Schedule of Prices, shall be
considered non-responsive and, thus, automatically disqualified. In this regard,
where a required item is provided, but no price is indicated, the same shall be
considered as non-responsive, but specifying a zero (0) or a dash (-) for the
said item would mean that it is being offered for free to the Procuring Entity,
except those required by law or regulations to be provided for; and

(b) Arithmetical corrections. Consider computational errors and omissions

to enable proper comparison of all eligible bids. It may also consider bid
modifications. Any adjustment shall be calculated in monetary terms to
determine the calculated prices.

28.4. Based on the detailed evaluation of bids, those that comply with the
above-mentioned requirements shall be ranked in the ascending order of their
total calculated bid prices, as evaluated and corrected for computational errors,

28
 discounts and other modifications, to identify the Lowest Calculated Bid.
Total calculated bid prices, as evaluated and corrected for computational
errors, discounts and other modifications, which exceed the ABC shall not be
considered, unless otherwise indicated in the BDS.

28.5. The Procuring Entity’s evaluation of bids shall be based on the bid price
quoted in the Bid Form, which includes the Schedule of Prices.

28.6. Bids shall be evaluated on an equal footing to ensure fair competition.

For this purpose, all bidders shall be required to include in their bids the cost
of all taxes, such as, but not limited to, value added tax (VAT), income tax,
local taxes, and other fiscal levies and duties which shall be itemized in the bid
form and reflected in the detailed estimates. Such bids, including said taxes,
shall be the basis for bid evaluation and comparison.

28.7. If so indicated pursuant to ITB Clause 1.2, Bids are being invited for
individual lots or for any combination thereof, provided that all Bids and
combinations of Bids shall be received by the same deadline and opened and
evaluated simultaneously so as to determine the Bid or combination of Bids
offering the lowest calculated cost to the Procuring Entity. Bid prices quoted
shall correspond to all items specified for each lot and to all quantities
specified for each item of a lot. Bid Security as required by ITB Clause 18
shall be submitted for each contract (lot) separately. The basis for evaluation
of lots is specified in BDS Clause 28.3.

29. Post-Qualification
29.1. The BAC shall determine to its satisfaction whether the Bidder that is
evaluated as having submitted the Lowest Calculated Bid complies with and is
responsive to all the requirements and conditions specified in ITB Clauses 5.,
12., and 13..

29.2. Within a non-extendible period of five (5) calendar days from receipt by
the bidder of the notice from the BAC that it submitted the Lowest Calculated
Bid, the Bidder shall submit its latest income and business tax returns filed and
paid through the BIR Electronic Filing and Payment System (eFPS) and other
appropriate licenses and permits required by law and stated in the BDS.

Failure to submit any of the post-qualification requirements on time, or a

finding against the veracity thereof, shall disqualify the bidder for award.
Provided in the event that a finding against the veracity of any of the
documents submitted is made, it shall cause the forfeiture of the bid security in
accordance with Section 69 of the IRR of RA 9184.

29.3. The determination shall be based upon an examination of the

documentary evidence of the Bidder’s qualifications submitted pursuant to
ITB Clauses 12. and 13., as well as other information as the Procuring Entity
deems necessary and appropriate, using a non-discretionary “pass/fail”
criterion, which shall be completed within a period of twelve (12) calendar
days.

29
 29.4. If the BAC determines that the Bidder with the Lowest Calculated Bid
passes all the criteria for post-qualification, it shall declare the said bid as the
LCRB, and recommend to the HoPE the award of contract to the said Bidder
at its submitted price or its calculated bid price, whichever is lower.

29.5. A negative determination shall result in rejection of the Bidder’s Bid, in

which event the Procuring Entity shall proceed to the next Lowest Calculated
Bid with a fresh period to make a similar determination of that Bidder’s
capabilities to perform satisfactorily. If the second Bidder, however, fails the
post qualification, the procedure for post qualification shall be repeated for the
Bidder with the next Lowest Calculated Bid, and so on until the LCRB is
determined for recommendation for contract award.

29.6. Within a period not exceeding fifteen (15) calendar days from the
determination by the BAC of the LCRB and the recommendation to award the
contract, the HoPE or his duly authorized representative shall approve or
disapprove the said recommendation.

29.7. In the event of disapproval, which shall be based on valid, reasonable,

and justifiable grounds as provided for under Section 41 of the IRR of RA
9184, the HoPE shall notify the BAC and the Bidder in writing of such
decision and the grounds for it. When applicable, the BAC shall conduct a
post-qualification of the Bidder with the next Lowest Calculated Bid. A
request for reconsideration may be filed by the bidder with the HoPE in
accordance with Section 37.1.3 of the IRR of RA 9184.

30. Reservation Clause

30.1. Notwithstanding the eligibility or post-qualification of a Bidder, the
Procuring Entity concerned reserves the right to review its qualifications at
any stage of the procurement process if it has reasonable grounds to believe
that a misrepresentation has been made by the said Bidder, or that there has
been a change in the Bidder’s capability to undertake the project from the time
it submitted its eligibility requirements. Should such review uncover any
misrepresentation made in the eligibility and bidding requirements, statements
or documents, or any changes in the situation of the Bidder which will affect
its capability to undertake the project so that it fails the preset eligibility or bid
evaluation criteria, the Procuring Entity shall consider the said Bidder as
ineligible and shall disqualify it from submitting a bid or from obtaining an
award or contract.

30.2. Based on the following grounds, the Procuring Entity reserves the right
to reject any and all bids, 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 bidding:

(a) If there is prima facie evidence of collusion between appropriate public

officers or employees of the Procuring Entity, or between the BAC and any of
the Bidders, or if the collusion is between or among the bidders themselves, or

30
 between a Bidder and a third party, including any act which restricts,
suppresses or nullifies or tends to restrict, suppress or nullify competition;

(b) If the Procuring Entity’s BAC is found to have failed in following the
prescribed bidding procedures; or

(c) For any justifiable and reasonable ground where the award of the
contract will not redound to the benefit of the GOP as follows:

(i) If the physical and economic conditions have significantly

changed so as to render the project no longer economically, financially or
technically feasible as determined by the HoPE;

(ii) If the project is no longer necessary as determined by the

HoPE; and

(iii) If the source of funds for the project has been withheld or
reduced through no fault of the Procuring Entity.

30.3. In addition, the Procuring Entity may likewise declare a failure of

bidding when:

(a) No bids are received;

(b) All prospective Bidders are declared ineligible;

(c) All bids fail to comply with all the bid requirements or fail post-
qualification; or

(d) The bidder with the LCRB refuses, without justifiable cause to accept
the award of contract, and no award is made in accordance with Section
40 of the IRR of RA 9184.

Award of Contract

31. Contract Award

31.1. Subject to ITB Clause 29., the HoPE or its duly authorized
representative shall award the contract to the Bidder whose bid has been
determined to be the LCRB.

31.2. Prior to the expiration of the period of bid validity, the Procuring Entity
shall notify the successful Bidder in writing that its bid has been accepted,
through a Notice of Award duly received by the Bidder or its representative
personally or sent by registered mail or electronically, receipt of which must
be confirmed in writing within two (2) days by the Bidder with the LCRB and
submitted personally or sent by registered mail or electronically to the
Procuring Entity.

31.3. Notwithstanding the issuance of the Notice of Award, award of contract

shall be subject to the following conditions:

31
 (a) Submission of the following documents within ten (10) calendar days
from receipt of the Notice of Award:

(i) Valid JVA, if applicable; or

(ii) In the case of procurement by a Philippine Foreign Service

Office or Post, the PhilGEPS Registration Number of the winning foreign
Bidder;

(b) Posting of the performance security in accordance with ITB Clause 33.;

(c) Signing of the contract as provided in ITB Clause 32.; and

(d) Approval by higher authority, if required, as provided in Section 37.3 of

the IRR of RA 9184.

31.4. At the time of contract award, the Procuring Entity shall not increase or
decrease the quantity of goods originally specified in Section VI. Schedule of
Requirements.

32. Signing of the Contract

32.1. At the same time as the Procuring Entity notifies the successful Bidder
that its bid has been accepted, the Procuring Entity shall send the Contract
Form to the Bidder, which contract has been provided in the Bidding
Documents, incorporating therein all agreements between the parties.

32.2. Within ten (10) calendar days from receipt of the Notice of Award, the
successful Bidder shall post the required performance security, sign and date
the contract and return it to the Procuring Entity.

32.3. The Procuring Entity shall enter into contract with the successful Bidder
within the same ten (10) calendar day period provided that all the documentary
requirements are complied with.

32.4. The following documents shall form part of the contract:

(a) Contract Agreement;

(b) Bidding Documents;

(c) Winning bidder’s bid, including the Technical and Financial Proposals,
and all other documents/statements submitted (e.g., bidder’s response to
request for clarifications on the bid), including corrections to the bid, if any,
resulting from the Procuring Entity’s bid evaluation;

(d) Performance Security;

(e) Notice of Award of Contract; and

(f) Other contract documents that may be required by existing laws and/or
specified in the BDS.

32
33. Performance Security
33.1. To guarantee the faithful performance by the winning Bidder of its
obligations under the contract, it shall post a performance security within a
maximum period of ten (10) calendar days from the receipt of the Notice of
Award from the Procuring Entity and in no case later than the signing of the
contract.

33.2. The Performance Security shall be denominated in Philippine Pesos and

posted in favor of the Procuring Entity in an amount not less than the
percentage of the total contract price in accordance with the following
schedule:

Amount of Performance Security

Form of Performance Security (Not less than the Percentage of the
Total Contract Price)
(a) Cash or
cashier’s/manager’s check
issued by a Universal or
Commercial Bank.

For biddings conducted by the

LGUs, the Cashier’s/Manager’s
Check may be issued by other
banks certified by the BSP as
authorized to issue such
financial instrument.

(b) Bank
draft/guarantee or irrevocable
letter of credit issued by a
Five percent (5%)
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.

For biddings conducted by the

LGUs, the Bank Draft/
Guarantee or Irrevocable Letter
of Credit may be issued by other
banks certified by the BSP as
authorized to issue such
financial instrument.

(c) Surety bond

callable upon demand issued by
Thirty percent (30%)
a surety or insurance company
duly certified by the Insurance

33
 Commission as authorized to
issue such security.

33.3. Failure of the successful Bidder 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
have a fresh period to initiate and complete the post qualification of the second
Lowest Calculated Bid. The procedure shall be repeated until the LCRB is
identified and selected for recommendation of contract award. However if no
Bidder passed post-qualification, the BAC shall declare the bidding a failure
and conduct a re-bidding with re-advertisement, if necessary.

34. Notice to Proceed

Within seven (7) calendar days from the date of approval of the contract by the
appropriate government approving authority, the Procuring Entity shall issue the
Notice to Proceed (NTP) together with a copy or copies of the approved contract to
the successful Bidder. All notices called for by the terms of the contract shall be
effective only at the time of receipt thereof by the successful Bidder.

35. Protest Mechanism

Decisions of the procuring entity at any stage of the procurement process may be
questioned in accordance with Section 55 of the IRR of RA 9184.

34
 Section III. Bid Data Sheet

ITB Clause

1.1. The Procuring Entity is Office of the Ombudsman

The name of the Contract is Public Bidding for the One (1) Year
Janitorial, Maintenance and Other Services Requirement (115 Personnel
including Supplies and Materials) for the Office of the Ombudsman.

The identification number of the Contract is PB 2017-14.

1.2. The lot(s) and reference is:

PB 2017-14: Public Bidding for the One (1) Year Janitorial, Maintenance
and Other Services Requirement (115 Personnel including Supplies and
Materials) for the Office of the Ombudsman.

Unit Particulars Approved Budget

for the Contract
(ABC)
One (1) (a) Janitorial, Maintenance and Other P 26,329,992.36
Lot Services
(b) Supplies and Materials P 1,931,673.20
Total ABC P 28,261,665.56
2 The Funding Source is:

The Government of the Philippines (GOP) through General Appropriations

ACT CY 2017 in the amount of Twenty Eight Million Two Hundred Sixty
One Thousand Six Hundred Sixty Five Pesos and Fifty Six Centavos
(P28,261,665.56).

The name of the Project is: PB 2017-14: Public Bidding for the One (1)
Year Janitorial, Maintenance and Other Services Requirement (115
Personnel including Supplies and Materials) for the Office of the
Ombudsman

3.1. No further instructions.

5.1. No further instructions.

5.2. No further instructions.

5.4. The Bidder must have completed, within the period of five (5) years as
specified in the Invitation to Bid and ITB Clause 12.1(a)(ii), a single
contract that is similar to this Project, equivalent to at least fifty percent
(50%) of the ABC.

35
 For this purpose, similar contracts shall refer to [“No further instructions”].

7. No further instructions.

8.1. “Subcontracting is not allowed.”

8.2. “Not applicable”.

9.1. The Procuring Entity will hold a Pre-Bid Conference for this Project on
September 14, 2017 at 2:30 p.m. at the Ombudsman Hearing Room,
Ombudsman Building, Office of the Ombudsman, Agham Road, Quezon
City.

10.1. Address: Ombudsman Building, Office of the Ombudsman, Agham Road

Quezon City
Contact person: Ms. Josephine S. Vargas, Head, BAC Secretariat
Telephone and fax number: 479-7300 local 2206
12.1.(a) No further instructions.

12.1(a)(ii) The bidder’s SLCC similar to the contract to be bid should have been
completed within five (5) years prior to the deadline for the submission and
receipt of bids.

13.1. “No additional requirements.”

(b) No further instructions.

13.1(c) “No additional requirements.”

13.2. The ABC is Twenty Eight Million Two Hundred Sixty One Thousand Six
Hundred Sixty Five Pesos and Fifty Six Centavos (P28,261,665.56). Any
bid with a financial component exceeding this amount shall not be accepted.

15.4(a)(iv) No further instruction.

Incidental Services –

a).The agency shall provide adequate and responsible supervision over its
personnel and shall assume full responsibility of their proper and efficient
performance;

b).Payment of night differential for electricians shall be absorbed by the

service provider;

c) Procurement of supplies and materials shall be bundled with the

procurement of janitorial and maintenance services;

d) The CONTRACTOR shall comply with the required frequency of work

by type of activity as enumerated in Appendix “C”, Section VII. Technical
Specifications.

36
 e) Tools and Equipment. The tools, equipment and other requirements listed
in Appendix “D”, Section VII. Technical Specifications, required for the
janitorial and maintenance of the Office of the Ombudsman shall be supplied,
without added costs, by the Contractor/Service Provider. This will be part
and parcel of the contract for the procurement of labor.

(NOTE: * All tools, equipment, and hardware supplies must be

manufactured by reputable manufacturers as certified by DTI -Bureau of
Product Standard, if applicable, or if exclusive distributor, it must be
certified as such.

The Contract Price shall include the prices charged by the Contractor
for all its incidental services, tools, equipment, supplies and materials
including transportation/delivery costs which shall not exceed the prevailing
rates charged to other parties by the Contractor for similar services.

(b) “Not applicable”

(b) The Bid prices for Goods supplied from outside of the Philippines shall be
quoted in Philippine Pesos.

16.3 “Not applicable”

17.1. Bids will be valid until one hundred twenty (120) days.

18.1. The bid security shall be in the form of a Bid Securing Declaration, or any
of the following forms and amounts:

1. The amount of not less than P565,233.31 [ 2% of ABC], if bid security is

in cash, cashier’s/manager’s check, bank draft/guarantee or irrevocable
letter of credit; or

The amount of not less than P1,413,083.28 [5% of ABC] if bid security is
in Surety Bond.

18.2. The bid security shall be valid until one hundred twenty (120) days.

20.3. Each Bidder shall submit one (1) original and (1) copy of the first and second
components of its bid.

The First Envelope and Second Envelope should be properly marked and sealed as
“ORIGINAL COPY -ELIGIBILITY AND TECHNICAL COMPONENT” and
ORIGINAL COPY-FINANCIAL COMPONENT”, respectively, to avoid
confusion and BOTH envelopes shall be placed inside one big SEALED envelope.

The bidder shall also submit Copy No. 1 of the First Envelope and Second Envelope
and placed inside one big SEALED envelope, with markings on the inner envelopes
as “COPY NO. 1 –ELIGIBILITY AND TECHNICAL COMPONENT” and
“COPY NO. 1 – FINANCIAL COMPONENT”.

For authentication purposes, all pages of the bidding documents for submission
must be certified by the authorized signatory of the participating
Bidder/Company. The bidders are also reminded to put proper tabulation on

37
 each bidding documents.

The bidder should use the prescribed Sample Forms under Section VIII.

21. The address for submission bids is: BAC Secretariat’s Office, Ground Floor,
Ombudsman Bldg., Office of the Ombudsman, Agham Road., Diliman,
Quezon City.

The deadline for submission of bids is September 26, 2017 at 1:30 pm.
Late Bids shall not be accepted.

24.1. The place of bid opening is Hearing Room, Ground Floor, Ombudsman
Bldg., Office of the Ombudsman, Agham Road., Diliman, Quezon City

The date and time of bid opening is September 26, 2017 at 1:30 p.m.

24.2 No further instructions.

24.3 No further instructions.

27.1. No further instructions.

28.3. (a) Partial bids are not allowed.

28.4. No further instructions.

29.2 List licenses and permits relevant to the Project and the corresponding law
requiring it:

A. List of licenses and permits relevant to the Project:

(i) SEC/DTI Registration;
(ii) Valid & Current Mayor’s Permit/ Municipal
Licenses–Year 2017;
(iii) Valid Tax clearance per Executive Order 398,
Series of 2005;
Other Post-qualification documents:
(iv) Latest income and business tax returns (Note:
Should be within the last six months preceeding the
date of bid submission);
(v) Any proof of enrollment to the Electronic Filing
and Payment system (eFPS) program of BIR,
pursuant to Executive Order No. 398, RR3-
2005;
(vi) General Information Sheet for CY 2016 or 2017
(for corporation only );
(ii) Certificate of VAT Registration;
(iii) Company profile and list of clients;
(ix) Certification of no pending case from the Social
Security System, SSS Employer’s ID, and proof of
latest remittance to SSS;
(x) Clearance from and proof of latest remittances to
Philhealth and Pag-IBIG;
(xi) Certification of no adverse decision rendered by

38
 DOLE and NLRC in the last 5 years;
(xii) Certified true copy of Tax Remittances from BIR-
Alpha Listing as of December, 2016;
(xiii) Written Statement that there is no pending case
before the Office of the Ombudsman against the
directors and officers of the service provider;
(xiv) List of BFAD/FPA Registered Household Products
to be used for janitorial services in the Office of the
Ombudsman
(xv) Sworn Statement that the cleaning materials/solutions
are approved by BFAD and FPA or Commitment of
Compliance.

32.4f “No additional requirement.”

39
 Section IV. General Conditions of Contract
TABLE OF CONTENTS

1. DEFINITIONS 42
2. CORRUPT, FRAUDULENT, COLLUSIVE, AND COERCIVE
PRACTICES 43
3. INSPECTION AND AUDIT BY THE FUNDING SOURCE 44
4. GOVERNING LAW AND LANGUAGE 44
5. NOTICES 44
6. SCOPE OF CONTRACT 45
7. SUBCONTRACTING 45
8. PROCURING ENTITY’S RESPONSIBILITIES 45
9. PRICES45
10. PAYMENT 46
11. ADVANCE PAYMENT AND TERMS OF PAYMENT 46
12. TAXES AND DUTIES 47
13. PERFORMANCE SECURITY 47
14. USE OF CONTRACT DOCUMENTS AND INFORMATION 48
15. STANDARDS 48
16. INSPECTION AND TESTS 48
17. WARRANTY 49
18. DELAYS IN THE SUPPLIER’S PERFORMANCE 50
19. LIQUIDATED DAMAGES 50
20. SETTLEMENT OF DISPUTES 50
21. LIABILITY OF THE SUPPLIER 51
22. FORCE MAJEURE 51
23. TERMINATION FOR DEFAULT 51
24. TERMINATION FOR INSOLVENCY 52
25. TERMINATION FOR CONVENIENCE 52
26. TERMINATION FOR UNLAWFUL ACTS 53

40
27. PROCEDURES FOR TERMINATION OF CONTRACTS 53
28. ASSIGNMENT OF RIGHTS 54
29. CONTRACT AMENDMENT 55
30. APPLICATION 55

41
1. Definitions
1.1. In this Contract, the following terms shall be interpreted as indicated:

(a) “The Contract” means the agreement entered into between the Procuring
Entity and the Supplier, as recorded in the Contract Form signed by the
parties, including all attachments and appendices thereto and all documents
incorporated by reference therein.

(b) “The Contract Price” means the price payable to the Supplier under the
Contract for the full and proper performance of its contractual obligations.

(c) “The Goods” means all of the supplies, equipment, machinery, spare
parts, other materials and/or general support services which the Supplier is
required to provide to the Procuring Entity under the Contract.

(d) “The Services” means those services ancillary to the supply of the
Goods, such as transportation and insurance, and any other incidental services,
such as installation, commissioning, provision of technical assistance, training,
and other such obligations of the Supplier covered under the Contract.

(e) “GCC” means the General Conditions of Contract contained in this

Section.

(f) “SCC” means the Special Conditions of Contract.

(g) “The Procuring Entity” means the organization purchasing the Goods, as
named in the SCC.

(h) “The Procuring Entity’s country” is the Philippines.

(i) “The Supplier” means the individual contractor, manufacturer

distributor, or firm supplying/manufacturing the Goods and Services under
this Contract and named in the SCC.

(j) The “Funding Source” means the organization named in the SCC.

(k) “The Project Site,” where applicable, means the place or places named in
the SCC.

(l) “Day” means calendar day.

(m) The “Effective Date” of the contract will be the date of signing the
contract, however the Supplier shall commence performance of its obligations
only upon receipt of the Notice to Proceed and copy of the approved contract.

(n) “Verified Report” refers to the report submitted by the Implementing

Unit to the HoPE setting forth its findings as to the existence of grounds or
causes for termination and explicitly stating its recommendation for the
issuance of a Notice to Terminate.

42
2. Corrupt, Fraudulent, Collusive, and Coercive Practices
2.1. Unless otherwise provided in the SCC, the Procuring Entity as well as
the bidders, contractors, or suppliers shall observe the highest standard of
ethics during the procurement and execution of this Contract. In pursuance of
this policy, the Procuring Entity:

(a) defines, for the purposes of this provision, the terms set forth below as
follows:

(i) "corrupt practice" means behavior on the part of officials in the

public or private sectors by which they improperly and unlawfully enrich
themselves, others, or induce others to do so, by misusing the position in
which they are placed, and it includes the offering, giving, receiving, or
soliciting of anything of value to influence the action of any such official in
the procurement process or in contract execution; entering, on behalf of the
Government, into any contract or transaction manifestly and grossly
disadvantageous to the same, whether or not the public officer profited or will
profit thereby, and similar acts as provided in Republic Act 3019.

(ii) "fraudulent practice" means a misrepresentation of facts in

order to influence a procurement process or the execution of a contract to the
detriment of the Procuring Entity, and includes collusive practices among
Bidders (prior to or after bid submission) designed to establish bid prices at
artificial, non-competitive levels and to deprive the Procuring Entity of the
benefits of free and open competition.

(iii) “collusive practices” means a scheme or arrangement between

two or more Bidders, with or without the knowledge of the Procuring Entity,
designed to establish bid prices at artificial, non-competitive levels.

(iv) “coercive practices” means harming or threatening to harm,

directly or indirectly, persons, or their property to influence their participation
in a procurement process, or affect the execution of a contract;

(v) “obstructive practice” is

(aa) deliberately destroying, falsifying, altering or

concealing of evidence material to an administrative
proceedings or investigation or making false statements
to investigators in order to materially impede an
administrative proceedings or investigation of the
Procuring Entity or any foreign government/foreign or
international financing institution into allegations of a
corrupt, fraudulent, coercive or collusive practice;
and/or threatening, harassing or intimidating any party
to prevent it from disclosing its knowledge of matters
relevant to the administrative proceedings or
investigation or from pursuing such proceedings or
investigation; or

43
 (bb) acts intended to materially impede the exercise of the
inspection and audit rights of the Procuring Entity or
any foreign government/foreign or international
financing institution herein.

(b) will reject a proposal for award if it determines that the Bidder
recommended for award has engaged in any of the practices mentioned in this
Clause for purposes of competing for the contract.

2.2. Further the Funding Source, Borrower or Procuring Entity, as

appropriate, will seek to impose the maximum civil, administrative and/or
criminal penalties available under the applicable law on individuals and
organizations deemed to be involved with any of the practices mentioned in
GCC Clause (a).

3. Inspection and Audit by the Funding Source

The Supplier shall permit the Funding Source to inspect the Supplier’s accounts and
records relating to the performance of the Supplier and to have them audited by
auditors appointed by the Funding Source, if so required by the Funding Source.

4. Governing Law and Language

4.1. This Contract shall be interpreted in accordance with the laws of the
Republic of the Philippines.

4.2. This Contract has been executed in the English language, which shall be
the binding and controlling language for all matters relating to the meaning or
interpretation of this Contract. All correspondence and other documents
pertaining to this Contract exchanged by the parties shall be written in
English.

5. Notices
5.1. Any notice, request, or consent required or permitted to be given or
made pursuant to this Contract shall be in writing. Any such notice, request,
or consent shall be deemed to have been given or made when received by the
concerned party, either in person or through an authorized representative of
the Party to whom the communication is addressed, or when sent by registered
mail, telex, telegram, or facsimile to such Party at the address specified in the
SCC, which shall be effective when delivered and duly received or on the
notice’s effective date, whichever is later.

5.2. A Party may change its address for notice hereunder by giving the other
Party notice of such change pursuant to the provisions listed in the SCC for
GCC Clause 5.1..

6. Scope of Contract

44
 6.1. The Goods and Related Services to be provided shall be as specified in
Section VI. Schedule of Requirements.

6.2. This Contract shall include all such items, although not specifically
mentioned, that can be reasonably inferred as being required for its completion
as if such items were expressly mentioned herein. Any additional
requirements for the completion of this Contract shall be provided in the SCC.

7. Subcontracting
7.1. Subcontracting of any portion of the Goods, if allowed in the BDS, does
not relieve the Supplier of any liability or obligation under this Contract. The
Supplier will be responsible for the acts, defaults, and negligence of any
subcontractor, its agents, servants or workmen as fully as if these were the
Supplier’s own acts, defaults, or negligence, or those of its agents, servants or
workmen.

7.2. If subcontracting is allowed, the Supplier may identify its subcontractor

during contract implementation. Subcontractors disclosed and identified
during the bidding may be changed during the implementation of this
Contract. In either case, subcontractors must submit the documentary
requirements under ITB Clause 12 and comply with the eligibility criteria
specified in the BDS. In the event that any subcontractor is found by the
Procuring Entity to be ineligible, the subcontracting of such portion of the
Goods shall be disallowed.

8. Procuring Entity’s Responsibilities

8.1. Whenever the performance of the obligations in this Contract requires
that the Supplier obtain permits, approvals, import, and other licenses from
local public authorities, the Procuring Entity shall, if so needed by the
Supplier, make its best effort to assist the Supplier in complying with such
requirements in a timely and expeditious manner.

8.2. The Procuring Entity shall pay all costs involved in the performance of
its responsibilities in accordance with GCC Clause 6..

9. Prices
9.1. For the given scope of work in this Contract as awarded, all bid prices
are considered fixed prices, and therefore not subject to price escalation during
contract implementation, except under extraordinary circumstances and upon
prior approval of the GPPB in accordance with Section 61 of R.A. 9184 and
its IRR or except as provided in this Clause.

9.2. Prices charged by the Supplier for Goods delivered and/or services
performed under this Contract shall not vary from the prices quoted by the
Supplier in its bid, with the exception of any change in price resulting from a
Change Order issued in accordance with GCC Clause 29..

10. Payment

45
 10.1. Payments shall be made only upon a certification by the HoPE to the
effect that the Goods have been rendered or delivered in accordance with the
terms of this Contract and have been duly inspected and accepted. Except
with the prior approval of the President no payment shall be made for services
not yet rendered or for supplies and materials not yet delivered under this
Contract. Ten percent (10%) of the amount of each payment shall be retained
by the Procuring Entity to cover the Supplier’s warranty obligations under this
Contract as described in GCC Clause 17..

10.2. The Supplier’s request(s) for payment shall be made to the Procuring
Entity in writing, accompanied by an invoice describing, as appropriate, the
Goods delivered and/or Services performed, and by documents submitted
pursuant to the SCC provision for GCC Clause 6.2., and upon fulfillment of
other obligations stipulated in this Contract.

10.3. Pursuant to GCC Clause 10.2., payments shall be made promptly by the
Procuring Entity, but in no case later than sixty (60) days after submission of
an invoice or claim by the Supplier. Payments shall be in accordance with the
schedule stated in the SCC.

10.4. Unless otherwise provided in the SCC, the currency in which payment
is made to the Supplier under this Contract shall be in Philippine Pesos.

10.5. Unless otherwise provided in the SCC, payments using Letter of Credit
(LC), in accordance with the Guidelines issued by the GPPB, is allowed. For
this purpose, the amount of provisional sum is indicated in the SCC. All
charges for the opening of the LC and/or incidental expenses thereto shall be
for the account of the Supplier.

11. Advance Payment and Terms of Payment

11.1. Advance payment shall be made only after prior approval of the
President, and shall not exceed fifteen percent (15%) of the Contract amount,
unless otherwise directed by the President or in cases allowed under Annex
“D” of RA 9184.

11.2. All progress payments shall first be charged against the advance
payment until the latter has been fully exhausted.

11.3. For Goods supplied from abroad, unless otherwise indicated in the
SCC, the terms of payment shall be as follows:

(a) On Contract Signature: Fifteen Percent (15%) of the Contract Price shall
be paid within sixty (60) days from signing of the Contract and upon
submission of a claim and a bank guarantee for the equivalent amount valid
until the Goods are delivered and in the form provided in Section VIII.
Bidding Forms.

(b) On Delivery: Sixty-five percent (65%) of the Contract Price shall be paid
to the Supplier within sixty (60) days after the date of receipt of the Goods and

46
 upon submission of the documents (i) through (vi) specified in the SCC
provision on Delivery and Documents.

(c) On Acceptance: The remaining twenty percent (20%) of the Contract

Price shall be paid to the Supplier within sixty (60) days after the date of
submission of the acceptance and inspection certificate for the respective
delivery issued by the Procuring Entity’s authorized representative. In the
event that no inspection or acceptance certificate is issued by the Procuring
Entity’s authorized representative within forty five (45) days of the date
shown on the delivery receipt, the Supplier shall have the right to claim
payment of the remaining twenty percent (20%) subject to the Procuring
Entity’s own verification of the reason(s) for the failure to issue documents
(vii) and (viii) as described in the SCC provision on Delivery and Documents.

12. Taxes and Duties

The Supplier, whether local or foreign, shall be entirely responsible for all the
necessary taxes, stamp duties, license fees, and other such levies imposed for the
completion of this Contract.

13. Performance Security

13.1. 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 Bidder shall furnish the performance security in
any the forms prescribed in the ITB Clause 33.2..

13.2. The performance security posted in favor of the Procuring Entity shall
be forfeited in the event it is established that the winning bidder is in default in
any of its obligations under the contract.

13.3. The performance security shall remain valid until issuance by the
Procuring Entity of the Certificate of Final Acceptance.

13.4. The performance security may be released by the Procuring Entity and
returned to the Supplier after the issuance of the Certificate of Final
Acceptance subject to the following conditions:

(a) There are no pending claims against the Supplier or the surety company
filed by the Procuring Entity;

(b) The Supplier has no pending claims for labor and materials filed against
it; and

(c) Other terms specified in the SCC.

13.5. In case of a reduction of the contract value, the Procuring Entity shall
allow a proportional reduction in the original performance security, provided
that any such reduction is more than ten percent (10%) and that the aggregate

47
 of such reductions is not more than fifty percent (50%) of the original
performance security.

14. Use of Contract Documents and Information

14.1. The Supplier shall not, except for purposes of performing the
obligations in this Contract, without the Procuring Entity’s prior written
consent, disclose this Contract, or any provision thereof, or any specification,
plan, drawing, pattern, sample, or information furnished by or on behalf of the
Procuring Entity. Any such disclosure shall be made in confidence and shall
extend only as far as may be necessary for purposes of such performance.

14.2. Any document, other than this Contract itself, enumerated in GCC
Clause 14.1. shall remain the property of the Procuring Entity and shall be
returned (all copies) to the Procuring Entity on completion of the Supplier’s
performance under this Contract if so required by the Procuring Entity.

15. Standards
The Goods provided under this Contract shall conform to the standards mentioned in
the Section VII. Technical Specifications; and, when no applicable standard is
mentioned, to the authoritative standards appropriate to the Goods’ country of origin.
Such standards shall be the latest issued by the institution concerned.

16. Inspection and Tests

16.1. The Procuring Entity or its representative shall have the right to inspect
and/or to test the Goods to confirm their conformity to the Contract
specifications at no extra cost to the Procuring Entity. The SCC and Section
VII. Technical Specifications shall specify what inspections and/or tests the
Procuring Entity requires and where they are to be conducted. The Procuring
Entity shall notify the Supplier in writing, in a timely manner, of the identity
of any representatives retained for these purposes.

16.2. If applicable, the inspections and tests may be conducted on the

premises of the Supplier or its subcontractor(s), at point of delivery, and/or at
the goods’ final destination. If conducted on the premises of the Supplier or
its subcontractor(s), all reasonable facilities and assistance, including access to
drawings and production data, shall be furnished to the inspectors at no charge
to the Procuring Entity. The Supplier shall provide the Procuring Entity with
results of such inspections and tests.

16.3. The Procuring Entity or its designated representative shall be entitled to

attend the tests and/or inspections referred to in this Clause provided that the
Procuring Entity shall bear all of its own costs and expenses incurred in
connection with such attendance including, but not limited to, all traveling and
board and lodging expenses.

16.4. The Procuring Entity may reject any Goods or any part thereof that fail
to pass any test and/or inspection or do not conform to the specifications. The
Supplier shall either rectify or replace such rejected Goods or parts thereof or

48
 make alterations necessary to meet the specifications at no cost to the
Procuring Entity, and shall repeat the test and/or inspection, at no cost to the
Procuring Entity, upon giving a notice pursuant to GCC Clause 5..

16.5. The Supplier agrees that neither the execution of a test and/or inspection
of the Goods or any part thereof, nor the attendance by the Procuring Entity or
its representative, shall release the Supplier from any warranties or other
obligations under this Contract.

17. Warranty
17.1. The Supplier warrants that the Goods supplied under the Contract are
new, unused, of the most recent or current models, and that they incorporate
all recent improvements in design and materials, except when the technical
specifications required by the Procuring Entity provides otherwise.

17.2. The Supplier further warrants that all Goods supplied under this
Contract shall have no defect, arising from design, materials, or workmanship
or from any act or omission of the Supplier that may develop under normal use
of the supplied Goods in the conditions prevailing in the country of final
destination.

17.3. In order to assure that manufacturing defects shall be corrected by the

Supplier, a warranty shall be required from the Supplier for a minimum period
specified in the SCC. The obligation for the warranty shall be covered by, at
the Supplier’s option, either retention money in an amount equivalent to at
least one percent (1%) of every progress payment, or a special bank guarantee
equivalent to at least one percent (1%) of the total Contract Price or other such
amount if so specified in the SCC. The said amounts shall only be released
after the lapse of the warranty period specified in the SCC; provided,
however, that the Supplies delivered are free from patent and latent defects
and all the conditions imposed under this Contract have been fully met.

17.4. The Procuring Entity shall promptly notify the Supplier in writing of
any claims arising under this warranty. Upon receipt of such notice, the
Supplier shall, within the period specified in the SCC and with all reasonable
speed, repair or replace the defective Goods or parts thereof, without cost to
the Procuring Entity.

17.5. If the Supplier, having been notified, fails to remedy the defect(s)
within the period specified in GCC Clause 17.4., the Procuring Entity may
proceed to take such remedial action as may be necessary, at the Supplier’s
risk and expense and without prejudice to any other rights which the Procuring
Entity may have against the Supplier under the Contract and under the
applicable law.

18. Delays in the Supplier’s Performance

18.1. Delivery of the Goods and/or performance of Services shall be made by
the Supplier in accordance with the time schedule prescribed by the Procuring
Entity in Section VI. Schedule of Requirements.

49
 18.2. If at any time during the performance of this Contract, the Supplier or
its Subcontractor(s) should encounter conditions impeding timely delivery of
the Goods and/or performance of Services, the Supplier shall promptly notify
the Procuring Entity in writing of the fact of the delay, its likely duration and
its cause(s). As soon as practicable after receipt of the Supplier’s notice, and
upon causes provided for under GCC Clause 22., the Procuring Entity shall
evaluate the situation and may extend the Supplier’s time for performance, in
which case the extension shall be ratified by the parties by amendment of
Contract.

18.3. Except as provided under GCC Clause 22., a delay by the Supplier in
the performance of its obligations shall render the Supplier liable to the
imposition of liquidated damages pursuant to GCC Clause 19., unless an
extension of time is agreed upon pursuant to GCC Clause 29. without the
application of liquidated damages.

19. Liquidated Damages

Subject to GCC Clauses 18. and 22., if the Supplier fails to satisfactorily deliver any
or all of the Goods and/or to perform the Services within the period(s) specified in
this Contract inclusive of duly granted time extensions if any, the Procuring Entity
shall, without prejudice to its other remedies under this Contract and under the
applicable law, deduct from the Contract Price, as liquidated damages, the applicable
rate of one tenth (1/10) of one (1) percent of the cost of the unperformed portion for
every day of delay until actual delivery or performance. The maximum deduction
shall be ten percent (10%) of the amount of contract. Once the maximum is reached,
the Procuring Entity may rescind or terminate the Contract pursuant to GCC Clause
23., without prejudice to other courses of action and remedies open to it.

20. Settlement of Disputes

20.1. If any dispute or difference of any kind whatsoever shall arise between
the Procuring Entity and the Supplier in connection with or arising out of this
Contract, the parties shall make every effort to resolve amicably such dispute
or difference by mutual consultation.

20.2. If after thirty (30) days, the parties have failed to resolve their dispute or
difference by such mutual consultation, then either the Procuring Entity or the
Supplier may give notice to the other party of its intention to commence
arbitration, as hereinafter provided, as to the matter in dispute, and no
arbitration in respect of this matter may be commenced unless such notice is
given.

20.3. Any dispute or difference in respect of which a notice of intention to

commence arbitration has been given in accordance with this Clause shall be
settled by arbitration. Arbitration may be commenced prior to or after
delivery of the Goods under this Contract.

20.4. In the case of a dispute between the Procuring Entity and the Supplier,
the dispute shall be resolved in accordance with Republic Act 9285 (“R.A.
9285”), otherwise known as the “Alternative Dispute Resolution Act of 2004.”

50
 20.5. Notwithstanding any reference to arbitration herein, the parties shall
continue to perform their respective obligations under the Contract unless they
otherwise agree; and the Procuring Entity shall pay the Supplier any monies
due the Supplier.

21. Liability of the Supplier

21.1. The Supplier’s liability under this Contract shall be as provided by the
laws of the Republic of the Philippines, subject to additional provisions, if
any, set forth in the SCC.

21.2. Except in cases of criminal negligence or willful misconduct, and in the

case of infringement of patent rights, if applicable, the aggregate liability of
the Supplier to the Procuring Entity shall not exceed the total Contract Price,
provided that this limitation shall not apply to the cost of repairing or
replacing defective equipment.

22. Force Majeure

22.1. The Supplier shall not be liable for forfeiture of its performance
security, liquidated damages, or termination for default if and to the extent that
the Supplier’s delay in performance or other failure to perform its obligations
under the Contract is the result of a force majeure.

22.2. For purposes of this Contract the terms “force majeure” and “fortuitous
event” may be used interchangeably. In this regard, a fortuitous event or force
majeure shall be interpreted to mean an event which the Supplier could not
have foreseen, or which though foreseen, was inevitable. It shall not include
ordinary unfavorable weather conditions; and any other cause the effects of
which could have been avoided with the exercise of reasonable diligence by
the Supplier. Such events may include, but not limited to, acts of the
Procuring Entity in its sovereign capacity, wars or revolutions, fires, floods,
epidemics, quarantine restrictions, and freight embargoes.

22.3. If a force majeure situation arises, the Supplier shall promptly notify the
Procuring Entity in writing of such condition and the cause thereof. Unless
otherwise directed by the Procuring Entity in writing, the Supplier shall
continue to perform its obligations under the Contract as far as is reasonably
practical, and shall seek all reasonable alternative means for performance not
prevented by the force majeure.

23. Termination for Default

23.1. The Procuring Entity shall terminate this Contract for default when any
of the following conditions attends its implementation:

(a) Outside of force majeure, the Supplier fails to deliver or perform any or
all of the Goods within the period(s) specified in the contract, or within any
extension thereof granted by the Procuring Entity pursuant to a request made
by the Supplier prior to the delay, and such failure amounts to at least ten
percent (10%) of the contact price;

51
 (b) As a result of force majeure, the Supplier is unable to deliver or perform
any or all of the Goods, amounting to at least ten percent (10%) of the contract
price, for a period of not less than sixty (60) calendar days after receipt of the
notice from the Procuring Entity stating that the circumstance of force majeure
is deemed to have ceased; or

(c) The Supplier fails to perform any other obligation under the Contract.

23.2. In the event the Procuring Entity terminates this Contract in whole or in
part, for any of the reasons provided under GCC Clauses 23. to 26., the
Procuring Entity may procure, upon such terms and in such manner as it
deems appropriate, Goods or Services similar to those undelivered, and the
Supplier shall be liable to the Procuring Entity for any excess costs for such
similar Goods or Services. However, the Supplier shall continue performance
of this Contract to the extent not terminated.

23.3. In case the delay in the delivery of the Goods and/or performance of the
Services exceeds a time duration equivalent to ten percent (10%) of the
specified contract time plus any time extension duly granted to the Supplier,
the Procuring Entity may terminate this Contract, forfeit the Supplier's
performance security and award the same to a qualified Supplier.

24. Termination for Insolvency

The Procuring Entity shall terminate this Contract if the Supplier is declared bankrupt
or insolvent as determined with finality by a court of competent jurisdiction. In this
event, termination will be without compensation to the Supplier, provided that such
termination will not prejudice or affect any right of action or remedy which has
accrued or will accrue thereafter to the Procuring Entity and/or the Supplier.

25. Termination for Convenience

25.1. The Procuring Entity may terminate this Contract, in whole or in part, at
any time for its convenience. The HoPE may terminate a contract for the
convenience of the Government if he has determined the existence of
conditions that make Project Implementation economically, financially or
technically impractical and/or unnecessary, such as, but not limited to,
fortuitous event(s) or changes in law and national government policies.

25.2. The Goods that have been delivered and/or performed or are ready for
delivery or performance within thirty (30) calendar days after the Supplier’s
receipt of Notice to Terminate shall be accepted by the Procuring Entity at the
contract terms and prices. For Goods not yet performed and/or ready for
delivery, the Procuring Entity may elect:

(a) to have any portion delivered and/or performed and paid at the contract
terms and prices; and/or

(b) to cancel the remainder and pay to the Supplier an agreed amount for
partially completed and/or performed goods and for materials and parts
previously procured by the Supplier.

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 25.3. If the Supplier suffers loss in its initial performance of the terminated
contract, such as purchase of raw materials for goods specially manufactured
for the Procuring Entity which cannot be sold in open market, it shall be
allowed to recover partially from this Contract, on a quantum meruit basis.
Before recovery may be made, the fact of loss must be established under oath
by the Supplier to the satisfaction of the Procuring Entity before recovery may
be made.

26. Termination for Unlawful Acts

26.1. The Procuring Entity may terminate this Contract in case it is
determined prima facie that the Supplier has engaged, before or during the
implementation of this Contract, in unlawful deeds and behaviors relative to
contract acquisition and implementation. Unlawful acts include, but are not
limited to, the following:

(a) Corrupt, fraudulent, and coercive practices as defined in ITB Clause (a);

(b) Drawing up or using forged documents;

(c) Using adulterated materials, means or methods, or engaging in

production contrary to rules of science or the trade; and

(d) Any other act analogous to the foregoing.

27. Procedures for Termination of Contracts

27.1. The following provisions shall govern the procedures for termination of
this Contract:

(a) Upon receipt of a written report of acts or causes which may constitute
ground(s) for termination as aforementioned, or upon its own initiative, the
Implementing Unit shall, within a period of seven (7) calendar days, verify the
existence of such ground(s) and cause the execution of a Verified Report, with
all relevant evidence attached;

(b) Upon recommendation by the Implementing Unit, the HoPE shall

terminate this Contract only by a written notice to the Supplier conveying the
termination of this Contract. The notice shall state:

(i) that this Contract is being terminated for any of the ground(s)
afore-mentioned, and a statement of the acts that constitute the ground(s)
constituting the same;

(ii) the extent of termination, whether in whole or in part;

(iii) an instruction to the Supplier to show cause as to why this

Contract should not be terminated; and

(iv) special instructions of the Procuring Entity, if any.

53
 (c) The Notice to Terminate shall be accompanied by a copy of the Verified
Report;

(d) Within a period of seven (7) calendar days from receipt of the Notice of
Termination, the Supplier shall submit to the HoPE a verified position paper
stating why this Contract should not be terminated. If the Supplier fails to
show cause after the lapse of the seven (7) day period, either by inaction or by
default, the HoPE shall issue an order terminating this Contract;

(e) The Procuring Entity may, at any time before receipt of the Supplier’s
verified position paper described in item (d) above withdraw the Notice to
Terminate if it is determined that certain items or works subject of the notice
had been completed, delivered, or performed before the Supplier’s receipt of
the notice;

(f) Within a non-extendible period of ten (10) calendar days from receipt of
the verified position paper, the HoPE shall decide whether or not to terminate
this Contract. It shall serve a written notice to the Supplier of its decision and,
unless otherwise provided, this Contract is deemed terminated from receipt of
the Supplier of the notice of decision. The termination shall only be based on
the ground(s) stated in the Notice to Terminate;

(g) The HoPE may create a Contract Termination Review Committee

(CTRC) to assist him in the discharge of this function. All decisions
recommended by the CTRC shall be subject to the approval of the HoPE; and

(h) The Supplier must serve a written notice to the Procuring Entity of its
intention to terminate the contract at least thirty (30) calendar days before its
intended termination. The Contract is deemed terminated if it is not resumed
in thirty (30) calendar days after the receipt of such notice by the Procuring
Entity.

28. Assignment of Rights

The Supplier shall not assign his rights or obligations under this Contract, in whole or
in part, except with the Procuring Entity’s prior written consent.

29. Contract Amendment

Subject to applicable laws, no variation in or modification of the terms of this
Contract shall be made except by written amendment signed by the parties.

30. Application
These General Conditions shall apply to the extent that they are not superseded by
provisions of other parts of this Contract.

54
 Section V. Special Conditions of Contract
GCC
Clause
(g) The Procuring Entity is Office of the Ombudsman.
(i) The Supplier is _______________________________.
(j) The Funding Source is the Government of the Philippines (GOP) through General
Appropriations Act CY 2017 in the amount of Twenty Eight Million Two Hundred
Sixty One Thousand Six Hundred Sixty Five Pesos and Fifty Six Centavos
(P28,261,665.56), being the Approved Budget for the Contract for PB 2017-14:
Public Bidding for the One (1) Year Janitorial, Maintenance and Other Services
Requirement (115 Personnel including Supplies and Materials) for the Office of
the Ombudsman.
(k) “The Project site is at the Office of the Ombudsman-Central Office, Agham Road,
Diliman, Quezon City.
2.1 No further instructions.
5.1. The Procuring Entity’s address for Notices is: including, name of contact, fax and
telephone number]

Office of the Ombudsman, Agham Road, Diliman, Quezon City

Contact Person: Mr. Erlwin D. Estrella, OIC, GSD and/or Mr. Christian L.
Navarro, Administrative Officer III, PMS, with Telephone Nos.: 479-7300 local 1232

The Supplier’s address for Notices is:

6.2. Delivery and Documents –

The term of delivery of service under this Contract shall be as follows:

Delivery of services is required for the period of one (1) year and shall commence
within thirty (30) calendar days after receipt of Notice to Proceed.

Delivery of Services shall be made by the Supplier in accordance with the terms
specified in Section VI. Schedule of Requirements.

Upon rendering of janitorial, maintenance and other services to the Project Sites, the
Contractor/Service Provider shall notify and furnish the following documents on a
monthly/bi-monthly basis to the Procuring Entity through its duly designated
Supervisor:

(i) Agency’s Monthly Billing.

(ii) Daily Time Record and Monthly Attendance Report of its personnel

55
 assigned at the Procuring Entity’s premises duly verified by Procuring Entity’s
authorized representative.
(iii) Proof that the preceding salaries and wages has been paid twice a month
directly to its personnel at the Office of the Ombudsman and not at the Office
of the CONTRACTOR and with corresponding payslip issued to its personnel
at the time of payment of salaries.
(iv) Monthly/Quarterly Report on proof of payment/remittances due to the
SSS, Philhealth, State Insurance, Pag-Ibig, and Retirement or the so called
“Amount due to Government in favor of CONTRACTOR’S personnel as
well as the withholding taxes due to the BIR has been duly remitted/paid.
Failure to do so is a ground for the cancellation of the contract.
(v) In case of increase of janitorial, maintenance and other services
requirement, salaries or wages of the said personnel shall be billed separately.

For purposes of this Clause the Procuring Entity’s Representative at the Project
Sites is General Services Division.
Incidental Services –

a).The agency shall provide adequate and responsible supervision over its personnel
and shall assume full responsibility of their proper and efficient performance;

b).Payment of night differential for electricians shall be absorbed by the service

provider;

c) Procurement of supplies and materials shall be bundled with the procurement of

janitorial and maintenance services;

d) The CONTRACTOR shall comply with the required frequency of work by type of
activity as enumerated in Appendix “C”, Section VII. Technical Specifications.

e) Tools and Equipment. The tools, equipment and other requirements listed in
Appendix “D”, Section VII. Technical Specifications, required for the janitorial and
maintenance of the Office of the Ombudsman shall be supplied, without added costs,
by the Contractor/Service Provider. This will be part and parcel of the contract for the
procurement of labor.

(NOTE: * All tools, equipment, and hardware supplies must be manufactured by

reputable manufacturers as certified by DTI -Bureau of Product Standard, if
applicable, or if exclusive distributor, it must be certified as such.

The Contract Price shall include the prices charged by the Contractor for all its
incidental services, tools, equipment, supplies and materials including
transportation/delivery costs which shall not exceed the prevailing rates charged to
other parties by the Contractor for similar services.

Patent Rights –The Supplier shall indemnify the Procuring Entity against all
third-party claims of infringement of patent, trademark, or industrial design rights
arising from use of the Goods or any part thereof.

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Terms and Condition of the Contract:

The services to be provided by the CONTRACTOR to the PROCURING

ENTITY SHALL consist of the following:

A. PROVISION OF THE FOLLOWING JANITORIAL, MAINTENANCE

AND OTHER REQUIRED PERSONNEL:

The CONTRACTOR shall provide the PROCURING ENTITY with a

complement of one hundred fifteen (115) personnel who are healthy,
professionally trained and carefully selected, and possessing adequate police and
NBI clearances, medical and health certificates and applicable TESDA
certificates for skilled personnel comprising of the following:
1. Supervisor 1
2. Assistant Supervisor 1
3. Janitors 68
4. Gardeners 3
5. Environmental Personnel 3
6. Electricians 3
7. Plumbers 2
8. Air-con Technicians 4
9. Mechanic/Genset or STP operator 2
10. Carpenters/Masons 4
11. Welder 1
12. Painters 3
13. Electronics Operator/Technician 2
14. Rosales Office Maintenance Personnel 2
15. Drivers 16
Total………………………………….. 115

The number of the above-stated personnel may be increased or decreased at

the discretion of the PROCURING ENTITY upon seventy-two (72) hours
advanced notice to the CONTRACTOR.

All personnel including relievers of the CONTRACTOR rendering

janitorial, maintenance and other service within the office premises of the
PROCURING ENTITY shall undergo a mandatory Random Drug Test.

The PROCURING ENTITY reserves its right to screen or reject any

personnel fielded by the CONTRACTOR in the former’s premises.

B. SCOPE OF WORK: OMB BUILDING HOUSEKEEPING – The

CONTRACTOR/service provider shall comply with the scope and
frequency of work by type of activity are listed in Appendix “C”, Section
VII. Technical Specifications.
.

57
 C. The CONTRACTOR shall supply all the tools and equipment and janitorial
supplies and materials (References: Appendixes “D” and “E”, Section VII,
Technical Specifications).

The tools, equipment and materials including Janitorial supplies and

materials to be used in the performance of maintenance works, janitorial,
maintenance and other related functions shall be for the account of the
CONTRACTOR.

D. The Contractor/Service provider shall provide all the above-stated scope of

services, supplies , materials, tools and equipment and all other terms and
conditions indicated in the SCC and in the following Bid Forms:

1. Ombudsman Bid Form No. 1 (Technical Proposals); and

2. Terms of Reference for Janitorial and Maintenance Services

under APPENDIX ”A” and APPENDIX “B”.

E. DURATION/TERM:

The term of this contract shall be for a period of ONE (1) YEAR to commence
from the date of the signing hereof, unless sooner terminated by the PROCURING
ENTITY before the expiry date for non-compliance by the CONTRACTOR of the
terms and conditions, covenant and stipulations stated herein.

This contract is subject to extension as provided under the Revised

Implementing Rules and Regulations of RA 9184 and pertinent issuances of the
Government Procurement Policy Board (Guidelines for the Extension of Contracts for
General Services), on a month-to-month basis for a maximum period of one year in
the absence of any notice of termination issued by the PROCURING ENTITY prior
to the date of expiration of this contract, provided that the Performance Bond shall
have been posted/updated during the extension period as defined in GCC Clause
Section IV par.13.

Likewise, the PROCURING ENTITY shall have the discretion to terminate

this contract on account of breach of any contractual obligation by the
CONTRACTOR.

F. CONTRACT PRICE/SERVICE FEE:

The PROCURING ENTITY shall pay to the contractor a service fee for the
CONTRACTOR’S one hundred fifteen (115) personnel in accordance with the
accepted financial bid and cost breakdown of the service fee per personnel hereto
marked as Annex “A”- (Ombudsman Bid Form No. 2 - Financial Proposal) with
Attachments from A-1 to A-11, for a total Contract Price of
______________________________________(_________________) for a one (1)
year contract;

The Contract Price shall include the prices charged by the Contractor for all

58
its incidental services, tools, equipment, supplies and materials, which shall not
exceed the prevailing rates charged to other parties by the Contractor for similar
services.

However, the PROCURING ENTITY at its own account may require the
CONTRACTOR’s personnel to work in excess of the number of hours stipulated
above, and/or to work on any special legal holiday, and/or to work on the rest day of
any or all of the CONTRACTOR’s personnel for such additional services in an
amount proportionate to the above stated monthly fees plus 25% for work performed
in excess of eight (8) hours on any regular work days, and/or plus 30% for work
performed on any rest day/Sundays or special legal holiday and 100% for legal
holidays, and for night shift differential, as the case may be, in accordance with the
Philippine Labor Standards; In such cases, the additional service fees shall be billed
separately;

Higher than minimum wage shall be given by the CONTRACTOR to the

supervisor and skilled personnel considering the required competencies and
technical skills and the level of technical education and professional
accreditation;

It is understood that the night differential of Electricians shall be for the

account of the CONTRACTOR;

No deduction from the salary shall be effected for insurance premiums,

bond for breakage, payment for damages to tools and equipment due to ordinary
wear and tear or unforeseen events (unless there is negligence), or penalty for
tardiness or absences (in addition to proportionate deductions thereof).

The special tools, cleaning equipment, supplies and materials to be used in the
maintenance works, janitorial and other related functions shall be for the account of
the CONTRACTOR in accordance with the list Letters “D” and “E” (Ombudsman
Bid Form 1 –Technical Proposals), provided further that the janitorial supplies and
materials for a given period, i.e. annual, semi-annual, quarterly, shall be delivered five
(5) days in advance. The PROCURING ENTITY, through its General Services
Division (GSD), shall take charge in the issuance and distribution of the supplies and
materials to the concerned janitors. Cleaning equipment shall all be in good condition
and functioning properly. The PROCURING ENTITY shall provide a suitable area
for the CONTRACTOR’s personnel to store the said equipment and materials.

G. TERMS/MANNERS OF PAYMENT:

The PROCURING ENTITY shall pay the CONTRACTOR the above

stipulated Contract Price in two (2) equal installments payable on the 15 th and 30th of
each month.

The PROCURING ENTITY shall pay the CONTRACTOR the following

monthly service fees based on a six-day work week for actual number of personnel
fielded for the month and actual supplies delivered;

The cost breakdown of the service fee herein stated is provided in Attachments

59
“A-1” to “A-5”, for labor and services and Annex “A-6” for janitorial supplies and
materials, for easy reference;

Salaries shall be paid twice a month directly to the personnel at the Office
of the Ombudsman and not at the office of the CONTRACTOR. Payslip which
contains the amount of wages earned and the corresponding deductions shall be
issued to the personnel at the time of payment of salaries.

The CONTRACTOR shall furnish the PROCURING ENTITY its proof of

payment to the personnel assigned at the Office of the Ombudsman premises in
accordance with labor laws;

The CONTRACTOR shall likewise submit a monthly report on proof of

payment/remittance of Retirement Benefit, SSS, Philhealth, State Insurance, Pag-ibig,
otherwise known as the amount due to the Government in favor of the
CONTRACTOR’s personnel assigned at the PROCURING ENTITY premises in
accordance with the Cost Breakdown of Service Fee herein attached marked as
Annexes “A”, “A-1 to A-11”, as well as the withholding taxes of its personnel
submitted to BIR.

In case of increase of the janitorial, maintenance and other related services

requirement, salaries or wages of the said personnel shall be billed separately.

H. ESCALATION

Should there be any law, decree or order increasing the minimum wage or
requiring additional compensation in any form, the foregoing service fee agreed upon
shall be adjusted accordingly, including the rate for services performed in excess of
eight (8) hours on any regular work days or for work performed on any rest day,
special legal holiday or legal holiday.

I. ASSIGNMENT OF CONTRACT

There shall be no assignment whatsoever of this contract to a third party. The

CONTRACTOR warrants and agrees that it will not deal directly or indirectly with
any subcontractor in order to fulfill its obligation with the OMBUDSMAN.

J. LIABILITY FOR LOSS AND/OR DAMAGES

a. The CONTRACTOR shall assume full responsibility for any

loss or damage due to theft, pilferage, robbery, sabotage, and
any form of trespass, which the PROCURING ENTITY may
suffer during the effectivity of this contract and its extension, as
the case may be. The CONTRACTOR shall not in any
manner be liable for any loss or damage caused by reason of
force majeure or fortuitous event;

b. The CONTRACTOR shall guarantee absolute non-occurrence

of any form of mass action, protest, mass leave, or strike by its

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 security guards within the premises of the PROCURING
ENTITY.

K. NON-DISCLOSURE OF INFORMATION

The CONTRACTOR shall not, during the existence of this contract or

anytime thereafter, disclose to any person or entity any information concerning
the affairs of the PROCURING ENTITY, which the CONTRACTOR may
have acquired by reason of this contract.

L. WORK SCHEDULE AND ACTIVITIES

The janitors and maintenance personnel shall report 6-days a week

from Monday to Saturday, except the electricians. The janitors shall report for
work either from 7 am to 4 pm or from 8 am to 5 pm depending on the request
of the head of the end-user office where they will be assigned. Other
maintenance personnel shall report from 8 am to 5 pm. General cleaning and
other tasks required shall be done on a weekly basis or as the need arises. The
required frequency of work by type of activity is shown in Appendix C. The
electricians, on the other hand, shall work in rotating shifts of 8 hours each:
8am–4pm; 4pm-12mn; and 12mn-8am. They should report for work from
Monday to Sunday but with at least 1 day off each per week usually on
Tuesdays, Thursdays and Fridays, during which organic OMB personnel take
their place.

M. MISCELLANEOUS PROVISIONS

1. The personnel to be employed by the CONTRACTOR to perform

the duties and functions under this Contract Agreement shall be
with good moral character, well trained, in good health, carefully
selected, and with adequate clearances such as police and NBI.
They shall wear uniform with proper ID at all times while in the
vicinity of the office. Their appearance shall be neat and
presentable;

2. Should there be any official declaration of suspension of

government office hours for fraction of a day, such as typhoons,
the work of the personnel of the contractor shall likewise be
suspended and the services of said personnel who are present shall
be deemed fully rendered; provided that where the suspension of
government office hours requires the maintenance of a skeletal
force, the work of the personnel of the contractor shall not be
suspended as the Client or it’s representative may so require;

3. The persons performing the functions under this Contract

Agreement shall submit to the search by the PROCURING
ENTITY’s Security Officers when necessary and as a precaution
against losses. The PROCURING ENTITY reserves the right to
demand replacement of any of the CONTRACTOR’s personnel

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 at any time for any reason. Such replacement shall be effected by
the Contractor;

4. Should there be any complaint from the CONTRACTOR’s

personnel regarding any delay of salary, non-remittances of
Government dues, the PROCURING ENTITY may require the
former to explain to the GSD reason/s of the delay and the
Accountant of the PROCURING ENTITY may demand from
the CONTRACTOR for submission of documents evidencing
payment of salaries and remittance of government dues as a pre-
requisite to the payment of services fees;

5. The PROCURING ENTITY may demand from the

CONTRACTOR copies of its payrolls, SSS, PAG-IBIG
remittances and other documents from time to time to ensure strict
compliance of the CONTRACTOR to labor and related laws and
implementing regulations, failure by the CONTRACTOR to
meet its legal obligation will cause the termination of this
Contract;

6. The CONTRACTOR shall be responsible for any loss or damage

that may occur in the PROCURING ENTITY’s premises that
may be caused by its personnel while performing their daily
routine and periodic operations, when damage may be attributable
to their negligence;

7. The CONTRACTOR shall forever hold the PROCURING

ENTITY free from all liability, claim or damage which the
CONTRACTOR is answerable under the pertinent wage and
labor laws.

8. The CONTRACTOR through the Contractor’s Supervisor shall

receive instructions from the PROCURING ENTITY through the
Chief, General Services Division;

9. The CONTRACTOR’s personnel assigned to perform the duties

and functions covered by this Contract Agreement are in no way to
be considered employees of the PROCURING ENTITY. The
CONTRACTOR hereby assumes full responsibility for his
compliance with all labor laws and regulations applicable under
this Contract Agreement and for liability or claim, personal or
otherwise, including that arising from the death due to the
CONTRACTOR’s personnel or third parties by reason of the
CONTRACTOR’s performance of its obligations under this
Contract Agreement or by reason of negligence, indifference,
disobedience, arbitrary conduct, or any act attributable to the
CONTRACTOR’s personnel in the performance of their daily
routine, or of such services as may fall within the preview of this
Contract Agreement.

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10. The water and electricity to be used in the performance of the
CONTRACTOR’s duties and obligations shall be for the account
of the PROCURING ENTITY, provided, however, that the use
of PROCURING ENTITY’s facilities such as air-conditioning,
electric fan, etc. during weekends shall be with prior approval of
the PROCURING ENTITY.

11, During the effectivity of this Contract Agreement, either party may
request for modification of provisions or of the inclusion of other
conditions or terms which may be warranted by the prevailing
circumstances and deemed necessary and expedient for the
formation of their mutual interest and which will not materially
alter contract subject of bidding. Any modification agreed upon
shall be reduced in writing and shall form an integral part of this
Agreement as an addendum thereof.

12. The CONTRACTOR shall make available at all times relievers

and/or replacements to ensure continuous and uninterrupted
services in case of absences and to exercise the necessary
supervision over the work of the CONTRACTOR’s personnel.
Relievers and replacements shall be qualified and carefully
selected and be presented to the Chief, GSD/Building
Administrator for acceptance.

13. The CONTRACTOR shall provide adequate and responsible

supervision over and assume full responsibility for the proper and
efficient performance of all its personnel.

14. It is expressly understood that there is no employer-employee

relationship between the PROCURING ENTITY and
CONTRACTOR as well as its personnel. Accordingly, the
personnel assigned by the CONTRACTOR are not employees of
the PROCURING ENTITY but that of the CONTRACTOR. In
this regard, the CONTRACTOR warrants to comply with its
obligations as employer of said personnel as required under the
Labor Code, its implementing rules and regulations.

15. The CONTRACTOR grants the PROCURING ENTITY

authority to deduct the proportional amount from the former’s fees
in cases of the tardiness and absences of its personnel.

16. This Contract shall cease to be of any force and effect in the event
of unsatisfactory performance of work by the CONTRACTOR,
or for such other causes authorized by law.

17. Finally, this Contract of Service shall be subject to existing laws,

rules and regulations on government contracts, including auditing
rules and regulations.

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10.4 Not applicable
10.5 “Payment using Letter of Credit (LC) is not allowed”.
11.3 Not applicable
13.4(c) “No further instructions”.
16.1 “No further instructions”.
17.3 Warranty: For consumable items – three (3) months after acceptance by the
Procuring Entity of the delivered GOODS.
17.4 The period for correction of defects in the warranty period is 24/7.
21.1 LIABILITY OF THE CONTRACTOR

a. Failure to comply with any of the terms and conditions of the contract by the
Contractor shall mean forfeiture of the Performance Bond.

b. Resolution of Conflict -
In the event that any conflict arises out of this contract between the
CONTRACTOR and the PROCURING ENTITY, the parties shall endeavor
to settle their conflicts amicably, which the same shall be submitted to
arbitration or in case of any litigation, the parties herein agree that the venue of
the same shall be laid solely and exclusively in the proper court of Quezon City.

c. Cost of suit and Attorney’s Fee -

Should the CONTRACTOR commit a breach of any of the terms and
conditions of this contract and the Procuring Entity shall be constrained to file
any action to obtain relief against the CONTRACTOR, the latter agrees and
obligates itself to pay an amount equivalent to twenty percent (20%) of the total
amount paid for in the complaint as and for attorney’s fee, aside from the cost
and expenses of litigation which the Procuring Entity may be entitled to under
the Rules of Court.

d. In the CONTRACTOR is a joint venture, ”All partners to the joint venture shall
be jointly and severally liable to the Procuring Entity”

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 Section VI. Schedule of Requirements
The delivery schedule expressed as weeks/months stipulates hereafter a delivery date which
is the date of delivery to the project site.

Item Description Quantity Total Delivered,

Number Weeks/Months

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 Section VII. Technical Specifications

OMBUDSMAN TECHNICAL SPECIFICATIONS

ONE YEAR JANITORIAL, MAINTENANCE, AND OTHER SERVICES

REQUIREMENT FOR THE OFFICE OF THE OMBUDSMAN
A. PROVISION OF ONE HUNDRED FIFTEEN (115) JANITORIAL, MAINTENANCE
AND OTHER PERSONNEL SUCH AS:
A. Regular Janitors (68 personnel)
A.1. Annex Building
28 - Central Office 
A.2. Main Building
10 - Central
13 – OSP
9 - OMB LUZON
8 - OMB MOLEO
B. Supervisor (1 personnel)
C. Asst. Supervisor (1 personnel)
D. Gardeners (3 personnel)
E. Environmental Personnel (3 personnel)
F. Skilled (23 personnel)
Electricians (3)
Plumbers (2)
Aircon Technicians (4)
Mechanic/Genset &/or STP Operator (2)
Carpenters/Masons (4)
Painters (3)
Electronics Operator/Technician (2)
Maintenance Personnel (OMB Training Center,
Rosales, Pangasinan) (2)
Welder (1)
E. Drivers (16 personnel) (with LTO restrictions 1,2,3)
1 Driver –OSP based
15 Drivers – Central Office based

Appendix “A”

66
 TERMS OF REFERENCE
Maintenance and Janitorial Services

INTRODUCTION

The PROCURING ENTITY aims to continuously upgrade the

maintenance, cleanliness and ordinances of its facilities, areas, and premises
in an effort to provide a hygienic and aesthetic atmosphere. The
PROCURING ENTITY therefore requires the service of a janitorial and
maintenance contractor/firm that can effectively perform the various tasks of
maintaining the building and its surroundings.

1. WORK DESCRIPTION AND SPECIFICATION

The scope of work includes the furnishing of all necessary labor,

equipment, tools, chemicals, materials, supplies (except toilet paper and hand
soap), supervision and other items necessary to perform the janitorial and
maintenance services and to undertake (as) thorough and general cleaning
operation of the building and its surrounding areas. Hereunder are the details
of all types of surfaces and furniture to be cleaned and maintained in a
manner exceeding quality control standards. All cleaning tasks shall be
accomplished to meet the requirement of the specification contained herein.
All supplies and materials, tools and equipment shall be furnished by the
CONTRACTOR and all its costs shall be for the account of the
CONTRACTOR..

1.1. QUALITY ASSURANCE

The CONTRACTOR shall establish complete quality control programs

to assure that the requirement of the contract are provided as specified. A
quality control program shall be submitted to the GSD and updated as
changes occur. The program will include but not limited to the following:

1.1.1. An inspection system, covering all the services to be

performed under the contract. It must specify areas to be
inspected on either schedule or non-scheduled basis and such
personnel who will perform the inspection;

1.1.2. A method for identifying deficiencies in the quality of Services

rendered before the level performance becomes unacceptable;

1.1.3. A file of all inspection conducted by the Contractor and the

corrective action taken. This documentation shall be made

67
 available to the PROCURING ENTITY upon the request of the
latter;

1.1.4. The GSD shall monitor the Contractor’s performance under the
contract.

1.2 LOST AND FOUND PROPERTY

It is the responsibility of the CONTRACTOR to ensure that all articles

of possible personal or monetary value found, are turned over to the
PROCURING ENTITY.

1.3 SPOT CLEAN

The contractor’s employees must remove smudges, finger prints,

marks, streaks, etc. from washable surface of walls, partitions, doors and
fixtures. Germicidal detergents shall be used in rest rooms, locker rooms,
break areas, and drinking fountains. Brass and stainless steel hardware,
aluminum bars, and other metals in doors and cigarette burns shall be
polished with a polishing compound. After spot and other evidence of
removed soil and dirt, and possess the gleam of its original finish.

1.4 CLEANING OF GROUND

Parking areas, grounds, roadways and sidewalks shall be free of trash

and refuse, paper, empty bottles, cans leaves, branches and other foreign
matter shall removed.

1.5 REPORTS ON DAMAGES FOUND

When certain installations of PROCURING ENTITY’s facilities are

found by condition, a report thereof shall be made promptly. Pending action
and report by PROCURING ENTITY, the Contractor shall take measures to
minimize contamination of the general area and prevent aggravation of
damage.

2. FLOORS

All floors accessible to floor machines/polishers shall receive floor

maintenance. After receiving floor maintenance, the entire area shall have
uniform, glossy appearance and be free of scuff marks, heels marks, and
other stains or discolorations. All floor maintenance solutions shall removed
from baseboard/tiles, furniture, trash receptacle, etc. Chairs, plant boxes,
tables, desks, waste bins and easily movable items shall be moved to

68
 maintain floor underneath. All moved items shall be returned to their proper
positions when all operations have been completed. It is to be noted that
polishing includes the techniques of dry buffing, washing, mopping, polishing,
as required to achieve the aforementioned results.

2.1. All accessible areas shall be mopped and shall have uniform appearance,
with no streaks, swirl mark, detergent residue, or any evidence of soil, stains,
film debris or stagnant water. There shall be no splash marks or mop streaks
on furniture walls, baseboards, or mop stands in the area. Carpeted floors
must not be mopped. To minimize the damage of mopping or wet floors
maintenance, the following shall be adhered to:

2.1.1 The Contractor shall not use a mopping solution stronger than is
necessary to remove dirt.

2.1.2 The Contractor shall use an amount of water solution that is necessary
to the job governed by the capacity for immediate vacuum pick-up
and drying.

2.1.3 Water shall be left on the floor only long enough to loosen the dirt.
Change water frequently when mopping by mop and pail. A non-
corrosive, non-odorous detergent shall be mixed with water.

2.1.4 Mop, rinse and dry small areas of the floor at one time. No splashing
of baseboards, furniture and other equipment.

2.1.5 Terrazzo floors shall be coated with terrazzo seal, water emulsion wax,
resin or plastic water base product will be used. Marble tiles and
vinyl floors shall be coated with emulsion wax, resin or plastic
coating. Wood floors should be properly prepared prior to waxing.
Coating shall be made of emulsion wax. Resin or plastic coating
shall be used only on sealed floors.

2.1.6 Areas difficult to reach shall be cleaned by hand and manual methods.

3. FLOORING SWEEPING

The floor shall be swept, to in clued the entire floor surface, including
corners and abutments, free of litter, dust grime and foreign debris. Moving of
movable items is required for sweeping underneath. No dirt shall be left in
corners, under furniture or behind doors. Sweeping shall be done in a fashion
that will minimize the spread of dust into the air.

4. WALK-OFF MAT CLEANING

Carpet-type entrance mats shall be vacuumed to remove soil and grit

and to restore resiliency of the carpet. Rubber or polyester entrance mats
shall be swept, vacuumed, or hosed – down outside to remove soil, dirt, and

69
 stains. Soil and moisture underneath entrance mats shall be removed and
mats returned to their normal location.

5. CARPET AND RUGS

The Contractor shall vacuum all rugs and carpets at the required
frequency, after being vacuumed, the carpeted floor shall be free of all visible
litter, dirt and crumbs. Any wet spot of stain shall be removed as soon as
noticed, by using the proper solution. Solutions shall be strong enough to
remove stains but shall in no manner, damage the texture of the carpet or
discolor the same. All carpets and rugs shall be shampooed every three (3)
months or as necessary in order to maintain the quality, texture and color of
the materials. Shampooing shall be performed during off - peak days or hour
to avoid disturbances and the contractor’s continuity or work.

6. CEILING

Ceilings, often overlooked, require more attention and cleaning than

other reachable fixtures in any structure. It is therefore, imperative that
specific cleaning processes and schedules be utilized to insure the ceiling are
maintained to complement the aesthetics and allow for a healthy working
atmosphere.

6.1. High Dusting

After high dusting all dust, lint litter and dry soil shall be removed
from all top surfaces. Venetian blinds and louvers, where installed, are
included in high dusting. High dusting applies to the elimination to smudges,
cob webs and grimes or dirt form ceiling corners and joints. It also involves
the cleaning of both sides of the translucent light diffusers and the
maintenance of gypsum board, mineral acoustic tiles and their aluminum
suspensions. Further, vents and sprinkles valves should be wiped and
cleansed to avoid clogging caused by moisture, dust and grimes. Light
fixtures and directional signage suspended from the ceiling and upper portion
of walls have to be dusted thoroughly and as often as required to keep them
clear from dirt, lint bugs and dead insects and shall be to the standard
showing original color, brightness and finish.

7. WALLS

The maintenance of wall is such that proper solution and dusting

methods must be applied to surface such as bush hammered concrete with
shell, veneered marble, narra, tanguile panels and glass. Any directional
signs, name plates, frames, switches and paraphernalia attached to walls are
considered part of walling surfaces and shall, therefore, require appropriate
cleaning measures. The Contractor must include all air vents, edges, sills and
walls intersections in the work program for wall maintenance. Air vents
particularly require rigid dusting to avoid clogging and eliminate the spread of

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 polluted air. All walls and ledges must be free of stains, dust smudges and
fingerprints upon completion of the cleaning process.

8. Low dusting

Low dusting is performed after high dusting is achieved. After low

dusting, all dust, lint, litter and dry soil shall be removed of from the horizontal
surfaces desks, counters, chairs, filing cabinets, and from horizontal ledges,
sill, hand rails, partitions, etc.

9. Windows and Doors

Windows shall be considered an inherent aspect of wall structures. All

windows whether they are of glass or louvers (glass, wood, or steel) shall be
adequately dusted and wiped to conform to standards of quality set herein
and by the CLIENT. When required, polishing compounds shall be applied
after cleansing solutions, which shall in no way decolorize or stain the
surfaces. All traces of dirt, dust, stains and smudges shall be eliminated as
result of proper cleaning.

Doors shall be maintained in a manner wherein they are free of

smudges, hand prints, and dust at all times. Door knobs, hinges, and locks
shall be wiped and polished to achieve a gleaming effect. Any squeaks in
hinges shall be properly oiled to avoid rust and deterioration. The bottoms of
doors shall be given special attention as these are the parts quite often
neglected.

10. Glass Panels

It is imperative that the upkeep of the glass panels be a major concern

of the Contractor. The interior and exterior of all glass doors and windows
shall be maintained in a manner whereby the general publics are able to view
the surrounding clearly through a spotless and very clear glass. Glass
cleaning shall include all windows and doors. After glass cleaning, there shall
be no traces of film, dirt, smudges, water and other foreign matter.

11. TOILET

The Contractor shall clean and sanitize toilets and comfort rooms by
using special deodorants, air freshener, fumigation and sanitizing chemicals
for the toilet bowls, urinals and wash basins. Toilet and shower room wall
shall be scrubbed down thoroughly and associated metal surfaces and
mirrors, polished properly. Vitrified glazed and unglazed, colored or white tile
and mosaic tiles shall be mopped with a solution of water detergent
germicides to insure a spotless finish. After cleaning, the entire comfort room
and installation shall be wiped and kept dry to avoid aggravation of dirt and
slipping.

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 11.1 Bowls and Urinals

The Contractor shall completely clean and disinfect all surfaces

of toilet bowls, urinals, lavatories, showers, dispensers, and other such
surfaces using germicidal detergent. He shall disinfect all surfaces of
toilet partitions, stall, stall doors, and wall areas .

11.2 Toilet Ceilings

The ceilings shall be extensively cleaned to avoid the

accumulations of dirt, cobwebs, moisture stains, and other unhygienic
substances. Ceilings shall not be used as hanger for clothes, uniforms,
etc.

12. EQUIPMENT AND FURNITURE

The Contractor shall be responsible for the proper and efficient

maintenance of the CLIENT’s property with regard to equipment and furniture.
Care and caution shall be exercised in the performance of cleaning, dusting
and polishing functions. It is to be noted that scratching, discoloration, and
damage or any nature shall be avoided. Solutions and cleaning agents shall
be appropriate for the type of surface that there shall be applied on. Listed
are some equipment and furnitures requiring attentive maintenance.

13. Cleaning of White Appliances

The interior surface shall be washed with soap and warm water and
then rinsed with a warm solution of baking soda and water. Exterior surfaces
shall be washed also with soap and water and then rinse with clean water.
Excessive use of soap and water or rinsing solution shall be avoided, as these
may seep into insulations and cause permanent deterioration. Sharp
instrument shall not be used to remove frost or ice.

14. Removal of Trash/Bins

All waste bins, cigarette but receptacles (ash trays, butt cans, etc.) and
other trash containers within area shall be emptied, cleaned and returned to
their initial location. Boxes, cans and paper, placed near a trash receptacle
shall be removed. Any obviously soiled or torn plastic trash receptacle and/or
liner in such receptacles shall be replaced. Ashes and debris shall be
removed from cigarette butt receptacles and placed in non-flammable
containers. The Contractor shall pick up any trash that may fall unto the
facility or grounds during the removal of such collected trash. The trash and

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 refuse shall be deposited at the nearest outside trash collection point of
designated area within the Client premises.

15. Drinking Fountains

The contractor shall disinfect all porcelain and polished metal surfaces,
including the original and drains. After cleaning, the entire drinking fountain
(including foot pedal, if any) shall be free from streaks, stains, spots,
smudges, scale and other obvious soil dirt.

16. Blackboards

Unless marked “Do Not Erase”, blackboards or whiteboards shall be

cleaned by removing all writing, dust, streaks, marks and smudges from the
board and chalk or pencil tray.

17. Counters

Counters to be cleaned shall include check-in counters, information counters,

security check counters, and all counters within the terminal building.

18. Others

These items shall include the cleaning of shelves, filing cabinets and
storage cabinets, desks, chairs and counters and other office furnitures (i.e.
sofas, coffee tables, side and back tables, plant boxes) belonging to the
PROCURING ENTITY; typewriters, calculators, telephones, intercom and
information boards; exposed book and library material (compilation),
magazines, periodicals and other literature; décor, artwork (paintings, pictures
and frames), plaques, laminated certificates and trophies; fire extinguishers
and alarms.

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Appendix “B”

73
1. MANPOWER AND OTHER RELATED SERVICES

The Contractor shall at all times, provide supervisory and working

personnel, sufficient number, to properly accomplish all works. The Contractor
shall designate a competent representative of maintenance manager who shall
be available at the premises at all times to oversee work being carried out to
receive instructions from the PROCURING ENTITY.

The CONTRACTOR’s Supervisor shall be responsible for the overall

management and coordination of work to be performed as per contract provisions
and shall act as the central point of contract with the PROCURING ENTITY’s
facilities. The Supervisor of the CONTRACTOR shall have full authority to act for
and in behalf of the contractor while on the PROCURING ENTITY’s facilities.
Further, the CONTRACTOR’s Supervisor shall meet with the designated
PROCURING ENTITY personnel to discuss immediate problem areas in order
that quick responses after notification shall be attained.

1.1 Employees’ Identification

All Contractor personnel shall be recognizable while on the

PROCURING ENTITY’s facilities. These will be accomplished by the use of
uniforms, designs and colors of which will be approved by the PROCURING
ENTITY. Identification tabs, bearing the name of employee, his position and the
company name, shall be issued by the CONTRACTOR and shall be displayed on
the uniforms and badges shall be borne by the contractor. All personnel with
emphasis on toilet attendance shall be in clean and fresh duty uniforms at all
times.

1.2 Operating Schedules

Monthly schedule shall be submitted to the PROCURING ENTITY.

These shall depict the type of work to be done, indicated time frames and
frequency. The schedule shall show by area, the day and shift when tasks shall
be accomplished for this purpose. Task and frequency Chart shall be submitted.
Daily inspection of work shall have to be made by the PROCURING ENTITY
Maintenance supervisor/s.

The latter shall have the authority to point out to the Contractor
incomplete or defective work for necessary corrective measures. For purposes of
evaluation, the Contractor shall state in his proposal the number of personnel
(Supervisors, Glass cleaners, Janitors, Attendances, etc.) per shift per day, their
task assignments and frequency.

1.3 Contractor Supplies and Equipment

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 The Contractor shall furnish all materials, supplies, equipment and
tools necessary to properly perform the tasks specified in the contract. All
equipment shall have bumpers and guards to prevent marking scratching of
fixtures, furniture, or building surfaces. All electrical equipment used by or
utilized not more than three (3) years shall meet all safety requirements. It shall
be the responsibility of the Contractor to prevent the operations of electrical
equipment, or combinations or equipment, which require power exceeding the
capacity of existing building circuits.

For purposes of evaluation, the proposal shall state the exact number
and type of equipment and the specifications and quantity of supplies that the
Contactor intends to provide the PROCURING ENTITY.

All electricity and water used in connection with the performance of the
contract, shall be made available by the PROCURING ENTITY, at no cost, to
the contractor.

1.3.1 Minimum Supplies and Equipment (or equivalent for

breakdown, please see “Ombudsman Bid Form No. 1-
Technical Proposal”

1.4 Conservation of Utilities

The Contractor shall be directly responsible for instructing employees

in utilities conservation practices. The Contractor shall be responsible for
operation under conditions which preclude the waste of utilities/energy which
shall include but shall not necessarily be limited to:

1.4.1 The Contractor shall use an amount of water solution that

is necessary to do the job governed by the capacity for
immediate vacuum pick – up and drying.

1.4.2 Mechanical equipment controls for heating, ventilation

and air conditioning systems will not be adjusted by the
workers.

1.4.3 The PROCURING ENTITY telephones shall not be used

for personal reasons, for any long distance or overseas
calls.

1.5 SECURITY AND SAFETY

The Contractors shall adhere to all security measures stipulated by the

PROCURING ENTITY’s security units and shall, under no circumstances, violate
standard rules and regulations on the PROCURING ENTITY ’s security.

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 1.5.1 The Contractor and all his employees shall comply
with all security requirements, imposed by the
PROCURING ENTITY at all times in the premises.

1.5.2 The Contractor shall turn off all lights, close all windows,
and lock all exterior doors when work has been
completed.

1.5.3 The Contractor will be responsible for instructing his

employees in safety measures, considered appropriate
under the Contract. The Contractor should permit placing
or use of mops, brooms, or any equipment in passenger
or public lanes or other locations in such a manner as to
create safety hazards. The Contractor shall proved,
placed and thereafter remove appropriate warning signs
for wet or slippery floor areas caused by cleaning or
waxing operations.

1.6 Storage and Rest Facilities

The PROCURING ENTITY shall furnish, without cost to the Contractor

areas, minimal office space, utilities from existing resources, excluding in –
building telephone service. These utilities are to be availed of only in
connection with the performance of the contract.

1.6.1 The Contractor shall maintain such terminal space to the

standards as similar areas occupied by the PROCURING
ENTITY.

1.6.2 The Contractor shall not make any alterations to the

space, except with the written permission of the
PROCURING ENTITY.

1.6.3 The Contractor shall vacate the area and restore the
premises to the condition in which received, at his
expenses, fair wear and tear expected, by the time stated
contract completion.

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APPENDIX “C” – FREQUENCY OF WORK

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 OMBUDSMAN SPECIFICATIONS
A. OMBUDSMAN BUILDING HOUSEKEEPING
1. JANITORIAL ACTIVITIES
ACTIVITY
FLOORS
1. Sweeping of vinyl floors;
2. Mopping of vinyl floors;
3. Spray buffing of vinyl floors;
4. Sweeping of wood parquet;
5. Waxing of wood parquet;
6. Polishing of wood parquet;
7. Sweeping of carpets;
8. Vacuum Cleaning of carpets;
9. Stain Spotting of carpets;
10. Shampooing of carpets;
11. Sweeping of marble tiles;
12. Dry mopping marble hallways;
13. Scrubbing and polishing of
marble tiles;
`WALLS, CEILINGS, BASEBOARDS AND PARTITIONS
14. Cleaning of hallway walls;
15. Cleaning of baseboards and
partitions;
16. Sweeping of ceilings;
DRIVEWAYS, YARDS, PARKING AREA, DUMPSITE AND SURROUNDINGS
17. Sweeping of driveways, yards,
parking area, dumpsite and
surroundings;
FREQUENCY
for ordinary offices - twice a day (one in the
morning, one in the afternoon) and as the need
arises;
for frontline offices - four times a day and as
the need arises
for ordinary offices - at least twice a day (one
in the morning, one in the afternoon) and as the
need arises;
for frontline offices - four times a day and as
the need arises
two times a week and as the need arises
at least twice a day (one in the morning, one
in the afternoon) and as the need arises
two times a week and as the need arises
two times a week and as the need arises
at least twice a day (one in the morning, one
in the afternoon) and as the need arises
two times a week and as the need arises
two times a week and as the need arises
once a week and as the need arises
at least twice a day (one in the morning, one
in the afternoon) and as the need arises
at least twice a day (one in the morning, one
in the afternoon) and as the need arises
once a week and as the need arises
once a month and as the need arises
once a month and as the need arises
once a month and as the need arises
at least twice a day (one in the morning, one
in the afternoon) and as the need arises
77
 18. Washing of driveways, yards,
parking area, dumpsite and at least once a day and as the need arises
surroundings;
TRASH AND OTHER WASTES
19. Collection of trash and other
trash materials. Must be R.A.
No. 9003 (Ecological Solid once a day and as the need arises
Waste Management Act)
compliant;
20. Disposal of trash and other trash
materials to the garbage dump.
Must be R.A. No. 9003 once a day and as the need arises
(Ecological Solid Waste
Management Act) compliant;
21. Cleaning of waste baskets, ash
trays, and other receptacles.
once a week and as the need arises
GLASS PANELS
22. Cleaning of interior glass panels
and its appurtenant steel or Once every two weeks (except for front
aluminum frames through
scrubbing and wiping by
glass doors, glass partitions, and front glass
application of cleaning solutions windows which is every other day)
to remove dust, soot and grime;
23. Cleaning of exterior glass panels
and its appurtenant steel or Once every two weeks (except for front
aluminum frames through
scrubbing and wiping by
glass doors, glass partitions, and front glass
application of cleaning solutions windows which is every other day)
to remove dust, soot and grime;
FURNITURES, FIXTURES AND EQUIPMENT
24. Cleaning, dusting and damp
wiping of office furniture, fixtures
and equipment and application of
appropriate furniture polish to
once a day and as the need arises
maintain luster and shine at all
times;
25. Movement of furniture,
equipment, supplies, and
materials as may be necessary,
and only upon instruction of the as the need arises
PROCURING ENTITY and/or any
of its personnel;

STAIRWAYS, FIRE EXITS AND ENTRANCES

at all times
26. Keeping stairways, fire exits, and
entrances clean and free of
obstructions;

COMFORT ROOMS

78
 at least twice a day (one in the morning, one
27. Sweeping and mopping of CR in the afternoon) and every hour inspection for
floor tiles; private CRs; four times a day and every hour
inspection for public CRs
28. Scrubbing of CR wall tiles; once a week and as the need arises
at least twice a day (one in the morning, one
29. Cleaning, washing, sanitizing and
in the afternoon) and every hour inspection for
disinfecting comfort room urinals,
lavatories and toilet bowls; private CRs; four times a day and every hour
inspection for public CRs
30. Checking and reloading of toilet
in the morning with every hour inspection
paper, if required;
31. Checking and reloading of liquid
in the morning with every hour inspection
hand soap;
32. Checking and reloading of other
in the morning with every hour inspection
toilet supplies;
KITCHEN, PANTRY AND CABINETS

at least twice a day (one in the morning, one

33. Cleaning of kitchen countertops;
in the afternoon) and as the need arises

34. Cleaning of pantry and cabinets; once a week and as the need arises

OMBUDSMAN SPECIFICATIONS
B. GROUND AND YARD MAINTENANCE
ACTIVITY FREQUENCY
GROUND AND YARDS
1. Trimming of grass and shrubs; once a week and as the need arises

2. Watering of flowering plants, shrubs at least twice a day (one in the morning, one
and grass; in the afternoon) and as the need arises

3. Bringing out to sun potted plants; once a week and as the need arises
4. Application of fertilizers to plants; as the need arises
5. Sweeping of grounds and yards and
parking areas of dust, litter, dry at least twice a day (one in the morning, one
leaves, fallen tree branches, and in the afternoon) and as the need arises
other debris;
6. Cleaning and washing of parking
areas of accumulated dust and oil
stain;

at least twice a day (one in the morning, one

in the afternoon) and as the need arise

REPORTING

79
 7. Informs the supervisor of any
building defects such as busted
bulbs, leaking faucets / cracked wall
plaster, unsafe conditions and/or any
as the need arises
unusual activity within the building
and its surroundings;

8. Keep watch and take action to

prevent or mitigate damage to the
building and its facilities during
emergency situations such as
as the need arises
typhoons, floods, earthquakes,
power failures and fire incidents;

OMBUDSMAN SPECIFICATIONS

C. OTHER SERVICES
C1. ELECTRICIAN
1. Check for electrical problems of
once a week and as the need arises
the building
2. Report to the supervisor major
repairs or maintenance
requirements of the building as the need arises
electrical facilities for proper
disposition;
3. Perform repairs and maintenance
requirements on the building as the need arises
electrical facilities;
4. Submit accomplishment report to
monthly
the supervisor;
5. Keep watch and take action to
prevent or mitigate damage to the
building and its facilities during
as the need arises
emergency situations such as
typhoons, floods, earthquakes,
power failures and fire incidents;
C2. PLUMBER
1. Check the plumbing system for
once a week and as the need arises
leaks and other plumbing problems
2. Report to the supervisor major
repairs or maintenance requirements
of the building plumbing facilities for
as the need arises
proper disposition;
3. Perform repairs and maintenance
requirements on the building as the need arises
plumbing system;
4. Submit accomplishment report to the
supervisor;
monthly

80
 5. Keep watch and take action to
prevent or mitigate damage to the
building and its facilities during
as the need arises
emergency situations such as
typhoons, floods, earthquakes,
power failures and fire incidents;
C3. AIRCON TECHNICIAN
1. Check the airconditioning system for
leaks, defects and other problems
once a week and as the need arises

2. Report to the supervisor major repairs

or maintenance requirements of the
building aircon facilities for proper
as the need arises
disposition;
3. Perform repairs and maintenance
requirements on the building as the need arises
airconditioning system;
4. Submit accomplishment report to the
supervisor;
monthly

5. Keep watch and take action to

prevent or mitigate damage to the
building and its facilities during
as the need arises
emergency situations such as
typhoons, floods, earthquakes, power
failures and fire incidents;
C4. MECHANIC
1. Check the mechanical facilities of the
building
once a week and as the need arises

2. Report to the supervisor major repairs

or maintenance requirements of the
building mechanical facilities for
as the need arises
proper disposition;
3. Perform repairs and maintenance
requirements on the building as the need arises
mechanical facilities;
4. Submit accomplishment report to the
supervisor;
monthly

5. Keep watch and take action to

prevent or mitigate damage to the
building and its facilities during
emergency situations such as
as the need arises
typhoons, floods, earthquakes, power
failures and fire incidents;
C5. CARPENTER
1. Perform carpentry and finishing
requirements on the building and as the need arises
personnel facilities;
2. Report to the supervisor major repairs
or maintenance requirements of the
as the need arises
building painting requirements for
proper disposition;

81
 3. Submit accomplishment report to the
supervisor;
monthly

4. Keep watch and take action to

prevent or mitigate damage to the
building and its facilities during
emergency situations such as
as the need arises
typhoons, floods, earthquakes, power
failures and fire incidents;
C6. PAINTER
1. Perform painting and finishing
requirements on the building and as the need arises
personnel facilities;
2. Report to the supervisor major repairs
or maintenance requirements of the
building civil facilities for proper
as the need arises
disposition;
3. Submit accomplishment report to the
supervisor;
monthly

4. Keep watch and take action to

prevent or mitigate damage to the
building and its facilities during
emergency situations such as
as the need arises
typhoons, floods, earthquakes, power
failures and fire incidents;
C7. DRIVERS
1. Drive the assigned vehicle to transport
personnel on official business, visitors,
and cargoes to destination as
as the need arises
directed;
2. Take financial responsibility for
damage to or loss of any cargo in his
as the incident arises
custody when damage or loss is due
to willful or negligent act;
3. Check the oil, gasoline, water and
tires or assigned vehicle in order to everyday (morning) and as the need arises
prevent delays and damage;
4. Make minor repairs such as:
a. fixing punctures as the need arises
b. cleaning spark plugs once a month and as the need arise
c. adjusting carburetor once a month and as the need arise
5. Bring the vehicle to repair shop for
as directed
major repairs and routine check-up;
6. Report the accidents, break downs, or
other related incidents during trips;
as the incident arises

7. Submit reports on fuel and oil

weekly
consumption and distance traveled;
8. Assist in loading and unloading of
as the need arises
cargoes;

82
 9. Keep watch and take action to prevent
or mitigate damage to the vehicles
during emergency situations such as as the need arises
typhoons, floods, earthquakes, power
failures and fire incidents;
C8. SUPERVISOR
1. Supervise the work of janitors and
daily
skilled workers;
2. Monitor the performance of janitors
daily
and skilled workers;
3. Report to the Building Administrator
major repairs or maintenance
requirements of the building facilities
as the need arises
for proper disposition;
4. Submit monthly accomplishment
report to the Building Administrator monthly
copy furnished GSD Chief;

83
 APPENDIX “D”
TOOLS AND EQUIPMENT

OMBUDSMAN SPECIFICATIONS
D-1 GENERAL TOOLS AND EQUIPMENT
Quantity Kind
10 units 1. Push Cart for cleaning materials

2. Floor Polisher (16” or 18”) with accessories

7 units a. High Speed

10 units b. Low Speed
21 units 3. Mop Squeezer with Bucket
4 units 4. Wet/Dry Vacuum Cleaner
5 units 5. Garbage Cart
2 units 6. High Pressure Portable Washer
25 units 7. Caution Sign w/ accessories
2 units 8. Garden hose 5/8” x 50 ft. w/ Reel
2 units 9.   Garden hose 5/8” x 50 ft. w/o Reel
4 pcs 10. Lawn Sprinkler Full 360 Spray Pattern
11. Heavy Duty Extension Cord for Floor Polisher
17 units
Royal Cord # 12 x 10 meters
1 unit 12. Manual Lawn Mower
13. Aluminum Ladder, Heavy duty
2 units a.    (5 ft.)
2 units b. (8 ft.)
14. Garden Hose 5/8” x 50 ft. w/ Nozzle Pistol,
2  units Lever Activated, Adjustable Multi-Pattern (Shower,
Flat, Stream, Mist and Cone)
 
D2. MECHANICAL TOOLS
Quantity Kind
2 pcs 1. Diagonal Pliers 8”, insulated, electrical grade
2 pcs 2. Long Nose Pliers 8”, insulated, electrical grade
2 pcs 3. Phillips Screw Driver 8”, magnetic tip
2 pcs 4. Slotted Screw Driver 8”, magnetic tip
2 units 5. Multitester Analog, heavy duty
2 units 6. Electric Drill, 500 W, heavy duty
2 sets 7. Drill bit HSS 1/8” – 1/2” (Set of 4 bits)
2 sets 8. Drill Bit Masonry 1/8” – 1/2” (Set of 4 bits)
2 pcs 9. Vise Grip 8” , heavy duty
2 units 10. Vernier Caliper (Stainless)
2 units 11. Micrometer
2 pcs 12. Adjustable Wrench 8”
2 pcs 13. Adjustable Wrench 14”
14. 15˚ Angle Double Open-End Wrench 12 pcs. 6
2 sets
to 30 mm
15. 45˚ Deep Offset Box Wrench 12 pt. 13 pcs. 6 to
2 sets
32 mm

84
 16. ½” Square Drive Socket Set 29 pcs. 12 pt. std. 10
2 sets to 36 mm 10” Ratchet, 15 3/4 “ Flex Handle, 2 ½”, 5”
10” Extensions; 2 3/8” Universal Joint in Metal Box

2 pcs 17. Ear muff

2 pcs 18. Eye Goggles
2 sets 19. Trouble light 220V HD 5 meters
2 pcs 20. Tool Box, plastic
2 sets 21. Allen Wrench (1/18”, 1/17”, 1/16” – 3/8”)
   
D3. PLUMBER TOOLS
Quantity Kind
2 sets 1. Hack Saw with Blade

1 box 2. Spare Hack Saw Blades Blu Mol (Replenishable)

2 sets 3. Pipe Wrench 8” to 24”

2 pcs 4. Monkey Wrench 12”
2 pcs 5. Adjustable Wrench 12”
2 pcs 6. Blind Rivets Tool 3/32” to 3/16”
2 boxes 7. Blind Rivets (1/8” x ½”)
2 pcs 8. Vise Grip 8” (1,000 pcs./box)
2 pcs 9. Flat Cold Chisel 1” x 8”
2 pcs 10. Pointed Cold Chisel 8”
2 pcs 11. Rechargeable Flashlight
2 pcs 12. Slotted Screw Driver 8mm x 10”
2 pcs 13. Philips Screw Driver 8mm x 10”
2 pcs 14. Slotted Screw Driver 5mm x 8”
2 pcs 15. Philips Screw Driver 5mm x 8”
2 pcs 16. Grove Joint Pliers 8”
2 pcs 17. Adjustable Wrench 8”
2 pcs 18. Adjustable Wrench 6”

2 pcs 19. Portable Welding Machine 200 Amps AC

2 units 20. Electric Drill 500 W, heavy duty

2 sets 21. Drill bit HSS 1/8” to ½” (set of 4 bits)
2 sets 22. Drill Bit Masonry 1/8” to ½” (set of 4 bits)
2 pcs 23. Steel Tape Measure 5 meters *
2 pcs 24. Ball Pin Hammer 1.5 lbs., wooden handle
2 pcs 25. Mechanical Pliers 8”
2 pcs 26. Long Nose Pliers 8”
2 pcs 27. Portable Grinder
2 pcs 28. Tool Box, plastic, (7”x 9”x16” at least)

D4. AIRCONDITIONING TECHNICIAN TOOLS and EQUIPMENT

Quantity Kind
1.     Industrial Type Pressure Washer w/
2 units
accessories

85
 -       Standard Wash Gun
-       Wash Gun Nozzle Extension
-       30 meters Discharge Hose/unit
-       5 meters Suction Hose/unit
-       1 piece Trigger Gun/unit
4 pcs 2. Diagonal Pliers 8”
4 pcs 3. Long Nose Pliers 8”
4 pcs 4. Philips Screw Driver 8”
4 pcs 5. Philips Screw Driver 8 mm x 10”
4 pcs 6. Philips Screw Driver 3”
4 pcs 7. Philips Screw Driver 3” x 1/8"
4 pcs 8. Slotted Screw Driver 8”
4 pcs 9. Slotted Screw Driver 8 mm x 10”
4 pcs 10. Slotted Screw Driver 3”
4 pcs 11. Slotted Screw Driver 3” x 1/8"
4 pcs 12. Clamp Tester Analog
4 units 13. Electric Drill 500 W
4 sets 14. Drill Bit HSS 1/8” to 1/2”
4 sets 15. Drill Bit Masonry 1/8” to 1/2”
4 units 16. Hack Saw
9 pcs/month 17. Hack Saw Blade Blu Mol (Replenishable)
4 sets 18. Allen Wrench 1.5mm to 10mm
4 sets 19. Allen Wrench 50 – 3/8”
4 sets 20. Tube Cutter (Small)
4 sets 21. Tube Cutter (Heavy Duty) 1/4" to 1 5/8"
4 pcs 22. Slip Joint Pliers
4 pcs 23. Vise Grip 8”
4 sets 24. Flaring Tools Set
  - Flaring Block 1/8" to 3/4"
  - Flaring Yoke
  - Expander 1/8" to 3/4"
2 sets 25. Combination Wrench 8mm to 17mm
4 pcs 26.    Adjustable Wrench 15”
4 pcs 27.    Adjustable Wrench 18”
4 pcs 28.    Adjustable Wrench 8”
4 pcs 29. Adjustable Wrench 10”
2 sets 30. Gauge Manifold (Uniweld)
31.    Portable Low Pressure Washer
2 sets
(30 meters Discharged Hose/unit)
32.    Refrigerant and Combustible
2 sets
Gas leak Detector
33. Socket Wrench Set ½” Square Drive Socket
29 pcs. 12 pt. std. 8 to 36m 10” Ratchet,
2 sets
15 ¾” Flex Handle 2 ½”, 5”, 10” Extension
2 3/8” Universal Joint in Metal Box
1 set 34. Socket Wrench Set 1/4" Square Drive

86
 (sizes - 3/16", 7/32", 1/4", 9/32", 5/16",
11/32", 3/8", 7/16", 1/2" with Ratchet
 
Handle, Flex Handle, Extension Bars
(2"& 6"), Cross Bar & Metal Case
4 pcs 35.    Soldering Iron 40W
4 pcs 36.    Rechargeable Flashlight
1 roll 37.    Soldering Lead (Replenishable)
4 pcs 38.    Side Cutter Pliers 8”
2 sets 39.    Portable Mapp Gas
4 sets 40.    Multi Tester
4 pcs 41.    Grease Gun
4 pcs 42.    Cold Chisel ¾” x 10” (Flat & Pointed)
4 pcs 43.    Ball Peen Hammer
4 pcs 44.    Eye Goggles
1 box 45.    Blind Rivets 1/8” x ½” (1000 pcs/box)
4 pcs 46. Tool Box
2 pcs 47. Blind Rivets Tools
2 units 48. Electric Hammer Drill, Heavy Duty
2 pieces 49. Portable Grinder
1 pc 50. Puller 10" (3 Prong)
2 sets 51. Ratchet Wrench Set
1 unit 52. Tube Bender 1/4", 3/8", 1/2", 5/8", 3/4"
 
D5. ELECTRICIAN TOOLS and EQUIPMENT
Quantity Kind
4 units 1. Multi Tester, heavy duty
1 unit 2. Clamp meter (digital)
4 units 3. Test Light

1 unit 4. Crimping Tools for Telephone Modular RJII

4 pcs 5. Slip Joint Pliers

4 pcs 6. Philips Screw Driver 8”
4 pcs 7. Slotted Screw Driver 8”
4 pcs 8. Allen Wrench 1.5mm to 10mm
4 pcs 9. Long Nose Pliers 8” , insulated , electrical grade
4 pcs 10. Side Cutter Pliers 7”, insulated , electrical grade
4 pcs 11. Diagonal Pliers 8”, insulated , electrical grade
4 pcs 12. Vise Grip 8”, heavy duty
1 unit 13. Electric Soldering Iron
1 roll 14. Soldering Lead (40-60)
1 set 15. Knock Out Punch ½” to 2”
1 pc 16. Ball Pin Hammer (half pounder)
2 pcs 17. Cold Chisel ½” x 10” (1-pointed; 1 flat)
2 unit 18. Electric Drill 500 W , heavy duty
1 set 19. Drill Bit HSS 1/8” to 1/2” (set of 4 bits, at least)
1 set 20. Drill Bit Masonry 1/8” to 1/2” (set of 4 bits, at least)
1 set 21. Socket Wrench w/ Handle 3/8” to 1 1/4”

87
 1 set 22. Combination Wrench 8mm to 17mm
23. Bench Grinder, heavy duty (8”Bench
1 unit
Grinder, electronically operated)
4 pcs 24. Splicer
1 pc 25. Eye Goggles
4 pcs 26. Gun Tucker T-25 Arrow Brand
4 pcs 27. Rechargeable Flashlight
4 pcs 28. Leather Tool Holster
4 pcs 29. Tool Box (at least 7” x 9” X 16”, plastic)
1 pc 30. Hack Saw Frame
2 pcs. every month 31. Hack Saw Blade (Replenishable)
2 units 32. Aluminum Ladder 8’ , heavy duty
2 units 33. Aluminum Ladder 10’, heavy duty
4 pcs 34. Safety Belt
 
 

D6. GARDENER TOOLS and OTHER REQUIREMENTS

Quantity Kind
3 pcs 1. Bolo (Hard Steel)
3 pcs 2. Manual Hedge Trimmer
3 pcs 3. Steel Straight Head Rake
3 pcs 4. Trowel
3 pcs 5. Pruner (Light Duty)
3 pcs 6. Shovel Round Point
3 pcs 7. Straight Bar (Bareta)
3 pcs 8. Pick Mattock
3 pcs 9.   Hoe
3 pairs 10. Rubber Boots (Bota) Knee High Size 10
3 pcs
11. Grass Cutter (Manual) 
3 pcs 12. Sun Protection Hat, Heavy Duty

3 pairs 13. Hand Gloves, Heavy Duty

3 pcs 14. Rain Coat, Heavy Duty

D7. CARPENTER and PAINTER TOOLS and EQUIPMENT
Quantity Kind
4 pcs 1.     Claw Hammer 11” wooden handle *
2 pcs 2.   Cross Cut Saw 26” *
  3.     Wood Chisel
4 pcs - ½”
4 pcs - ¼”
4 pcs - 1”
4 pcs - 1 ½”
1 unit 4. Power Planer 82mm x 3 ¼” *
1 unit 5. Angle Grinder 125mm x 5” *
1 unit 6. Finishing Sander 114mm x 234mm *

88
 7. Air Compressor 2HP w/ 15 mtrs. Discharge
1 unit
Hose & Fittings
2 sets 8. Router Bit # 1 – 12 *
4 pcs 9. Steel Tape Measure 5 mtrs. *
4 pcs 10. Mechanical Pliers 8”, insulated, electrical grade
4 pcs 11. Long Nose Pliers 8”, insulated, electrical grade
4 pcs 12. Philips Screw Driver 8”
4 pcs 13. Flat Screw Driver 8”
1 unit 14.   Spray Gun 3.5 to 50 lbs. *
4 pcs 15. Eye Goggle
1 box per month
16. Dust Mask Cotton
(50 pcs/box)
6 pcs 17. Saw File # 4 *
2 pcs 18. Wood Saw 22” (RIP Saw)
1 unit 19. Circular Saw 210 mm , heavy duty
1 unit 20. Router 12mm (with complete accessories)
1 unit 21. Electric Drill, heavy duty
1 unit 22.   Jigsaw with complete accessories
1 unit 23. Stone Grinder, hand tool, heavy duty
1 pc. 24. Carborandum
2 sets 25. Holesaw for Door Knob, heavy duty
4 pcs 26. Bar Level
4 pcs 27. Plumbob
Note: All tools, equipment, and hardware supplies must be produced by reputable
manufacturer(s) as certified by DTI (Bureau of Product Standards) Exclusive
distributor must be certified as such.
Tools and equipment worn out and/or damaged due to ordinary wear and tear
must be replaced free of charge by the Contractor or its authorized representative
within 24 hours from receipt of verbal/written notice from Procuring Entity.
The Contractor shall ensure the workability/operability of its tools and /or
equipment. Replacement of its consumable, such as carbon brass and similar
accessories shall be at the expense of the Contractor.
   

APPENDIX “E”
JANITORIAL SUPPLIES AND MATERIALS

OMBUDSMAN SPECIFICATIONS
Unit Frequency Total
Quant
(No. of Quantities
Item Description ity
Months) per Annum
(a)
(b) (a) x (b)

89
E.1. Monthly
Stripper Wax, 1 gallon 35 gallon 12 420
All Purpose Cleaner, 4
16 gallon 12 192
liters/gallon
Vinyl Wax/Complete Wax, 1
35 gallon 12 420
gallon
Scrubbing Pad 16" (green) (1 inch
20 pcs 12 240
thick/piece)
Glass Cleaner, 4 liters/gallon 5 gallon 12 60
Rags (Flanella-type), yard 75 Yard 12 900
Liquid Hand Soap, 1 gallon 30 gallon 12 360
Dishwashing Liquid, 1 liter 30 Liter 12 360
Trash Bag (XXL Transparent) 680 pc. 12 8,160
Trash Bag (Large Transparent) 4896 pc. 12 58,752
Trash Bag (Small Transparent) 1768 pc. 12 21,216
Detergent Washing Powder Soap,
80 kg. 12 960
1 kilogram
Scrubbing Pad 4" x 6", green 100 pc. 12 1,200
Carpet Shampoo, gallon 3 gallon 12 36
Carpet Stain Remover, gallon 1 gallon 12 12
Steel Wool (16 giant pads, 200
200 tube 12 2,400
grams per tube)
Deodorant Cake, 50 grams 500 Pc 12 6,000
Metal Polish (150ml) 20 pc 12 240
E.2. Quarterly
Marble Liquid Wax (crystalizer), 1
9 gallon 4 36
gallon
Paste Wax (Red Liquid Wax) 6 gallon 4 24
Mop Head 210 pc. 4 840
Air Freshener (spray type) at least
70 can 4 280
320 ml.
Polishing Pad 16” (White/Pink) (1
25 pc. 4 100
inch thick)
Stripping Pad 16” (Green/Black)
25 pc. 4 100
(1 inch thick)
Disinfectant (spray) 330 ml 70 can 4 280
Disinfectant (toilet bowl cleaner, 1
60 gallon 4 240
gallon)
Soft Broom (Walis Tambo) 85 pc. 4 340
Stickbroom(walis tingting) 25 pc. 4 100
Rubber Hand Gloves, heavy duty 65 pair 4 260
E.3. Semi Annual Supplies
Furniture Shine/Polish, spray type
136 can 2 272
at least 352 ml
Wood Hand Brush w/ handle 68 pc. 2 136
Toilet Bowl Brush with Handle 136 pc. 2 272
Sanitary Tong (aluminum) 70 pc. 2 140
(cotton) with Wooden Handle & 15 Set 2 30

90
 Metal Frame (5x36)
Trigger spray bottle (cap. 500 ml) 68 pc. 2 136
Ceiling broom 20 pc. 2 40
E.4. Annual Supplies
Mop handle 204 pc. 1 204
Dust Pan 68 pc. 1 68
Plunger/Toilet Rubber Pump 50 pc. 1 50
Plastic Pail 50 pc. 1 50
Dust Mop Head (cotton) 30 pc 1 30
Putty Knife (Spatula) 68 pc. 1 68
Squeegee with metal handle 68 pc. 1 68
Push Brush 12” with Handle 68 pc. 1 68
Liquid Hand Soap Dispenser
(Pump Reffilable Empty Bottle 62 pc. 1 62
Capacity 400-500ml.) heavy duty

*Note: Trash Bag- costs shall be per piece only and not per pack.

OMBUDSMAN SPECIFICATIONS

OTHER REQUIREMENTS

1. All tools, equipment, and hardware supplies must be produced by reputable

manufacturers as certified by DTI (Bureau of Product Standards). If exclusive
distributor, must be certified as such.
2. All liquid, powder, or bar cleaning supplies and materials or solvents must be
biodegradable or will not adversely affect bacteria culture in building septic
vaults.
3. All liquid, powder, or bar cleaning items must be produced by reputable
manufacturers as certified by DTI (Bureau of Product Standards). If exclusive
distributor, must be certified by such.
4. To make available for inspection by the Procuring Entity, the subject supplies
and materials during post-qualification
5. All tools, equipment, and hardware supplies must be produced by reputable
manufacturers as certified by DTI (Bureau of Product Standards). If exclusive
distributor, must be certified as such.
6. Compliance with the Terms of Reference under Appendix “1” and “2”. 
7. Compliance with all other terms and conditions incorporated in the contract
particularly in the General and Special Conditions of the Contract.

Section VIII. Bidding Forms

TABLE OF CONTENTS

91
I. Checklist of Eligibility Requirements…………………………… 94
II. Ombudsman Bid Form No. 1: Technical Proposals……………… 97
III. Ombudsman Bid Form No. 2 (Financial Proposals)…………….. 126
with the following attachments:
(a) Detailed Costs Breakdown of Annual Contract Rate…… 129
(b) Detailed Costs Breakdown for Janitorial Supplies 139
and Materials

92
 CHECKLIST OF DOCUMENTS
(Documents to be submitted by the bidder)

ENVELOPE NO. 1 - FIRST COMPONENT (ELIGIBILITY AND TECHNICAL

COMPONENT)
(a) ELIGIBILITY DOCUMENTS under ITB Clause 12.1
CLASS “A” DOCUMENTS
[ ]
(ii) PhilGEPS Certificate of Registration and
Membership in accordance with Section 8.5.2 of the 2016 IRR,
except for foreign bidders participating in the procurement by a
Philippine Foreign Service Office or Post, which shall submit
their eligibility documents under Section 23.1 of the IRR,
provided, that the winning bidder shall register with the
PhilGEPS in accordance with section 37.1.4 of the IRR.

(ii)(a) Statement of all its ongoing government and private contracts, [ ]

including contracts awarded but not yet started, if any, whether
similar or not similar in nature and complexity to the contract to be
bid; and

(ii)(a) Statement of the Bidder’s SLCC similar to the contract to be bid, in

accordance with ITB Clause 5.4, within the relevant period as [ ]
provided in the BDS.

The two statements required shall indicate for each

contract the following:

(ii.1) name of the contract;

(ii.2) date of the contract;
(ii.3) contract duration;
(ii.4) owner’s name and address;
(ii.5) kinds of Goods;
(ii.6) For Statement of Ongoing Contracts -
amount of contract and value of outstanding
contracts;
(ii.7) For Statement of SLCC - amount of
completed contracts, adjusted by the Bidder
to current prices using PSA’s consumer
price index, if necessary for the purpose of
meeting the SLCC requirement;
(ii.8) date of delivery; and
(ii.9) end user’s acceptance or official receipt(s)
or sales invoice issued for the contract, if
completed, which shall be attached to the
statements.

94
 (iii) NFCC computation in accordance with ITB Clause 5.5 or a [ ]
committed Line of Credit from a universal or commercial bank.

Class “B” Documents

(i) If applicable, the Joint Venture Agreement (JVA) in case the joint
venture is already in existence, or duly notarized statements from [ ]
all the potential joint venture partners in accordance with Section
23.1(b) of the IRR.

(b) TECHNICAL DOCUMENTS under ITB Clause No. 12.1

(b.i) BID SECURITY (Please see Section III-Bid Data Sheet, ITB Clause [ ]
18.1)
(b.ii) TECHNICAL PROPOSAL (Conformity with technical [ ]
specifications, as enumerated and specified in Sections VI and VII of the
Bidding Documents) –Ombudsman Bid Form No. 1

(b.iii) OMNIBUS SWORN STATEMENT (Sworn statement in accordance [ ]

with Section 25.3 of the IRR of RA 9184 and using the form prescribed in
Section VIII. Bidding Forms, page 71-76):
The Sworn Statement by the prospective bidder or its duly authorized
representative as to the following: [ ]
(1) Name, address and designation of authorized representative
(2) The signatory is the duly authorized representative of the prospective bidder, and
granted full power and authority to do, execute and perform any and all acts necessary
and/or to represent the prospective bidder in the bidding, with the duly notarized
Secretary’s Certificate attesting to such fact, if the prospective bidder is a corporation,
partnership, cooperative, or joint venture;(See attached Sample Form Nos.- SF-GOOD-
35/ SF-GOOD -36)
(a) Authority of Signatory - Special Power of Attorney [ ]
(b) Authority of Signatory - Secretary’s Certificate [ ]
(3) It is not “blacklisted” or barred from bidding by the GOP or any of its agencies, offices,
corporations, or LGUs, including foreign government/foreign or international financing
institution whose blacklisting rules have been recognized by the GPPB;
(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) It is authorizing the Head of the Procuring Entity or his duly authorized representative/s
to verify all the documents submitted;
(6) Statement of compliance with the disclosure provision under Section 47 of RA
9184 (Disclosure of Relations) in relation to other provisions of R.A. 3019.
(7) It complies with existing labor laws and standards.
(8) It complies with the responsibilities of a prospective or eligible bidder provided
in the PBDs, such as:
a. Carefully examined all of the bidding documents;
b. Acknowledged 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. Inquired or secured Supplemental/Bid Bulletin(s) issued for the project.
(9) It did not give or pay, directly or indirectly, any commission, amount, fee, or any

95
 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.
ENVELOPE NO. 2 - SECOND COMPONENT (FINANCIAL COMPONENT)

OMBUDSMAN BID FORM NO. 2 - Financial Proposal with supplier’s undertaking [ ]

with the following attachments:
(a) Detailed Costs Breakdown of Annual Contract Rate
(b) Detailed Costs Breakdown for Janitorial Supplies
and Materials

96
OMBUDSMAN BID FORM NO. 1- TECHNICAL PROPOSALS
 
HON. MARILOU B. ANCHETA-MEJICA
Chairman, Bids and Awards Committee
Office of the Ombudsman
Agham Road, North Triangle 
  Diliman, Quezon City
       
  M a d a m:

Herewith is our TECHNICAL PROPOSAL for your office requirement:

INSTRUCTION TO BIDDER: Check the “Comply” box if bidder complies with the Ombudsman
sPspecifications. A Technical Proposal containing unchecked “Comply” boxes would be automatically
  rated as “FAILED.”
BIDDER’S
  OMBUDSMAN TECHNICAL SPECIFICATIONS
  SPECIFICATIONS
ONE YEAR JANITORIAL, MAINTENANCE, AND OTHER
SERVICES REQUIREMENT FOR THE OFFICE OF THE   comply
OMBUDSMAN
A. PROVISION OF ONE HUNDRED FIFTEEN (115) JANITORIAL,
  comply
    MAINTENANCE AND OTHER PERSONNEL SUCH AS:
    A. Regular Janitors (68 personnel)  comply
A.1. Annex Building
    28 - Central Office   comply
A.2. Main Building
10 - Central  comply
    13 – OSP  comply
    9 - OMB LUZON  comply
    8 - OMB MOLEO  comply
B. Supervisor (1 personnel)  comply
C. Asst. Supervisor (1 personnel)  comply
D. Gardeners (3 personnel)  comply
E. Environmental Personnel (3 personnel)  comply
    F. Skilled (23 personnel)  comply
    Electricians (3)  comply
    Plumbers (2)  comply
    Aircon Technicians (4)  comply
    Mechanic/Genset &/or STP Operator (2)  comply
    Carpenters/Masons (4)  comply
    Painters (3)  comply
Electronics Operator/Technician (2)  comply
Maintenance Personnel (OMB Training Center,
Rosales, Pangasinan) (2)
Welder (1)
E. Drivers (16 personnel) (with LTO restrictions 1,2,3)  comply

97
 1 Driver –OSP based  comply
    15 Drivers – Central Office based  comply

BIDDER’S
OMBUDSMAN SPECIFICATIONS
SPECIFICATIONS
A. OMBUDSMAN BUILDING HOUSEKEEPING
1. JANITORIAL ACTIVITIES
ACTIVITY FREQUENCY
FLOORS  comply
for ordinary offices - twice a day  comply
(one in the morning, one in the
1. Sweeping of vinyl floors; afternoon) and as the need arises;
for frontline offices - four times a
day and as the need arises

for ordinary offices - at least twice  comply

a day (one in the morning, one in the
2. Mopping of vinyl floors; afternoon) and as the need arises;
for frontline offices - four times a
day and as the need arises
two times a week and as the need  comply
3. Spray buffing of vinyl floors;
arises
at least twice a day (one in the  comply
4. Sweeping of wood parquet; morning, one in the afternoon) and
as the need arises
two times a week and as the need  comply
5. Waxing of wood parquet;
arises
two times a week and as the need  comply
6. Polishing of wood parquet;
arises
at least twice a day (one in the  comply
7. Sweeping of carpets; morning, one in the afternoon) and
as the need arises
two times a week and as the need  comply
8. Vacuum Cleaning of carpets;
arises
two times a week and as the need  comply
9. Stain Spotting of carpets;
arises
10. Shampooing of carpets; once a week and as the need arises  comply
at least twice a day (one in the  comply
11. Sweeping of marble tiles; morning, one in the afternoon) and
as the need arises
at least twice a day (one in the  comply
12. Dry mopping marble hallways; morning, one in the afternoon) and
as the need arises
13. Scrubbing and polishing of  comply
marble tiles; once a week and as the need arises

98
`WALLS, CEILINGS, BASEBOARDS AND PARTITIONS  comply

once a month and as the need  comply

14. Cleaning of hallway walls;
arises
15. Cleaning of baseboards and once a month and as the need  comply
partitions; arises
once a month and as the need  comply
16. Sweeping of ceilings;
arises
DRIVEWAYS, YARDS, PARKING AREA, DUMPSITE AND SURROUNDINGS  comply
17. Sweeping of driveways, yards, at least twice a day (one in the  comply
parking area, dumpsite and morning, one in the afternoon) and
surroundings; as the need arises
18. Washing of driveways, yards,
at least once a day and as the need  comply
parking area, dumpsite and
surroundings; arises
TRASH AND OTHER WASTES  comply
19. Collection of trash and other  comply
trash materials. Must be R.A.
No. 9003 (Ecological Solid once a day and as the need arises
Waste Management Act)
compliant;
20. Disposal of trash and other trash  comply
materials to the garbage dump.
Must be R.A. No. 9003 once a day and as the need arises
(Ecological Solid Waste
Management Act) compliant;
21. Cleaning of waste baskets, ash
once a week and as the need arises  comply
trays, and other receptacles.
GLASS PANELS  comply
22. Cleaning of interior glass panels  comply
and its appurtenant steel or Once every two weeks (except for
aluminum frames through front glass doors, glass partitions,
scrubbing and wiping by and front glass windows which is
application of cleaning solutions every other day)
to remove dust, soot and grime;
23. Cleaning of exterior glass panels  comply
and its appurtenant steel or
aluminum frames through
scrubbing and wiping by Once every two weeks (except for
application of cleaning solutions front glass doors, glass partitions,
to remove dust, soot and grime; and front glass windows which is
every other day)

FURNITURES, FIXTURES AND EQUIPMENT  comply

99
 24. Cleaning, dusting and damp  comply
wiping of office furniture, fixtures
and equipment and application of
once a day and as the need arises
appropriate furniture polish to
maintain luster and shine at all
times;
25. Movement of furniture,  comply
equipment, supplies, and
materials as may be necessary,
as the need arises
and only upon instruction of the
PROCURING ENTITY and/or any
of its personnel;
STAIRWAYS, FIRE EXITS AND ENTRANCES  comply
26. Keeping stairways, fire exits, and  comply
entrances clean and free of at all times
obstructions;
COMFORT ROOMS  comply
at least twice a day (one in the  comply
morning, one in the afternoon) and
27. Sweeping and mopping of CR
floor tiles;
every hour inspection for private
CRs; four times a day and every hour
inspection for public CRs
28. Scrubbing of CR wall tiles; once a week and as the need arises  comply
at least twice a day (one in the
29. Cleaning, washing, sanitizing and morning, one in the afternoon) and  comply
disinfecting comfort room urinals, every hour inspection for private
lavatories and toilet bowls; CRs; four times a day and every hour
inspection for public CRs
30. Checking and reloading of toilet in the morning with every hour  comply
paper, if required; inspection
31. Checking and reloading of liquid in the morning with every hour  comply
hand soap; inspection
32. Checking and reloading of other in the morning with every hour  comply
toilet supplies; inspection
KITCHEN, PANTRY AND CABINETS  comply
at least twice a day (one in the  comply
33. Cleaning of kitchen countertops; morning, one in the afternoon) and
as the need arises
34. Cleaning of pantry and cabinets; once a week and as the need arises  comply
   
 

BIDDER’S
OMBUDSMAN SPECIFICATIONS SPECIFICATION

100
 B. GROUND AND YARD MAINTENANCE
ACTIVITY FREQUENCY
GROUND AND YARDS  comply
1. Trimming of grass and shrubs; once a week and as the need arises  comply
at least twice a day (one in the
2. Watering of flowering plants, shrubs  comply
and grass;
morning, one in the afternoon) and
as the need arises
3. Bringing out to sun potted plants; once a week and as the need arises  comply
4. Application of fertilizers to plants; as the need arises  comply
5. Sweeping of grounds and yards and at least twice a day (one in the
parking areas of dust, litter, dry  comply
leaves, fallen tree branches, and
morning, one in the afternoon) and
other debris; as the need arises
at least twice a day (one in the
6. Cleaning and washing of parking
morning, one in the afternoon) and  comply
areas of accumulated dust and oil
stain; as the need arises

REPORTING  comply
 comply
7. Informs the supervisor of any
building defects such as busted
bulbs, leaking faucets / cracked wall
plaster, unsafe conditions and/or any
as the need arises
unusual activity within the building
and its surroundings;

8. Keep watch and take action to  comply

prevent or mitigate damage to the
building and its facilities during
emergency situations such as
as the need arises
typhoons, floods, earthquakes,
power failures and fire incidents;
   

BIDDER’S
OMBUDSMAN SPECIFICATIONS
SPECIFICATIONS

C. OTHER SERVICES
C1. ELECTRICIAN  comply
1. Check for electrical problems of
once a week and as the need arises  comply
the building
2. Report to the supervisor major
repairs or maintenance
requirements of the building as the need arises  comply
electrical facilities for proper
disposition;
3. Perform repairs and maintenance  comply
requirements on the building as the need arises
electrical facilities;

101
 4. Submit accomplishment report to
monthly  comply
the supervisor;
5. Keep watch and take action to
prevent or mitigate damage to the
building and its facilities during  comply
as the need arises
emergency situations such as
typhoons, floods, earthquakes,
power failures and fire incidents;
C2. PLUMBER  comply
1. Check the plumbing system for
once a week and as the need arises  comply
leaks and other plumbing problems
2. Report to the supervisor major  comply
repairs or maintenance requirements
of the building plumbing facilities for
as the need arises
proper disposition;
3. Perform repairs and maintenance  comply
requirements on the building as the need arises
plumbing system;
4. Submit accomplishment report to the
monthly  comply
supervisor;
5. Keep watch and take action to  comply
prevent or mitigate damage to the
building and its facilities during
emergency situations such as
as the need arises
typhoons, floods, earthquakes,
power failures and fire incidents;
C3. AIRCON TECHNICIAN  comply
1. Check the airconditioning system for  comply
once a week and as the need arises
leaks, defects and other problems

2. Report to the supervisor major repairs  comply

or maintenance requirements of the
building aircon facilities for proper
as the need arises
disposition;
3. Perform repairs and maintenance  comply
requirements on the building as the need arises
airconditioning system;
4. Submit accomplishment report to the  comply
supervisor;
monthly
5. Keep watch and take action to  comply
prevent or mitigate damage to the
building and its facilities during
emergency situations such as as the need arises
typhoons, floods, earthquakes, power
failures and fire incidents;

C4. MECHANIC  comply

1. Check the mechanical facilities of the  comply
building
once a week and as the need arises

102
 2. Report to the supervisor major repairs  comply
or maintenance requirements of the
as the need arises
building mechanical facilities for
proper disposition;
3. Perform repairs and maintenance  comply
requirements on the building as the need arises
mechanical facilities;
4. Submit accomplishment report to the  comply
monthly
supervisor;
5. Keep watch and take action to  comply
prevent or mitigate damage to the
building and its facilities during
emergency situations such as
as the need arises
typhoons, floods, earthquakes, power
failures and fire incidents;
C5. CARPENTER  comply
1. Perform carpentry and finishing  comply
requirements on the building and as the need arises
personnel facilities;
2. Report to the supervisor major repairs  comply
or maintenance requirements of the
building painting requirements for
as the need arises
proper disposition;
3. Submit accomplishment report to the  comply
monthly
supervisor;
4. Keep watch and take action to  comply
prevent or mitigate damage to the
building and its facilities during
emergency situations such as
as the need arises
typhoons, floods, earthquakes, power
failures and fire incidents;
C6. PAINTER  comply
1. Perform painting and finishing  comply
requirements on the building and as the need arises
personnel facilities;
2. Report to the supervisor major repairs  comply
or maintenance requirements of the
building civil facilities for proper
as the need arises
disposition;
3. Submit accomplishment report to the  comply
monthly
supervisor;
4. Keep watch and take action to
prevent or mitigate damage to the
building and its facilities during  comply
emergency situations such as
as the need arises
typhoons, floods, earthquakes, power
failures and fire incidents;
C7. DRIVERS  comply

103
 1. Drive the assigned vehicle to transport  comply
personnel on official business, visitors,
and cargoes to destination as
as the need arises
directed;
2. Take financial responsibility for  comply
damage to or loss of any cargo in his
as the incident arises
custody when damage or loss is due
to willful or negligent act;
3. Check the oil, gasoline, water and
everyday (morning) and as the  comply
tires or assigned vehicle in order to
prevent delays and damage; need arises
4. Make minor repairs such as:    comply
a. fixing punctures as the need arises  comply
b. cleaning spark plugs once a month and as the need arise  comply
c. adjusting carburetor once a month and as the need arise  comply
5. Bring the vehicle to repair shop for
as directed  comply
major repairs and routine check-up;
6. Report the accidents, break downs, or  comply
other related incidents during trips;
as the incident arises

7. Submit reports on fuel and oil

weekly  comply
consumption and distance traveled;
8. Assist in loading and unloading of
as the need arises  comply
cargoes;
9. Keep watch and take action to prevent  comply
or mitigate damage to the vehicles
during emergency situations such as as the need arises
typhoons, floods, earthquakes, power
failures and fire incidents;
C8. SUPERVISOR  comply
1. Supervise the work of janitors and
daily  comply
skilled workers;
2. Monitor the performance of janitors
daily  comply
and skilled workers;
3. Report to the Building Administrator  comply
major repairs or maintenance
requirements of the building facilities
as the need arises
for proper disposition;
4. Submit monthly accomplishment  comply
report to the Building Administrator monthly
copy furnished GSD Chief;

BIDDER’S
OMBUDSMAN SPECIFICATIONS
SPECIFICATIONS
D-1 GENERAL TOOLS AND EQUIPMENT
Quantity Kind
10 units 1. Push Cart for cleaning materials  comply
2. Floor Polisher (16” or 18”) with accessories  comply

104
 7 units a. High Speed  comply
10 units b. Low Speed  comply
21 units 3. Mop Squeezer with Bucket  comply
4 units 4. Wet/Dry Vacuum Cleaner  comply
5 units 5. Garbage Cart  comply
2 units 6. High Pressure Portable Washer  comply
25 units 7. Caution Sign w/ accessories  comply
2 units 8. Garden hose 5/8” x 50 ft. w/ Reel  comply
2 units 9.   Garden hose 5/8” x 50 ft. w/o Reel  comply
4 pcs 10. Lawn Sprinkler Full 360 Spray Pattern  comply
17 units
11. Heavy Duty Extension Cord for Floor Polisher Royal  comply
Cord # 12 x 10 meters
1 unit 12. Manual Lawn Mower  comply
13. Aluminum Ladder, Heavy duty  comply
2 units a.    (5 ft.)  comply
2 units b. (8 ft.)  comply
14. Garden Hose 5/8” x 50 ft. w/ Nozzle Pistol, Lever  comply
2  units Activated, Adjustable Multi-Pattern (Shower, Flat, Stream,
Mist and Cone)
 
D2. MECHANICAL TOOLS
Quantity Kind
2 pcs 1. Diagonal Pliers 8”, insulated, electrical grade  comply
2 pcs 2. Long Nose Pliers 8”, insulated, electrical grade  comply
2 pcs 3. Phillips Screw Driver 8”, magnetic tip  comply
2 pcs 4. Slotted Screw Driver 8”, magnetic tip  comply
2 units 5. Multitester Analog, heavy duty  comply
2 units 6. Electric Drill, 500 W, heavy duty  comply
2 sets 7. Drill bit HSS 1/8” – 1/2” (Set of 4 bits)  comply
2 sets 8. Drill Bit Masonry 1/8” – 1/2” (Set of 4 bits)  comply
2 pcs 9. Vise Grip 8” , heavy duty  comply
2 units 10. Vernier Caliper (Stainless)  comply
2 units 11. Micrometer  comply
2 pcs 12. Adjustable Wrench 8”  comply
2 pcs 13. Adjustable Wrench 14”  comply
2 sets
14. 15˚ Angle Double Open-End Wrench 12 pcs. 6 to 30  comply
mm
2 sets 15. 45˚ Deep Offset Box Wrench 12 pt. 13 pcs. 6 to 32 mm  comply

 comply
16. ½” Square Drive Socket Set 29 pcs. 12 pt. std. 10 to 36
2 sets mm 10” Ratchet, 15 3/4 “ Flex Handle, 2 ½”, 5” 10”
Extensions; 2 3/8” Universal Joint in Metal Box

2 pcs 17. Ear muff  comply

105
 2 pcs 18. Eye Goggles  comply
2 sets 19. Trouble light 220V HD 5 meters  comply
2 pcs 20. Tool Box, plastic  comply
2 sets 21. Allen Wrench (1/18”, 1/17”, 1/16” – 3/8”)  comply
     comply
D3. PLUMBER TOOLS
Quantity Kind
2 sets 1. Hack Saw with Blade  comply
1 box 2. Spare Hack Saw Blades Blu Mol (Replenishable)
 comply
2 sets 3. Pipe Wrench 8” to 24”  comply
2 pcs 4. Monkey Wrench 12”  comply
2 pcs 5. Adjustable Wrench 12”  comply
2 pcs 6. Blind Rivets Tool 3/32” to 3/16”  comply
2 boxes 7. Blind Rivets (1/8” x ½”)  comply
2 pcs 8. Vise Grip 8” (1,000 pcs./box)  comply
2 pcs 9. Flat Cold Chisel 1” x 8”  comply
2 pcs 10. Pointed Cold Chisel 8”  comply
2 pcs 11. Rechargeable Flashlight  comply
2 pcs 12. Slotted Screw Driver 8mm x 10”  comply
2 pcs 13. Philips Screw Driver 8mm x 10”  comply
2 pcs 14. Slotted Screw Driver 5mm x 8”  comply
2 pcs 15. Philips Screw Driver 5mm x 8”  comply
2 pcs 16. Grove Joint Pliers 8”  comply
2 pcs 17. Adjustable Wrench 8”  comply
2 pcs 18. Adjustable Wrench 6”  comply
2 pcs 19. Portable Welding Machine 200 Amps AC
 comply
2 units 20. Electric Drill 500 W, heavy duty  comply
2 sets 21. Drill bit HSS 1/8” to ½” (set of 4 bits)  comply
2 sets 22. Drill Bit Masonry 1/8” to ½” (set of 4 bits)  comply
2 pcs 23. Steel Tape Measure 5 meters *  comply
2 pcs 24. Ball Pin Hammer 1.5 lbs., wooden handle  comply
2 pcs 25. Mechanical Pliers 8”  comply
2 pcs 26. Long Nose Pliers 8”  comply
2 pcs 27. Portable Grinder  comply
2 pcs 28. Tool Box, plastic, (7”x 9”x16” at least)  comply

D4. AIRCONDITIONING TECHNICIAN TOOLS and EQUIPMENT

Quantity Kind
2 units 1.     Industrial Type Pressure Washer w/ accessories

 comply

106
 -       Standard Wash Gun
-       Wash Gun Nozzle Extension
-       30 meters Discharge Hose/unit
-       5 meters Suction Hose/unit
-       1 piece Trigger Gun/unit
4 pcs 2. Diagonal Pliers 8”  comply
4 pcs 3. Long Nose Pliers 8”  comply
4 pcs 4. Philips Screw Driver 8”  comply
4 pcs 5. Philips Screw Driver 8 mm x 10”  comply
4 pcs 6. Philips Screw Driver 3”  comply
4 pcs 7. Philips Screw Driver 3” x 1/8"  comply
4 pcs 8. Slotted Screw Driver 8”  comply
4 pcs 9. Slotted Screw Driver 8 mm x 10”  comply
4 pcs 10. Slotted Screw Driver 3”  comply
4 pcs 11. Slotted Screw Driver 3” x 1/8"  comply
4 pcs 12. Clamp Tester Analog  comply
4 units 13. Electric Drill 500 W  comply
4 sets 14. Drill Bit HSS 1/8” to 1/2”  comply
4 sets 15. Drill Bit Masonry 1/8” to 1/2”  comply
4 units 16. Hack Saw  comply
9 pcs/month 17. Hack Saw Blade Blu Mol (Replenishable)  comply
4 sets 18. Allen Wrench 1.5mm to 10mm  comply
4 sets 19. Allen Wrench 50 – 3/8”  comply
4 sets 20. Tube Cutter (Small)  comply
4 sets 21. Tube Cutter (Heavy Duty) 1/4" to 1 5/8"  comply
4 pcs 22. Slip Joint Pliers  comply
4 pcs 23. Vise Grip 8”  comply
4 sets 24. Flaring Tools Set  comply
  - Flaring Block 1/8" to 3/4"  comply
  - Flaring Yoke  comply
  - Expander 1/8" to 3/4"  comply
2 sets 25. Combination Wrench 8mm to 17mm  comply
4 pcs 26.    Adjustable Wrench 15”  comply
4 pcs 27.    Adjustable Wrench 18”  comply
4 pcs 28.    Adjustable Wrench 8”  comply
4 pcs 29. Adjustable Wrench 10”  comply
2 sets 30. Gauge Manifold (Uniweld)  comply
2 sets
31.    Portable Low Pressure Washer  comply
(30 meters Discharged Hose/unit)
2 sets
32.    Refrigerant and Combustible  comply
Gas leak Detector

107
 33. Socket Wrench Set ½” Square Drive Socket  comply
29 pcs. 12 pt. std. 8 to 36m 10” Ratchet,
2 sets
15 ¾” Flex Handle 2 ½”, 5”, 10” Extension
2 3/8” Universal Joint in Metal Box
1 set 34. Socket Wrench Set 1/4" Square Drive  comply
(sizes - 3/16", 7/32", 1/4", 9/32", 5/16",
11/32", 3/8", 7/16", 1/2" with Ratchet
 
Handle, Flex Handle, Extension Bars
(2"& 6"), Cross Bar & Metal Case
4 pcs 35.    Soldering Iron 40W  comply
4 pcs 36.    Rechargeable Flashlight  comply
1 roll 37.    Soldering Lead (Replenishable)  comply
4 pcs 38.    Side Cutter Pliers 8”  comply
2 sets 39.    Portable Mapp Gas  comply
4 sets 40.    Multi Tester  comply
4 pcs 41.    Grease Gun  comply
4 pcs 42.    Cold Chisel ¾” x 10” (Flat & Pointed)  comply
4 pcs 43.    Ball Peen Hammer  comply
4 pcs 44.    Eye Goggles  comply
1 box 45.    Blind Rivets 1/8” x ½” (1000 pcs/box)  comply
4 pcs 46. Tool Box  comply
2 pcs 47. Blind Rivets Tools  comply
2 units 48. Electric Hammer Drill, Heavy Duty  comply
2 pieces 49. Portable Grinder  comply
1 pc 50. Puller 10" (3 Prong)  comply
2 sets 51. Ratchet Wrench Set  comply
1 unit 52. Tube Bender 1/4", 3/8", 1/2", 5/8", 3/4"  comply
   comply
D5. ELECTRICIAN TOOLS and EQUIPMENT
Quantity Kind
4 units 1. Multi Tester, heavy duty  comply
1 unit 2. Clamp meter (digital)  comply
4 units 3. Test Light  comply
1 unit 4. Crimping Tools for Telephone Modular RJII
 comply

4 pcs 5. Slip Joint Pliers  comply

4 pcs 6. Philips Screw Driver 8”  comply
4 pcs 7. Slotted Screw Driver 8”  comply
4 pcs 8. Allen Wrench 1.5mm to 10mm  comply
4 pcs 9. Long Nose Pliers 8” , insulated , electrical grade  comply
4 pcs 10. Side Cutter Pliers 7”, insulated , electrical grade  comply
4 pcs 11. Diagonal Pliers 8”, insulated , electrical grade  comply
4 pcs 12. Vise Grip 8”, heavy duty  comply
1 unit 13. Electric Soldering Iron  comply

108
 1 roll 14. Soldering Lead (40-60)  comply
1 set 15. Knock Out Punch ½” to 2”  comply
1 pc 16. Ball Pin Hammer (half pounder)  comply
2 pcs 17. Cold Chisel ½” x 10” (1-pointed; 1 flat)  comply
2 unit 18. Electric Drill 500 W , heavy duty  comply
1 set 19. Drill Bit HSS 1/8” to 1/2” (set of 4 bits, at least)  comply
1 set 20. Drill Bit Masonry 1/8” to 1/2” (set of 4 bits, at least)  comply
1 set 21. Socket Wrench w/ Handle 3/8” to 1 1/4”  comply
1 set 22. Combination Wrench 8mm to 17mm  comply
23. Bench Grinder, heavy duty (8”Bench Grinder,  comply
1 unit
electronically operated)
4 pcs 24. Splicer  comply
1 pc 25. Eye Goggles  comply
4 pcs 26. Gun Tucker T-25 Arrow Brand  comply
4 pcs 27. Rechargeable Flashlight  comply
4 pcs 28. Leather Tool Holster  comply
4 pcs 29. Tool Box (at least 7” x 9” X 16”, plastic)  comply
1 pc 30. Hack Saw  comply
2 pcs. every  comply
31. Hack Saw Blade (Replenishable)
month
2 units 32. Aluminum Ladder 8’ , heavy duty  comply
2 units 33. Aluminum Ladder 10’, heavy duty  comply
4 pcs 34. Safety Belt  comply
 
 

D6. GARDENER TOOLS and OTHER REQUIREMENTS

Quantity Kind
3 pcs 1. Bolo (Hard Steel)  comply
3 pcs 2. Manual Hedge Trimmer  comply
3 pcs 3. Steel Straight Head Rake  comply
3 pcs 4. Trowel  comply
3 pcs 5. Pruner (Light Duty)  comply
3 pcs 6. Shovel Round Point  comply
3 pcs 7. Straight Bar (Bareta)  comply
3 pcs 8. Pick Mattock  comply
3 pcs 9.   Hoe  comply
3 pairs 10. Rubber Boots (Bota) Knee High Size 10  comply
3 pcs  comply
11. Grass Cutter (Manual) 
3 pcs 12. Sun Protection Hat, Heavy Duty  comply

3 pairs 13. Hand Gloves, Heavy Duty  comply

3 pcs 14. Rain Coat, Heavy Duty  comply

D7. CARPENTER and PAINTER TOOLS and EQUIPMENT

109
 Quantity Kind  comply
4 pcs 1.     Claw Hammer 11” wooden handle *  comply
2 pcs 2.   Cross Cut Saw 26” *  comply
  3.     Wood Chisel  comply
4 pcs - ½”  comply
4 pcs - ¼”  comply
4 pcs - 1”  comply
4 pcs - 1 ½”  comply
1 unit 4. Power Planer 82mm x 3 ¼” *  comply
1 unit 5. Angle Grinder 125mm x 5” *  comply
1 unit 6. Finishing Sander 114mm x 234mm *  comply
1 unit
7. Air Compressor 2HP w/ 15 mtrs. Discharge Hose  comply
& Fittings
2 sets 8. Router Bit # 1 – 12 *  comply
4 pcs 9. Steel Tape Measure 5 mtrs. *  comply
4 pcs 10. Mechanical Pliers 8”, insulated, electrical grade  comply
4 pcs 11. Long Nose Pliers 8”, insulated, electrical grade  comply
4 pcs 12. Philips Screw Driver 8”  comply
4 pcs 13. Flat Screw Driver 8”  comply
1 unit 14.   Spray Gun 3.5 to 50 lbs. *  comply
4 pcs 15. Eye Goggle  comply
1 box per month  comply
16. Dust Mask Cotton
(50 pcs/box)
6 pcs 17. Saw File # 4 *  comply
2 pcs 18. Wood Saw 22” (RIP Saw)  comply
1 unit 19. Circular Saw 210 mm , heavy duty  comply
1 unit 20. Router 12mm (with complete accessories)  comply
1 unit 21. Electric Drill, heavy duty  comply
1 unit 22.   Jigsaw with complete accessories  comply
1 unit 23. Stone Grinder, hand tool, heavy duty  comply
1 pc. 24. Carborandum  comply
2 sets 25. Holesaw for Door Knob, heavy duty  comply
4 pcs 26. Bar Level  comply
4 pcs 27. Plumbob  comply
Note: All tools, equipment, and hardware supplies must be produced by  comply
reputable manufacturer(s) as certified by DTI (Bureau of Product Standards)
Exclusive distributor must be certified as such.
Tools and equipment worn out and/or damaged due to ordinary wear and tear  comply
must be replaced free of charge by the Contractor or its authorized
representative within 24 hours from receipt of verbal/written notice from
Procuring Entity.
The Contractor shall ensure the workability/operability of its tools and /or  comply
equipment. Replacement of its consumable, such as carbon brass and similar
accessories shall be at the expense of the Contractor.
   

110
  
E. JANITORIAL SUPPLIES AND MATERIALS
BIDDERS SHALL PROVIDE THE FOLLOWING:
Frequen
Quantity Total
cy (No.
OMBUDSMAN Quantities BIDDER’S
Unit of
SPECIFICATIONS per Annum SPECIFICATIONS
Months)
(a) (a) x (b)
(b)
E.1. Monthly
Stripper Wax, 1 gallon 35 gallon 12 420  comply
All Purpose Cleaner,
(4 liters/gallon)
16 gallon 12 192  comply
Vinyl Wax/Complete Wax,
35 gallon 12 420  comply
1 gallon
Scrubbing Pad 16" (green)
20 pcs 12 240  comply
(1 inch thick/piece)
Glass Cleaner, 4
5 gallon 12 60  comply
liters/gallon
Rags (Flanella-type), yard 75 Yard 12 900  comply
Liquid Hand Soap, 1 gallon 30 gallon 12 360  comply
Dishwashing Liquid, 1 liter 30 Liter 12 360  comply
Trash Bag (XXL
680 pc. 12 8,160  comply
Transparent)
Trash Bag (Large
Transparent)
4896 pc. 12 58,752  comply
Trash Bag (Small
1768 pc. 12 21,216  comply
Transparent)
Detergent Washing Powder
Soap, 1 kilogram
80 kg. 12 960  comply
Scrubbing Pad 4" x 6",
100 pc. 12 1,200  comply
green
Carpet Shampoo, gallon 3 gallon 12 36  comply
Carpet Stain Remover,
1 gallon 12 12  comply
gallon
Steel Wool (16 giant pads,
200 grams per tube)
200 tube 12 2,400  comply
Deodorant Cake, 50 grams 500 Pc 12 6,000  comply
Metal Polish (150ml) 20 pc 12 240  comply

111
E.2. Quarterly
Marble Liquid Wax
(crystalizer), 1 gallon
9 gallon 4 36  comply
Paste Wax (Red Liquid
6 gallon 4 24  comply
Wax)
Mop Head 210 pc. 4 840  comply
Air Freshener (spray type)
70 can 4 280  comply
at least 320 ml.
Polishing Pad 16”
(White/Pink) (1 inch thick)
25 pc. 4 100  comply
Stripping Pad 16”
(Green/Black) (1 inch thick)
25 pc. 4 100  comply

Disinfectant (spray) 330 ml. 70 can 4 280  comply

Disinfectant (toilet bowl
cleaner, 1 gallon)
60 gallon 4 240  comply
Soft Broom (Walis Tambo) 85 pc. 4 340  comply
Stickbroom(walis tingting) 25 pc. 4 100  comply
Rubber Hand Gloves, heavy
duty
65 pair 4 260  comply

E.3. Semi Annual Supplies

Furniture Shine/Polish,
136 can 2 272  comply
spray type at least 352 ml
Wood Hand Brush w/
handle
68 pc. 2 136  comply
Toilet Bowl Brush with
136 pc. 2 272  comply
Handle
Sanitary Tong (aluminum) 70 pc. 2 140  comply
(cotton) with Wooden Handle
& Metal Frame (5x36)
15 Set 2 30  comply

Trigger spray bottle (cap.

68 pc. 2 136  comply
500 ml)
Ceiling broom 20 pc. 2 40  comply
E.4. Annual Supplies
Mop handle 204 pc. 1 204  comply
Dust Pan 68 pc. 1 68  comply

112
 Plunger/Toilet Rubber
Pump
50 pc. 1 50  comply
Plastic Pail 50 pc. 1 50  comply
Dust Mop Head (cotton) 30 pc 1 30  comply
Putty Knife (Spatula) 68 pc. 1 68  comply
Squeegee with metal handle 68 pc. 1 68  comply

Push Brush 12” with Handle 68 pc. 1 68  comply

Liquid Hand Soap Dispenser
(Pump Reffilable Empty
Bottle Capacity 400-500ml.)
62 pc. 1 62  comply
heavy duty

BIDDER’S
OTHER REQUIREMENTS SPECIFICATIONS
1. All tools, equipment, and hardware supplies must be produced by
reputable manufacturers as certified by DTI (Bureau of Product Standards)  comply
(if applicable). If exclusive distributor, must be certified as such.
2. All liquid, powder, or bar cleaning supplies and materials or solvents must be
biodegradable or will not adversely affect bacteria culture in building septic  comply
vaults.
3. All liquid, powder, or bar cleaning items must be produced by reputable
manufacturers as certified by DTI (Bureau of Product Standards). If  comply
exclusive distributor, must be certified by such.
4. To make available for inspection by the Procuring Entity, the subject supplies
 comply
and materials during post-qualification
5. All tools, equipment, and hardware supplies must be produced by reputable  comply
manufacturers as certified by DTI (Bureau of Product Standards). If exclusive
distributor, must be certified as such.
6. Compliance with the Terms of Reference under Appendix “A” and “B”.   comply
7. Delivery Period: Within one (1) year which shall commence 30 calendar days
upon receipt of Notice to Proceed.  comply
8. Compliance with all the terms and conditions incorporated in the Contract
particularly in the General and Special Conditions of Contract.  comply

Very truly yours,

Signature over Printed Name

Position

Company

113
 __ ______
Telephone Number/s

Date

Appendix “A”
TERMS OF REFERENCE
Maintenance and Janitorial Services

INTRODUCTION

The PROCURING ENTITY aims to continuously upgrade the

maintenance, cleanliness and ordinances of its facilities, areas, and premises in
an effort to provide a hygienic and aesthetic atmosphere. The PROCURING
ENTITY therefore requires the service of a janitorial and maintenance
contractor/firm that can effectively perform the various tasks of maintaining the
building and its surroundings.

1. WORK DESCRIPTION AND SPECIFICATION

114
 The scope of work includes the furnishing of all necessary labor,
equipment, tools, chemicals, materials, supplies (except toilet paper and hand
soap), supervision and other items necessary to perform the janitorial and
maintenance services and to undertake (as) thorough and general cleaning
operation of the building and its surrounding areas. Hereunder are the details of
all types of surfaces and furniture to be cleaned and maintained in a manner
exceeding quality control standards. All cleaning tasks shall be accomplished to
meet the requirement of the specification contained herein. All supplies and
materials, tools and equipment shall be furnished by the CONTRACTOR and all
its costs shall be for the account of the CONTRACTOR..

1.1. QUALITY ASSURANCE

The CONTRACTOR shall establish complete quality control programs to

assure that the requirement of the contract are provided as specified. A quality
control program shall be submitted to the GSD and updated as changes occur.
The program will include but not limited to the following:

1.1.1. An inspection system, covering all the services to be

performed under the contract. It must specify areas to be inspected
on either schedule or non-scheduled basis and such personnel who
will perform the inspection;

1.1.2. A method for identifying deficiencies in the quality of Services

rendered before the level performance becomes unacceptable;

1.1.3. A file of all inspection conducted by the Contractor and the

corrective action taken. This documentation shall be made
available to the PROCURING ENTITY upon the request of the
latter;

1.1.4. The GSD shall monitor the Contractor’s performance under the
contract.

1.6 LOST AND FOUND PROPERTY

It is the responsibility of the CONTRACTOR to ensure that all articles of

possible personal or monetary value found, are turned over to the PROCURING
ENTITY.

1.7 SPOT CLEAN

115
 The contractor’s employees must remove smudges, finger prints, marks,
streaks, etc. from washable surface of walls, partitions, doors and fixtures.
Germicidal detergents shall be used in rest rooms, locker rooms, break areas,
and drinking fountains. Brass and stainless steel hardware, aluminum bars, and
other metals in doors and cigarette burns shall be polished with a polishing
compound. After spot and other evidence of removed soil and dirt, and possess
the gleam of its original finish.

1.8 CLEANING OF GROUND

Parking areas, grounds, roadways and sidewalks shall be free of trash

and refuse, paper, empty bottles, cans leaves, branches and other foreign matter
shall removed.

1.9 REPORTS ON DAMAGES FOUND

When certain installations of PROCURING ENTITY’s facilities are found

by condition, a report thereof shall be made promptly. Pending action and report
by PROCURING ENTITY, the Contractor shall take measures to minimize
contamination of the general area and prevent aggravation of damage.

2. FLOORS

All floors accessible to floor machines/polishers shall receive floor

maintenance. After receiving floor maintenance, the entire area shall have
uniform, glossy appearance and be free of scuff marks, heels marks, and other
stains or discolorations. All floor maintenance solutions shall removed from
baseboard/tiles, furniture, trash receptacle, etc. Chairs, plant boxes, tables,
desks, waste bins and easily movable items shall be moved to maintain floor
underneath. All moved items shall be returned to their proper positions when all
operations have been completed. It is to be noted that polishing includes the
techniques of dry buffing, washing, mopping, polishing, as required to achieve
the aforementioned results.

2.2. All accessible areas shall be mopped and shall have uniform appearance, with
no streaks, swirl mark, detergent residue, or any evidence of soil, stains, film
debris or stagnant water. There shall be no splash marks or mop streaks on
furniture walls, baseboards, or mop stands in the area. Carpeted floors must not
be mopped. To minimize the damage of mopping or wet floors maintenance, the
following shall be adhered to:

2.1.7 The Contractor shall not use a mopping solution stronger than is
necessary to remove dirt.

116
 2.1.8 The Contractor shall use an amount of water solution that is necessary to
the job governed by the capacity for immediate vacuum pick-up and
drying.

2.1.9 Water shall be left on the floor only long enough to loosen the dirt.
Change water frequently when mopping by mop and pail. A non-
corrosive, non-odorous detergent shall be mixed with water.

2.1.10 Mop, rinse and dry small areas of the floor at one time. No splashing of
baseboards, furniture and other equipment.

2.1.11 Terrazzo floors shall be coated with terrazzo seal, water emulsion wax,
resin or plastic water base product will be used. Marble tiles and vinyl
floors shall be coated with emulsion wax, resin or plastic coating.
Wood floors should be properly prepared prior to waxing. Coating shall
be made of emulsion wax. Resin or plastic coating shall be used only
on sealed floors.

2.1.12 Areas difficult to reach shall be cleaned by hand and manual methods.

3. FLOORING SWEEPING

The floor shall be swept, to in clued the entire floor surface, including
corners and abutments, free of litter, dust grime and foreign debris. Moving of
movable items is required for sweeping underneath. No dirt shall be left in
corners, under furniture or behind doors. Sweeping shall be done in a fashion
that will minimize the spread of dust into the air.

4. WALK-OFF MAT CLEANING

Carpet-type entrance mats shall be vacuumed to remove soil and grit and
to restore resiliency of the carpet. Rubber or polyester entrance mats shall be
swept, vacuumed, or hosed – down outside to remove soil, dirt, and stains. Soil
and moisture underneath entrance mats shall be removed and mats returned to
their normal location.

5. CARPET AND RUGS

The Contractor shall vacuum all rugs and carpets at the required
frequency, after being vacuumed, the carpeted floor shall be free of all visible
litter, dirt and crumbs. Any wet spot of stain shall be removed as soon as
noticed, by using the proper solution. Solutions shall be strong enough to
remove stains but shall in no manner, damage the texture of the carpet or

117
 discolor the same. All carpets and rugs shall be shampooed every three (3)
months or as necessary in order to maintain the quality, texture and color of the
materials. Shampooing shall be performed during off - peak days or hour to
avoid disturbances and the contractor’s continuity or work.

6. CEILING

Ceilings, often overlooked, require more attention and cleaning than other
reachable fixtures in any structure. It is therefore, imperative that specific
cleaning processes and schedules be utilized to insure the ceiling are maintained
to complement the aesthetics and allow for a healthy working atmosphere.

6.1. High Dusting

After high dusting all dust, lint litter and dry soil shall be removed
from all top surfaces. Venetian blinds and louvers, where installed, are included
in high dusting. High dusting applies to the elimination to smudges, cob webs
and grimes or dirt form ceiling corners and joints. It also involves the cleaning of
both sides of the translucent light diffusers and the maintenance of gypsum
board, mineral acoustic tiles and their aluminum suspensions. Further, vents
and sprinkles valves should be wiped and cleansed to avoid clogging caused by
moisture, dust and grimes. Light fixtures and directional signage suspended
from the ceiling and upper portion of walls have to be dusted thoroughly and as
often as required to keep them clear from dirt, lint bugs and dead insects and
shall be to the standard showing original color, brightness and finish.

7. WALLS

The maintenance of wall is such that proper solution and dusting methods
must be applied to surface such as bush hammered concrete with shell,
veneered marble, narra, tanguile panels and glass. Any directional signs, name
plates, frames, switches and paraphernalia attached to walls are considered part
of walling surfaces and shall, therefore, require appropriate cleaning measures.
The Contractor must include all air vents, edges, sills and walls intersections in
the work program for wall maintenance. Air vents particularly require rigid
dusting to avoid clogging and eliminate the spread of polluted air. All walls and
ledges must be free of stains, dust smudges and fingerprints upon completion of
the cleaning process.

8. Low dusting

Low dusting is performed after high dusting is achieved. After low

dusting, all dust, lint, litter and dry soil shall be removed of from the horizontal
surfaces desks, counters, chairs, filing cabinets, and from horizontal ledges, sill,
hand rails, partitions, etc.

118
9. Windows and Doors

Windows shall be considered an inherent aspect of wall structures. All

windows whether they are of glass or louvers (glass, wood, or steel) shall be
adequately dusted and wiped to conform to standards of quality set herein and
by the CLIENT. When required, polishing compounds shall be applied after
cleansing solutions, which shall in no way decolorize or stain the surfaces. All
traces of dirt, dust, stains and smudges shall be eliminated as result of proper
cleaning.

Doors shall be maintained in a manner wherein they are free of smudges,

hand prints, and dust at all times. Door knobs, hinges, and locks shall be wiped
and polished to achieve a gleaming effect. Any squeaks in hinges shall be
properly oiled to avoid rust and deterioration. The bottoms of doors shall be
given special attention as these are the parts quite often neglected.

10. Glass Panels

It is imperative that the upkeep of the glass panels be a major concern of

the Contractor. The interior and exterior of all glass doors and windows shall be
maintained in a manner whereby the general publics are able to view the
surrounding clearly through a spotless and very clear glass. Glass cleaning shall
include all windows and doors. After glass cleaning, there shall be no traces of
film, dirt, smudges, water and other foreign matter.

11. TOILET

The Contractor shall clean and sanitize toilets and comfort rooms by using
special deodorants, air freshener, fumigation and sanitizing chemicals for the
toilet bowls, urinals and wash basins. Toilet and shower room wall shall be
scrubbed down thoroughly and associated metal surfaces and mirrors, polished
properly. Vitrified glazed and unglazed, colored or white tile and mosaic tiles
shall be mopped with a solution of water detergent germicides to insure a
spotless finish. After cleaning, the entire comfort room and installation shall be
wiped and kept dry to avoid aggravation of dirt and slipping.

11.3 Bowls and Urinals

The Contractor shall completely clean and disinfect all surfaces of

toilet bowls, urinals, lavatories, showers, dispensers, and other such
surfaces using germicidal detergent. He shall disinfect all surfaces of
toilet partitions, stall, stall doors, and wall areas .

11.4 Toilet Ceilings

119
 The ceilings shall be extensively cleaned to avoid the
accumulations of dirt, cobwebs, moisture stains, and other unhygienic
substances. Ceilings shall not be used as hanger for clothes, uniforms,
etc.

12. EQUIPMENT AND FURNITURE

The Contractor shall be responsible for the proper and efficient

maintenance of the CLIENT’s property with regard to equipment and furniture.
Care and caution shall be exercised in the performance of cleaning, dusting and
polishing functions. It is to be noted that scratching, discoloration, and damage
or any nature shall be avoided. Solutions and cleaning agents shall be
appropriate for the type of surface that there shall be applied on. Listed are
some equipment and furnitures requiring attentive maintenance.

13. Cleaning of White Appliances

The interior surface shall be washed with soap and warm water and then
rinsed with a warm solution of baking soda and water. Exterior surfaces shall be
washed also with soap and water and then rinse with clean water. Excessive
use of soap and water or rinsing solution shall be avoided, as these may seep
into insulations and cause permanent deterioration. Sharp instrument shall not
be used to remove frost or ice.

14. Removal of Trash/Bins

All waste bins, cigarette but receptacles (ash trays, butt cans, etc.) and
other trash containers within area shall be emptied, cleaned and returned to their
initial location. Boxes, cans and paper, placed near a trash receptacle shall be
removed. Any obviously soiled or torn plastic trash receptacle and/or liner in
such receptacles shall be replaced. Ashes and debris shall be removed from
cigarette butt receptacles and placed in non-flammable containers. The
Contractor shall pick up any trash that may fall unto the facility or grounds during
the removal of such collected trash. The trash and refuse shall be deposited at
the nearest outside trash collection point of designated area within the Client
premises.

15. Drinking Fountains

The contractor shall disinfect all porcelain and polished metal surfaces,
including the original and drains. After cleaning, the entire drinking fountain
(including foot pedal, if any) shall be free from streaks, stains, spots, smudges,
scale and other obvious soil dirt.

16. Blackboards

120
 Unless marked “Do Not Erase”, blackboards or whiteboards shall be
cleaned by removing all writing, dust, streaks, marks and smudges from the
board and chalk or pencil tray.

17. Counters

Counters to be cleaned shall include check-in counters, information counters,

security check counters, and all counters within the terminal building.

18. Others

These items shall include the cleaning of shelves, filing cabinets and
storage cabinets, desks, chairs and counters and other office furnitures (i.e.
sofas, coffee tables, side and back tables, plant boxes) belonging to the
PROCURING ENTITY; typewriters, calculators, telephones, intercom and
information boards; exposed book and library material (compilation), magazines,
periodicals and other literature; décor, artwork (paintings, pictures and frames),
plaques, laminated certificates and trophies; fire extinguishers and alarms.

xxxxxxxxxxxxxxx

Appendix “B”

1. MANPOWER AND OTHER RELATED SERVICES

The Contractor shall at all times, provide supervisory and working

personnel, sufficient number, to properly accomplish all works. The Contractor shall
designate a competent representative of maintenance manager who shall be
available at the premises at all times to oversee work being carried out to receive
instructions from the PROCURING ENTITY.

The CONTRACTOR’s Supervisor shall be responsible for the overall

management and coordination of work to be performed as per contract provisions
and shall act as the central point of contract with the PROCURING ENTITY’s
facilities. The Supervisor of the CONTRACTOR shall have full authority to act for
and in behalf of the contractor while on the PROCURING ENTITY’s facilities.
Further, the CONTRACTOR’s Supervisor shall meet with the designated
PROCURING ENTITY personnel to discuss immediate problem areas in order that
quick responses after notification shall be attained.

1.2 Employees’ Identification

121
 All Contractor personnel shall be recognizable while on the PROCURING
ENTITY’s facilities. These will be accomplished by the use of uniforms, designs and
colors of which will be approved by the PROCURING ENTITY. Identification tabs,
bearing the name of employee, his position and the company name, shall be issued
by the CONTRACTOR and shall be displayed on the uniforms and badges shall be
borne by the contractor. All personnel with emphasis on toilet attendance shall be in
clean and fresh duty uniforms at all times.

1.6 Operating Schedules

Monthly schedule shall be submitted to the PROCURING ENTITY. These

shall depict the type of work to be done, indicated time frames and frequency. The
schedule shall show by area, the day and shift when tasks shall be accomplished for
this purpose. Task and frequency Chart shall be submitted. Daily inspection of work
shall have to be made by the PROCURING ENTITY Maintenance supervisor/s.

The latter shall have the authority to point out to the Contractor incomplete
or defective work for necessary corrective measures. For purposes of evaluation,
the Contractor shall state in his proposal the number of personnel (Supervisors,
Glass cleaners, Janitors, Attendances, etc.) per shift per day, their task
assignments and frequency.

1.7 Contractor Supplies and Equipment

The Contractor shall furnish all materials, supplies, equipment and tools
necessary to properly perform the tasks specified in the contract. All equipment
shall have bumpers and guards to prevent marking scratching of fixtures, furniture,
or building surfaces. All electrical equipment used by or utilized not more than
three (3) years shall meet all safety requirements. It shall be the responsibility of the
Contractor to prevent the operations of electrical equipment, or combinations or
equipment, which require power exceeding the capacity of existing building circuits.

For purposes of evaluation, the proposal shall state the exact number and
type of equipment and the specifications and quantity of supplies that the Contactor
intends to provide the PROCURING ENTITY.

All electricity and water used in connection with the performance of the
contract, shall be made available by the PROCURING ENTITY, at no cost, to the
contractor.

122
 1.3.2 Minimum Supplies and Equipment (or equivalent for
breakdown, please see “Ombudsman Bid Form No. 1-
Technical Proposal”

1.8 Conservation of Utilities

The Contractor shall be directly responsible for instructing employees in

utilities conservation practices. The Contractor shall be responsible for operation
under conditions which preclude the waste of utilities/energy which shall include but
shall not necessarily be limited to:

1.4.4 The Contractor shall use an amount of water solution that is

necessary to do the job governed by the capacity for
immediate vacuum pick – up and drying.

1.4.5 Mechanical equipment controls for heating, ventilation and

air conditioning systems will not be adjusted by the workers.

1.4.6 The PROCURING ENTITY telephones shall not be used for

personal reasons, for any long distance or overseas calls.

1.9 SECURITY AND SAFETY

The Contractors shall adhere to all security measures stipulated by the

PROCURING ENTITY’s security units and shall, under no circumstances, violate
standard rules and regulations on the PROCURING ENTITY ’s security.

1.5.1 The Contractor and all his employees shall comply

with all security requirements, imposed by the PROCURING
ENTITY at all times in the premises.

1.5.4 The Contractor shall turn off all lights, close all windows, and
lock all exterior doors when work has been completed.

1.5.5 The Contractor will be responsible for instructing his

employees in safety measures, considered appropriate
under the Contract. The Contractor should permit placing or
use of mops, brooms, or any equipment in passenger or
public lanes or other locations in such a manner as to create
safety hazards. The Contractor shall proved, placed and

123
 thereafter remove appropriate warning signs for wet or
slippery floor areas caused by cleaning or waxing
operations.

1.6 Storage and Rest Facilities

The PROCURING ENTITY shall furnish, without cost to the Contractor

areas, minimal office space, utilities from existing resources, excluding in –
building telephone service. These utilities are to be availed of only in
connection with the performance of the contract.

1.6.4 The Contractor shall maintain such terminal space to the

standards as similar areas occupied by the PROCURING
ENTITY.

1.6.5 The Contractor shall not make any alterations to the space,
except with the written permission of the PROCURING
ENTITY.

1.6.6 The Contractor shall vacate the area and restore the
premises to the condition in which received, at his expenses,
fair wear and tear expected, by the time stated contract
completion.

xxxxxxxxxxxxxxxxxxx

124
OMBUDSMAN BID FORM NO. 2 -FINANCIAL PROPOSALS

Date : ____________
Invitation to Bid No.: PB-2017-14

HONORABLE CONCHITA CARPIO MORALES

Ombudsman
Office of the Ombudsman
Agham Road, North Triangle
Diliman, Quezon City

Attention: HON. MARILOU B. ANCHETA-MEJICA

The Chairman
Bids and Awards Committee

Dear Madame:

Having examined the Bidding Documents including Supplemental Bid Bulletin No.
_______ the receipt of which is hereby duly acknowledged, we, the undersigned, offer to bid for
the “Public Bidding for One (1) Year Janitorial, Maintenance and Other Services Requirement
(115 Personnel including Supplies and Materials) for the Office of the Ombudsman” in
conformity with the said Bidding Documents for the sum of
______________________________________________________ (________________),
computed below, [total Bid amount in words and figures], in accordance with the Detailed Cost
Breakdown of Annual Contract Rate (Attachement “A-1” to “A-5”) and Detailed Cost
Breakdown of Janitorial Supplies and Materials (Attachment “A-6”), attached hereto and made
part of this Bid.

PARTICULARS Monthly Rate Contract Rate Per

125
One Lot –Janitorial, Maintenance and Other Services Annum
(115) (A)
(a) (b) [(a) x (b) x 12mos.]

A. Regular Janitors Central Office

OSP
OMB Luzon 68
OMB MOLEO Php ________ Php _________

B. Skilled
a.Electricians 3 ________ ________

b.Plumbers 2 ________________ ________________

c.Aircon Technicians 4 ________________ ________________

d.Mechanic/Genset 2 ________________ ________________

&/or STP Operators

e. Carpenters/Masons 4 ________ ________

f. Painters 3 ________ ________

g.Electronics/Sound 2 ________ ________

System Operator/
Technicians

h.Welder 1 ________ ________

i.Maintenance
Personnel (OMB 2 ________ ________
Training Center,
Rosales, Pangasinan)

j.Drivers 16 ________ ________

126
C. Supervisor 1
________ ________
D. Asst. Supervisor 1
________ ________
E. Environmental 3
Personnel ________ ________

F.Gardeners 3
________ ________
====
Total No. of Personnel 115 GRAND TOTAL P
================
[NOTE: Total Contract Rate Per Annum should be inclusive of Contractor’s Fee and Value Added Tax
(VAT)]

COMPUTATION:
(1) TOTAL COSTS OF LABOR & SERVICES PER ANNUM

( REFERENCE: Attachment “A-1” to “A-5”

Detailed Cost Breakdown of Annual Contract Rate) Php ________________

(2) ADD: TOTAL COSTS OF JANITORIAL SUPPLIES AND

MATERIALS PER ANNUM

(REFERENCE: Attachment “A-6” Detailed Cost Breakdown of

Janitorial Supplies and Materials per annum) __________________

TOTAL CONTRACT RATE PER ANNUM (1 + 2 ) Php _______________

We undertake, if our Bid is accepted, to deliver the goods in accordance with the delivery
schedule specified in the Schedule of Requirements.

If our Bid is accepted, we undertake to provide a performance security in the form,

amounts, and within the times specified in the Bidding Documents.

We agree to abide by this Bid for the Bid Validity Period specified in BDS provision for
ITB Clause 18.2. 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 Bid, 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 Bid or any Bid you
may receive.

127
 We certify/confirm that we comply with the eligibility requirements as per ITB Clause 5.
of the Bidding Documents.

We likewise certify/confirm that the undersigned, ______________________________

______________________________________________________________________________
_____________________________________________.

[for sole proprietorships, insert: as the owner and sole proprietor or authorized representative of
Name of Bidder, has the full power and authority to participate, submit the bid, and to sign and
execute the ensuing contract, on the latter’s behalf for the PB 2017-14: One (1) Year Janitorial,
Maintenance and Other Services Requirement (115 Personnel including Supplies and
Materials) for the Office of the Ombudsman.

[for partnerships, corporations, cooperatives, or joint ventures, insert: is granted full power and
authority by the Name of Bidder, to participate, submit the bid, and to sign and execute the
ensuing contract on the latter’s behalf for PB 2017-14: One (1) Year Janitorial, Maintenance
and Other Services Requirement (115 Personnel including Supplies and Materials) for the
Office of the Ombudsman.

We acknowledge that failure to sign each and every page of this Bid Form, including the
attached Schedule of Prices, shall be a ground for the rejection of our bid.

Dated this ________________ day of ________________ 20______.

[signature over printed name] [in the capacity of]

Duly authorized to sign Bid for and on behalf of :

Company Name: _____________________________
Address:____________________________________
Tel. Nos. ___________________________________
ATTACHMENT A-1

DETAILED COST BREAKDOWN OF ANNUAL CONTRACT RATE

(For Janitors, Gardeners And Environmental Personnel)

ASSUMPTIONS AMOUNT
1. Number of Personnel Required 74
1.a.Gardeners 3
1.b. Janitors 68
1.c. Environmental Personnel 3
2. Total Days Per Year 313
2.a. Number of Working Days Per Year 296
2.b. Number of Regular Holidays (10) and
17
Special Non Working Days in 2017 (7)
3. Wage Order RB-NCR-20 Effective June 02, 2016 491

128
 3.a. New Basic Wage (Basic Pay) 481
3.b. COLA per day 10

COMPUTATION

A. Amount due to Personnel

a.1. Basic Salary (= Basic pay x 313 days / 12 months) _____________________
a.2. Night Differential ____________________
a.3. Cost of Living Allowance (COLA) (=PhP10.00 x(313 mandays/12 months)) ____________________
a.4. 13th Month Pay (= a.1. / 12 months) _____________________
a.5. Five Days Service Incentive Leave Pay (=(Basic Pay x 5)/12) _____________________
Sub-total A _____________________

B. Government Dues
b.1. SSS Premium Payment ____________________
b.2. Philhealth _____________________
b.3. Employee Compensation Fund (EEC) _____________________
b.4. PAG-IBIG Fund Contribution _____________________
Sub-total B _____________________

C. Administrative Costs (Contractor’s Fee) (____% of A and B) _____________________

D. Value Added Tax (12% of Administrative Cost (Contractor’s Fee) _____________________

Total Monthly Cost Per Personnel _______________74____

Multiply by the Number of Personnel Needed _____________________

Total Cost Per Month (for 74 personnel)

A. Amount Due to Personnel _____________________

B. Government Dues _____________________

C. Administrative Fee (Contractor’s Fee) _____________________
D. Value Added Tax _____________________
Total Cost Per Month _____________________
Multiply by 12 months ____________12_______

Total Cost per Year

A. Amount Due to Personnel _____________________

B. Government Dues _____________________

C. Administrative Fee (Contractor’s Fee) _____________________

129
 D. Value Added Tax _____________________
Total Cost Per Year _____________________

Prepared by:

___________________________
Signature over printed name
___________________________
Position
___________________________
Company
___________________________
Date

ATTACHMENT A-2

DETAILED COST BREAKDOWN OF ANNUAL CONTRACT RATE

(For Electricians, Plumbers, Aircon Technicians, Mechanics/ Genset &/or STP Operators,
Carpenters/Masons, Welder, Painters and Electronics Operator/Sound System
Operator/Technician)

ASSUMPTIONS AMOUNT
1. Number of Personnel Required 23
1.a.Electrician 3
1.b. Plumber 2
1.c. Aircon Technician 4
1.d. Mechanic/Genset &/or STP Operator 2
1.e. Carpenter/Mason 4
1.f. Welder 1
1.g. Painter 3

130
 1.h. Electronics Operator/Sound System Operator/Technician 2
1.i. Maintenance Personnel (OMB Training Center & Rosales, Pangasinan) 2
2. Total Days Per Year 313
2.a. Number of Working Days Per Year 296
2.b. Number of Regular Holidays (10) and Special Non Working
Days in 2017(7)
17
3. Wage Order RB-NCR-17 Effective April 4, 2015
3.a. Basic Pay
3.b. COLA per day -

COMPUTATION

COMPUTATION

A. Amount due to Personnel

a.1. Basic Salary (= Basic pay x 313 days / 12 months) _____________________
a.2. Night Differential _________-___________
a.3. Cost of Living Allowance (COLA) (=PhP00.00 x(313 mandays/12 months)) _________-___________
a.4. 13th Month Pay (= a.1. / 12 months) _____________________
a.5. Five Days Service Incentive Leave Pay (=(Basic Pay x 5)/12) _____________________
Sub-total A _____________________

B. Government Dues
b.1. SSS Premium Payment ____________________
b.2. Philhealth _____________________
b.3. Employee Compensation Fund (EEC) _____________________
b.4. PAG-IBIG Fund Contribution _____________________
Sub-total B _____________________

C. Administrative Costs (Contractor’s Fee) (____% of A and B) _____________________

D. Value Added Tax (12% of Administrative Cost (Contractor’s Fee) _____________________

Total Monthly Cost Per Personnel _______________23____

Multiply by the Number of Personnel Needed _____________________

Total Cost Per Month (for 23 personnel)

A. Amount Due to Personnel _____________________

B. Government Dues _____________________

131
 C. Administrative Fee (Contractor’s Fee) _____________________
D. Value Added Tax _____________________
Total Cost Per Month _____________________
Multiply by 12 months ____________12_______

Total Cost per Year

A. Amount Due to Personnel _____________________

B. Government Dues _____________________

C. Administrative Fee (Contractor’s Fee) _____________________
D. Value Added Tax _____________________
Total Cost Per Year _____________________

Prepared by:

___________________________
Signature over printed name
___________________________
Position
___________________________
Company
___________________________
Date
ATTACHMENT A-3

DETAILED COST BREAKDOWN OF ANNUAL CONTRACT RATE

(For Supervisor)

ASSUMPTIONS AMOUNT
1. Number of Personnel Required 1
1.a. Supervisor 1

2. Total Days Per Year 313

2.a. Number of Working Days Per Year 296
2.b. Number of Regular Holidays (10) and
Special Non Working Days in 2017 (7)
17
3. Wage Order RB-NCR-19 Effective April 4, 2015
3.a. New Basic Wage (Basic Pay)
3.b. COLA per day 0

132
COMPUTATION

A. Amount due to Personnel

a.1. Basic Salary (= Basic pay x 313 days / 12 months) _____________________
a.2. Night Differential ___________-_________
a.3. Cost of Living Allowance (COLA) (=PhP00.00 x(313 mandays/12 months)) ___________-_________
a.4. 13th Month Pay (= a.1. / 12 months) _____________________
a.5. Five Days Service Incentive Leave Pay (=(Basic Pay x 5)/12) _____________________
Sub-total A _____________________

B. Government Dues
b.1. SSS Premium Payment ____________________
b.2. Philhealth _____________________
b.3. Employee Compensation Fund (EEC) _____________________
b.4. PAG-IBIG Fund Contribution _____________________
Sub-total B _____________________

C. Administrative Costs (Contractor’s Fee) (____% of A and B) _____________________

D. Value Added Tax (12% of Administrative Cost (Contractor’s Fee) _____________________

Total Monthly Cost Per Personnel _______________1____

Multiply by the Number of Personnel Needed _____________________

Total Cost Per Month (for 1 personnel)

A. Amount Due to Personnel _____________________

B. Government Dues _____________________

C. Administrative Fee (Contractor’s Fee) _____________________
D. Value Added Tax _____________________
Total Cost Per Month _____________________
Multiply by 12 months ____________12_______

Total Cost per Year

A. Amount Due to Personnel _____________________

B. Government Dues _____________________

C. Administrative Fee (Contractor’s Fee) _____________________
D. Value Added Tax _____________________

133
Total Cost Per Year _____________________

Prepared by:

___________________________
Signature over printed name
___________________________
Position
___________________________
Company
___________________________
Date

ATTACHMENT A-4

DETAILED COST BREAKDOWN OF ANNUAL CONTRACT RATE

(For Assistant Supervisor)

ASSUMPTIONS AMOUNT
1. Number of Personnel Required 1
1.a. Supervisor 1

2. Total Days Per Year 313

2.a. Number of Working Days Per Year 296
2.b. Number of Regular Holidays (10) and
Special Non Working Days in 2017 (7)
17
3. Wage Order RB-NCR-19 Effective April 4, 2015
3.a. New Basic Wage (Basic Pay)
3.b. COLA per day 0

134
COMPUTATION

A. Amount due to Personnel

a.1. Basic Salary (= Basic pay x 313 days / 12 months) _____________________
a.2. Night Differential ___________-_________
a.3. Cost of Living Allowance (COLA) (=PhP00.00 x(313 mandays/12 months)) ___________-_________
a.4. 13th Month Pay (= a.1. / 12 months) _____________________
a.5. Five Days Service Incentive Leave Pay (=(Basic Pay x 5)/12) _____________________
Sub-total A _____________________

B. Government Dues
b.1. SSS Premium Payment ____________________
b.2. Philhealth _____________________
b.3. Employee Compensation Fund (EEC) _____________________
b.4. PAG-IBIG Fund Contribution _____________________
Sub-total B _____________________

C. Administrative Costs (Contractor’s Fee) (____% of A and B) _____________________

D. Value Added Tax (12% of Administrative Cost (Contractor’s Fee) _____________________

Total Monthly Cost Per Personnel _______________1____

Multiply by the Number of Personnel Needed _____________________

Total Cost Per Month (for 1 personnel)

A. Amount Due to Personnel _____________________

B. Government Dues _____________________

C. Administrative Fee (Contractor’s Fee) _____________________
D. Value Added Tax _____________________
Total Cost Per Month _____________________
Multiply by 12 months ____________12_______

Total Cost per Year

A. Amount Due to Personnel _____________________

B. Government Dues _____________________

C. Administrative Fee (Contractor’s Fee) _____________________
D. Value Added Tax _____________________

135
Total Cost Per Year _____________________

Prepared by:

___________________________
Signature over printed name
___________________________
Position
___________________________
Company
___________________________
Date

ATTACHMENT A-5

DETAILED COST BREAKDOWN OF ANNUAL CONTRACT RATE

(For Drivers- AUVs Buses and Coasters)

ASSUMPTIONS AMOUNT
1. Number of Personnel Required 16
1.a. Driver – (With LTO restrictions 1,2,&3) 16

2. Total Days Per Year 313

2.a. Number of Working Days Per Year 296
2.b. Number of Regular Holidays (10) and
17
Special Non Working Days in 2017 (7)
3. Wage Order RB-NCR-19 Effective April 4, 2015 at least 602
3.a. New Basic Wage (Basic Pay) at least 602
3.b. COLA per day 0

136
COMPUTATION

A. Amount due to Personnel

a.1. Basic Salary (= Basic pay x 313 days / 12 months) _____________________
a.2. Night Differential ___________-_________
a.3. Cost of Living Allowance (COLA) (=PhP00.00 x(313 mandays/12 months)) ___________-_________
a.4. 13th Month Pay (= a.1. / 12 months) _____________________
a.5. Five Days Service Incentive Leave Pay (=(Basic Pay x 5)/12) _____________________
Sub-total A _____________________

B. Government Dues
b.1. SSS Premium Payment ____________________
b.2. Philhealth _____________________
b.3. Employee Compensation Fund (EEC) _____________________
b.4. PAG-IBIG Fund Contribution _____________________
Sub-total B _____________________

C. Administrative Costs (Contractor’s Fee) (____% of A and B) _____________________

D. Value Added Tax (12% of Administrative Cost (Contractor’s Fee) _____________________

Total Monthly Cost Per Personnel _______________16____

Multiply by the Number of Personnel Needed _____________________

Total Cost Per Month (for 16 personnel)

A. Amount Due to Personnel _____________________

B. Government Dues _____________________

C. Administrative Fee (Contractor’s Fee) _____________________
D. Value Added Tax _____________________
Total Cost Per Month _____________________
Multiply by 12 months ____________12_______

Total Cost per Year

A. Amount Due to Personnel _____________________

B. Government Dues _____________________

C. Administrative Fee (Contractor’s Fee) _____________________
D. Value Added Tax _____________________
Total Cost Per Year _____________________

137
Prepared by:

___________________________
Signature over printed name
___________________________
Position
___________________________
Company
___________________________
Date

ATTACHMENT A-6

JANITORIAL SUPPLIES AND MATERIALS

OMBUDSMAN SPECIFICATIONS Total Price

(Should be
Frequency Total UNIT 12% VAT
Quantit COST
(No. of Quantities Inclusive)
Item Description y Unit
Months) per Annum
(a)
(b) (a) x (b)

E.1. Monthly
Stripper Wax, 1 gallon 35 gallons 12 420
All Purpose Cleaner,
16 gallons 12 192
(4 liters/gallon)
Vinyl Wax/Complete Wax,
35 gallons 12 420
1 gallon

138
Scrubbing Pad 16" (green)
20 pcs 12 240
(1 inch thick/piece)
Glass Cleaner, 4
5 gallons 12 60
liters/gallon
Rags (Flanella-type), yard 75 Yard 12 900
Liquid Hand Soap, 1 gallon 30 gallons 12 360
Dishwashing Liquid, 1 liter 30 Liter 12 360
Trash Bag (XXL
680 pcs. 12 8,160
Transparent)
Trash Bag (Large
4,896 pcs. 12 58,752
Transparent)
Trash Bag (Small
1,768 pcs. 12 21,216
Transparent)
Detergent Washing Powder
80 kgs. 12 960
Soap, 1 kilogram
Scrubbing Pad 4" x 6",
100 pcs 12 1,200
green
Carpet Shampoo, gallon 3 gallons 12 36
Carpet Stain Remover,
1 gallon 12 12
gallon
Steel Wool (16 giant pads,
200 tubes 12 2,400
200 grams per tube)
Deodorant Cake, 50 grams 500 pcs 12 6,000
Metal Polish (150ml) 20 pcs 12 240
E.2. Quarterly
Marble Liquid Wax
9 gallons 4 36
(crystalizer), 1 gallon
Paste Wax (Red Liquid
6 gallons 4 24
Wax)
Mop Head 210 pcs. 4 840
Air Freshener (spray type)
70 cans 4 280
at least 320 ml.
Polishing Pad 16”
25 pcs 4 100
(White/Pink) (1 inch thick)
Stripping Pad 16”
(Green/Black) (1 inch thick)
25 pcs 4 100

139
Disinfectant (spray) 330ml 70 cans 4 280

Disinfectant (toilet bowl

60 gallons 4 240
cleaner, 1 gallon)
Soft Broom (Walis Tambo) 85 pcs 4 340
Stickbroom(walis tingting) 25 pcs. 4 100
Rubber Hand Gloves,
65 pairs 4 260
heavy duty
E.3. Semi Annual Supplies
Furniture Shine/Polish,
136 cans 2 272
spray type at least 352 ml
Wood Hand Brush w/
68 pcs 2 136
handle
Toilet Bowl Brush with
136 pcs 2 272
Handle
Sanitary Tong (aluminum) 70 pcs 2 140

(cotton) with Wooden Handle

15 sets 2 30
& Metal Frame (5x36)

Trigger spray bottle (cap.

68 pcs 2 136
500 ml)
40
Ceiling broom 20 pcs 2
E.4. Annual Supplies
Mop handle 204 pcs 1 204
Dust Pan 68 pcs 1 68
Plunger/Toilet Rubber
50 pcs 1 50
Pump
Plastic Pail 50 pcs 1 50
Dust Mop Head (cotton) 30 pcs 1 30
Putty Knife (Spatula) 68 pcs 1 68
Squeegee with metal
68 pcs 1 68
handle
Push Brush 12” with
68 pcs 1 68
Handle
Liquid Hand Soap Dispenser
(Pump Reffilable Empty
62 pcs 1 62
Bottle Capacity 400-500ml.)
heavy duty

140
 p
TOTAL COST/ANNUAL

(Note: *The unit cost of trash bags should be per piece only and not per pack.”)

Very truly yours,

Signature over printed name

Position

Company
__
Telephone Number/s

Date

OFFICE OF THE OMBUDSMAN

Bids and Awards Committee
SAMPLE FORMS

SAMPLE FORM Page

Sworn Statement 143-145

Authority of Signatory – Special Power of Attorney

146-147
(SF-GOOD-35)

Authority of Signatory – Secretary’s Certificate 148-149

(SF-GOOD-36)
150
List Of All Ongoing Government and Private Contracts Including
Contracts Awarded But Not Yet Started

141
(SF-GOOD-13a)
Statement of Bidder’s Single Largest Completed Contract which is
Similar in Nature within the relevant period as provided in the
151
bidding documents
(SF-GOOD-13b)

NFCC - Financial Documents for Eligibility Check 152

(SF-GOOD-14)

Credit Line Certificate 153-154

Bank Guarantee Form for Advance Payment

155

Contract Agreement Form 156

Bid Securing Declaration
157-158
(per GPPB Resolution 03-2012 on January 27, 2012)
Sworn Statement that the Cleaning Materials are approved by
159
BFAD & FFA/Commitment of Compliance
List of BFAD/FFA Registered Household Products to be used for
160
Janitorial Services

Omnibus Sworn Statement

REPUBLIC OF THE PHILIPPINES )

CITY/MUNICIPALITY OF ______ ) S.S.

AFFIDAVIT

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

Bidder] 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 Bidder];

2. Select one, delete the other:

142
 If a sole proprietorship: As the owner and sole proprietor, or authorized representative of
[Name of Bidder], 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;)];

3. [Name of Bidder] 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 Bidder] 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 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;

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

143
 8. [Name of Bidder] is aware of and has undertaken the following responsibilities as a
Bidder:

a) Carefully examined all of the Bidding Documents;

b) Acknowledged 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) Inquired or secured Supplemental/Bid Bulletin(s) issued for the [Name of the

Project].

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. ________ 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]

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Doc. No. _____
Page No. _____
Book No. _____
Series of _____

Office of the Ombudsman

Standard Form No.: SF-GOOD-35
Authority of Signatory

SPECIAL POWER OF ATTORNEY

I, , President of
, a corporation
incorporated under the laws of , with its registered
office at , by virtue of Board
Resolution No. dated , has made, constituted and
appointed true and lawful attorney, for it and its name, place
and stead, to do, execute and perform any and all acts necessary and/or represent
in the bidding of
as fully and effectively as
corporation might do if personally present with full power of substitution and revocation and
hereby confirming all that said representative shall lawfully do or cause to be done by virtue
hereof.

IN WITNESS WHEREOF, I have hereunto set my hand this _____ day of

, 201__, at .

Affiant
Signed in the Presence of:

ACKNOWLEDGMENT

145
REPUBLIC OF THE PHILIPPINES )
QUEZON CITY ) SS.

BEFORE ME, a Notary Public for and in Quezon City, Philippines, this ______ day of
201__, personally appeared:

NAME CTC NO. ISSUED AT/ON

known to me and known to be the same person who executed the foregoing instrument
consisting of ( ) pages, including the page whereon the acknowledgments is written
and acknowledged before me that the same is his free and voluntary act and deed and that of the
Corporation he represents.

WITNESS MY HAND AND NOTARIAL SEAL, at the place and on the date first above
written.

Notary Public
Until 31 December 20__
PTR No. _______________
Issued at: _____________
TIN No.________________
Doc. No. ______
Page No. ______
Book No. ______
Series of ______

146
Office of the Ombudsman
Standard Form No.: SF-GOOD-36
Authority of Signatory

SECRETARY’S CERTIFICATE

I, , a duly elected and

qualified Corporate Secretary of , a corporation
duly organized and existing under and by virtue of the law of the
__________________________________ DO HEREBY CERTIFY, that:

I am familiar with the facts herein certified and duly authorized to certify the same;

At the regular meeting of the Board of Directors of the said Corporation duly convened
and held on ________________________ at which meeting a quorum was present and acting
throughout, the following resolutions were approved, and the same have not been annulled,
revoked and amended in any way whatever and are in full force and effect on the date hereof:

RESOLVED, that ___________________________ be, as it hereby is, authorized to

participate in the bidding of ____________________________________ by the Office of the
Ombudsman; and that if awarded the project shall enter into contract with the Office of the
Ombudsman; and in connection therewith hereby appoint _______________________________
acting as duly authorized and designated representatives of ___________________________,
are granted full power and authority to do, execute and perform any and all acts necessary and/or
to represent _________________________________________ in the bidding as fully effectively
as the ________________________________________might do if personally present with full
power of substitution and revocation and hereby satisfying and confirming all that my said
representative shall lawfully do or cause to be done by virtue hereof;

RESOLVED FURTHER THAT, the _____________________ hereby authorizes its

President to:

(1) execute a waiver of jurisdiction whereby the ______________________ hereby

submits itself to the jurisdiction of the Philippine government and hereby waives its
right to question the jurisdiction of the Philippine courts;

(2) execute a waiver that the ______________________________________ shall not

seek and obtain writ of injunctions or prohibition or restraining order against the
Office of the Ombudsman or any other agency in connection with this project to
prevent and restrain the bidding procedures related thereto, the negotiating of and
award of a contract to a successful bidder, and the carrying out of the awarded
contract.

WITNESS the signature of the undersigned as such officer of the said

______________________________________ this ________________________.

147
 _____________________________
(Corporate Secretary)

ACKNOWLEDGMENT

SUBSCRIBED AND SWORN to before me this ____day of ______________, 20__

affiant exhibited to me his/her _____________________________ issued on
at _____________________________________, Philippines.

Notary Public

Doc. No. ______

Page No. ______
Book No. ______
Series of ______

148
 149

Office of the Ombudsman

Standard Form No.: SF-GOOD-13a
Statement of all ongoing government and private contracts within the period from CY 2012 to present including those awarded but not
yet started which may be similar or not similar to the project being bidded

Business Name : ______________________________________________________________

Business Address : ______________________________________________________________

Title of the % of
a. Owner’s Name a. Date Awarded Value of
Project in the Accomplishment Contract Date of
Name of Client b. Address b. Date Started Outstanding
Contract Planned Actual Amount Delivery
c. Telephone Nos. c. Date of Completion Contracts
Government:

Private:

Important notes :

This statement shall be supported with:

1 Notice of Award and/or Contract
2 Notice to Proceed issued by the owner

Submitted by : _____________________________________________________
(Print Name and Signature)
Designation : _____________________________________________________
Date : _____________________________________________________
 150

Office of the Ombudsman

Standard Form No.: SF-GOOD-13b

Statement of Bidder’s Single Largest Completed Contract (SLCC) within the period from CY 2012 to present, which is similar in
nature
Business Name : ______________________________________________________________
Business Address : ______________________________________________________________
Bidder’s Role
Title of the Project in a. Date Awarded
the Contract b. Contract Description % a. Amount at Awarded
a. Owner’s Name
Effectivity b. Amount at
Name of Client b. Address
c. Date Completion
c. Telephone Nos.
Completed/ c. Duration
Delivery

Government

Private

Note : This statement shall be supported with:

1 Contract
2 Official Receipt(s) issued for the contract
3 End-user’s Certificate of Acceptance
Submitted by : _____________________________________________________
(Print Name and Signature)
Designation : _____________________________________________________
Date :
Office of the Ombudsman
Standard Form No.: SF-GOOD-14

FINANCIAL DOCUMENTS FOR ELIGIBILITY CHECK

A. Summary of the Applicant Supplier’s/Distributor’s/Manufacturer’s assets and

liabilities on the basis of the attached income tax return and audited financial
statement, stamped “RECEIVED” by the Bureau of Internal Revenue or BIR
authorized collecting agent, for the immediately preceding year and a copy of
Schedule of Fixed Assets particularly the list of construction equipment.

Year 20____
1. Total Assets
2. Current Assets
3. Total Liabilities
4. Current Liabilities
5. Net Worth (1-3)
6. Net Working Capital (2-4)

B. The Net Financial Contracting Capacity (NFCC) based on the above data is
computed as follows:

NFCC = 15 (current asset – current liabilities) minus value of all outstanding works
under ongoing contracts including awarded contracts yet to be started

NFCC = P __________________________________________

K = is fixed to 15 (Reference 2016 IRR, RA 9184)

The bidder may submit a committed Line of Credit from a Universal or Commercial
Bank which must be equal to 10% of the ABC, in lieu of its NFCC computation (Reference:
2016 IRR, RA 9184).

Submitted by:

______________________________________________
Name of Supplier / Distributor / Manufacturer
_____________________________________________
Signature of Authorized Representative
Date: ________________________________

151
Office of the Ombudsman
Standard Form No.: SF-GOOD-15

CREDIT LINE CERTIFICATE

Date: ___________________

HON. CONCHITA CARPIO MORALES

Ombudsman
Office of the Ombudsman
Agham Rd. North Triangle,
Diliman, Quezon City

CONTRACT / PROJECT :_______________________________________________

COMPANY / FIRM :_______________________________________________

ADDRESS :_______________________________________________
________________________________________________

BANK :_____________________________________________
ADDRESS :_______________________________________________
AMOUNT :_______________________________________________

This is to certify that the above Bank with business address indicated above,
commits to provide the
__________________________________________________________________________, if
awarded the above-mentioned Contract, a credit line in the amount specified
above which shall be exclusively used to finance the performance of the above-
mentioned contract subject to our terms, conditions and requirements.

The credit line shall be available within fifteen (15) calendar days after
receipt by the _____________________________________________________________ of
the Notice of Award and such line of credit shall be maintained until the project
is completed is completed by the Contractor.

This Certification is being issued in favor of said

___________________________________________________________________________ in
connection with the bidding requirement of the Office of the Ombudsman for the
above-mentioned Contract. We are aware that any false statements issued by us
make us liable for perjury.

Name and Signature of Authorized

Financing Institution Officer :_____________________________
Official Designation :_____________________________

Concurred By:
Name & Signature of Supplier/Distributor/
Manufacturer/Contractor’s
Authorized Representative :_____________________________
Official Designation :_____________________________

Note: The amount committed should be machine validated.

152
 ACKNOWLEDGMENT

SUBSCRIBED AND SWORN to before me this ____day of ______________,

201__ affiant exhibited to me his/her _____________________________
issued on _________________________ at _____________________________________,
Philippines.

Notary Public
Until December 20________
PTR No. __________________
Issued at: ________________
TIN No.___________________
Doc. No. ______
Page No. ______
Book No. ______
Series of ______

153
 Bank Guarantee Form for Advance Payment

To: [name and address of PROCURING ENTITY]

[name of Contract]

Gentlemen and/or Ladies:

In accordance with the payment provision included in the Special Conditions of Contract,
which amends Clause 10. of the General Conditions of Contract to provide for advance
payment, [name and address of Supplier] (hereinafter called the “Supplier”) shall deposit
with the PROCURING ENTITY a bank guarantee to guarantee its proper and faithful
performance under the said Clause of the Contract in an amount of [amount of guarantee in
figures and words].

We, the [bank or financial institution], as instructed by the Supplier, agree unconditionally
and irrevocably to guarantee as primary obligator and not as surety merely, the payment to
the PROCURING ENTITY on its first demand without whatsoever right of objection on our
part and without its first claim to the Supplier, in the amount not exceeding [amount of
guarantee in figures and words].

We further agree that no change or addition to or other modification of the terms of the
Contract to be performed thereunder or of any of the Contract documents which may be made
between the PROCURING ENTITY and the Supplier, shall in any way release us from any
liability under this guarantee, and we hereby waive notice of any such change, addition, or
modification.

This guarantee shall remain valid and in full effect from the date of the advance payment
received by the Supplier under the Contract until [date].

Yours truly,

Signature and seal of the Guarantors

[name of bank or financial institution]

[address]

[date]

154
 Contract Agreement Form

THIS AGREEMENT made the _____ day of __________ 20_____ between [name of
PROCURING ENTITY] of the Philippines (hereinafter called “the Entity”) of the one part and
[name of Supplier] of [city and country of Supplier] (hereinafter called “the Supplier”) of the
other part:

WHEREAS the Entity invited Bids for certain goods and ancillary services, viz.,
[brief description of goods and services] and has accepted a Bid by the Supplier for the
supply of those goods and services in the sum of [contract price in words and figures]
(hereinafter called “the Contract Price”).

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this Agreement words and expressions shall have the same meanings as are
respectively assigned to them in the Conditions of Contract referred to.

2. The following documents shall be deemed to form and be read and construed as part
of this Agreement, viz.:

(a) the Supplier’s Bid, including the Technical and Financial Proposals, and all
other documents/statements submitted (e.g. bidder’s response to clarifications
on the bid), including corrections to the bid resulting from the Procuring
Entity’s bid evaluation;
(b) the Schedule of Requirements;
(c) the Technical Specifications;
(d) the General Conditions of Contract;
(e) the Special Conditions of Contract;
(f) the Performance Security; and
(g) the Entity’s Notice of Award.

3. In consideration of the payments to be made by the Entity to the Supplier as

hereinafter mentioned, the Supplier hereby covenants with the Entity to provide the goods
and services and to remedy defects therein in conformity in all respects with the provisions of
the Contract

4. The Entity hereby covenants to pay the Supplier in consideration of the provision of
the goods and services and the remedying of defects therein, the Contract Price or such other
sum as may become payable under the provisions of the contract at the time and in the
manner prescribed by the contract.

IN WITNESS whereof the parties hereto have caused this Agreement to be executed
in accordance with the laws of the Republic of the Philippines on the day and year first above
written.

Signed, sealed, delivered by the (for the Entity)

Signed, sealed, delivered by the (for the Supplier).

155
 BID SECURING DECLARATION FORM

REPUBLIC OF THE PHILIPPINES)

CITY OF _______________________) S.S.

x------------------------------------------------------x

BID SECURING DECLARATION

Invitation to Bid: [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:

(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.

1 Select one and delete the other. Adopt the same instruction for similar terms throughout the document.

156
 IN WITNESS WHEREOF, I/We have hereunto set my/our hand/s this ____ day of
[month] [year] at [place of execution].

[Insert NAME OF BIDDER’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].

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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